Oracle Procurement: Glossary

Last Updated: October 29, 2024 6:34:24 AM PDT

Review a glossary of terms used in Oracle Procurement.

Term	Description
Advanced Search	Option in Oracle Procurement that pulls up an streamlined catalog selection from our Agreement Suppliers. Using this, you are able to compare prices between items and see customer reviews.
Agreement Supplier	UC San Diego has negotiated price discounts and preferential service requirements for specific products provided by this supplier. They can be found in the Punchout module in Oracle. *Due to the speed of these orders, PO change orders cannot be processed for agreement suppliers. Instead contact them directly to discuss the changes you'd like to make or generate a new order.
California Supplier	A California Supplier, as set forth by The Independent Citizens Oversight Committee and the governing board of California Institute for Regenerative Medicine (CIRM), is defined as: "Any sole proprietorship, partnership, joint venture, corporation, or other business entity which satisfies one or more of the following conditions: Whose owners or policymaking officers are domiciled in California and whose permanent, principal office or place of business from which the supplier’s trade is directed or managed is located in California; or That employs at least one-third, with a minimum of 100, of its total employees in California; or That produces, builds, or manufactures a product or products in California for the specific product or products which are used by CIRM grantees.”
Cart	A Cart is used to hold items selected by a shopper and can be named for easy identification. Once a Cart is submitted it becomes a Requisition.
Certified Small Business	Certified Small Businesses Suppliers in Oracle Procurement are identified with a "Small Business" icon and fall into the following categories: Small Small, veteran-owned Service-disabled, veteran-owned HUBZone Small, disadvantaged Small, woman-owned
CORE	Core Bio Services (CORE) is a campus recharge facility in the School of Medicine offering in-stock, next day lab supply items and free delivery or on-site pick-up.
Commitment	An encumbrance you record when you complete a purchase requisition
CXML Supplier	Suppliers who receive our POs electronically and not through email. Another moniker for an Agreement Supplier. They can be found in the Punchout module in Oracle. *PO change orders cannot be processed for cXML Suppliers. Instead, contact the supplier directly to discuss the changes you'd like to make or generate a new order.
Default Address	A Default Address is a single ship-to address saved in the user's Oracle Procurement Profile which: Will auto populate for each new Cart created Can be edited during the checkout process
Default COA	A Default Chart of Account (COA) string is saved in the user's Oracle Procurement Profile that: Will auto populate for each new Cart created Can be edited as necessary during checkout process
Deliver to Address - Preferred	Item will be sent to our logistics team at trade street. *We recommend this as the drivers are more familiar with campus and its less likely that your item will get lost.
Deliver to Address - Direct	Item will be sent directly to the desired address from the mail carrier.
Department Shopper	A Department Shopper is an Oracle Procurement role assigned at the department level with authorization to purchase up to a specified dollar amount without requiring further approvals. *It's important to remember that these roles provide universal purchasing authority across units, so individuals need be mindful when shopping to ensure they are making purchases solely for their own department. Please refer to this Blink page for the levels of purchasing authority.
Distribution Field: Govt Tax Exemption	Check each applicable line when the equipment being purchase is government furnished (with the title of said equipment remaining with the government and not UC San Diego) or for goods/equipment that will be remotely deployed – the items are purchased, used and will remain outside of California. Note that sales tax is not applied to these types of purchases. If you are uncertain if an order qualifies, please contact Equipment Management and/or Procurement for clarification.
Distribution Field: Inventorial Equipment	Must be checked on each applicable line to confirm what is being purchased is either inventorial or associated with inventorial equipment. Please refer to the KBA for additional information and instructions.
Distribution Field: Resale	Check this box when purchasing goods that UC San Diego is buying from a supplier to resell to a consumer. Note that sales tax is not applied to these purchases, but the university’s Resale Certificate must be included on the order.
Distribution Field: Research Equipment	Check each applicable line to verify that the items being purchased qualify for the reduced tax rate of 3.8125% as part of the Research Equipment Partial Sales Tax Exemption. Items being purchased must meet the criteria for either Inventorial Equipment or be part of a Fabrication.
Favorites	Favorite folders in Oracle Procurement store saved items that are personally customized
Financial Unit Approver	A Financial Unit Approver responsibilities include: Reviewing COA and financial information in Requisitions (and editing if needed) Approving purchases Reviewing and certifying Invoices In the User Roles Report, search for the financial unit in the Role field to pull a list of Financial Unit Approvers. This is described in detail in the How to Look Up User Roles in Oracle KBA.
Funds Status: Failed	Indicates that the funds check failed either because period is closed or funds are not available for one or more control budgets that apply to one or more of the distributions contained in the requisition
Funds Status: Liquidated	Indicates that a commitment was created
Funds Status: Not Applicable	Indicates that there is no control budget that applies to a requisition’s distribution (i.e. COA or POET)
Funds Status: Not Reserved	Shows on requisitions that are Incomplete or Canceled
Funds Status: Passed	Indicates that the funds check passed successfully, that funds are available and the budgetary control period is open for all control budgets that apply to the distributions contained in the requisition
Funds Status: Warning	Indicates that the funds check passed with warning. It indicates that the funds are insufficient but the control budget allows for a tolerance amount or percentage over the available budget. This check funds status does not prevent submitting the requisition for approval. Upon submission, the user will receive a warning message and decide whether to continue with the approval
Funds Status: Reserved	Indicates that the funds check passed successfully, funds are reserved and the commitment is created
Invoice	An Invoice is a bill or statement sent by the Supplier to UCSD requesting payment for items ordered/shipped or services performed. Information on Invoices for Oracle Procurement Purchase Orders will all be viewable in Oracle Procurement. Approvers will receive emails regarding two types of Invoices they must pay special attention to:-Invoices that are Out of Tolerance (does not require any action)-Invoices over $10,000.00 (requires certification)
Obligation	An encumbrance you record when you turn a requisition into a purchase order
Profile	A Profile allows users to customize certain settings in Oracle Procurement.
Punchouts	Option in Oracle Procurement that brings you to the agreement supplier's full catalog, as opposed to streamlined results. This will transport you directly to their website, and when you are ready to check out, it will bring you back into Oracle to fill out the billing information.
Purchase Order (PO)	A Purchase Order (PO) is: A document and document number that generates once an order has been completely approved within UC San Diego Automatically sent to the Supplier via Oracle Procurement to order goods and services Reference the PO number if/when communicating with a Supplier about an order.
Purchasing Categories	The Purchasing Category determines the tax ability of your order. Purchasing category is mapped for catalog and punchout items based on the UNSPSC provided by the supplier, and cannot be changed Purchasing category is selected by the PO requisitioner on request forms You can find the taxabilty of your order from this webpage, Purchasing Categories List
PO Closure Form	Form to close a PO once all goods and services have been confirmed to be fully paid, and no pending change orders or further invoices are expected. Purchase Order Closure Form
PO Status: Canceled	Indicates the PO has been canceled by the PO Requisitioner and is closed against any invoicing
PO Status: Closed	Indicates the PO has been entirely fulfilled and is closed against further invoicing
PO Status: Closed for Receiving	Indicates the PO has been successfully created and is ready to be invoiced against
PO Status: Rejected	Indicates the PO is pending approval by a professional buyer
PO Status: Finally Closed	Indicates the PO was requested to close through a Services & Support case
Request Forms	If the supplier isn't on either the Advanced Search or Punchout options, the option is available to submit a request form for a supplier in our system. There are two types of request forms: Amount-based form Quantity- based form Each form will close against further invoicing when either the amount or quantity has been fulfilled.
Requisition (Req)	A Requisition is: Generated when a Cart is submitted in Oracle Procurement and remains a Requisition for the duration of necessary approval steps within UC San Diego Generates a Purchase Order (PO) for each supplier on the Requisition
Trade Street/Central Receiving	Trade Street and Central Receiving are terms used to refer to UC San Diego's Receiving and Distribution facility, which receives, processes and delivers packages to the campus from external suppliers.

Find answers, request services, or get help from our team at the UC San Diego Services and Support portal.