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Sign on/access
1. How do I log into Oracle Fusion?
Corporate users (employees with an eastdunbarton.gov.uk email address) will access Fusion via Single Sign on. This means you will not need a specific password for Fusion. To access Fusion, open EDC Apps and the Oracle Fusion icon should be displayed. You can then click on the box marked Company Sign In.
For Education users, password and username will be sent before Go Live. We are working to have the URL saved in your staff folder for easy access alongside the URL to access Moodle.
Please refer to the Quick Reference Guides
2. What should I do if I cannot get logged into Oracle Fusion?
Please refer to the Quick Reference Guides first. If you are still having issues ,please refer to ‘What to do if you have a question on Fusion
3.What should I do if I do not have the Oracle Fusion icon in my EDC Apps?
Please email fusion.support@eastdunbarton.gov.uk
4. How do I request access to Oracle Fusion?
A revised 'New Access Request' form will be available on the main Fusion page
5. If I have a question about using Oracle Fusion, what do I do?
What to do if you have a question on Fusion
6. Why can’t I see all the Oracle Guided Learning available to me
You need to be on the home page to see all the OGL, an OGL tip has been added to reflect this.
Requisitions and Purchase Orders
1. Will orders from iProc be moved to Oracle Fusion?
All currently open and approved Purchase Orders, which have not been invoiced in full will be migrated to Oracle Fusion.
2. Will existing punchout’s be added to Oracle Fusion?
Yes
3. Can you rename a requisition to something more meaningful?
Yes - the description defaults to the first line of your order. You can amend the description to something more meaningful. See screenshot below.
4. Do I need to amend the requisition to reflect the invoice if this does not match? E.g. If a supplier has added a delivery charge.
Over Receipting is not available on Fusion, the order must be amended to suit the goods/works/services/received before a receipt can be progressed. For example, if you have a delivery charge that you have not accounted for this must be added.
5. Can orders from different suppliers be done as part of same order?
No.
6. When raising a requisition, can you request a particular delivery date?
Use 'Requested Delivery Date' function on the left-hand side of the screen, under details.
7. If a requisition has been approved, can it be deleted?
If you need to cancel an order or line, action that cancellation as soon as you know. Do not however cancel the order or line until you are 100% sure that the goods will not be delivered - suggest contacting the Supplier to double check they are aware of the cancellation. Orders will be reissued to the supplier with a version number and be marked as cancelled to try and ensure that they are not duplicated.
It's important to check goods will not be received for cancelled orders as an invoice cannot be paid against a cancelled line, even if the goods are received later. If the goods are received later for a cancelled order, you would have to raise a new order to allow the invoice to be paid.
8. If there are multiple suppliers that provide the same product, how does a user know who to buy from?
Current contracts and suppliers have not changed, the suppliers you usually use can be found in Oracle Fusion. For catalogue purchases, if you enter the supplier’s name in the top search field, all their items will be shown.
9. Can you view requisitions other than your own?
Yes, you can do this by searching 'Manage Orders/Requisitions' using parameters for the Requisitioner, supplier, requisition number or order number. You can also view section 7 (Requisition search) of the Self Service Procurement module on Moodle.
10. If ordering from multiple cost centre's, can these be done on the same order.
Yes- Yes they can, you can select each line and add in individual cost centres
11. I use various cost centres, do I overtype the charge account and enter the charge account that I want to charge to? Once added, are you given a drop down to select the cost centre you want to use?
You can input your own code, if the code is on your allocated code group, you can select it. You can also select ‘More Tasks’ from the Requisitions page, then ‘Update Requisition Preferences’, from here you can add favourite charge accounts that you use often. Once favourites are added, you can select from the drop-down which cost centre you want to use.
12. Can you search on Oracle Fusion for all items that have been charged to a particular cost centre e.g., play equipment.
There is a search function in Oracle Fusion, if you need to view all orders for a particular item, you can change the text in the description box to something more meaningful. You can also search by supplier and other various search criteria (see screenshot below). You can also select the advanced option to access further search criteria.
13. Can individual items be added to favourites?
Yes.
14. What search options are available?
There are various search parameters available including searching by item code and supplier. Please see question 11 for further information.
15. Can you place an order for more than one department with different cost centres?
No, you need to do separate orders if all items from same supplier.
16. Do you still need to attach four quotes for items being purchased that are greater than £1000?
Yes, if you are not ordering from a contract.
17. Do services have specific Smart Forms?
Smart Forms are no longer in the format that they previously were, they are now arranged by Category. The request forms are set up as a template that allows you to insert the description and attach that to the contract agreement. They are not in a service ‘store’ format as before.
18. What’s the difference between requisitions for catalogue, contract and non-contract items?
Catalogue items
A fixed list of goods or services available through a contract, from a named supplier, at an agreed price. Items are selected from a Search results list and added to the Shopping Cart. As the conditions are pre-agreed Corporate Procurement will only require to approve Purchase Orders for contracted goods if the value is above a pre-defined threshold, or if a Requisition exceeds the agreed total value of the contract.
Contracted items
An agreement with a named supplier, or suppliers, to supply agreed goods or services at an agreed price or rate, but where the nature or complexity of the goods or services covered prevent a catalogue from being offered. A Smart Form will be used to order Contract items. As the conditions are pre-agreed Corporate Procurement will only require to approve Purchase Orders for contracted goods if the value is above a pre-defined threshold, or if a Requisition exceeds the agreed value of the contract.
Items purchased following a Quick Quote or Tender Process are classed as contracted items.
Non-Contract Requisition items
Where a user wishes to request goods or services for which there is no recognised contract, they must use the Non-Contract Request store. Several Smart Forms can be found there. All non-contract requests are passed to Corporate Procurement for Purchase Order approval.
Approvals
1. Is the approval hierarchy the same in Oracle Fusion
The approvers are based on the organisational structure so your Line Manager will approve requisitions. For services areas who raise orders on behalf of other services, please ensure you have been given the correct access and have the correct functionality to raise requisitions on behalf of others.
2. Do approvers receive an email notification when requisition is awaiting approval, or do they need to always be logged into Fusion?
Answer - Yes, Fusion has various reminders built into the workflow.
3. How do I change an approver?
A requisition is sent to an approver based on the cost centre hierarchy. The approver can change who the requisition is sent to using the 'Vacation rules' if the approver is on annual leave. The Approver needs to do this, the Requisitioner cannot do this. If an approver has not applied the vacation rules, please contact Procurement for advice.
4. I use multiple cost centres; can these all be added to the favourites when I edit my requisition preferences?
There is no limit to the number of cost centres you can add as a favourite
Education
1. Can you place an order when you have various cost centres e.g. in a school a requisition would be charged to ED012 (Douglas Academy) but then needs to be attributed to e.g. Chemistry Department code, then Materials Apparatus and equipment.
Departmental codes are in the drop-down box after Cost centre, Account Code, etc.
2. Can you split cost - part funded by PEF and part funded by another cost centre
Yes - Use the 'Split' function.
3. How can you input/change ledger codes?
Select Icon to RHS of Charge code to change (Blue circle at bottom), the box above opens up, you then click on drop down boxes next to code you want to change (Blue circle above) and change to suit, options available are listed.
Training and Support Tools
1. What training material and support is available for Oracle Fusion?
Moodle
Moodle is the Council’s Learning Hub and specific training modules on Fusion have been created for users. If you wish to complete this training, please speak to your Line Manager to agree a suitable time to complete this.
You can log onto EDC Moodle via EDC Apps. Once the page is open, leave your username and password blank and press the Microsoft button to log on (below the words ‘LOG IN USING YOUR ACCOUNT ON’). When in Moodle, select ‘Please CLICK HERE to see what other courses are available for you’ then select Oracle Fusion.
If you have any questions about the EDC Moodle, please contact peopledevelopment@eastdunbarton.gov.uk
Oracle Guided Learning (OGL)
Oracle Guided Learning, known as OGL, is a tool within the live Oracle Fusion system OGL which is loaded with pre-selected guides, customised to EDC processes. OGL features include pop-up messages and Smart Tips and Beacons. Smart tips provide additional information/instructions when you hover over the icon. A Beacon is a pulsating circle which when you click on it provides tips and information.
This will be available from the go live date and will continue to be developed after the system is live.
Quick Reference Guides
Quick Reference Guides are available on processes such as ‘How to raise a catalogue order’, ‘Purchase order Amendments’ and ‘Punchout requisition’.