Overview

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The Oracle Procurement checkout process is designed to simplify and streamline purchasing at UC San Diego. It guides users from selecting items through order approval and fulfillment, ensuring compliance with university policies while saving time and effort. The following summary outlines the checkout process for an active or inactive cart, providing required information during checkout, and splitting funds on an order

Recovering and Editing Saved Carts

• If you started a cart but never submitted it, and it’s not visible in your active cart, follow these steps:

• 1. Go to My Requisitions.
  2. Filter by Requisition status and then Draft.
  3. Click on the cart you’d like to finish.
  4. Click the Edit button (top right of the cart) to begin the checkout process.

• To edit your active shopping cart:
  • Click the shopping cart icon at the bottom of the Oracle Procurement homepage.

Editing Cart-Level Fields (Applies to the Entire Order)

These fields only need to be updated once per order and can be updated via the Pencil Icon in the top right:

• Description
  • Defaults to the description of the first line item.
  • You may change it to something more helpful for tracking or reference.
• Room Number
  • Enter the specific room where items should be delivered.
• Deliver-to Location and COA
  • Can be selected for the entire order by selecting the Pencil Icon at the top of the Cart Page.

 

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Editing Line-Level Fields (Apply Individually to Each Line)

Each line item must be edited separately:

• Line Selection
  • The currently selected line is checked in the cart.
• Actions per Line:
  • Duplicate – Creates a copy of the line with default values populated (charge account, project, deliver-to). This can be selected by the dual box icon next to the selected line.
  • Pencil – Reopens a request form to edit the initial portion of the requisition.
  • Trash Can – Removes the item from the cart.
  • Deliver-To Location – Can be changed for each line.
    • Note: Adding different deliver to locations between lines will cause the creation of multiple PO’s for the requisition.
  • Requester – Can be changed to a different UC San Diego employee.
    • Note: This changes who is responsible for invoice approvals over $10,000 or for inventorial equipment.
• Employee-Vendor Relationship Disclosure
  • Can be accessed by selecting the delivery truck icon on the desired line.
  • Use the checkbox only if a potential conflict exists between the supplier and UC San Diego.
  • More info is available on Blink.
• Attachments & Notes
  • Click the drop-down box below the Attachments section to select the attachment category.
  • Then add your attachment via the drop box.
  • To add a comment instead of a file, add your comment to the Notes.
  • Note: External attachments should only be added to orders placed with request forms.

Charge Account vs. Project Usage

• If Not Using a Project:
  • Choose from your default charge accounts or enter a new one in the Charge Account field.
• If Using a Project:
  • Enter the Project only – the associated charge account will populate automatically.
  • To use a different charge account than the project’s default, either:
    • Use a different Project, or
    • Change the charge account defaulted on the current Project.
• Additional required fields for projects:
  • Expenditure and Task fields.
  • Contract Number and Funding Source (for sponsored projects).

🔹 Your Fund Manager can assist with:

• Task
• Expenditure Item Date
• Contract Number
• Funding Source

Expenditure Type and Organization

• In the Expenditure Type field:
  • Click the drop-down → Search for the desired Expenditure Type.
  • Refer to the KBA in Services & Support for a list of all expenditure types.
• Expenditure Organization:
  • Use Procurement and Business Contracts for all standard purchases.
  • Use Recharge only when purchasing through a UC San Diego department recharge.

Note: If using a Project, the Expenditure Type will override the Account value in your Charge Account.

If not using a Project, the Purchasing Category used in your order will default the Account value based on UC San Diego's Purchasing Categories Blink page.

Splitting Costs Across Multiple Accounts

• Click the Delivery Truck icon to access the Delivery and Billing Details screen.

• Under the Billing section, click on the three dots to the right of the section.
• Select Split.

• For each distribution line:
  • Indicate the percentage of the line to charge to each account/project.
• Additional fields may be required based on the item type or funding source.
• See the KBA on editing Billing information for multiple lines at once for more details.

Finalizing the Cart

Once you're done editing:

• Self Service Procurement – Return to the Oracle Procurement homepage and continue shopping.
• Save for Later – Save your cart to finish later.
  • Access it later from My Requisitions to continue editing or reassign it.
• Submit – Start the requisition approval process.
  • A Requisition Number will appear at the top left of the page.

Note: Only one requester and one deliver-to address should be used per requisition.

Supplemental Guides

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• EVRD Blink page
• List of Expenditure Types
• Purchasing Categories Blink page
• KB0033014: How to edit Multi-Edit Requisition Lines in Oracle Procurement
• KB0033177: How to Complete the Billing Section During Checkout in Oracle Procurement