Oracle Procurement: Glossary
Review a glossary of terms used in Oracle Procurement.
Term | Description |
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Advanced Search |
Option in Oracle Procurement that pulls up an streamlined catalog selection from our Agreement Suppliers.
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Agreement Supplier | The UC or UC San Diego has negotiated price discounts and preferential service requirements for specific products provided by this supplier. |
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:
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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:
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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 |
Default Address | A Default Address is a single ship-to address saved in the user's Oracle Procurement Profile which:
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Default COA | A Default Chart of Account (COA) string is saved in the user's Oracle Procurement Profile that:
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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 - Preferred |
Item will be sent directly to the desired address from the mail carrier. |
Department Buyer | A Department Buyer is a Oracle Procurement "Shopper" role assigned at the department level with authorization to:
*It's important to remember that this 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. |
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:
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 suppliers 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:
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.
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. |
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:
Each form will close against further invoicing when either the amount or quantity has been fulfilled. |
Requisition (Req) | A Requisition is:
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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. |