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    Ashok
    Customer Input Please: Need your inputs on Supplier Item...
    Topic posted November 5, 2019 by AshokBlack Diamond: 60,000+ Points, tagged Create Requisition, Requisition Processing 
    62 Views, 13 Comments
    Title:
    Customer Input Please: Need your inputs on Supplier Item Number usage in your Procurement Use Cases
    Summary:
    Customer Input Please: Need your inputs on Supplier Item Number usage in your Procurement Use Cases
    Content:

    Customers

    Here is the idea that prompted this post from my end: https://cloudcustomerconnect.oracle.com/posts/16b6bb51d5

    Do take a read. I have a few questions that I would be very grateful for responses from your end:

    A. Is Supplier Item Number often used in your business? 

    B. Is the Supplier Item Number captured in your Blanket Agreement definition?

    C. Does the requester enter or know Supplier Item Number in your case and provide it for instance in the Non Catalog Requests or other flows

    D. Do you have Punchout flows where the Supplier sends the Supplier Part # (Supplier Item Number)?

    E. Is the Supplier Item Number important and used to communicate it back to the Supplier on a Purchase Order.

    I would much appreciate your time and effort in responding to these.

    Regards

    Ashok

    Comment

     

    • Steve Brown

      Ashok,

      Thanks for allowing us to provide input to this idea.  Below are my responses.

      A. Is Supplier Item Number often used in your business? 

      Answer - Yes, we have an internal item number that is generic and means little to our supplier.  We are a service industry and many of the items in service have the supplier / manufacturer number stamped on them as well as the service manuals.

      B. Is the Supplier Item Number captured in your Blanket Agreement definition?

      Answer - Yes, we will be putting the supplier item number on the BPA's

      C. Does the requester enter or know Supplier Item Number in your case and provide it for instance in the Non Catalog Requests or other flows

      Answer - the requester will likely know the supplier number before they know our internal item number.  We are still in the implementation phase of this module, but we are taking advantage of BPA's, Item descriptions that have the supplier/manufacture number embedded and content zone/catalogs to do more requesting using the self service catalog shopping, when we have to use enter requisition line UI the searching for the internal item number become increasingly difficult.

      D. Do you have Punchout flows where the Supplier sends the Supplier Part # (Supplier Item Number)?

      Answer - We will not have Punchout flows in our initial phase of go-live with Cloud, shortly after things settle down we do have a major manufacturer with associated distributers that we will be wanting to pursue punchouts

      E. Is the Supplier Item Number important and used to communicate it back to the Supplier on a Purchase Order.

      Answer - Most definitely important for us to have this information back to the supplier.  

      Regards,

      Steve Brown

    • Ashok

      Thank you Steve. 

      Dear Customers, 

      Please do review and respond. Would much appreciate your inputs.

    • Zehra Merchant

      HI Ashok,

      As per your request below is my input:

      A. Is Supplier Item Number often used in your business? 

      --- Yes. For Example this client is having sister concern company which buyes majority of Pharma items from market. All other verticals (companies under the group) procure items from them as supplier. Now here this sister concern company has their own warehouse system and their Own Item Codes. So while creating PO it required to capture which is Supplier Item.

      B. Is the Supplier Item Number captured in your Blanket Agreement definition?

      --- Yes

      C. Does the requester enter or know Supplier Item Number in your case and provide it for instance in the Non Catalog Requests or other flows

      --- Yes they may know in some cases (like explained in A)

      D. Do you have Punchout flows where the Supplier sends the Supplier Part # (Supplier Item Number)?

      --- We do not have Punchout catalog currently

      E. Is the Supplier Item Number important and used to communicate it back to the Supplier on a Purchase Order.

      --- Yes important

       

      Hope it wil be useful !

      Thanks,

      Zehra Merchant

       

    • Srikanth

      Hi Ashok,

      Thank you for requesting our inputs on supplier item number. Below are the responses:

      Summary:  The supplier item number is very important . Especially from healthcare perspective, it is even more important.

      A. Is Supplier Item Number often used in your business? 

      1. Yes, it is very important. In many cases, a client does not allocate item numbers (for ease of maintenance considering thousands of healthcare products possible). In such cases, the nurses and other healthcare employees use the supplier item number as the unique identifier.

      2. When client renew contracts, they use the supplier item number as benchmark, if they want to negotiate for a special price.

      3. Since healthcare employees see the supplier item number in the product,  many times they quote it in requisitions, so that it will be helpful for the buyers to purchase.

      B. Is the Supplier Item Number captured in your Blanket Agreement definition?

      1. Yes, it is captured in BPAs

      2. Even more, in some scenarios, a product does not have item number assigned becoz of item master data maintenance constraints. In such cases, the BPA is directly created with the supplier item number and the item description.

      C. Does the requester enter or know Supplier Item Number in your case and provide it for instance in the Non Catalog Requests or other flows

      Yes, the requesters are able to see this number in the product. Hence they know, and when they enter non-catalog requests, they mention the same for ease of purchase for the buyer.

      D. Do you have Punchout flows where the Supplier sends the Supplier Part # (Supplier Item Number)?

      Yes definitely, in almost all punchouts, supplier sends the supplier item number.

      E. Is the Supplier Item Number important and used to communicate it back to the Supplier on a Purchase Order.

      Yes, it is included in PO communication to the supplier. The PO PDF output was personalized for our client, so that the supplier item number is included.

      Thanks,

      Srikanth.

    • Ashok

      Steve / Srikanth / Zehra

      Thank you for the courtesy of responding right away.

      Customers

      We could benefit from hearing your voices and inputs here. Please take the time to respond.

    • Ashok

      Srikanth

      I want to dig a little deeper on one specific input from you in your response:

      D. Do you have Punchout flows where the Supplier sends the Supplier Part # (Supplier Item Number)?

      Yes definitely, in almost all punchouts, supplier sends the supplier item number.

      What would your expectation on system behavior be in the following case:

      1. Supplier sends back a Supplier Part #. This is an Agreement backed line (let's assume). The BPA for some reason does not capture the Supplier Part #, in other words it is NULL.

      In this scenario, do you expect we would throw an error when the item is added to the cart so the requester knows or would you prefer we let the item be processed into a purchase order with the agreement sourced or somehow place it in the buyer's processing queue? I hope the question is clear.

      2. Similarly, let's say Supplier passes a Supplier Part # and the BPA has a different part #. What would your expectation be from the system?

      Throw an error to the requester, add to cart successfully process into an order (I don't think this would be acceptable but just throwing it in there) or make it a buyer's processing queue problem?

      • Srikanth

        Thank you Ashok for the thought provoking questions :)

        In both the scenarios, I am suggested that the product match be done by comparing Item Description, price or other criteria like manufacturer part number, mapped category, UNSPSC etc. being similar  (between supplier sent part # and the one in BPA)

        I would expect the system to prompt a message asking if the requester would prefer to match the product with the one in BPA. Do not recommend an error in such cases (just a warning prompt would be sufficient). Depending on the requester selecting "Match" or "Do not Match", a FYI notification and email is to be sent to the buyer after the PO is created. This would be helpful, especially in touchless buying scenarios, where the PO is created automatically.

        In the scenario of manual PO creation, I would expect the system to prompt a message both for the requester (during req. creation) and the buyer (during PO creation). Again would not recommend error in this.

        Reason for not recommending error is: business would decide on case-to-case basis whether the match of supplier part # with the BPA is to be done. If an error comes up, the requisition/PO would be blocked and the procurement time gets delayed becoz of this.

        Pls let me know if you need any further information.

        Thanks,

        Srikanth.

    • Judy Hamner

      A. Is Supplier Item Number often used in your business?  Yes - for managing recurring purchases

      B. Is the Supplier Item Number captured in your Blanket Agreement definition? Yes.

      C. Does the requester enter or know Supplier Item Number in your case and provide it for instance in the Non Catalog Requests or other flows:  Sometimes, but generally it is added as part of the item description

      D. Do you have Punchout flows where the Supplier sends the Supplier Part # (Supplier Item Number)?  Yes

      E. Is the Supplier Item Number important and used to communicate it back to the Supplier on a Purchase Order.  Yes, it is the only way for the supplier to know 100% that they are shipping the correct item. 

    • Ashok

      Thank you Judy. Please see below. I was hoping to get your responses on these questions too.

      What would your expectation on system behavior be in the following case:

      1. Supplier sends back a Supplier Part #. This is an Agreement backed line (let's assume). The BPA for some reason does not capture the Supplier Part #, in other words it is NULL.

      In this scenario, do you expect we would throw an error when the item is added to the cart so the requester knows or would you prefer we let the item be processed into a purchase order with the agreement sourced or somehow place it in the buyer's processing queue? I hope the question is clear.

      2. Similarly, let's say Supplier passes a Supplier Part # and the BPA has a different part #. What would your expectation be from the system?

      Throw an error to the requester, add to cart successfully process into an order (I don't think this would be acceptable but just throwing it in there) or make it a buyer's processing queue problem?

    • Judy Hamner

      Ashok, 

      I don't think we would ever want to have a hard stop based solely on Supplier Part #.  A Warning might be better.  

      When shopping for a BPA item, we are not initiating contact with the Supplier.  We are creating requisitions directly from the BPA in order to send the PO back to the Supplier.  So, I probably don't have the best point of reference for answering these follow up questions. 

      Judy

    • Ashok

      Judy

      That is valid and useful feedback all by itself. So thanks again.

    • Sanket Salve

      Dear Ashok,

      Thank you for giving us an opportunity to share our thoughts.

      A. Is Supplier Item Number often used in your business?
      - Currently, we do not use the supplier item number.

      B. Is the Supplier Item Number captured in your Blanket Agreement definition?
      - We are in planning to implement BPA and mention supplier item number in it. This number will also be used while creating PR by the requester.

      C. Does the requester enter or know Supplier Item Number in your case and provide it for instance in the Non Catalog Requests or other flows
      - Requesters might search item using supplier item number linked with BPA or they may use internal item number.

      D. Do you have Punchout flows where the Supplier sends the Supplier Part # (Supplier Item Number)?

      - Currently, we do not have a punch out configuration.

      E. Is the Supplier Item Number important and used to communicate it back to the Supplier on a Purchase Order.
      - yes, it is important. And also we will be communicating it to suppliers on the PO.

      A warning message as Ms Judy has mentioned will be helpful.

      Reg,
      Sanket S

    • Scott Stewart

      Hi Ashok,

      Below are our responses:

      Summary:  The supplier item number is very important  in automotive related applications.

      A. Is Supplier Item Number often used in your business? 

      Item numbers are used in our business/industry in relation to identification of the correct parts for automotive repair and maintenance applications.  Multiple products may have the same or similar description and price but have different part numbers for different vehicle types. 

      B. Is the Supplier Item Number captured in your Blanket Agreement definition?

      Where applicable, Yes.

      C. Does the requester enter or know Supplier Item Number in your case and provide it for instance in the Non Catalog Requests or other flows

      Not currently

      D. Do you have Punchout flows where the Supplier sends the Supplier Part # (Supplier Item Number)?

      Yes definitely, in our punch-outs, supplier sends the supplier item number.

      E. Is the Supplier Item Number important and used to communicate it back to the Supplier on a Purchase Order.

      Yes, it is included in PO communication to the supplier. 

      Thanks,

      Scott