To manage procurement agents and define their access to procurement functions within a procurement business unit, you can use the ‘Manage Procurement Agents’ task. The location of this task is in the Procurement Foundation and in the Payables functional areas. The configuration of procurement agent access controls the following predefined procurement roles:
- Buyer
- Catalog Administrator
- Category Manager
- Procurement Contracts Administrator
- Procurement Manager
- Supplier Administrator
- Supplier Manager
- Supplier Qualification
Procurement Business Units
To assign an agent to one or more procurement business units (BU), follow the below steps:
Action 1
Enable the agent with access to specific procurement actions for every procurement business unit.
- Manage Requisitions: Allows access to purchase requisitions.
- Manage Purchase Orders: Enables access to purchase orders and work confirmations.
- Manage Purchase Agreements: Renders access to blanket purchase agreements and contract agreements.
- Manage Negotiations: Enables access to Sourcing negotiations, if effectuated by your organization.
- Manage Sourcing Programs: Renders access to track and manage sourcing programs.
- Manage Catalog Content: Enables access to catalog content, that includes local catalogs, punchout catalogs, content zones, smart forms, information templates, and collaborative authoring.
- Manage Suppliers: Provides access to create and update supplier information.
- Manage Supplier Qualifications: Allows access to initiatives, qualifications, and assessments only if your organization implements Supplier Qualification.
- Manage Approved Supplier List Entries: Enables access to create and update approved supplier lists.
- Analyze Spend: Gives access to view invoice spending information which is used by the business intelligence functionality.
Action 2
Assign an access level to documents possessed by other procurement agents for every procurement business unit.
Note: As long as the agents own the Procurement BU access, they can perform every action on their documents.
- None: The agent doesn’t have any access to the documents that belong to other agents.
- View: Permits the agent to search and view the documents of other agents’
- Modify: Allows the agent to view, modify, delete, and withdraw the documents of other agents’
- Full: Enables the agent to completely control other agents’ documents, including view, modify, delete, withdraw, freeze, hold, close, cancel, and finally close actions.
A Comprehensive Bulk Upload Tutorial
Here’s a step-by-step tutorial on how to perform a bulk upload of procurement agents:
Step 1: From the Home Page, click on the Profile Icon from the Top-Left Corner, then select Setup and Maintenance.
Step 2: In the Setup and Maintenance Page, click on Procurement.
Step 3: Select Procurement Foundation.
Then click on ‘Manage Procurement Agents’ from the Sub-Menu on the Right. Click the ‘Export CSV File’ and ‘Create New.’
Once the page appears, click Submit and OK when prompted.
Step 4: From the Sub-Menu on the Right, click on ‘Manage Procurement Agents’ again, and then click ‘Export CSV File.’ Select ‘Ready to Download’ to download the latest file this time. Note the date and time.
Step 5: Right-click on the downloaded file, select ‘Extract All,’ and then click ‘Extract’ when prompted.
Open the extracted folder
Updating/Adding the Agent Access Records
Step 6: Open the ‘ORA_PO_AGENT_ACCESS.csv’ file to update or add agent access records.
Make the required changes. Save the file.
Step 7: Open the ‘PO_AGENT.csv’ file to update or add procurement agents.
Make the required changes. Save and close the file.
User and Roles
Importing of Procurement Agent Sheet
Step 8: Compress the folder containing the updated files into a zip file.
Step 9: Under Procurement, from the Sub-Menu on the Right, click on ‘Manage Procurement Agents’ and then click on ‘Import CSV File’ and ‘Create New.’
Select the compressed zip file and click submit. Click OK when prompted.
From the Sub-Menu on the Right, click on ‘Manage Procurement Agents’ and then click on ‘Export CSV File.’ This time, select ‘Ready for Data Validation’
Click OK when prompted.
Verify the new or updated procurement agent’s data and their access information.
By following these steps, you can easily perform a bulk upload of procurement agents and manage their access to procurement functions within your organization.
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