Posts

Posts

  • Shivani Roy
    Options available for users approving the supplier...25.0
    Topic posted November 30, 2018 by Shivani RoyBronze Medal: 1,250+ Points, tagged Approvals/Notifications, Supplier Registration, Tip in Procurement > Supplier Management public
    Title:
    Options available for users approving the supplier registration requests
    Summary:
    Options that approvers of supplier registration requests have when reviewing registration requests.
    Content:

    Description:

    Supplier registration request approvers receive the approval notification based on the registration request approval rules configuration.

    Let’s look at some significant options that an approver has when reviewing the supplier registration request.

    • Edit Supplier Registration Request
      The approver reviewing the notification can navigate to the Edit Supplier Registration Request page by clicking the hyperlink ‘Edit Supplier Registration Request’ on the approval notification.The approver can directly edit the registration request to provide additional information available to him or her or to correct any typos in the data entered. This will help save time as compared to when the registration request is requested for re-submission for simpler edits.
       
      • Privileges required to edit the supplier registration request:
        To access the Edit Supplier Registration Request option, the user must have the privilege ‘Edit Supplier Registration Request’.
        The Bank Accounts region will be available for editing only when the user has the ‘Edit Supplier Registration Bank Account’ privilege.
         
      • Approve the request from Edit Supplier Registration Request page
        If the approver needs to validate supplier registration data for duplicate, use the Approve action from the Edit Supplier Registration Request page. This option validates the supplier registration record for all possible validations, including duplicate validations and shows the errors to the approver.
        For example uniqueness of the Company Name, Taxpayer ID or Tax Registration Number are checked against the existing suppliers.
  • Piyush Singh
    Modifying subject of external registration email...5.0
    Topic posted September 30, 2019 by Piyush SinghGold Trophy: 10,000+ Points, tagged Approvals/Notifications in Procurement > Supplier Management public
    Title:
    Modifying subject of external registration email notifications
    Summary:
    How to modify the subject of external registration email notifications: Approved, Rejected, Save for Later and Request to Resubmit.
    Content:

    For external supplier registration requests, there are email only notifications sent when:

    1. Requester saves the request to submit later, or
    2. Approver approves, rejects or sends back the request for additional information.

    These email notifications can now be customized using their BIP templates, refer to the following documents:

    CONFIGURE SUPPLIER REGISTRATION APPROVAL DECISION NOTIFICATIONS WITH BUSINESS INTELLIGENCE PUBLISHER

    CONFIGURE SUPPLIER REGISTRATION IN-PROCESS NOTIFICATIONS WITH BUSINESS INTELLIGENCE PUBLISHER

    Using their BIP templates, you can modify the body of the email notifications but you will not be able to modify the subject of the notification. This post details the steps required to modify the subject of these notifications.

    The email subject of these notifications are available as strings in the application and you can change the texts using the User Interface Text tool following the steps below:

    Step 1:

    Login as Procurement Application Administrator and enter a sandbox that has the User Interface Text tool enabled.

    image2019-9-30_13-11-11.png?version=1&modificationDate=1569829704000&api=v2

    image2019-9-30_13-11-33.png?version=1&modificationDate=1569829704000&api=v2

     

    Step 2:

    Access the User Interface Text tool and search for the string that needs to be modified. The string can be found from the subject of the email notifications. For approved notification, the string used is ‘Supplier Registration Request {REQUEST_NUMBER} was Approved’.

    image2019-9-30_13-11-49.png?version=1&modificationDate=1569829704000&api=v2

    Since tokens cannot be the part of search string, suggest you to search using text ‘Supplier Registration Request’ and provide a replacement option:

    image2019-9-30_13-12-7.png?version=1&modificationDate=1569829704000&api=v2

     

    Step 3: From the search results, look out for the string Supplier Registration Request {REQUEST_NUMBER} was Approved and exclude all other strings as shown in the screen shot. You will find the replace box editable for the string which is not excluded. Update this string with the exact string that you need to be made the subject of the email notification. Ensure you provide the token in the replacement string as application does not allow removing tokens from the strings.

    image2019-9-30_13-13-7.png?version=1&modificationDate=1569829704000&api=v2

     

    Step 4: After the correct replacement string is entered and all unwanted strings are excluded, save the change and publish the sandbox.

    image2019-9-30_13-16-54.png?version=1&modificationDate=1569829703000&api=v2

     

    Step 5: Verify the change reflecting on external registration approved FYI notification.

    image2019-9-30_13-17-37.png?version=1&modificationDate=1569829703000&api=v2

     

    Points to consider:

    1. You will have to provide the token that already exist in the string (re-positioning is allowed). This applies to all the strings that use tokens.
    2. Ensure you exclude all the strings that are not required to be changed.
    3. Ensure you publish the sandbox after making the change.
  • Rich Lines
    Supplier Profile Change Request74.0
    Topic posted September 25, 2018 by Rich LinesBlue Ribbon: 750+ Points, tagged Approvals/Notifications, Fusion, Supplier Profile Management in Procurement > Supplier Management public
    Title:
    Supplier Profile Change Request
    Summary:
    Issue with approved supplier change request showing still showing as pending
    Content:

    Since enabling the new functionality whereby supplier profile change requests (bank accounts) are routed for approval, we have had a couple of instances whereby the task is approved (from BPM worklist) BUT the supplier itself has a note against it stating that the change request is still pending.

    I have added some screen shots to evidence that that the task was approved / showing as pending in supplier.

    Has anybody come across this issue? It does not happen every time. Just a couple of times in the last few weeks.

    Many thanks

    Rich

  • Piyush Singh
    Request Information Configuration Option for Approvers15.0
    Topic posted February 27, 2019 by Piyush SinghGold Trophy: 10,000+ Points, tagged Approvals/Notifications, How-To in Procurement > Supplier Management public
    Title:
    Request Information Configuration Option for Approvers
    Summary:
    Configuration to remove the Request Information option for approvers in approval notification.
    Content:

    Request Information action allows an approver to send an approval request to any other internal user, including the requester, for more information. User receives a request information notification that is submitted back to the approver after providing the requested information. Out of the box, Request Information option is available to all the workflows related to suppliers and this includes external supplier registrations.

    In one of our earlier posts ‘Request to Resubmit and Request Information actions on supplier registration requests’ we had covered the use cases where Request Information and Request to Resubmit options are to be used. For external registration requests, approvers must not use Request Information option to get additional information from the requester.

    To avoid approvers requesting information from the requester using Request Information option, you can configure to remove it from the list of available actions following these steps:

    Step 1: Navigate to BPM Worklist > Administration > Task Configuration

    image2019-2-27_13-11-6.png?version=1&modificationDate=1551253455000&api=v2

     

    Step 2: Search for the task that you need to work on. For this post, we will use External Registration Approval task.

    image2019-2-27_13-11-37.png?version=1&modificationDate=1551253455000&api=v2

     

    Step 3: Click to edit this task and navigate to Access tab. Expand the Actions option and look for Information Request task action. You will see Assignees as Individuals with Access saved by default. Click on the lov and uncheck the Assignees option.

    image2019-2-27_13-12-38.png?version=1&modificationDate=1551253455000&api=v2

    image2019-2-27_13-12-56.png?version=1&modificationDate=1551253455000&api=v2

    image2019-2-27_13-13-9.png?version=1&modificationDate=1551253455000&api=v2

     

    Step 4: Save and Commit the change.

    Step 5: Verify that the Request Information option will no longer be available to approvers when reviewing external registration requests.

    image2019-2-27_13-13-57.png?version=1&modificationDate=1551253455000&api=v2

  • Marko Knezevic
    Review and fix the supplier creation errors115.0
    Topic posted February 6, 2019 by Marko KnezevicBronze Medal: 1,250+ Points, tagged Approvals/Notifications, How-To, Supplier Creation, Supplier Registration in Procurement > Supplier Management public
    Title:
    Review and fix the supplier creation errors
    Summary:
    E-mail notification to Supplier if Supplier Administrator clicks "Cancel Supplier Creation" instead after Approval
    Content:

    Hello,

    I have a problem with notifications to the Supplier after the process ends with Cancel Supplier Creation.

    Manage Supplier Registration Approvals only first stage enabled:

    • Action Type Approval required
    • Route Using Single Approver
    • User Type Supplier Administrators

    Steps that describe the problem:

    1. Supplier goes to Prospective Supplier Registration URL, enters all the data and clicks Submit
    2. Suppler Administrator is notified and clicks the notification to see the Registration
    3. Supplier Administrator Approves the Registration
    4. Supplier is notifed by e-mail that his company is now our Supplier
    5. The Supplier is not yet created since there are errors (Tax Account Number already exists)
    6. Supplier Administrator clicks the Cancel Supplier Creation button (on purpose or by mistake) and the registration process is now canceled
    7. The Supplier is not notified by e-mail that he in fact is not a registered supplier for our company!

    How to:

    1. Disable the e-mail notification to the Supplier after Supplier Registration Approval
    2. Only enable the e-mail notification to the Supplier after sucessful Supplier Registration and Creation (Supplier Creation Status = Created)

    Thank you,
    Best regards.

    Marko

  • Rajib Rath
    Supplier Management - Approvers - Approval Notification and...45.0
    Topic posted August 24, 2017 by Rajib RathRed Ribbon: 250+ Points, tagged Approvals/Notifications, Supplier Profile Management, Supplier Registration in Procurement > Supplier Management public
    Title:
    Supplier Management - Approvers - Approval Notification and UI Access
    Summary:
    Clarifications about Supplier Management Approvers access through Worklist versus UI (application pages)
    Content:
    • As Supplier Management Approver users can be approvers in the supplier management approval flows without requiring SQM user subscription (included), will these “approvers” be expected to use only the Worklist to open the approval notification or will they have access to the overview page for Suppliers work area supplier profile change requests that are pending approval (like the Supplier Administrator or Supplier Manager)? My current assumption is the approvers that are not Supplier Administrator or Supplier Manager will only be able to access the approval notification through the worklist.
    • Also, as approvers can edit the changes initiated from supplier portal - In the approval notification of the change request, there is a link to navigate approvers to a page to make minor edits to the change request. Will this ability to edit the change request be available to “Approvers” (who don’t have the Supplier Administrator or Supplier Manager role assigned to them)? 
  • Prateek Parasar
    Enabled BIP Notification for Supplier Registration approval...Answered75.0
    Topic posted November 12, 2019 by Prateek ParasarBlack Diamond: 60,000+ Points, tagged Approvals/Notifications, Business Intelligence, Supplier Registration in Procurement > Supplier Management public
    Title:
    Enabled BIP Notification for Supplier Registration approval but still getting classic
    Summary:
    Do I need to do any other setup. I have done the opt in as mentioned in the Document
    Content:

    Attached document shows my steps to enable and the email I received. I am still getting email as well as worklist entry showing the classic notification and not the BIP based notification. Am I missing something.

    Version:
    19D
  • Shivani Roy
    How to configure Supplier Registration Approved Email...25.0
    Topic posted October 30, 2019 by Shivani RoyBronze Medal: 1,250+ Points, tagged Approvals/Notifications, Business Intelligence, Customization, Supplier Registration, Tip in Procurement > Supplier Management public
    Title:
    How to configure Supplier Registration Approved Email notification using Business Intelligence Publisher template
    Summary:
    Steps to configure Supplier Registration Approved Email notification using Business Intelligence Publisher template.
    Content:

    Summary: Steps to configure Supplier Registration Approved Email notification using Business Intelligence Publisher template.

    Description:

    Buying organizations can include additional information to be sent to the supplier by configuring the email notifications using BIP.

    E.g: In the Supplier Registration Approved Email notification, if you want to add a paragraph detailing the organizations quality policies and also want to display additional information dependent upon a supplier registration attribute, then follow the below steps:

    Note:

    1. In order to configure the BIP template the user should have the role: BI Administrator.
    2. This feature is opt in controlled. You need to enable feature Configure Supplier Registration Approval Decision Notifications with Business Intelligence Publisher.

    Step 1: Create a copy of the template

    Sign in to Oracle Business Intelligence Publisher. In the Suppliers Business Intelligence Catalog, locate the External Supplier Registration Approved FYI Email Report template, and then click Customize. This creates a copy of the template in your Custom folder.

    image2019-10-31_11-45-39.png?version=1&modificationDate=1572502540680&api=v2

     

    Step 2: Download and install BI publisher word add-in

    If BI publisher add-in is not installed for word you can download it from the below link:

    https://www.oracle.com/technetwork/middleware/bi-publisher/downloads/index.html

     

    Step 3: Download sample data

    Sample data will be required in order to add additional supplier registration attributes to the template. Sample data contains a list of supplier registration attributes along with sample values for these attributes. This when loaded to the template gives you a list of the supplier registration attributes which can be added to the template. Furthermore the sample data is also useful when you want to preview a report for the configuration done.

    To download the sample data follow the below steps:

    Edit the External Supplier Registration Approved Email Data Model available under the Data Models folder.

    screenshot1.png?version=1&modificationDate=1572501032000&api=v2

    Click on the properties from the panel on the left hand side. Download and save the sample.xml

    2.png?version=1&modificationDate=1572501071000&api=v2

    Note: If the sample data does not contain the required attributes, you can edit the sample.xml file using notepad and manually add the required tag and value combination under the correct mapping set.

    To fetch the correct Tag Name and mapping set, open the data model, Click on the Data Sets from the panel on the left hand side and go to Structure tab. XML Tag Names and their mapping sets are listed here.

    datamodel.png?version=1&modificationDate=1572501102161&api=v2

     

     

    Step 4:  Customizing the copy of the seeded template.

    1. Go to Custom folder> Procurement> Suppliers > External Supplier Registration Approved FYI Email Report template. Click on Edit and download the ExtSuppRegNotifApprovalFYIReport.rtf.
    2. Go to BI publisher tab and load sample.xml saved in Step 3.
       3.png?version=1&modificationDate=1572501122090&api=v2
    3. Adding text content: Go to the Insert tab, expand ‘Quick Parts’ to see available pre-existing layouts which can be used to configure the template.
      To add text choose BIP Paragraph of Text from the list.
      4.png?version=1&modificationDate=1572501145000&api=v2
      Add text which is to be displayed in the email.
      5.png?version=1&modificationDate=1572501165000&api=v2
    4. Adding an attribute from the data model to conditionally display content on the BIP report:
      We can also add conditions on any of the supplier attribute to conditionally display content. Example given below shows how to use DFF attribute to conditionally display content on the email. DFF attribute ATTRIBUTE20 is used in the supplier registration to capture the supplier response to the question on the buying organization’s quality policies.
    • To add a condition click on Conditional Region under BI publisher tab.
    • Under General: Select the required attribute from the Data field list. Select the corresponding data type.
    • Under Condition1: Manually enter the value expected to satisfy the condition.
    • Add the required content to be displayed inside the conditional tags <C><EC> as shown below.
      12.png?version=1&modificationDate=1572501190212&api=v2

     

    Step 5:   Viewing a sample report for the customization.

    Note: Temporarily delete the portion highlighted in yellow before viewing a sample. Paste it back after viewing the sample report.

    These tags are references to other folders in the BI and hence will throw error when we try to view a sample report locally.

    Under BI publisher tab click on any of the formats to view a sample report.

    15.png?version=1&modificationDate=1572501214000&api=v2

    Sample report in the pdf format.

    14.PNG?version=1&modificationDate=1572501238878&api=v2

     

    Step 6: Save the template and upload it back into the BI publisher.

    Under Custom folder> Procurement> Suppliers > External Supplier Registration Approved FYI Email Report, note down the layout name and delete the existing template. Click on Upload to upload the configured template. Please note to use the existing name for layout name. For External Supplier Registration Approved FYI Email Report template the layout name is ExtSuppRegNotifApprovedFyi.

    image2019-10-31_11-47-30.png?version=1&modificationDate=1572502650267&api=v2

     

    Once the upload is complete click on View a list on the top right corner and verify that the Default Layout checkbox is checked.

    11.png?version=1&modificationDate=1572501609000&api=v2

     

    Other references:

     

  • Piyush Singh
    Approval Rules Configuration for Supplier Profile Change...5.0
    Topic posted June 27, 2019 by Piyush SinghGold Trophy: 10,000+ Points, tagged Approvals/Notifications, Supplier Profile Management in Procurement > Supplier Management public
    Title:
    Approval Rules Configuration for Supplier Profile Change Requests
    Summary:
    Understanding the approval rules setup and how these are evaluated to route a supplier profile change request.
    Content:

    In an earlier post (link), we explained how a supplier profile change request is determined for approval requirement using two setup pages. The first one determines if an approval is required or not. If from the first setup, application identifies that approval is required, then it uses the second setup to determine the approvers for the change request.

    The setup pages are:

    1. Configure Supplier Registration and Profile Change Request, and

    2. Manage Supplier Profile Change Approvals

    Through this post, we will explain how Manage Supplier Profile Change Approvals setup page can be used to meet your approval routing requirements.

    Manage Supplier Profile Change Approvals

    This setup page has two stages and six participants in total. For the detailed explanation on stages and participants, you can review our whitepaper: Setting up Document Approvals Oracle Fusion Procurement Cloud (Doc ID 2264952.1).

    Using this setup page you can author approval rules with conditions based on which a change request will be routed for approval. As part of rule configuration, you also choose the list of approvers who should receive the request for their approval when a rule evaluates to true.

    To author approval rules, it is important to understand how application uses approval attributes based conditions to evaluate approval rules. Following are the key points along with examples to explain how this is done. Please note, the values denoted in single quotes are valid values for given supplier attribute that will be used as an approval attribute or change request attribute or both.

    1. Each approval attribute belongs to a dimension like change request header, change request organization detail, change request tax identifier, change request products and services category etc.
       
    2. If the value of approval attribute is changed, the changed value of the approval attribute is considered to evaluate if the approval condition is true.
       

      Examples:

       

      Approval Rule Attribute

      Approval Rule Condition

      Change Request

      Rule outcome/Case from flowchart

       

      Supplier Type

       

      Supplier Profile Value = ‘Sub-Contractor’

       

       

      Supplier Type equals ‘Manufacturing’

       

       

      Supplier Type Changed to ‘Manufacturing’

       

       

       True/Case 1B

       

      Supplier Type Changed to ‘Internal’

       

       

      False/Case 1A


       

    3. If the value of approval attribute is not changed, but another supplier profile attribute belonging to the dimension of the approval attribute is changed, then the supplier profile value of the approval attribute is considered to evaluate if the approval condition is true.
       

      Examples:

       

      Approval Rule Attribute

      Approval Rule Condition

      Change Request

      Rule outcome/Case from flowchart

       

       

      Business Classification

       

      Supplier Profile Value = ‘Small Business’

       

       

      Business Classification equals ‘Small Business’

       

      Certifying Agency Changed to ‘National Women Business Owners Corporation’

       

       

       

      True/Case 3B

       

       Business Classification equals ‘Minority Owned’

       

       

      Certifying Agency Changed to ‘National Women Business Owners Corporation’

       

       

       False/Case 3A

       

    4. If the changed attribute does not belong to approval attribute’s dimension, then following additional cases apply:
       
      1. If the approval attribute belongs to one of the following dimensions - change request header, change request organization detail and change request tax identifier, then the supplier profile value of approval attribute is considered to evaluate if the condition is true.
         

        Examples:

        Approval Rule Attribute

        Approval Rule Condition

        Change Request

        Rule outcome/Case from flowchart

         

        Supplier Type

         

        Supplier Profile Value = ‘Sub-Contractor’

         

        Dimension: Change Request Organization Detail

         

         

         Supplier Type equals ‘Sub-Contractor’

         

         

        Products and Services Category added: ‘Hardware’

         

         

         True/Case 4BB

         

         Supplier Type equals ‘Manufacturing’

         

         

        Products and Services Category added: ‘Hardware’

         

         

         

        False/Case 4BA


         

      2. If the approval attribute does not belong to one of the following dimensions - change request header, change request organization detail or change request tax identifier, then the condition will always be evaluated to false.
         

        Examples:

        Approval Rule Attribute

        Approval Rule Condition

        Change Request

        Rule outcome/Case from flowchart

         Business Classification

         

        Supplier Profile Value = ‘Small

        Business’

         

        Dimension: Change Request Business Classification

         

         

        Business Classification equals ‘Small Business’

         

        Products and Services Category added: ‘Hardware’

         

         

         False/Case 4A

           

        Business Classification equals ‘Minority Owned’

         

         

         Products and Services Category added: ‘Hardware’

         

         

         False/Case 4A

         

    *Please note:

    • Point 4 (a and b) is only applicable starting in update 19B.
    • Supplier header level DFFs belong to change request organization detail dimension. Whether changed or not, these will always be evaluated.

     

    Following flow chart depicts the above mentioned cases (True and False indicate approval rule condition outcome):

    Approval%20Routing%20Cases_Rev.png?version=1&modificationDate=1561547268000&api=v2
  • Santosh Kale
    How does the priority work in the approval rules25.0
    Topic posted June 7, 2019 by Santosh KaleRed Ribbon: 250+ Points, tagged Approvals/Notifications in Procurement > Supplier Management public
    Title:
    How does the priority work in the approval rules
    Summary:
    How does the priority work in the approval rules
    Content:

    Good Day Experts,

    How does the priority work in the approvals?

    If have the same rule with different priority, will the approvals from High to low or it will pick the high priority ?

    Eg: Rule: Supplier type is Spend Authorize and Supplier Type = Material

    Rule 1: "Supplier type is Spend Authorize and Supplier Type = Material" and Priority: "High" and Action: Approval Group1

    Rule 2: "Supplier type is Spend Authorize and Supplier Type = Material" and Priority: "Medium" and Action: Approval Group2

    Rule 3: "Supplier type is Spend Authorize and Supplier Type = Material" and Priority: "Low" and Action: Approval Group2

    Will the approval go only to Group1 ?

    Will the approval go to Group1 and once the Group1 approval it will go to Group2 and once the Group2 approves it will go to Group3?

     

    Thanks and Regards

    Santosh Kale