Create a Non-Catalogue Request

iProc Requisitioner | Oracle Financials

This guide is intended for iProc Requisitioners who need to raise a non-catalogue request via the
iProcurement (iProc) part of the Oracle Financials system. It covers the shopping for items part of the
requisition process, in this case the items are not in eMarketplace.

The requisition process:

Shopping for Items Shopping Cart Checkout: Checkout: Checkout:

Requisition Information Approvals and Notes Review and Submit

What is a non-catalogue request?

If the supplier's catalogue is not held on the iProc system or available through eMarketplace, you'll need to
complete a non-catalogue request. Please make sure you know which supplier you intend to use before
starting a non-catalogue request. You should also be familiar with the CuPID database of University
recommended suppliers.

Important: Do not raise requisitions for a Procurement Card in iProc. Please speak to your Operational
Buyer for advice on these transactions.

To create a non-catalogue request you will need to:

1. Click the PO Internet Procurement MP (UOM) responsibility to open iProc.

Always ensure your Shopping Cart is empty before proceeding with a new requisition.

2. Select the Non-Catalog Request link which can be found below the Requisitions tab.

3. The Item Type defaults as Goods billed by quantity, but there are other options. A non-catalogue
request can be used when you wish to purchase a defined amount of goods or services supplied in
one instance. This does not exclude part deliveries and part invoicing.
When setting up a non-catalogue request like this you should use the Item Type Goods billed by
quantity. This allows you to input the literal quantity of items and the unit value per item and receipt
per item.
Example: ordering 10 pine desks at £100 each:
rather than: Quantity: 1, Price: £1000 or Quantity: 1000, Price: £1
use: Quantity:10, Price: £100
This will simplify the creation of partial receipts , ie to receipt 8 tables with a Quantity of 10, you
would receipt 8. To receipt 8 tables with a Quantity set to 1, you would need to receipt 0.8.

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4. Enter the Item Description. You can copy and paste the item description from a supplier's website,
but be sure to remove any trademark and copyright symbols. Include the supplier's catalogue
number if you have one, or any other information eg ISBN, product code or item reference.
The Item Description is important because if it is too vague, incomplete or conflicting with the
information on the invoice then the invoice will go on hold. Ensure any extra charges are included
as an additional line.

5. Enter the Category of spend. Enter the category code directly, or if you are unsure, use the
magnifying glass to search. After completing your preferred search select the Quick Select icon to
select the correct category code.
What are category codes?
Category codes are a way of labelling expenditure. The category code allows us to report accurate
spends to external providers of funding, as well as allowing us to track category spend which can
then be used by strategic procurement in negotiations with suppliers.
Category codes are broken up into groups eg Stationary & Office Supplies or Laboratory Supplies &
Services. Each group is assigned a letter to help you search eg L for Laboratory Supplies & Services.
How can I search for category codes?
In Oracle Financials, the wildcard is % and this helps with your searches.
To see all category codes within a group, enter the group letter followed by the wildcard eg L%.
Alternatively, you can change the Search By menu to Description and search by keyword eg
%apparatus%. Using the wildcard at the front and end of the keyword means that you are looking
for wherever that keyword appears in the description, whereas using % before the keyword
searches for anything where the keyword is the last word, and using % after a keyword means the
search will look for options where the keyword is at the front of the description.
Searching by Description means you can also search using an IE (Income & Expenditure) code to
see which category codes are mapped to the IE code eg %6010%.
Where can I find a list of category codes?
A full list of category codes can be found on the Procurement website for reference but if you are
unsure please contact your Operational Buyer.

6. Enter the Quantity.

7. Enter the Unit of Measure directly into the field if you know it (or the first few letters) and then
press the Tab key. Examples include Each, ml, gm, trays, and bags. Alternatively, use the magnifying
glass icon to search. You can use the % wildcard to see all available values.

8. Enter the Unit Price. This should always be entered net of VAT as VAT is calculated and added at
the invoice input stage.
9. Currency defaults to GBP. Use the drop-down menu to select a different currency.
If the incorrect currency is used then the purchase order (PO) generated cannot be used to pay the
invoice and it will have to be manually authorised by the Approver.
Requisitions on a Procurement Card must always be raised in GBP.
Please note the exchange rate used within your requisition and include this in the Item Description.
If you find a supplier who is setup to the wrong currency please contact the Procurement Office to
amend.

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 10. Enter the Supplier Name directly into the field or use the magnifying glass icon to search. After
completing a search select the Quick Select icon to select the correct supplier/site. Once selected,
the supplier site and contact details will populate automatically.
What if I don’t know which supplier to use?
If you're not sure which supplier to select, you should first look in CuPID to see the University
recommended supplier for this product/service.
Which supplier site should I select?
In some instances there may be multiple sites to select from. Choosing the correct site is very
important to ensure your order is sent to the right location. Procurement is currently cleaning the
supplier data in an attempt to make this process simpler.
What if the supplier isn’t listed in Oracle?
If you've searched and the supplier isn't listed in Oracle, you'll need to complete the New Supplier
Process using the Can’t find the right supplier? link above the Supplier Name field. Download and
complete the form and return it to the Procurement Office.

11. Check that all of the details are correct for this item and then select Add to Cart. The item is now
shown in your Shopping Cart.

12. To add more items to the Shopping Cart, repeat steps 3 – 11, changing the fields (except Supplier –
see the note below) for the second item as appropriate. Click Add to Cart to add any additional
items to the requisition.

Note that the Supplier fields are left the same on additional lines on the
requisition, as you only raise a requisition with one supplier!

13. Continue repeating the steps until you have added all required items in your Shopping Cart. The
maximum number of lines on a requisition is 50.

14. If you've finished adding items, select View Cart and Checkout below the Shopping Cart area.

Next step: Follow the guidance in the Shopping Cart guide.