Supplier Management

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  • Aishwarya Pawar
    Adding site assignments to a supplier site.5.0
    Topic posted September 30, 2019 by Aishwarya PawarGold Medal: 3,500+ Points, tagged How-To, Supplier Profile Management 
    Title:
    Adding site assignments to a supplier site.
    Summary:
    How do I successfully add site assignments to a supplier site
    Content:

    A supplier site is always created in the context of a Procurement BU. This association allows Procurement BU to set terms, controls, and policies which govern how procure to pay transactions are executed between its Client BUs and the supplier.

    A supplier site can have one or more site assignments and site assignments indicate which Client BUs can transact with the site in question.

    Creating site assignments is a crucial step for suppliers to be able to transact with the buying organization. For example, a supplier cannot be specified on a purchase order if a site and site assignment in the correct Procurement BU and Client BU respectively are not defined on the supplier profile.

    It is mandatory to specify a Client BU on a site assignment as shown in the screenshot below:

    If for some reason your Client BU is not available to be selected, you will need to verify the following:

    1. A service provider - client relationship exists between the Procurement BU of the supplier site and the Client BU you want to use on the supplier site assignment.

    NOTE: To view the relationship, navigate to the Manage Business Unit task in Setup and Maintenance and look for the Client BU.  Access the Manage Service Providers action and confirm that the Procurement BU is listed under Procurement Service Providers as shown in the screenshots below.

        

    2. The Client BU has either a Requisitioning or Payables Invoicing business function.

    NOTE: To view the business functions assigned to the Client BU, access the Assign Business Functions action as shown in the screenshot below and verify that the Client BU has one of the functions listed above.

       

    3. The Procurement BU and Client BU are active.

  • Shivani Roy
    Points to consider when importing supplier attachments using...5.0
    Topic posted October 31, 2018 by Shivani RoyBronze Medal: 1,250+ Points, tagged How-To, Import, Supplier Profile Management, Tip 
    Title:
    Points to consider when importing supplier attachments using Import Supplier Attachments FBDI template.
    Summary:
    Here are some useful tips for importing supplier attachments using the supplier attachments import template:
    Content:

    1. Pick the correct template as per your quarterly update. Refer to this post to access the correct FBDI template for your quarterly update:

    Where can I find FBDI Import templates for my current quarterly update?

    2. In general an import job can complete successfully and still have error status even if one of the records failed to import due to incorrect data provided. Check the report to ensure all attachments are    imported successfully and identify any failed records.

    3. The Supplier Attachment Import template contains three individual worksheets for importing supplier profile, supplier site and business classification attachments.The instructions to run the import are given in the ‘Instructions and CSV Generation’ worksheet of the import template.Do not delete worksheets corresponding to levels of attachments that you do not intend to import. Delete only the sample data from these unused worksheets.

    4. For a file attachment consider the following points:

    • Limit the number of attachments in each .zip file to less than 300.
    • Reduce the number of attachments in the .zip file even further if the .zip file size is more than 1.5GB. Use one or more zip files for each batch and use batch name as part of zip file name for ease of data entry in the spread sheet.
    • Execute import in multiple smaller batches as opposed to a single big batch to expedite the import process.
    • Make sure the zip filename matches the zip file uploaded in the UCM server.
    • Make sure the ‘File/Text/URL*’ column value in the spreadsheet has the full folder hierarchy of the attachment file inside the zip folder including subfolders if any. Take a look at the example below.

                             e.g: we have a zip file named: Policies.zip

                                    Subfolder: SupplierPolicies is a subfolder in the zip file

                                    File Name: Terms.doc is the file inside the subfolder

                                    Input for column ‘File/Text/URL*’: SupplierPolicies/Terms.doc

                                    Input for column ‘File Attachments .ZIP’: Policies.zip

    • Some of the special characters are currently not supported for a filename:

               <  >  *  ?  |  ;  "  :  /  \\  %  $  ( )

     

    Readiness training video is available for further reference: Supplier Attachments Import

    Tips on general supplier import: Supplier Import Tips

  • Aishwarya Pawar
    Desupport for Oracle B2B Gateway coming in Update 20A, B2B...5.0
    Topic posted August 28, 2019 by Aishwarya PawarGold Medal: 3,500+ Points, tagged Supplier Communication, Supplier Profile Management, Tip 
    Title:
    Desupport for Oracle B2B Gateway coming in Update 20A, B2B Supplier Site code retained and moved to a new location!
    Summary:
    Oracle B2B Gateway will be desupported in Update 20A. B2B Supplier Site Code will continue to be available.
    Content:

    Oracle B2B Gateway will no longer be supported as a B2B Communication method starting Update 20A. We do realize that the B2B Site Code attribute will continue to remain significant for some customers, so we have retained it as a supplier profile attribute, and have moved to it to a new location.

    Starting Update 19C, the B2B Site Code field no longer appears only when the B2B Communication Method is selected as Oracle B2B Gateway - Deprecated and in the B2B Communication Method section. Instead it appears in the section above, which is the Identification section and independent of the B2B Communication Method selected.

    Screenshot below provides additional reference.

    We want to encourage you to update the  B2B Communication Method to a value other than Oracle B2B Gateway - Deprecated and migrate your setup to use Collaboration Messaging Framework for all supplier sites enabled for B2B messaging (if you select Collaboration Messaging Framework as your choice).

    Refer to the Customer Connect post: Desupport Notice for Oracle B2B Gateway in Procure-to-Pay B2B Communications in Update 20A for additional details.

    Image:
  • Hong Gao
    Derive Bank Account Number from IBAN in Supplier Profile...4.7
    Topic posted July 30, 2019 by Hong GaoGold Medal: 3,500+ Points, tagged Supplier Profile Management 
    Title:
    Derive Bank Account Number from IBAN in Supplier Profile Management Flows
    Summary:
    Timeline of incorporating Derive Bank Account Number from IBAN feature into supplier profile management flows
    Content:

    Derive Bank Account Number from IBAN is a Payments feature introduced in update 18C. The following link contains the steps to enable this feature: Derive bank account number from IBAN.

    The same feature has been incorporated into supplier profile management flows through a couple of updates.  Here is the summary of the timeline:

    19A - this feature is available in the profile management flow for internal supplier administrators/supplier managers as well as self-service profile management for supplier users from Supplier Portal.

    19B -  in addition to the 19A scope, this feature is also available in supplier registration for internal and external users.

     

  • 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 
    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
  • Aishwarya Pawar
    Which address format is used to define a supplier address?5.0
    Topic posted January 31, 2019 by Aishwarya PawarGold Medal: 3,500+ Points, tagged How-To, Setup, Supplier Profile Management 
    Title:
    Which address format is used to define a supplier address?
    Summary:
    Identifying the correct address format for supplier addresses
    Content:

    Supplier Addresses should be specified using the Postal Address Style Format.

    Country specific address formats can be defined using the Manage Address Formats task. Address elements for a given supplier address are driven by the country and are derived from the address format defined for that country.

    Follow the steps below to locate the country specific address format used for defining your supplier addresses:

    1. Navigate to Setup and Maintenance Workarea.
    2. Locate the Manage Address Formats task.
    3. Address formats can be specific to a given country. Select the country of a given supplier address.
    4. Select the Style as Postal Address and click on the Search button.
      image2019-1-30_10-42-18.png?version=1&modificationDate=1548873738000&api=v2
       
    5. Click on the link that appears under the Name column.
    6. This will bring you to a page that displays the format used by supplier addresses defined for the country specified in the search and should map to the Address elements displayed on the Create or Edit Address page of a supplier.

    image2019-1-18_16-36-44.png?version=1&modificationDate=1547858204000&api=v2

     

    Tip: If no address format has been defined for a country, a default address format is available. You can use the following search criteria to locate that format.

    image2019-1-18_16-41-13.png?version=1&modificationDate=1547858473000&api=v2

    Note: Attached document contains the same details above for your reference.

  • Hong Gao
    Monitor Expiring or Expired Supplier Business...5.0
    Topic posted June 27, 2018 by Hong GaoGold Medal: 3,500+ Points, tagged Setup, Supplier Profile Management 
    Title:
    Monitor Expiring or Expired Supplier Business Classifications
    Summary:
    A couple of ways for supplier administrators to monitor expiring or expired supplier business classification certificates
    Content:

    Keeping supplier business classification information accurate and current is very important for the buying organization in terms of maintaining high quality supply base data.  There are a couple of ways that supplier administrators can monitor supplier business classification certificates that are expired or expiring soon.

    1. From Suppliers Overview page, there is a region called Supplier Business Classifications.  There are two tabs in this region: Expiring and Expired.  Under the Expiring tab, user can find business classification certificates that are expiring soon.  User can filter the results using switcher Expiring and select values among Next 30/60/90 days.  Under the Expired tab, user can find business classification certificates that are already expired.  For either tab, user can click on supplier name to drill down to the profile details.  User can find out the contact information for the supplier and follow up to update the certificate information.
    2. The buying organization can also schedule process to periodically review supplier business classification status and send out notification to supplier user about expiring or expired certificates.  User can follow these steps:
      • From Setup and Maintenance work area, navigate to the task Configure Supplier Notifications.
      • Under Expiring Business Classifications, provide values for attributes: Notify Prior to Expiration in Days and Reminder Frequency in Days.  For example, user enters 6 for Notify Prior to Expiration in Days and 2 for Reminder Frequency in Days.  The application will notify suppliers with business classifications expiring 6 days prior to the certificate End Date.  Then it will also send out reminder notifications every 2 days until the certificate is expired.
      • From Navigator, under Tools > Scheduled Processes, schedule a new process called Supplier Business Classifications Notification.  User can schedule to run it periodically or immediately based on business needs.
      • After the successful completion of the process, notifications are sent out to supplier users.  For expiring business classifications, system will use the settings defined on the Configure Supplier Notifications task to send out notifications and the supplier user who is the Administrative Contact will receive the notification.  For expired business classification, both administrative contact user as well as the supplier contact entered as Provided By for the expired certificate will receive the notification.
  • Hong Gao
    Allow users to view supplier profile PII attributes unmasked5.0
    Topic posted May 28, 2018 by Hong GaoGold Medal: 3,500+ Points, tagged How-To, Security, Supplier Profile Management, Tip 
    Title:
    Allow users to view supplier profile PII attributes unmasked
    Summary:
    Configure view only supplier profile access to see unmasked PII attributes
    Content:

    Internal users with Supplier Profile Inquiry Duty have view only access to supplier profile.  With this duty, user typically sees supplier PII attributes as masked, such as taxpayer ID and tax registration number (for suppliers with Individual or Foreign Individual tax organization type) as well as national insurance number.  When there is a need to allow a particular group of users to see these PII attributes as unmasked, it's necessary to configure a duty role to include the data security policy that enables this.  To achieve this, the following steps can be followed by an administrator or someone who can create and modify job roles:

    • Go to Security Console.  Search and copy duty role Supplier Profile Inquiry (ORA_POZ_SUPPLIER_PROFILE_INQUIRY) with copy option "Copy top role and inherited roles".
    • Under the Data Security Policies train stop, click Create Data Security Policy button.
    • Search for Supplier Personally Identifiable Information in Database Resource LOV dialog.
    • Select All values for Data Set.
    • In Actions drop-down, check Maintain Supplier Corporate Identifiers and Maintain Supplier Individual Identifiers PII.
    • Review the changes under the Summary and Impact Report train stop.
    • Complete the role copying and modification by clicking the Submit and Close button.
    • Refer to the steps above to create a new job role. Assign the new duty role to the job role.
    • Assign the job role to an internal user.

    This internal user will continue to have view only access to supplier profile, but he/she can see the supplier profile PII attributes as unmasked.

  • Alan Ng
    Supplier Cloud New Features in Release 11 Monthly Updates5.0
    Topic posted May 16, 2017 by Alan NgBronze Trophy: 5,000+ Points, tagged Setup, Supplier Profile Management, Supplier Registration 
    Title:
    Supplier Cloud New Features in Release 11 Monthly Updates
    Summary:
    Review the February and March Updates of Release 11 with these updated Procurement Cloud resources.
    Content:

    We have released the following new features in Release 11.

    • Search for Products and Services Categories (February 2017 - Monthly Update 14)
    • Automatically Assign Supplier User Roles During Supplier Registration (March 2017 - Monthly Update 15)

    You can review these new features in the following release readiness materials and documentation.

    Please feel free to post any questions or comments!