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Supplier Management

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  • Shivani Roy
    Configurable auto creation of site assignments for spend...Answered74.7
    Topic posted September 28, 2018 by Shivani RoyBronze Medal: 1,250+ Points, tagged How-To, Setup, Supplier Creation, Tip 
    Title:
    Configurable auto creation of site assignments for spend authorized suppliers
    Summary:
    Configurable auto creation of site assignments for spend authorized suppliers
    Content:

    After a supplier's spend authorization request is approved, the following changes will be applied on the supplier profile:

    1. Supplier’s business relationship changed to Spend Authorized,
    2. New sites created for the supplier depending upon the addresses and business units available in the request, and
    3. Site assignments can be automatically created for the new sites.

    Sites and site assignments are necessary for any financial transactions for the supplier. Site creation is automated so that sites are available at the earliest and with minimal manual intervention.

    Site assignments are also auto created based on the Procurement BU of the site. For more flexibility, you have the option to control the auto creation of the site assignments i.e. you can configure whether auto creation should happen for site assignments or not.

    This configuration is controlled by a checkbox option ‘Auto create site assignments for spend authorized suppliers’ present on the Configure Supplier Registration and Profile Change Request setup. By default, the checkbox is enabled that means site assignments will be created automatically. Unchecking this checkbox will prevent the auto creation of site assignments post spend authorization request approval.

    If you choose to not auto create site assignments, you will have to create them manually from the Edit Supplier page before you enter transactions for such suppliers.

    screenshot.JPG?version=1&modificationDate=1538132157000&api=v2

    Best Practice:

    Based on the business unit setup, consider the number of client BUs that will need to transact with the sites. If the majority of them will need to use the sites for transactions, enable the auto create site assignments option. Otherwise, it may be better to manually create the site assignments rather than deleting the unwanted assignments created from the auto create configuration.

  • Aishwarya Pawar
    Sample Payload for Supplier SOAP Web Service65.0
    Topic posted September 24, 2018 by Aishwarya PawarGold Medal: 3,500+ Points, tagged Supplier Creation, Tip, Web Services 
    Title:
    Sample Payload for Supplier SOAP Web Service
    Summary:
    Sample payload to create a supplier using Supplier SOAP Web Service
    Content:

    Supplier SOAP Web Service is an inbound web service that lets you create and update suppliers from external repositories into Oracle Procurement Cloud.

     

    Attached is a sample payload (Create_Supplier.txt) that can be used to create a supplier and some of its child entities (viz. business classifications, products and services, addresses, sites, site assignments, contacts and contact addresses) using the service.

    image2018-9-19_15-58-54.png?version=1&modificationDate=1537397934000&api=v2

    Refer to the following for more details on what the Supplier SOAP Web Service offers:

     

    Document:
    Sample_SOAP_Payload_to_CreateSupplier.pdf (216KB)
    Document:
    Create_Supplier.txt (4KB)
  • Hong Gao
    Country Defaulting in Supplier Address Creation14.7
    Topic posted March 27, 2018 by Hong GaoGold Medal: 3,500+ Points, tagged Supplier Creation, Supplier Profile Management, Supplier Registration, Tip 
    Title:
    Country Defaulting in Supplier Address Creation
    Summary:
    Defaulting logic in supplier address creation for different supplier management flows
    Content:

    When a supplier address is created in various supplier management flows such as registration and profile management, the application will derive and default a country based on the following logic.

    A. External/Supplier Self Service Registration:

    1. If the parameter "countryCode" and a value is provided in the registration URL, it will be used to derive the country. For example, if user appends "&countryCode=FR" at the end of the external registration URL, country will be defaulted to France when user is creating address during the registration.
    2. If the parameter "countryCode" is not provided or it does not resolve to a country, the application will derive the country using the location assigned to the inviting Procurement BU that is associated with the registration URL.  To set the location of the Procurement BU:
      • Go to Setup and Maintenance work area and go to the Manage Business Unit setup page
      • Search for the Procurement BU, set the location and click Save
    3. If no country information can be obtained from the aforementioned, no default country will be populated.

    B. Internal Supplier Registration/Create or Edit Supplier/Register Supplier in Sourcing/Request New Supplier in Self Service Procurement:

    1. If a Procurement BU is provided in any of these cases, the application will use the location assigned to the Procurement BU to obtain a country.
      • For Internal Supplier Registration flow, Procurement BU is optional.
      • For Create Supplier or Edit Supplier flow, there is no Procurement BU context for address creation.
      • For Register Supplier flow in Sourcing, the Procurement BU is the one defined in the negotiation.
      • For Request New Supplier flow in Self Service Procurement, the application will first obtain the Requisitioning BU from the Requisitioning Preferences page in the Purchase Requisitions work area. It will then use the Requisitioning BU to derive a default Procurement BU from the Configure Requisitioning Business Function setup page.
    2. If a Procurement BU is not provided or if the Procurement BU does not carry a location assignment, the application will obtain the country from the job assignment location for the current user's employee record in HCM.  To set or change user's job assignment location on the employee record:
      • Go to Person Management work area and search for the person that the user is associated with
      • Take Manage Employment action, click Edit and then Update
      • Select Action: Location Change and click OK
      • Set the location for the job assignment and click Save
    3. If no country information can be obtained from the aforementioned, no default country will be populated.

    C. Edit Profile in Supplier Portal:

         When a supplier user creates a new address, if all active supplier addresses have the same country information, the application will use that country for defaulting. Otherwise, no country defaulting is supported.

  • Deepika Nathany
    Approve Option in the Manage Supplier Registrations Page25.0
    Topic posted August 16, 2019 by Deepika NathanySilver Medal: 2,000+ Points, tagged Supplier Creation, Supplier Profile Management, Supplier Registration 
    Title:
    Approve Option in the Manage Supplier Registrations Page
    Content:

    Hello,

    Can we approve Suppliers from the manage Supplier Registrations page?

    When I open a registration by clicking on the Registration Request number -- I remember from my earlier implementations that ---  it used to open the Request with a Action button on top right with all actions to approve - reject - Request more Info etc.

    Now in another instance i dont see it. I dont remember having any setup which would enable this from my prev implementation.

    Can someone help throw more light if I remember this right or the actions button was never there ? In the manage Supplier Registrations page?

    Attaching a screenshot too.

    Thanks!!!!!

    Image:
  • Vineet Gangwar
    Supplier Registration email concerns if SSO is enabled65.0
    Topic posted June 4, 2019 by Vineet GangwarBlue Ribbon: 750+ Points, tagged How-To, Public Sector, Security, Setup, Supplier Communication, Supplier Creation, Supplier Registration, Supplier User Account, Tip 
    Title:
    Supplier Registration email concerns if SSO is enabled
    Summary:
    When SSO is enabled, organisations are suppose to disable the user account related email and this disables the emails for new account creations for supplier as well.
    Content:

    If SSO is enabled, user account creation emails are generally disabled and this causes a challenge to implement supplier portal. As suppliers do not get communicated about their account creations automatically as soon as the account is created, followings are the possible solutions (and their challenges) which can be suggested to clients (there can be few more but these are based on my understandings of the application):

    1: Once supplier is registered and account is crated, go to security console, change the user category and reset the password to resend the emails to suppliers.

    Challenges - In most of the public (even in private) sectors, this activity is performed by a dedicated team of supplier admins/managers and they are not supposed to have the access of "Security Console" because of organisations security policies. Hence this solution doesn't sound feasible to clients.

     

    2- Keep notifications enabled and modify the content of user account email. Detail clear cut instructions for employees and suppliers on how they can access the application but again it comes with the risk that employees (new) might miss the instruction and start using it with the credentials provided in email rather that the SSO ones, which is again big concern for organisations.

     

    These are the 2 possible solutions which I could have thought of based on my understanding of Cloud application. Please feel free to correct me or suggest any alternate solution if you have come across similar requirement.  

    Thanks

    Vineet Gangwar

    Version:
    19b
  • Piyush Singh
    Creating an Existing Party as a Supplier15.0
    Topic posted April 25, 2019 by Piyush SinghGold Trophy: 10,000+ Points, tagged How-To, Import, Supplier Creation, Tip 
    Title:
    Creating an Existing Party as a Supplier
    Summary:
    How to establish a supplier relationship for an existing party
    Content:

    In today’s competitive business environment, organizations must continuously strive to optimize business flow efficiency and operate more strategically.  One opportunity is for smarter modeling of trading relationships with key business partners to gain better visibility and business insight into these relationships.  This is achieved in Oracle Cloud by creating multiple relationships with the same company, for example, a banking provider that is also a customer or, a customer that also serves as a strategic supplier providing goods or services.  These represent different business relationships with a single enterprise, which can be managed from both the supplier and customer master by leveraging a single shared party profile record.

    You can establishing a supplier relationship with an existing party either using Data Quality Management or using Supplier Import process. Following is a brief on the usages of these approaches.

    1. Data Quality Management (DQM): DQM is a preventive mechanism empowering users such that they do not create duplicate parties identified as parties with similar names. DQM does not rely on exact match of the name (depending upon the configuration) to list out the potential duplicates therefore is very effective in preventing duplicate parties in the application.
    2. Establishing supplier relationship using supplier import: When user knows the party that he or she has to create as a supplier, then this approach will be more effective. Following this approach, user saves time required to review all the potential matches as well as avoids any mistake in form of picking up incorrect party for supplier relationship establishment.

    *Details on Data Quality Management will be covered in another post.

    If you know the exact party that you want to create as a supplier, use the supplier import capability to achieve the same. Following are the steps you need to follow when creating supplier from an existing party (customer in the example below).

    1. Find the Registry ID of the customer from the Manage Customers task.

     image2019-4-25_11-50-32.png?version=1&modificationDate=1556173232514&api=v2

    2. Use this Registry ID and the Organization Name to create a supplier relationship for this customer using the supplier import process. Populate the FBDI template for Supplier Import as shown in the screen shot below.

    image2019-4-25_11-50-56.png?version=1&modificationDate=1556173256402&api=v2

    Points to consider when using Registry ID in the template:

    1. Provide Registry ID only for the import action ‘Create’.
    2. Organization Name must be entered exactly as the Supplier Name. If not, the record will be rejected.
    3. Complete the supplier import process (generate csv > load file to interface > run supplier import job).
    4. After the import process completes successfully, search for this supplier, and review the registry ID along with the Relationships of the supplier.

    image2019-4-25_11-51-24.png?version=1&modificationDate=1556173284712&api=v2

    Additional reference:

    -          Create Supplier From Existing Party Using Supplier Import: TOI

     

  • 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 
    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

  • Janusz Jasinski
    Supplier audit doesn't show anything for when a supplier...15.0
    Topic posted December 17, 2018 by Janusz JasinskiSilver Crown: 22,500+ Points, tagged Supplier Communication, Supplier Creation, Supplier Merge, Supplier Profile Management, Supplier Registration, Supplier User Account 
    Title:
    Supplier audit doesn't show anything for when a supplier contact has their phone number amended
    Content:

    Hi,

    I've got through the guides and have enabled *every* checkbox (that's not an attribute). However when we make an amendment to a supplier contact, as an example, make a change to their phone number, this is now shown in the audit report

    Should it be? If so, why is it not showing for me? If not, how can I see this amendment?

    Thanks

  • Janusz Jasinski
    Implementing Supplier Audit History for R1375.0
    Topic posted December 11, 2018 by Janusz JasinskiSilver Crown: 22,500+ Points, tagged Supplier Communication, Supplier Creation, Supplier Merge, Supplier Profile Management, Supplier Registration, Supplier User Account 
    Title:
    Implementing Supplier Audit History for R13
    Content:

    Hi,

    I've tried reading the guides on "Implementing Supplier Audit History" but all the references are to the procurement application but all we have is the supplier product.

    Is there any useful guidance on viewing supplier audit history in R13?

    Thanks

  • Piyush Singh
    Party Sharing Impacts and Managing Parties15.0
    Topic posted October 29, 2018 by Piyush SinghGold Trophy: 10,000+ Points, tagged Supplier Creation, Tip 
    Title:
    Party Sharing Impacts and Managing Parties
    Summary:
    Party sharing impacts and points to consider in managing parties.
    Content:

    Oracle Cloud provides a party model with mechanism to have a central storage and maintenance of all the external parties created in cloud applications. In this model, when you create a new business entity (supplier for example), a new party is created in the central data model along with some of the profile information entered for the business entity. The party created will have a relationship of a supplier. When this supplier enters in another relationship with the organization (customer relationship for example), you can use the party for establishing this new customer relationship rather than creating a new party with customer relationship.

    Party sharing allows a seamless integration across Cloud applications and helps organizations:
    1. Better manage their external parties that they do business with by reducing the profile maintenance overheads. For example, if a customer is to be configured as a supplier too, you do not need to create a new supplier as a party and re-enter all the information. Rather, you need to establish a new ‘supplier’ relationship for the existing customer. Using Supplier Import or data quality management, you can associate the customer with the organization as a supplier too (details of this process will be provided in another post). This ensures no duplicate records exist in the application.
    2. Improves tax reporting by consolidating all tax transactions by a party. This is achieved since the same tax information is captured for all the business functions that the party performs.
    Party sharing ensures a reduced maintenance overhead. However, it also requires users to be careful when creating or maintaining these parties. Refer to the following pointers that a user must consider when managing parties:
     
    1. When a party exists with multiple relationships, say customer and supplier, both the supplier and customer pages will show same information for a certain set of attributes including Name, D-U-N-S Number, Tax Registration Number, Contacts etc. When user edits any of shared attributes from either of the UIs, the change reflects on the other UI too. 
     
    Point to consider: When you edit these attributes for a supplier, you should confirm with the customer management team too for the change.
     
    2. Registering or creating an organization as a supplier, when the organization already exists in the application as a non-supplier party, will result into duplicate parties in the application. In such case, only one of the parties can have the Tax Registration Number captured if you have configured not to allow duplicate TRNs for parties.
     
    Point to consider: If you have Data Quality Management enabled, it will help identify potential duplicates. However, if Data Quality Management is not enabled, registration approval will help validate for duplicate Tax Registration Number (when configured so). 
    In absence of Tax Registration Number, you must review the supplier data before creating a supplier or approving a supplier registration request. If an organization exists in the application as a non-supplier party, create a supplier relationship for that party rather than creating/registering a new supplier as a party.
     
    3. If user incorrectly establishes a new relationship with an existing party, the information provided for the new relationship overwrites the existing party’s profile information. For example, when you create a customer using registry ID of an existing supplier/party, the information provided when creating the customer overwrites the saved information of the supplier. 
     
    Point to consider: When creating new relationships for an existing party ensure the registry ID entered belongs to the right party. If the intent is to create a new party with manually entered registry ID, ensure it does not belong to any existing party in the application. You can use BI publisher to query for existing registry IDs. In case registry ID of an existing party is entered, a new relationship, not a new party, is created. If this happens, one of the relationships will have to be inactivated.
     
    For example, a supplier ‘Electric Devices Inc.’ exists with registry ID: 12345 and user creates a new customer ‘ITL Services’ with registry ID: 12345, a new customer relationship is created for the supplier Electric Devices Inc. and the party name is updated to ‘ITL Services’. When this happens, inactivate the customer relationship, correct the supplier name and then create a new customer with a new registry ID (not associated to any party).

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