Supplier Management

Get Involved. Join the Conversation.

Posts

  • Hong Gao
    Location Based Access Control (LBAC) for Supplier...5.0
    Topic posted March 29, 2019 by Hong GaoGold Medal: 3,500+ Points, tagged Security, Tip 
    Title:
    Location Based Access Control (LBAC) for Supplier Portal Users
    Summary:
    Tips on using Location Based Access Control for Supplier Portal Users
    Content:

    You can use location based access to control user access to tasks and data based on their roles and the IP addresses of the computers from where they're signed in. This is particularly useful when you have supplier facing application like Supplier Portal deployed.  To achieve better security control, you want your internal users to have unrestricted access to tasks or features only when they're signed into the application from internal/corporate network. While for external users like supplier users, you want to restrict access to the application when users sign in from a public network to access supplier facing application like Supplier Portal.

    Here are the few steps to set this up for supplier portal users:

    • follow the instructions in the following document to enable Location Based Access Control for your application and add the identified IP addresses in the IP Address Whitelist
      LBAC - Steps to Enable / ENABLING LOCATION BASED ACCESS
    • identify the supplier facing roles that user can access from a public network.  Application provides a list of supplier facing job roles out of the box.  Based on your business need, you can identify the roles that can access tasks and data from a public network.  For example, you may want to encourage self service invoicing through supplier portal collaboration.  In this case, you decide to allow supplier users who have Supplier Accounts Receivable Specialist role to perform the tasks from Supplier Portal in the public network. 
    • follow the instruction in the following document and check the box for "Enable Role for Access from All IP Addresses" for the Supplier Accounts Receivable Specialist role.
      LBAC - Steps to Enable / ENABLING UNRESTRICTED ACCESS TO SPECIFIC ROLES

    Once these steps are completed, supplier portal users with the role Supplier Accounts Receivable Specialist will be able to manage self service invoicing from a public network. To extend supplier portal collaboration, you can follow these steps to make other supplier facing job roles public so that users with those roles can perform the related tasks and access data from public IP addresses.

    Please refer to the following links for more information on using LBAC:

    https://cloudcustomerconnect.oracle.com/posts/fdedd888ac

    https://docs.oracle.com/en/cloud/saas/global-human-resources/19a/ochus/managing-location-based-access.html#OCHUS3272236

  • Hong Gao
    Access to Supplier BI Reports45.0
    Topic posted September 25, 2018 by Hong GaoGold Medal: 3,500+ Points, tagged Business Intelligence, Security, Tip 
    Title:
    Access to Supplier BI Reports
    Summary:
    Function security for accessing supplier related OTBI reports
    Content:

    As part of supplier administration and management, internal users want to leverage Oracle Transactional Business Intelligence (OTBI) to review seeded reports as well as construct ad-hoc reports to meet business requirements. Seeded job roles like Supplier Administrator or Supplier Manager has all the function security set up out of the box to satisfy the reporting needs for managing suppliers. However, from time to time, you may want to grant other functional users the ability to review and build reports related to supplier data.

    To achieve that, here are a couple of function security considerations.

    1) there are currently four BI subject areas that are dedicated to supplier and supplier profile data: Supplier - Supplier Real Time, Supplier Registration - Supplier Real Time, Supplier - Profile Change Request Real Time, and Supplier Import - Supplier Real Time.  Content in these subject areas are all secured by duty role Supplier Master Data Transaction Analysis Duty. If your reporting need requires information from these subject areas, this duty role is necessary to access the content.

    2) apart from the duty role above, to have the ability to build an ad-hoc report, the user would also need to have the BI Author role.  

    Within the four supplier content subject areas, there are a few seeded reports:

    a) Supplier Export Reports (catalog path: /Shared Folders/Procurement/Embedded Content/): this folder contains seeded reports that can be used to extract data to populate the import supplier FBDI templates for mass update:

    •  
    • Export supplier data for import template
    • Export supplier addresses data for import template
    • Export supplier business classifications data for import template
    • Export supplier contacts data for import template
    • Export supplier contact addresses data for import template
    • Export supplier products and services category data for import template
    • Export supplier site assignments data for import template
    • Export supplier sites data for import template
    • Export supplier site third-party relationships data for import template

    b) Listing of Supplier Profile Change Requests (catalog path: /Shared Folders/Procurement/Supplier Profile Change Request/Transactional Analysis Samples/): this report allows users to search and report on profile change requests across the supply base.

    User can access the seeded reports by browsing through Catalog.  However, to properly view the data in these reports, user will also need to have the Supplier Master Data Transaction Analysis Duty.

    A special note for supplier portal users:

    • While collaborating with suppliers through Supplier Portal, it's important to note that supplier portal user does not have a navigation path to Report and Analytics work area to build ad-hoc reports.  On Supplier Portal landing page, there is an infolet for Transaction Reports.  From there, user can drill down to an OTBI dashboard with seeded reports on their transactions.
  • 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
    Defining Supplier Bank Accounts: Factor Accounts v/s Account...15.0
    Topic posted March 29, 2019 by Aishwarya PawarGold Medal: 3,500+ Points, tagged FAQ, Supplier Profile Management, Tip 
    Title:
    Defining Supplier Bank Accounts: Factor Accounts v/s Account Owners
    Summary:
    When to use Factor Accounts and Account Owners
    Content:

    Bank Accounts can be defined for suppliers at supplier, address or site level. While creating a bank account, you can use several fields to define the bank account such as the Bank, Branch, mark it as a Factor Account or add Account Owners etc.

    This note explains the significance of making a bank account a Factor Account or adding Account Owners. 2 different use cases drive these two functionalities.

    Factor Account: A bank account can be identified as a Factor Account, if the purpose of the bank account is to receive funds that are owed to the supplier, but are being collected on behalf of the supplier by the bank or a third party. The supplier receives payments from the funds collected, minus a commission. Once a bank account is defined as a Factor Account, it will be available to be added to any supplier 's profile. You can select an existing party to be the Factor. In the example below, Factor Tessier Ashpool is an existing party. 

    Once a bank account is made a Factor Account it cannot be updated to no longer be a Factor Account. Similarly, the Factor associated cannot be changed

    Account Owners: As part of the bank account definition, you can add other suppliers to the bank account of the current supplier as joint bank account owners. This is done if a supplier wants to share a bank account with another supplier on a need by basis and is not the same as a Factor Account. The bank account will be available to be added as a bank account for the other supplier on that supplier 's profile.

     

    A bank account defined as a Factor Account can be added as a Bank Account for any other supplier using the Select and Add action in the Bank Accounts table on the other supplier 's profile (at supplier, address or site level).

    A bank account that contains a supplier as an Account Owner can be added to only that specific supplier using the same Select and Add action as above.

    To illustrate: assuming the 2 bank accounts defined above are for supplier: Acme Corporation, they will be available to be added to supplier: Minuteman Supplies using the Select and Add action as shown below.

    NOTE: Third Party Payments available to be set up at supplier sites have a different functional purpose from Factor Accounts and Account Owners and are payments that you make to a supplier on behalf of another supplier.

    Refer to the following documentation for more details:

    Payments Security

     

    Document:
    Document:
  • Piyush Singh
    Data Access Control on Manage Supplier Registration Requests...5.0
    Topic posted January 30, 2019 by Piyush SinghGold Trophy: 10,000+ Points, tagged Supplier Registration, Tip 
    Title:
    Data Access Control on Manage Supplier Registration Requests Page
    Summary:
    Understanding the data access control on Manage Supplier Registration Requests page and their impacts
    Content:

    You can search for supplier registration requests from Suppliers Workarea using task ‘Manage Supplier Registration Requests’. As detailed below, this task allows users to control data access by provisioning the privilege and granting agent access.

    1. Users cannot access the task without having the privilege ‘Search Supplier Registration Request’, and
    2. Users cannot search supplier registration requests from those Inviting Procurement BUs for which users are not Procurement Agents with Manage Suppliers action allowed.

    This post provides details about the second security mentioned above.

    When searching for supplier registration requests, there are multiple search options available to help users search specific supplier registration request. One of the search options available is ‘Inviting Procurement BU’.

    image2019-1-30_13-33-31.png?version=1&modificationDate=1548835411246&api=v2

    Screenshot 1

    The value of this attribute represents the business unit that invited the supplier to register. You must note that all external registration requests have an Inviting Procurement BU value, whereas internal registration requests may or may not have.

    When you setup the user as a Procurement Agent and grant the access to Manage Suppliers action for a particular procurement business unit, the user will be able to search for supplier registration requests that were invited to register through this procurement business unit (refer screenshot 2).

    image2019-1-30_13-34-8.png?version=1&modificationDate=1548835448520&api=v2

    Screenshot 2

    When a user is not a Procurement Agent or is not granted access to the Manage Suppliers action for specific procurement business unit, the user will not be able to see any supplier registration requests that were registered through this procurement business unit. If user is not a Procurement Agent for any business unit, then the search panel will not show any value for the Inviting Procurement BU attribute, and search results will only be from those requests that have no value for Inviting Procurement BU (refer screenshot 3). This also implies that none of the external supplier registration requests will show up in the search results (refer screenshot 4).

    image2019-1-30_13-34-45.png?version=1&modificationDate=1548835485798&api=v2

    Screenshot 3

    image2019-1-30_13-35-1.png?version=1&modificationDate=1548835501284&api=v2

    Screenshot 4

  • Soumya Parhi
    How to track Supplier Logins , that are through the supplier...Answered105.0
    Topic posted August 8, 2018 by Soumya ParhiGold Trophy: 10,000+ Points, tagged Audit, Fusion, Security, Supplier User Account, Tip 
    Title:
    How to track Supplier Logins , that are through the supplier portal ?
    Summary:
    Supplier Portal Login Audit
    Content:

    Good People,

    How to track the supplier logins form supplier portals ?

    Thanks,

    Soumya

    Document:
    Document:
  • 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 
    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.
  • Hong Gao
    Tips: Configure Supplier Outbound Synchronization Service75.0
    Topic posted October 31, 2018 by Hong GaoGold Medal: 3,500+ Points, tagged Tip 
    Title:
    Tips: Configure Supplier Outbound Synchronization Service
    Summary:
    Tips for configuring and setting up Supplier Outbound Synchronization Service
    Content:

    Supplier Outbound Synchronization Service feature generates a supplier record snapshot for any external supplier repository to consume. When any update is made to a supplier record the system will generate a snapshot of the supplier record in an XML file and transport the document over HTTPS to a single server destination.  This post provides some tips on configuring and setting up the supplier outbound synchronization service.

    To configure the supplier outbound synchronization service, navigate to Setup and Maintenance work area and use task Configure Supplier Outbound Synchronization Service to define the server location of the service.  On the page, you will need to provide URL for your service and the username and password. 

    1. follow the URL example here: https://www.turnertoolinginc.com/turnerToolingService/SupplierExportOutboundService.  This should be the URL for the service, not a link that points to the WSDL.
    2. provide a URL that starts with "https", as the XML file transferred is only done over HTTPS.
    3. the security policy is read-only and set as: oracle/wss_username_token_over_ssl_client_policy.  Therefore, please ensure that you have a SSL certificate that is issued by a valid Certification Authority.

    When the system generates supplier snapshot as mentioned above, the supplier profile data will be sent as a string (the string will be in xml format). Additionally, when creating and setting up the synchronization service, you can also refer to the sample xsd file in the reference link below.  The whitepaper in the same link also provides examples on setting up service interface java class as well as the WSDL for the service.

    Please note that supplier outbound synchronization service creates a snapshot of a supplier record.  It does not highlight changes. It does not include only the changed part of the profile either.  To track changes, please consider using supplier audit functionality.

    Reference: Supplier Outbound Synchronization Service 11.1.13.0.0 (MOS login is needed to access the link.)

  • Piyush Singh
    Approval Configuration for Supplier Profile Change Requests15.0
    Topic posted September 26, 2018 by Piyush SinghGold Trophy: 10,000+ Points, tagged Supplier Profile Management, Tip 
    Title:
    Approval Configuration for Supplier Profile Change Requests
    Summary:
    Understanding the impact of setup task Configure Supplier Registration and Profile Change Request on the approval routing of supplier profile change requests.
    Content:
    Supplier Profile Change Request is a document that consolidates all the changes from a supplier user, either directly through profile edit in Supplier Portal or through questionnaire or negotiation response, and route it for approval.
     
    The change request approval is determined through 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
     
    This post intends to provide details for the first setup task i.e. Configure Supplier Registration and Profile Change Request. We will cover details for the second setup task i.e. Manage Supplier Profile Change Approvals in another topic.
     
    Configure Supplier Registration and Profile Change Request
    This is the first setup that determines whether a supplier profile change request requires approval. Oracle Procurement Cloud gives you the flexibility to configure approval required only for supplier profile entities that you consider as important for collaborative review and approval process. For the entities that you consider as not so important for reviewing changes, you can configure them as approval not required. You also get the flexibility to configure the approval requirement for the supplier profile change requests based on supplier’s business relationship.
     
    Use cases to explain the setup behavior:
     
    Use case 1:
    For all suppliers i.e. Prospective as well as Spend Authorized, you do not want approval for changes to supplier Contacts and Addresses, but you want approval for all other supplier entities.
    In the setup page, for both the business relationships, configure Contacts and Addresses as No Approval Required. Configure all other entities as Approval Required. With this setup, application will apply directly (auto approve) a change request with changes only to supplier contacts or supplier addresses or these two combined. Change request with changes to any of the other entities will be routed for approval.
     
    Use case 2:
    For Spend Authorized suppliers, profile changes to only Bank Accounts and Products and Services require approval.  For all Prospective suppliers, profile changes to only Products and Services require approval.
    In the setup page, under Spend Authorized business relationship, configure Bank Accounts and Products and Services as Approval Required and all other entities as No Approval Required. Under Prospective business relationship, configure Products and Services as Approval Required and all other entities as No Approval Required. With this setup, whenever spend authorized supplier’s bank accounts or products and services are changed, application will route the changes for approval. If for same suppliers, changes do not include bank accounts or products and services, application will apply directly (auto approve) the change request. Similarly for prospective suppliers,  if a change request has products and services changes then application will route the request for approval otherwise it will directly apply (auto approve) the change request.
     
    When evaluating a change request, if application identifies the need for approval based on this setup, it will route the change request to approvers as configured on the approvals setup task Manage Supplier Profile Change Approvals.
     
    Best Practice:
    Evaluate your business and utilize the options available to configure whether changes to supplier profile entities require approval or not.
    This will:
    1. Improve the turnaround time,
    2. Lower the change requests count that approvers will have to review and approve, and 
    3. Reduce the overhead for Supplier Administrators or Supplier Managers following up with approvers to get the profile changes dispositioned.
  • Shivani Roy
    How to display the external Supplier Registration pages in...25.0
    Topic posted August 30, 2018 by Shivani RoyBronze Medal: 1,250+ Points, tagged How-To, Setup, Supplier Registration, Tip 
    Title:
    How to display the external Supplier Registration pages in different languages
    Summary:
    Buying organizations deal with suppliers who interact in languages other than that of the buying organizations. This requires buying organizations to provide potential suppliers with the registration
    Content:

    Description:

    The administrator can access the setup tasks in the following steps from the Setup and Maintenance work area.

    Step 1: Identify the installed languages.

    The key to changing the language for the Supplier Registration pages is to find the corresponding Language Tag in the setup task ‘Manage Languages’. Choose to display only the languages installed by using the ‘Installed’ drop down under the Search region. Translation can be done only for installed language packs.

    Note down the ‘Language Tag’ value for the languages in which the pages need to be rendered. 

    image2018-8-30_14-15-24.png?version=1&modificationDate=1535618776000&api=v2

    Step 2: Append language to the Supplier Registration URL.

    Pick up the external Supplier Registration URL from the setup task ‘Configure Procurement Business Function’. Please note that the setup task access is Procurement BU specific and therefore the Supplier Registration URLs are also Procurement BU specific.

    image2018-8-30_14-15-42.png?version=1&modificationDate=1535618776000&api=v2

    The URLs picked up will be in the format:

    Prospective Supplier Registration: https://<host>/fscmUI/faces/PrcPosRegisterSupplier?prcBuId=<value>

    Spend Authorized Supplier Registration:

    https://<host>/fscmUI/faces/PrcPosRegisterSupplier?prcBuId=<value>&busRel=<value>

    To render the URL in the required language, append the language tag noted earlier to the end of the registration URL in the format: &lang=<Language Tag Value>

    https://<host>/fscmUI/faces/PrcPosRegisterSupplier?prcBuId=<value>&lang=<Language Tag Value>

    E.g: https://<host>/fscmUI/faces/PrcPosRegisterSupplier?prcBuId=<value>&lang=es

    Point to note:

    • The language tag should be given as it is and not be enclosed in quotes or brackets.

    Buying organizations can append the URL with required language before sending it to potential suppliers. Alternatively, if the URL’s is published on the buying organization’s website they can publish multiple URLs pointing to different languages.

     

    Snapshot of external Supplier Registration page in translated language Spanish.

    image2018-8-30_14-16-4.png?version=1&modificationDate=1535618776000&api=v2