Using Procurement (2024)

You can reference compliance checklists on purchasing documents and their associated change documents. You can configure purchasing document approval rules based on checklist existence and checklist status.

Compliance checklists facilitate and streamline the collection of required documentation to ensure compliance with procurement rules and regulations. Incorporating checklists in your procurement process by linking them to purchasing transactions reduces business risk while improving audit controls.

Checklists are created from user-defined templates to drive the consistency needed for the compliance standards.

A checklist includes an optional prerequisite section and one or more checklist sections. Questions in the prerequisite section may be frequently referenced in the checklist sections, which enables you to present related questions and requirements throughout the checklist, resulting in a dynamic template. After you respond to the prerequisite questions, the checklist is generated.

Your response to a checklist question can guide which follow-up questions are displayed in the checklist. If a checklist question is mapped to a prerequisite question, the checklist question response is automatically set based on your response to the prerequisite question.

While the checklist is in progress, the validate action can be used to see if any required responses or documents are missing. The checklist is automatically validated when you complete it.

A checklist with a prerequisite section is created with the status of draft. After the prerequisite section is completed and you continue to the checklist sections, the checklist status is set to in progress. The checklist can be marked completed after all the required questions are answered, and the required documents are uploaded.

After its completed, the checklist can no longer be modified unless it’s reopened, at which point the checklist status is set back to in progress. You can also view a PDF version of the checklist anytime. It contains all checklist questions, their responses, and a list of the attached documents.

You can manage the compliance checklists from the Purchase Orders or Purchase Agreements work area.

Consider these when you are working with compliance checklists:

• You can’t submit a purchasing document for approval if the checklist associated with the document was canceled.
• You can only associate checklists to a purchasing document using the UI and FBDI.
• Up to 7 levels of checklist question branching is supported.
• Only an up-to-date template can be used to create a checklist. If any update to a question creates a new question revision, uptake the new question revision in any questions referencing the outdated question. Similarly, for any sections that include the outdated question. If a section has a new revision, any templates containing the outdated section should also uptake the new section revision.
• The attachments listed in the checklist PDF need to be individually downloaded from the checklist.
• The Checklist Title and Checklist Number attributes are available in the purchase order notification data model in Oracle Analytics Publisher.

Do these tasks to work with checklists:

1. Enable access to manage checklists for procurement agents:
   1. 1. In the Setup and Maintenance work area, use the Manage Procurement Agents task:
      • Offering: Procurement
      • Functional Area: Procurement Foundation
   2. Select the Allowed check box for Manage Compliance Checklists action.
2. Create a checklist:
   1. In the New compliance checklist dialog, select and provide the required details and then click Create.
   2. Save the checklist.
3. Manage search capabilities: To manage search capabilities for compliance checklists, submit the ESS job to create index definition and perform initial ingest to OSCS scheduled job. Use these index names when submitting the process: Compliance checklists: fa-prc-compliancechecklists
4. You can perform these optional steps for checklists.
   • Configure the numbering sequence of compliance checklists for a procurement business unit.
     1. In the Setup and Maintenance work area, use the Manage Procurement Document Numbering task:
        • Offering: Procurement
        • Functional Area: Procurement Foundation
     2. Create a numbering sequence for a procurement business unit.
   • Configure approval rules using checklist attributes.
     1. In the Setup and Maintenance work area, use the Manage Purchasing Document Approvals task:
        • Offering: Procurement
        • Functional Area: Approval Management
     2. Create an approval rule using checklist attributes. For example, you can auto-reject the purchasing documents if checklist status is in progress.