Oracle Fusion - Frequently Asked Questions

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

Please refer to the Quick Reference Guides first. If you are still having issues.

Please email fusion.support@eastdunbarton.gov.uk

 revised 'New Access Request' form will be available on the main Fusion page

Self-learn

Step 1

Check out Oracle Guided Learning tips within Fusion and the main Oracle Fusion webpage for access to:

Check out Oracle Guided Learning tips within Fusion and refer to the Employee Zone for access to:

• Quick Reference Guides
• Frequently Asked Questions
• Links to training content on Moodle. If you are still stuck...

Ask a colleague

Step 2

• Ask your team mates for help or refer to your Fusion Champion
• If your Fusion Champion cannot resolve the issue...

Fusion Change Champions

Step 3

• Fusion Champions will reach out to the wider Fusion Champions network to find out if this query or issue has been seen and resolved previously...
• If the issue is still not resolved...

Subject Matter Experts

Step 4

• Send an email Fusion on fusion.support@eastdunbarton.gov.uk(link sends e-mail)
• Support mailbox clearly noting what your query is relating to in the email subject e.g. Log In Issue, Raising an Order, Invoicing, Reports.
• SLA - initial response within 3 working days

You need to be on the home page to see all the OGL, an OGL tip has been added to reflect this.

All currently open and approved Purchase Orders, which have not been invoiced in full will be migrated to Oracle Fusion.

Yes

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.

No

Use 'Requested Delivery Date' function on the left-hand side of the screen, under details.

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.

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.

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.

Yes-  Yes they can, you can select each line and add in individual cost centres

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.

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. 

Yes

There are various search parameters available including searching by item code and supplier. Please see question 11 for further information.

No, you need to do separate orders if all items from same supplier.

Yes, if you are not ordering from a contract.

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.

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.

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.

Yes, Fusion has various reminders built into the workflow.

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.

There is no limit to the number of cost centres you can add as a favourite

Departmental codes are in the drop-down box after Cost centre, Account Code, etc.

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.

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’.