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Oracle Payables User's Guide
Release 12.1
Part Number E12797-04
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Suppliers

This chapter covers the following topics:

Suppliers

Set up and maintain suppliers in the Suppliers pages to record information about individuals and companies from whom you purchase goods and services. You can also enter employees whom you reimburse for expense reports. When you enter a supplier that does business from multiple locations, you store supplier information only once, and enter supplier addresses for each location. You can designate supplier addresses as payment, purchasing, RFQ only, or procurement card locations. For example, for a single supplier, you can buy from several different addresses and send payments to several different addresses. Most supplier information automatically defaults to all supplier sites to facilitate supplier site entry. However, you can override these defaults and have unique information for each site.

Note: Suppliers can have can have multiple addresses and each address can be used by an operating unit through a supplier site record.

The system uses information you enter for suppliers and supplier sites to enter default values when you later enter transactions for a supplier site. Most information you enter in the Suppliers pages is used only to enter defaults in the Supplier Sites regions. When the system enters that information in a later transaction, it only uses supplier site information as a default, even if the supplier site value is null and the supplier has a value. If you update information at the supplier level, existing supplier sites are not updated.

When you enter a supplier, you can also record information for your own reference, such as names of contacts or the customer number your supplier has assigned to you.

This chapter includes the following topics:

How Oracle Stores Supplier and other Trading Partner Details

The Oracle eBusiness Suite has a single repository called the Trading Community Architecture (TCA) to store information about your trading partners. TCA provides a single common definition that can be used to identify customers, suppliers, and organizations that provide you with goods or services, and are in turn, a customer of your own products or services. The TCA repository stores the key elements that define an organization, identity, business locations, and key contacts, so that different Oracle products use a common trading partner definition.

A range of information that can viewed through the Suppliers pages is also available through the Customers Online pages.

How Your Oracle Product Uses Supplier Information

Oracle’s eBusiness Suite maintains a single definition for supplier records that can be used by a range of applications within the suite. Five Oracle financial applications use the Suppliers pages: Payables, Purchasing, Assets, Property Manager, and iSupplier Portal. If you use more than one of these products, supplier information is shared with the other product(s). In addition to the supplier name and address, Payables and Purchasing require you to enter additional information about the supplier. Assets and Property Manager require no additional information. However, for any product, you can record a variety of other supplier information in the many optional fields.

iSupplier Portal allows deploying organization to grant suppliers access to order, receipt, invoice, and payment details stored in Purchasing and Payables products for that supplier. In addition, you can grant the supplier the privilege to view their profile information and provide online updates that need to be reviewed before they can be used to update the master supplier profile.

Oracle Payables

Before entering invoices for a supplier, you must enter at least one pay site for the supplier.

The following examples show how entering additional supplier information in the Suppliers pages can help you manage your Payables system:

Oracle Purchasing

Before entering purchase orders for a supplier, you must enter at least one purchasing site for the supplier.

The following are examples of how entering additional supplier information can help you manage your Purchasing system:

Oracle Assets

Oracle Assets uses only the Supplier Name, Supplier Number, and Inactive On date.

Record additional supplier information for your own reference.

Oracle Property Manager

Payables imports lease invoices from Oracle Property Manager. You must enter at least one pay site for a supplier before importing invoices from Oracle Property Manager.

Oracle iSupplier Portal

Oracle iSupplier Portal allows deploying organization to grant suppliers access to order, receipt, and payment details stored in purchasing and payables products for that supplier. The supplier can provide order acknowledgements and then confirm shipping details using an Advanced Shipping Notice. Following receipt, the supplier can use the PO details stored in the system to create invoices, greatly reducing any clerical errors. You can grant suppliers the privilege to view their profile information and provide online updates. These updates need to be reviewed before they can be used to update the master supplier record.

Multiple Organization Support

If you use the Multiple Organization Support feature, you cannot enter the following fields at the Supplier level: Liability account, Prepayment account, Distribution Set, Invoice Tax Code, and Future Dated Payment account. You can enter these fields only at the supplier site level. See: Oracle E-Business Suite Multiple Organizations Implementation Guide.

Controlling Supplier Information Entry

Access Security

The Supplier pages provide you with complete access to all of the supplier attributes, allowing you to do things, such as create new suppliers, update location information for the supplier, and add new payment bank account information. Function security can be used to enable or disable user access to each of the Supplier pages to allow you to control which elements of the supplier attributes can be accessed or updated by each user. This allows you to segregate the duties that users can perform by setting up a range of responsibilities that provide access to different sets of the Supplier pages which assist you in conforming to separation of duties requirements. For example, by default, you could prevent most users from accessing the banking details for suppliers, and grant a limited set of users a responsibility that includes access to a supplier's banking information.

You can either grant full update access to your users or grant them read-only access to the Supplier pages. You can also grant access to users to view all supplier records or only to view Standard Suppliers or Employee-Suppliers. This allows you to restrict the users that can access employee-supplier records that contain sensitive personal information for the employee that is used to pay their expenses.

Supplier numbering

A single global setting is used to control the supplier numbering method for the entire eBusiness Suite instance. You can set this to Manual so that you can assign your own supplier numbers when you enter suppliers, or, if you enable the Automatic Supplier Number Entry Payables System Setup option, the system automatically assigns supplier numbers for you.

Controlling duplicate supplier entry

You cannot enter a new supplier with exactly the same name as an existing supplier. However, if you do get duplicate suppliers in your system, you can merge them. For example, you may inadvertently enter both Orion Corporation and Orion, which the system accepts as two separate suppliers. You can merge both into a single supplier record. When you submit Supplier Merge, you can choose to update the associated purchase orders and invoices to refer to the merged supplier. See also: Supplier Merge Program.

Tip: Use a naming convention that minimizes risk of separate entries of the same supplier under different names. For example, if you consistently spell the full name of a company, do not enter both Orion Corp. and Orion Corporation.

Financials, Payables, and Payables System Setup options - defaults to suppliers

You can define Financials, Payables, and Payables System Setup options to speed both supplier and invoice entry. The system defaults the values you enter for certain Financials, Payables, and Payables System Setup options to each supplier you enter. That is, the values for these options become the defaults for the corresponding options in the Suppliers pages. From the supplier, the system defaults values to corresponding fields for each new supplier site you enter. Payables defaults the values you enter at the supplier site to each invoice you enter for the supplier site. Payables enters defaults for your convenience and you can override most defaults during supplier entry and during invoice entry. See also Invoice and Invoice Batch Default Chart.

Note: Updating default information at the supplier level does not update existing supplier sites. To update existing supplier site values, do so at the supplier site level.

Financials and Purchasing options - defaults to suppliers

You can define Financials and Purchasing options to speed both supplier and purchase order entry. The system defaults the values you enter for certain Financials and Purchasing options to each supplier you enter. That is, the values for these Financials and Purchasing options become the defaults for the corresponding options in the Suppliers pages. From the supplier, the system defaults values to corresponding fields for each new supplier site you enter. Payables defaults the values you enter at the supplier site to each purchase order you enter for the supplier site. Payables enters defaults for your convenience and you can override most defaults during supplier entry and during invoice entry. See also: Purchase Order Defaulting Rules, Oracle Purchasing User's Guide.

Setting Up Supplier Tax Information

Oracle Payables integrates with Oracle E-Business Tax to provide tax services for invoices. For information on levels at which you can default tax information based on supplier, see: Taxes on Invoices.

Paying VAT and Sales tax for suppliers

You can set up the default transaction tax information for a supplier and supplier site in the Tax Details and Tax and Reporting regions of the Suppliers page.

Entering intra-EU suppliers and recording VAT for reporting purposes

If you enter a supplier that is in the European Union (EU), you must first specify its country as an EU member state. See: Countries and Territories, Oracle Payables Implementation Guide. When you enter an EU supplier that is registered to pay Value-Added Tax (VAT) charges, enter the VAT registration number as the Tax Registration Number for the supplier. When you are doing business in the EU with an EU supplier, you record VAT taxes for reporting purposes; however, you do not pay them to the supplier if you use offset taxes. To use offset taxes, you must enable the Allow Offset Taxes option in the Suppliers: Tax and Reporting page. When you use Offset taxes, Payables eliminates your VAT tax liability while maintaining a record of all VAT taxes you need to report.

Suppliers subject to income tax reporting requirements

Define a supplier as federally reportable by enabling the Federal option and entering a value for Income Tax Type (1099 MISC Type) in the Suppliers page.

If you enter a purchase order for a 1099 supplier, then Oracle Purchasing retains the Income Tax Type information at the purchase order line level. The purchase order value always defaults to invoices matched to a purchase order, (even if the purchase order value is null and the Supplier has a value).

For unmatched invoices, if you do not use a Distribution Set to create invoice distributions, Payables uses the supplier's income tax type as the default value. If you use a Distributions Set to create invoice distributions, Payables uses the default income tax type from the Distributions Set as the default value.

Also, to set up a federally reportable supplier, select a site to be the income tax reporting site by enabling the Income Tax Reporting Site option in the Suppliers: Tax and Reporting page. See also: Entering Invoices for Suppliers Subject to Income Tax Reporting Requirements.

If you participate in the United States Internal Revenue Service (IRS) Combined Filing Program, you can also define a supplier as state reportable by enabling the State reporting type code in the Tax and Reporting page. Payables uses the state reportable status of a supplier for reporting purposes only. You can create custom reports to satisfy a tax authority's reporting requirements.

If the tax reporting name is different from the supplier name, enter it in the Reporting Name field in the Tax and Reporting page. Payables uses the Reporting Name to produce documents for the IRS. If you report electronically, select an Organization Type in the Tax and Reporting page. For more information, see Tax Reporting Information.

If you enter nine zeros, 000000000, as the value for the Tax Identification Number (TIN) for a supplier, then the TIN will appear as null on the following reports: 1099 Electronic Media Report, 1099 Forms, or the Tax Information Verification Letter. You can enter this value (000000000) for suppliers that are waiting for their TINs and for whom you need to record 1099 payments.

You can enter up to three address lines when you enter a supplier, but the 1099 Form only provides space for one address line. Payables uses the first supplier address line from the Suppliers: Address Book page and adds as much as possible of the second and third address lines if there is available space in the 1099 Form. Payables prints a maximum of thirty characters in the address field of the 1099 Form. Similarly, Payables prints up to 33 characters for the combination of the City, State, and Postal Code. Because of the space constraints, you may want to implement a standard for entering addresses to ensure that the 1099 has a complete mailing address when it is printed.

You can use the Tax Information Verification Letter to request that your suppliers provide or verify their tax information. See: Tax Information Verification Letter.

Withholding Taxes for Suppliers

Enter withholding tax information for a supplier in the Suppliers: Tax Details page. Select Allow Withholding Tax if you want to enable withholding for a supplier or supplier site, and select a default Withholding Tax Group that Payables will default to all invoices you enter for the supplier site. For more information, see: Withholding Tax Overview.

Setting Up Supplier Hierarchies

You can record the relationship between a franchise or subsidiary and its parent company by recording a value for the Parent Supplier field in the Suppliers: Organization page. Information will not automatically default from parent to subsidiary suppliers unless the subsidiary is a supplier site of the parent.

Entering Employees as Suppliers

You must enter an employee as a supplier before you can pay the employee's expense reports. Either enable the Automatically Create Employee as Supplier Payables option to have Payables do this automatically during Expense Report Export, or manually enter the employee as a supplier in the Create Suppliers page.

Note that if you update employee information in the Enter Person or People window, Payables automatically updates the supplier name during Expense Report Export or when you submit the Employee Update Program. For information, see: Employee Information.

Related Topics

Entering Expense Reports, Oracle Internet Expenses Implementation and Administration Guide

Factoring Arrangements

If a supplier sells receivables to a factor, you can enter invoices for the supplier and make payments to the factor by creating a pay site defined for the factor. Factor is a person to whom a Buyer makes a payment instead of a Supplier. This is performed by creating a Factor Bank Account from the Banking Details tab on the Create Supplier window. As a result when an invoice is entered for the Supplier in the Remit to Bank Account the Account of the Factor is shown. When an invoice is entered for the supplier in the Remit to Bank Account, then the Account of the Factor defaults and at the time of payment the actual payment is remitted to the Factor Bank Account. On the first address line enter the name of the factor preceded by the word "and" or "or." On the remaining two address lines, enter the address of the factor. Payables then addresses the payment to the supplier and/or the factor, since Payables prints the supplier name and the three address lines on each payment.

Example 1:

Supplier ABC has sold their receivables to Factor B, and you want to send payments directly to Factor B. You want your payment document to be made out to ”ABC Or Factor B.” Define a pay site for supplier ABC called ”Factor B.” On the first address line enter ”OR Factor B.” On the remaining two address lines enter Factor B’s address.

If you select the Factor B supplier site when you enter and pay an invoice for ABC, the first two lines of the payment will read "Payable to: ABC OR Factor B" and the factor can endorse and cash the payment.

Example 2:

Supplier ABC has sold their receivables to Factor B, and you want to send payments directly to Factor B. You want your payment document to be made out to ”ABC AND Factor B.” Define a pay site for supplier ABC called ”Factor B.” On the first address line enter ”AND Factor B.” On the remaining two address lines enter Factor B’s address.

If you select the Factor B supplier site when you enter and pay an invoice for ABC, the first two lines of the payment will read "Payable to: ABC AND Factor B." Both the supplier and the factor will have to endorse the payment before it can be cashed by the factor.

Supplier Management

To help you with the process of supplier enablement, the eBusiness Suite supports two business flows that can be used to manage the creation of new supplier records. Each flow allows you to create a supplier request that you can add information before submitting it to an approval hierarchy for review. These flows allow a range of information to be gathered about a potential supplier and for these details to be used to determine how the system routes the supplier request for approval. The Approval Management Engine (AME) is used for coordinating the approval hierarchy.

In addition to the flows, there is a Create Supplier page that you can use to manually create new supplier records.

Flexible Self-Service Supplier Registration

The prospective supplier registration feature allows you to accept unsolicited registration requests through your own Web site from suppliers with whom the company has not previously conducted business. This self-service registration process provides prospective suppliers access to a public web page where they can complete a registration form and then submit it for approval by administrators at the buying company. The information that you want to gather during registration is configurable so that you can decide how much or how little information you need from each potential supplier. After administrator approval of the request, the system adds the new supplier to the master supplier details. Full details of this process are available in the Oracle iSupplier Portal Implementation Guide.

Sourcing

During the Sourcing event creation process, the administrator can add potential new suppliers directly as invitees to the event. By providing a contact email address for the prospective supplier, the system sends an invitation to register to the supplier. The supplier has to register their details and be approved before they can participate in the bidding process. Again, the level of information captured from the invitee is configurable. Full details of this process are available in the Oracle Sourcing Implementation and Administration Guide.

Entering Suppliers Manually

You can create supplier records manually using the Create Supplier page.

Prerequisites

Purchasing Prerequisites

To enter basic supplier information:

  1. From the main Suppliers page, click the Create Supplier button.

  2. In the Create Suppliers page, enter a unique Supplier Name.

    Tip: Use a naming convention that minimizes risk of separate entries for the same supplier under different names. For example, if you consistently spell the full name of a supplier, do not enter both Orion Corp. and Orion Corporation.

  3. If the Supplier Number Entry option in the Payables System Setup window is set to Automatic, Payables automatically enters a Supplier Number for you. If this option is set to Manual, you must enter a unique Supplier Number.

  4. Optionally enter Alias, Name Pronunciation, and D-U-N-S number.

  5. Optionally enter the supplier's tax identification number in the Taxpayer ID field; for example, an individual's social security number, or a corporation or partnership's federal identification number/federal tax ID.

  6. Optionally enter the value-added tax (VAT) registration number in the Tax Registration Number field if you are entering a VAT supplier.

  7. Click Apply. The system creates the supplier record and accesses the Suppliers: Quick Update page.

  8. If you want to prevent invoice or purchase order entry for this supplier after a certain date, access the Suppliers: Organization page and then enter the date in the Inactive Date field.

  9. To create locations for the supplier, go to the Suppliers: Address Book page and click the Create button.

  10. Enter supplier and site information in the appropriate Supplier pages. See the following page reference sections for detailed information.

    Note: Save your updates for each page before navigating to a new section.

Related Topics

Entering Flexible Addresses, Oracle Receivables User Guide

Suppliers Pages Reference

The information for each supplier record is organized into two main sections:

The Suppliers pages consist of:

Information is shown for supplier and all sites on the same page. In the Site region, you can filter the display to show either Active or Inactive site records, or use the search tools to look for sites that have names that contain a specific text string or are in operating units that contain a specific text string. Most site-level details are available on each main profile page, but for some parts of the supplier profile, the site-level attributes are accessed in a drilldown page.

Note: If you make updates to a supplier’s details on any of the pages, you need to save the changes before navigating to a different page.

Main Suppliers Page

The main Suppliers page allows you to search for existing supplier records in order to maintain the supplier’s details, access the Create Supplier page, or review change requests that suppliers have submitted through the Oracle iSupplier Portal for their profile details.

Quick Update Page

The Quick Update page is the default page that the system displays when you initially access the profile details for a supplier. The page provides access to the main Hold flags for the supplier, along with site-level key purchasing and payment setup attributes. These attributes are also found in the more detailed Terms and Controls pages. The Quick Update page is intended to be the primary page you use for routine maintenance of supplier profile information. You can personalize the fields that are displayed on the page so that different types of users are given access to appropriate sets of key purchasing and payment attributes in the Supplier Sites regions.

Organization Page

Use the Organization page to document high-level company information such as structural, operational, personnel, and financial details about a supplier. These details are common and apply to the organization whether it is a supplier, a customer, or both. Therefore, you can enter the information either in the Suppliers pages or through the Customers Online pages.

In addition, you can import details from third-party directory services, such as Dun and Bradstreet, or if you have implemented iSupplier Portal or Sourcing, you can enable the supplier so that they can make direct updates to the organization details. Unlike other supplier profile information, there is no approval process for updates made to the organization details by the supplier since the information is not used for any transactional processing of business documents by the system.

Tax Details Page

Oracle Payables integrates with Oracle E-Business Tax to provide tax services for invoices. For information on levels at which you can default tax information based on supplier, see: Taxes on Invoices.

You can record tax default options, tax registrations, and withholding applicability for supplier sites using this page.

Address Book Page

The Address Book page displays each of the locations that you define for the supplier. It also includes a region displaying inactive addresses. You can create new addresses and update existing ones. Using the Hide/Show, you can review which operating units use the address by the list of sites that exist for the address. The system only displays sites that are in your MOAC profile. The address table also displays the usages for the address.

The address status indicates whether the supplier has provided any updates for the address. Using iSupplier Portal’s Supplier Profile Management tools, suppliers can enter address book information online, creating any number of new addresses, modifying the details for existing addresses, and indicating how each address is used. Suppliers can also inactivate addresses that are obsolete. Buyer administrators need to approve any changes in order to update the master supplier details.

Address statuses include:

Buyer administrators can also check the details for the sites that are using the Address. Click the Manage Sites button to view a list of sites and review the Communication, Identification, and Something details for each site. Buyer administrators can use the Create button to set up new sites to use the address.

For those buyer administrators with access to employee-supplier records, the Address Book page displays differently. The system displays the Expense Payment Sites region at the top of the page which includes the HOME or OFFICE site details that are used to process expense payments. These are sites that are not associated to an Address. For the Sites, users can access the Uses, Communication, and Identification details using the horizontal tabs. There is a separate section that allows you to create any additional addresses for the employee supplier.

Since suppliers are stored in TCA, the address details for the supplier may be used by other Oracle products so great care must be taken when removing supplier addresses. If the address is inactivated, the system no longer associates it to any contacts, and any bank account assignments to the address are inactivated. Methods to inactivate addresses include:

Contact Directory Page

The Contact Directory page lists all the contacts that have been created for the supplier. Click the Update button to review contact details and to view the addresses to which the contact is associated. If you implemented iSupplier Portal or Sourcing, the table indicates which contacts the supplier have been given a user account to access the system. The supplier can enter details for new contacts and update existing contact information which alters the contact status.

Rather than manage user accounts on behalf of suppliers, you can delegate the authority to create user accounts to administrators at each supplier. For full details on setting up supplier's users, see: Oracle iSupplier Portal Implementation Guide.

Contact statuses include:

Business Classifications Page

Use the Business Classifications page to assign to each supplier the classifications that apply to their business. Alternatively, through the iSupplier Portal you can allow the supplier to access the list and claim the classifications themselves. After a supplier submits its classification details, the buyer administrator is notified, and the classification status is set to Pending. A buyer administrator can review the classification claims made by suppliers, research the details, if necessary, and then approve or reject the claim. The status is blank if a supplier removes the classification. If a buyer administrator claims a classification on behalf of a supplier, the system sets the status to Approved.

In some regions, business classifications are required by government regulations on purchasing activities for an industry. Alternately, buying organizations may use classification information for reports used to analyze purchasing activity. For more information on setting up the list of business classifications, see: Oracle iSupplier Portal Implementation Guide.

Products and Services Page

The Products and Services page allows you to categorize the types of goods and services that each supplier can provide. Typically, this categorization is something that you would ask the supplier to do themselves through iSupplier Portal. Buying organizations can use the category details provided by suppliers to help generate invitation lists for RFQs and for reporting. For more information on setting up product and service hierarchies, see the Oracle iSupplier Portal Implementation Guide.

The system indicates newly claimed categories by a Pending status and need to be reviewed by a buying administrator. The supplier cannot see the status and does not receive any notifications. Buyer administrators also can add new product and service categories on behalf of a supplier.

If the product and service categories have been set up in a hierarchy, users can select a parent category or child categories. If a parent category is selected, the system automatically selects all of the child categories for that product or service. Once a supplier selects a product and service category or categories, buyer administrators are notified so they can review the details.

Banking Details Page

Use the Banking Details page to create bank accounts for making payments to suppliers.

Using iSupplier Portal, suppliers can access their banking information and, if given the appropriate security privilege, make changes to the details. Suppliers can create new accounts that use existing bank and branch details or create new banks and branches when they create the account. Changes to accounts are shown in the Account Change Requests and Assignment Change Requests tables. New account requests must be approved before assignment requests for the new account can be approved. During approval of a new account, the buyer administrator can either approve the account or set the status to Verify. You can use the Verify status while you prenote the account or perform other activities for verifying an account with your bank.

Surveys Page

As part of the supplier profile, you can create custom questionnaires that can be used to gather feedback from suppliers' surveys. For more information, see: Oracle iSupplier Portal Implementation Guide.

Suppliers and Supplier Sites Header Information

Access the Suppliers: Quick Update page to enter supplier header information and supplier site Key Purchasing Setups and Key Payment Setups.

Alternate Supplier Name. You can enter an alternate name for your supplier or supplier site. This is particularly useful if you do business in Japan so you can enter both Kanji and Kana values for the supplier or site name. Alternate names are not used unless you enable the Sort by Alternate Fields Payables option. If you enable that option then Payables uses alternate names when it sorts reports by supplier or supplier site name. See: Sort by Alternate Fields Payables option, Oracle Payables Implementation Guide.

Inactive On. Date on which a supplier or supplier site will no longer appear on a supplier list of values.

Site Name. Unique supplier site name that distinguishes the site from a supplier's other sites. For example, city name or branch name. This name is for your reference when selecting sites from a list of values during purchase order or invoice entry, and will not appear on any correspondence with the supplier. For employees, site names are typically Home or Office.

Supplier Number. If the Supplier Number Entry option in the Financials Options window is set to Automatic, Payables automatically enters a supplier number for you. If the option is set to Manual, you can enter a unique supplier number.

Supplier Name. Unique supplier name. You can update a supplier name at any time. For example, the Employee Update Program updates the supplier name when an employee's name changes in the employee record. Note that you can always use the supplier number as a unique identifier for a supplier.

If you enable the Allow Remit-To Supplier Override on the Payments Tab in the Setup > Payables menu, then you can override the Remit-To Supplier Name and Site at the Invoices window.

Accounting Information

Access the Suppliers: Accounting page to specify accounting default values.

Supplier accounting values default to all new supplier sites you enter for the supplier. Supplier site accounting values default to all new invoices for the supplier site. You can override any accounting defaults during supplier site entry and invoice entry.

Distribution Set. Default Distribution Set for all invoices entered for the supplier site. Define additional Distribution Sets for the list of values in the Distribution Set window.

If you use the Multiple Organization Support feature, you can enter a value in this field only at the supplier site level.

Liability. The Liability Account and description for a supplier site's invoices. The supplier default is the Financials option for the Liability Account. When you create the default Liability Account, Payables defaults this Liability Account to each supplier you enter. You can override this default. When you enter an invoice, Payables automatically defaults the supplier site's Liability Account to the invoice. You can also override this default.

If you use the Multiple Organization Support feature, you can enter a value in this field only at the supplier site level.

Prepayment. The supplier default for this field is the Financials option for the Prepayment account.

If you use the Multiple Organization Support feature, you can enter a value in this field only at the supplier site level.

Payables uses the supplier site's prepayment account as the default GL account for all prepayment Item distributions, unless the Build Prepayment Accounts When Matching Payables option is enabled.

For details on how that option works, see: Build Prepayment Accounts When Matching, Oracle Payables Implementation Guide.

Bills Payable. If you use Bills Payable (future dated payments), enter the future dated payment account you want to use. The Financials option value defaults to new suppliers, and the supplier value defaults to new supplier sites. You can override these defaults.

When Payables creates a future dated payment, it uses the future dated payment account from either the supplier site or the payment document, depending on which option you select in the Payment Accounting region of the Payables Options window.

If you relieve liability for future dated payments when the payment is issued, then use an asset account. If you relieve liability at clearing time, then use a liability account.

If you use the Multiple Organization Support feature, you can enter a value in this field only at the supplier site level.

Bank Information

Access the Suppliers: Banking Details page to record the supplier bank accounts that your suppliers and supplier sites use for payment transactions

Define supplier bank accounts in the Bank Accounts window. Bank accounts you have already assigned to the supplier or supplier site in the Bank Accounts window appear in the Suppliers: Banking Details page. See: Banks, Oracle Payables Implementation Guide.

The Banking Details page appears for new supplier sites after you save the supplier site. When you enter bank accounts for a supplier site, Payables defaults all of the supplier's active bank accounts. At any time you can add bank accounts for a supplier or supplier site. You can also change the effective dates at any time to make a bank assignment inactive. Updating bank accounts for a supplier will not affect bank accounts for existing supplier sites.

If the bank account is added to a supplier site, then the bank account is defaulted on any invoice entered to the supplier site after the bank account was added. You must manually update any invoice or supplier site already created.

If you want to view detailed information or update a bank account listed in this page, you can click on the Update button to access the Bank Account page.

Account Name. Name of the bank account that this supplier or supplier site uses. The list of values includes only active supplier bank accounts that are either not yet assigned to a different supplier or site within a different supplier, or have the Allow Assignment to Multiple Suppliers option enabled on the account, such as factor company accounts.

Account Number. Bank account number of the supplier's remittance account.

Primary. Enable this check box to have Payables use this bank account as a default when you pay this supplier electronically. For each supplier and supplier site that has bank account assignments, you must designate as the primary bank account exactly one bank account per currency. For all periods during which a supplier or site has active bank accounts, you must specify a primary bank account. When you enter an invoice, the supplier site primary bank account for the invoice currency defaults to each scheduled payment. If no primary bank account is selected for the supplier site, then the system uses the supplier's primary bank account. The Remit-To Bank Account for the scheduled payment then defaults to the payment.

If you enable the Allow Remit-To Account Override Payables option, you can override the Remit-To Bank Account value in the Scheduled Payments tab, the Payments tab, and the Modify Payment Batch window with any other remit-to bank with the same currency and for the same supplier.

Currency. Payables displays the currency you defined for the bank account.

Start Date and End Date. Enter dates if you want to limit the time during which a supplier site uses this bank account as the primary bank account for receiving electronic payments in the bank account currency.

Importing Supplier Bank Accounts

After the Supplier or Supplier Site is validated and a rows entered in the various tables, a Payee is created for the Supplier or Supplier Site. If the Payee is successfully created, then it is checked if there are any corresponding rows in IBY_TEMP_EXT_BANK_ACCTS. If there are, then the Payment's API is run to create the Bank Account and associate it with the Payee. A row in IBY_TEMP_EXT_BANK_ACCTS is associated with the Supplier or Supplier Site if the column IBY_TEMP_EXT_BANK_ACCTS.calling_app_unique_ref2 is equal to either vendor_interface_id for Suppliers or vendor_site_interface_id for Supplier Sites.

Supporting Search Supplier Bank Account Assignment in Oracle Payables

A new search window, Search Supplier Bank Account Assignment, is added to search bank accounts associated to suppliers. You can search using the bank account associated with suppliers and supplier linked with bank accounts. In addition to bank account, you can also search based on bank and branch.

Bank account assignment to a supplier can be made through banking details section in the supplier setup. There are four levels to associate a bank account to a supplier:

The search page provides details of bank accounts associated with each level. It also provides various other details related to bank account and its association with supplier. The search page also provides facility to navigate supplier bank account page for the purpose of updating. However the access of update feature is restricted through function security.

Note: The search page lets you search bank accounts associated with suppliers. You cannot search for bank accounts associated with customers and internal bank accounts.

Search Supplier Bank Account Assignment Window Reference

The new window, Search Supplier Bank Account Assignment, contains following fields:

Bank Account Number Enter or search the bank account number based on account number, account name, currency and bank name.

Bank Account Name Enter or search the bank account name based on account name, account number, currency and bank name.

Bank Name Enter or search the bank name based on bank name, bank number, bank institution type and country.

Branch Name Enter or search bank branch name based on branch name, branch number, BIC, branch type, bank name and bank number.

Supplier Name Enter or search supplier name based on supplier name, supplier number and alternate supplier name.

Supplier Number Enter or search the supplier number based on supplier number, supplier name and alternate supplier name.

Include End Date Assignment Records Check this field to search and include the results of supplier bank accounts for which assignment is end-dated. The default value is not checked.

Result Region The Results region has the following button:

Export This exports the bank accounts and assignment details in the results table to Microsoft excel spreadsheet.

Classification Information

Access the Suppliers: Organization page to enter general information on the supplier.

Employee Name. Select the name of an active employee to link an employee to the supplier. You cannot select an employee name unless you create the supplier as an employee.

Type. Type of supplier. Use Type to group suppliers for reporting purposes. Several supplier reports use Type as a report parameter. You define supplier types in the Oracle Payables Lookups window. This value cannot exceed 25 characters. If you are entering an employee as a supplier, you must select Employee in this field. Select Tax Authority for suppliers to whom you remit withholding taxes.

Number. Employee number of the employee you have associated with the supplier record.

One Time. Enable to designate a supplier with whom you do not expect to do repeat business. You can find all one-time suppliers by using the Suppliers Find window.

SIC. Standard Industry Code.

Small Business. You can use this designation for tracking business with small enterprises.

Tip: Assign a variety of codes to distinguish among suppliers. For example, assign codes to distinguish between more reliable suppliers and less reliable suppliers. You can also assign codes to distinguish types of suppliers, such as original equipment manufacturers and suppliers of office products.

Woman Owned. You can use this designation for tracking business with companies owned by women.

Contacts Information

Access the Suppliers: Contact Directory page to enter contact information.

Contact information is for your reference only and is not used by the system.

Contact Title. Enter the appropriate title for your contact (Mr., Ms., Dr., etc.).

Inactive Date. Date on which this contact will no longer appear on the contact list for this supplier site.

Create User Account for this Contact. Select the check box to create a user so the supplier can access the iSupplier Portal.

Control Information

Access the Suppliers: Invoice Management page and select the Invoice tab in the Suppliers Sites region.

Prevent payment of multiple supplier invoices by applying a hold to the supplier site rather than to each individual invoice. You can enable several types of supplier related holds for a supplier site. Payables also provides these options at the supplier level, but only uses these values to provide defaults for new supplier sites that you enter. The options you enable at the supplier site level control Payables processing.

Hold All Invoices. The most restrictive supplier site hold. By selecting Hold All Invoices for a supplier site, you prevent any invoices for the supplier site from being selected for payment during a payment batch or for a Quick payment. You cannot pay invoices for the supplier site until you deselect the Hold All Invoices option at the supplier site.

Important: If the Hold All Invoices option is enabled at the supplier site, the Hold field in the Invoices window does not reflect this, because it is a supplier hold, not an invoice hold.

Hold Unmatched Invoices. If you enable this option for a site, then Payables applies a Matching Required hold to an invoice if it has Item type distributions that are not matched to either a purchase order or receipt. Payables applies the hold to the invoice during Invoice Validation. You cannot pay the invoice until you release the hold. You can release this hold by matching the invoice to a purchase order or receipt and resubmitting Invoice Validation, or you can manually release the hold in the Holds tab of the Invoice Workbench. Payables will not apply a hold if the sum of the invoice distributions by accounting code combination is zero.

The default is the Hold Unmatched Invoices option you chose in the Payables System Setup window. However, if this is a supplier that the system automatically created during import, the default is the Hold Unmatched Expense Reports option you defined in the Expense Report region of the Payables Options window.

Hold Unvalidated Invoices. If enabled, Payables automatically applies a Supplier hold to all unvalidated invoices entered for that site, including any invoices you import. Payables applies this hold when you submit Invoice Validation. You can still pay invoices that were entered for the supplier site. You can manually release the Supplier hold in the Holds tab of the Invoice Workbench. Deselect this supplier site option when you no longer want to hold unvalidated invoices for a supplier site.

Payment Hold Reason. The reason you are applying an invoice hold to an invoice.

Invoice Tolerances. The default invoice tolerance template used for all invoices entered for the supplier site. Define additional invoice tolerance templates for the list of values in the Invoice Tolerances window.

Invoice Amount Limit. If you enter an invoice for a supplier site that exceeds the invoice amount limit you specify, Payables applies an Amount hold to the invoice during Invoice Validation. You cannot pay the invoice until you release the hold. You can release the hold by adjusting the invoice amount, changing the Invoice Amount Limit for the supplier site, or you can manually release the hold in the Holds tab of the Invoice Workbench.

Invoice Match Option. For purchase order shipments, indicate whether you want to match invoices to purchase orders or to purchase order receipts. This option defaults in the following order and can be overridden at any level: Payables System Setup -> Supplier -> Supplier Site -> Purchase Order Shipment. If the supplier was created automatically during Expense Report Export, the default value is Purchase Order, and you can change it to Receipts as appropriate.

For suppliers that enter invoices on iSupplier Portal, set this option to Purchase Order. See: Self Service Invoices.

Related Topics

Applying Holds

EDI (Electronic Data Interchange) Information

If you pay this supplier with electronic payments, use the Payment Terms page to specify your delivery channel. For more information on EDI and electronic payments, see: Oracle eCommerce Gateway Implementation Guide.

Key Setup Information

Access the Suppliers: Quick Update page to enter hold defaults for the supplier and key purchasing and payment setup information for your supplier sites. Specify the purchasing and payment options for supplier sites. These options default on the Supplies Terms and Controls pages which you can override, if necessary.

Customer Number. The number your supplier uses to identify your enterprise. This number appears on the Oracle Purchasing Printed Purchasing Order Report.

Organization Information

Access the Suppliers: Organization page to enter general information on your supplier's organization and add attachments relating to your supplier.

Customer Number. The number your supplier uses to identify your enterprise. This number appears on the Oracle Purchasing standard purchase order.

Parent Supplier Number. Parent supplier number.

Parent Supplier Name. Name of supplier's parent enterprise if supplier is a franchise or subsidiary. The parent enterprise must also be defined as a supplier in the system.

Payment Information

Access the Suppliers: Invoice Management page and select the Payment and Terms tabs. The fields displayed on the supplier header region are dependant on the tabs you select in the Suppliers Site region.

All supplier payment values default to new supplier sites you enter. Supplier site values default to invoices. You can override any payment defaults during supplier site entry, except Allow Interest Invoices, which does not display in the Supplier Sites regions in the Suppliers pages.

The defaults in the Payment Details page come from the defaults you enter in the Payables System Setup window, except the default for Allow Interest Invoices, which come from the Payables Options window, and the default for Exclude Freight From Discount, which is always No.

Create Interest Invoices. If this option is enabled, Payables calculates interest for the supplier's overdue invoices and creates corresponding interest invoices when you pay the overdue invoices. Payables calculates interest only for invoices that are overdue 365 days or less. If you enable this option, it is automatically enforced for all of a supplier's sites.

Payables automatically enables this option in this window if you enabled this option in the Payables Options window. If this option is not enabled in the Payables Options window, you cannot enable it here. See: Automatic Interest.

Always Take Discount. Enable this option to have Payables always take an available discount for a supplier, regardless of when you pay the invoice.

For more information, see: Discounts.

Exclude Freight From Discount. If this option is enabled for an invoice, Payables automatically subtracts the freight amount entered on the invoice header from the invoice amount when calculating the invoice amount subject to discount. Payables uses the Discountable Amount on an invoice to calculate the discount amounts when creating a scheduled payment for an invoice.

Invoice Currency. The supplier invoice currency is used as a default for new supplier sites you enter. The supplier site invoice currency is used as a default for the Purchasing documents and Payables transactions you enter for a supplier. Tax authority type suppliers must use your functional currency as the default currency.

Pay Group. Pay Group assigned to a supplier. The default for this field is the Payables System Setup option you define for Pay Group. You can override this default during supplier site entry or invoice entry.

Tip: When you create a payment batch, you can choose a Pay Group to pay a category of suppliers or invoices in the same payment batch. You define Pay Groups for suppliers and supplier sites in the Oracle Purchasing Lookups window. Examples of Pay Groups you can define are employees, merchandise, non-merchandise, government, domestic, and international.

Pay Date Basis. The Pay Date Basis for a supplier determines the pay date for a supplier's invoices.

Payment Currency. The default for Payment Currency in the Suppliers window is the value you enter for supplier Invoice Currency. You can change the Payment Currency value only if the Invoice Currency has associated fixed-rate currencies (for example, euro). If the Invoice Currency is a fixed-rate currency, you can change the Payment Currency value to an associated fixed-rate currency. The supplier Payment Currency is used as a default for all new supplier sites you enter.

The supplier site Payment Currency is the default for the Payment Currency field in the Invoices window. It is also the default currency for invoices you create for this supplier site by using Payment on Receipt, Payables Open Interface Import, and Recurring Invoices.

Payment Priority. A number, between 1 (high) and 99 (low), which represents the priority of payment. The system uses the Supplier Site value to automatically assign a Payment Priority to an invoice's scheduled payment(s) during invoice entry.

Terms. Payment terms used to schedule payments for an invoice. The system uses payment terms to automatically calculate due dates, discount dates, and discount amounts for each invoice you enter. If the terms you want to use are not on the list of values, you can define additional terms in the Payment Terms window. See also: Payment Schedules.

The payment terms for a supplier site default to the invoices you enter for the site except in the following circumstances:

See also: Payment Terms, Oracle Payables Implementation Guide

Terms Date Basis. Date from which Payables calculates a scheduled payment for a supplier. The default is one of the following Payables System Setup option you defined for Terms Date Basis.

Bank Charge Bearer. Indicate whether you or your supplier pays bank charges for electronic payments. If your supplier pays, indicate whether your supplier uses the standard or negotiated rate. This information is used in the Define Bank Charges window. See: Bank Charges, Oracle Payables Implementation Guide. This field is not visible if you do not enable the Use Bank Charges Payables option.

Related Topics

Automatic Interest

Purchasing Information

Access the Suppliers: Purchasing page to enter purchasing defaults for your suppliers.

All supplier purchasing values default to new supplier sites you enter.

Note: If you use the Multiple Organizations Support feature, values you enter in the Financials Options window will default to both the supplier and supplier site.

Supplier site values default to purchase orders and purchase requisitions. You can override any purchasing defaults during supplier site entry and purchasing document entry.

Bill-To Location. Location to which a supplier sends the invoice for goods or services. The default for this field is the Financials option you define for Bill-To Location, and the supplier site default is the supplier option you enter.

Country of Origin. Country in which a product was manufactured. This value defaults to purchase orders and releases.

FOB. Free-on-Board (FOB) code for a supplier. The default is the Financials option you define for FOB, and the supplier site default is the supplier option you enter.

Freight Terms. You negotiate freight terms with a supplier to determine whether you or the supplier pays for freight charges on goods you order from a supplier. The supplier default is the Financials option you define for Freight Terms, and the supplier site default is the supplier option you enter.

Purchase Order Hold Reason. Reason you are preventing approval of purchase orders for a supplier. You enter a value in this field only if you enable the Purchase Order Hold field. The system does not use this information; it is for your reference only.

Purchase Order Hold. If you enable this option for a supplier, and you also enable the Enforce Supplier Hold option in the Control region of the Purchasing Options window, then you can create a purchase order for the supplier, but you cannot approve the purchase order. To release this hold, deselect Purchase Order Hold here.

Ship-To Location. Location where a supplier sends shipments for goods/services. The default for this field is the Financials option you define for Ship-To Location, and the supplier site default is the supplier option you enter.

Ship Via. Freight carrier you use with a supplier. The default is the Financials option you define for Ship Via, and the supplier site default is the supplier option you define. The value you enter is the value in the Description field of the Freight Carriers window in Purchasing.

If the supplier was created automatically during Expense Report Export, the default value is Purchase Order and you can update it.

Self Billing Tab

Enter information in these fields if you have installed Purchasing and use the self-billing features to create invoices on behalf of your suppliers. For more information, see: Payment on Receipt, Oracle Purchasing User's Guide. These receipts include Advance Shipment Notices (ASNs) and Advance Shipment and Billing Notices (ASBNs) that you receive electronically in Purchasing. See: Advance Shipment Notice (ASN/ASBN), Oracle Purchasing User's Guide.

Pay On. You can enter a value for the Pay On field only if the supplier site is a purchasing site.

Alternate Pay Site. Pay site to be used as the supplier site when the system creates self-billing invoices for this supplier. This list of values is limited to active pay sites for the supplier.

Invoice Summary Level. Enter the level at which you want to consolidate invoices for this supplier site when you submit the Pay on Receipt AutoInvoice Program:

Create Debit Memo From RTS Transaction. Enable this option if you want the system to automatically create a debit memo in Payables when you enter a Return To Supplier (RTS) in Purchasing. See also: Automatic Debit Memos.

Gapless Invoice Numbering. If you enable Gapless Invoice Numbering, then you must also enter a Selling Company Identifier.

Note: If you disable Gapless Invoice Numbering, this will result in a possible incomplete setup and a gap in the invoice sequence.

Selling Company Identifier. This is the identifier for the supplier site. You can enter the same value for all of a suppliers sites, but you cannot enter the same value for sites under different suppliers. The value you enter in this field is used to construct the invoice number for all self-billing invoices.

If Gapless Invoice Numbering is also enabled in the Purchasing Options window, then you should enter a value here so that self-billing invoices can be created.

Related Topics

Debit Memos, Oracle Purchasing User's Guide

Receiving Information

Access the Suppliers: Receiving page to enter receiving defaults for your suppliers.

All supplier receiving values default to new purchase orders you enter for a supplier. You can override any receiving defaults during purchase order entry.

Allow Substitute Receipts. Receivers can receive substitute items in place of ordered items. You must have previously defined acceptable substitute items for the ordered item in the Purchasing Item Relationships window. See: Defining Item Relationships, Oracle Inventory User's Guide.

Allow Unordered Receipts. Receivers can receive unordered items. You can override this option for specific items. If you enable this option you can later match the unordered receipts to a purchase order.

Days Early/Late Receipt Allowed. Maximum acceptable number of days early/late for receipts.

Enforce Ship-to Location. The value you enter in this field determines whether the receiving location must be the same as the ship-to location:

Match Approval Level. If you use Oracle Payables with Oracle Purchasing or another integrated purchasing product, you can perform online matching of invoices and original purchase orders or purchase order receipts. Matching ensures that you only pay for the goods and services you ordered and that your suppliers do not over-bill you. If you are billed for an item over the amount and quantity invoice tolerances that you define in the Invoice Tolerances window in Payables, then Invoice Validation applies holds to the invoice and prevents payment until you release the holds.

For 3-Way matching to work, you must set a value for Quantity Received in the Invoice Tolerances window, and the item needs to be set to receipt required.

Note that when you query suppliers in this window you cannot use Match Approval Level as query criteria.

Quantity Received Tolerance. Maximum over-receipt tolerance percentage. During receiving, Oracle Purchasing uses the over-receipt tolerance percentage and the over-receipt control action to determine how to handle receipts that exceed the over-receipt tolerance. You also set over-receipt tolerance values at the following other Oracle Purchasing levels: Receiving Options, item, and purchase order. For more information, see Receiving Controls, Options, and Profiles, Oracle Purchasing User's Guide.

Note that this field is unrelated to the Quantity Received value in the Invoice Tolerances window in Payables.

Quantity Received Exception. How Purchasing handles receipts that exceed the Quantity Received Tolerance:

Receipt Date Exception. How Purchasing handles receipts that are earlier or later than the allowed number of days selected

Receipt Routing. Default receipt routing that you assign goods: Direct Delivery, Inspection Required, or Standard Receipt.

Related Topics

Defining Purchasing Options, Oracle Purchasing User's Guide

Defining Default Options, Oracle Purchasing User's Guide

Defining Accrual Options, Oracle Purchasing User's Guide

Defining Control Options, Oracle Purchasing User's Guide

Defining Internal Requisition Options, Oracle Purchasing User's Guide

Defining Numbering Options, Oracle Purchasing User's Guide

Tax Reporting Information

Access the Suppliers: Tax and Reporting page to record supplier tax information to enable three defaults during invoice entry, and to provide tax reporting information. For more information, see: Taxes on Invoices.

Reporting Name. Tax reporting name for a supplier subject to United States Internal Revenue Service (IRS) income tax reporting requirements. Required only if the tax reporting name for the supplier is different from the supplier name. In accordance with IRS requirements, Payables prints this name, instead of the supplier name, on all 1099 reports for the supplier.

For example, you define a supplier for a consulting firm owned and operated by a single individual. You enter the name of the enterprise as the supplier name; however, the tax reporting name for the enterprise is the name of the individual. The IRS levies penalties against an enterprise that submits 1099 information with any name other than the tax reporting name for the supplier. By entering the individual's name as the tax reporting name, you produce 1099 information for the supplier that complies with the IRS requirements.

Income Tax Reporting Site. Enable check box to select a site as the reporting site for a supplier. This reporting supplier site's address is printed on the 1099 form, and included in the 1099 Electronic Media Payables requires exactly one tax reporting site for each 1099 supplier for income tax reporting purposes.

You can choose only one supplier site as the income tax reporting site for a supplier. Payables requires a tax reporting site for each 1099 supplier for income tax reporting purposes. Payables warns you if you do not select a tax reporting site for this 1099 supplier.

Verification Date. Date you received tax verification from the supplier. In Payables you can submit Tax Information Verification Letters for your suppliers. Payables prevents the generation of any further letters to a supplier after the Verification Date.

Name Control. The first four characters of the last name of your 1099 supplier Payables displays the four character Name Control you enter here when you create your 1099 Electronic Media Report for federally reportable suppliers. If you do not enter any values in the Name Control field, Payables does not print in the four positions designated for the Name Control information in this supplier's B record when you create your 1099 Electronic Media Report.

Organization Type. Type of enterprise for this supplier. The United States Internal Revenue Service (IRS) requires this information if you use magnetic media to file your 1099 tax information.

If you participate in the United States IRS Combined Filing Program and you make payments to a foreign supplier, you need to ensure that you select one of the foreign Organization Types to indicate that the supplier is a foreign entity. If you made 1099 payments to a foreign supplier, Payables flags the B records in your 1099 tape for those suppliers who meet the Internal Revenue Service's reporting limit. Payables then includes the country of these foreign suppliers in its 1099 reports.

Related Topics

Taxes on Invoices

Tax Codes, Oracle Payables Implementation Guide

1099 Reporting Overview

Entering Invoices for Suppliers Subject to Income Tax Reporting Requirements

Tax Details and Withholding Information

Access the Suppliers: Tax Details page to enter tax details and specify withholding applicability. The options you select for a supplier default to the new supplier sites you enter, then default to invoices you enter for that site.

Taxpayer ID. Supplier's Tax Identification Number (TIN). If a supplier is an individual, the TIN is the supplier's social security number. If a supplier is a corporation or a partnership, the TIN is also known as a Federal Identification Number. In many countries a fiscal code is the principal means of identifying and querying suppliers. The fiscal code is unique across all entities and appears on all official documentation. You can enter a fiscal code in the Taxpayer ID field of the Suppliers window and in the Define Reporting Entities window. The Taxpayer ID you enter here will be displayed in all supplier lists of values to help identify your suppliers.

If you enter nine zeros, 000000000, as the TIN value, the TIN appears as null on the following reports: 1099 Electronic Media Report, 1099 Forms, and the Tax Information Verification Letter. You can enter this value (000000000) for suppliers that are waiting for their TINs, and for whom you need to record 1099 payments.

Allow Withholding Tax. Enable to allow withholding taxes for the supplier and supplier site. If you do not allow withholding tax for a supplier, you cannot allow withholding tax for any of the supplier's sites. If you disable at the supplier site, you will not be able to allow withholding taxes for any invoices entered for this supplier site.

Income Tax Type. Income tax type for a United States 1099 reportable supplier. Choose from a list of 1099 Miscellaneous Tax types.

Purchasing retains the Income Tax Type at the purchase order line level for a supplier's purchase orders. This value defaults from purchase orders to invoices matched to them.

For unmatched invoices, this value defaults from the supplier to invoice distributions, unless the invoice uses a Distribution Set that has an Income Tax Type value.

You can update the Income Tax Type on an invoice distribution at any time.

State. Enable this option if you participate in the United States Internal Revenue Service Combined Filing Program and the supplier is reportable to a state taxing authority. Payables uses this status for reporting purposes only. By marking a supplier as state reportable, you can create custom reports that satisfy a tax authority's reporting requirements. Refer to state tax publications to obtain information regarding 1099 reporting requirements.

Default Reporting Registration Number. Tax registration number, for example, a supplier's value-added tax (VAT) registration number. You enter a tax registration number for a supplier if it is required to pay or report on Value-Added Taxes (VAT).

Withholding Tax Group. A default withholding tax group to assign to all invoices for the supplier site.

Related Topics

Withholding Tax Overview

Reviewing and Adjusting Suppliers

This discussion includes the following topics:

Related Topics

Identifying Duplicate Suppliers

Finding Suppliers

You can find suppliers by using the Search region on the Suppliers page. In the Search region, you can enter a wide variety of search criteria, including supplier name, supplier number, tax registration, or DUNS number. If you want to search for employee-suppliers select Employee as the supplier type.

To find a supplier using the Search region:

  1. On the Suppliers home page, enter your search values into the appropriate search fields.

    You can enter complex criteria by entering information in several fields. Click the Show More Options link to access additional search fields if necessary.

  2. Click Go.

    The search results appear in the table below the search fields. Use the Update button to access the details for the supplier.

Reviewing Suppliers

The To Do List region of the Suppliers page displays the number of outstanding change requests that have been generated by suppliers. Only the nominated next AME approver can update and Approve or Reject the request. General administrators, those with access to the pages, can review details but cannot save any changes. The requests are broken down by type:

The numbers next to the requests indicate the number of new account requests and also the number of assignment requests.

Adjusting Suppliers

Updating Supplier and Supplier Site Defaults

Remember that when you make changes to values that default to Payables and Purchasing documents, the changed value defaults only to new documents you subsequently enter or create. For example, if you change the Pay Group for a supplier site, the new Pay Group will default to new invoices you enter, but the change will not affect existing invoices. Also, if you change a supplier value that defaults to supplier sites, the change will only affect new supplier sites you create, but the change will not affect existing supplier sites. Therefore, the change will not affect documents you subsequently create for existing supplier sites. If you want a change to affect documents you enter or create for an existing supplier site, be sure to make the changes at the supplier site level.

The system allows to modify a supplier site information for an invoice that is accounted.

To update supplier and supplier site defaults:

  1. Find the supplier using the main Suppliers page. See: Finding Suppliers.

  2. In the Suppliers pages, make any changes in the appropriate fields.

Updating Supplier Invoice Holds

Holds are controlled at the supplier site. For example, if you have enabled the Hold All Invoices option for a supplier and supplier site, and you disable the option for the supplier, but not the supplier site, all unvalidated invoices for the supplier site will remain held for payment.

In the Suppliers: Quick Update or Invoice Management pages, update the hold status.

Related Topics

Applying Holds

Releasing Holds

Adding a New Supplier Site

To add a new supplier site:

  1. Find the Supplier. See: Finding Suppliers.

  2. From the address book, select an address and click Manage Sites and then click Create.

  3. The Supplier Site Name defaults from the address. You can override if required. The Site Name does not appear on documents you send to the supplier; it is for your reference when you select a supplier site from a list of values during transaction entry. When you click Apply, the system creates the site or sites.

  4. You can change site information by navigating to the appropriate Suppliers page.

Updating a Supplier's Tax Status

To update a supplier's tax status:

  1. Find the Supplier. See: Finding Suppliers.

  2. In the Suppliers: Tax Details page, make any changes to the Taxpayer ID or Tax Registration Number. See: Tax Details and Withholding Information.

    In the Suppliers: Tax and Reporting page, update any additional information. For detailed information on any field, see: Tax Reporting Information.

  3. In the Suppliers: Tax Details page, choose the Update Transaction Type in the Supplier Sites region if you need to change a supplier site's tax information. Use the Suppliers: Tax and Reporting page to change transaction tax options for the supplier sites.

    Important: If you are updating an existing supplier to 1099 reportable status after you have entered invoices and made payments to the supplier, then you may want to use the Update Income Tax Details Utility to make mass updates to existing invoices.

Related Topics

Update Income Tax Details Utility and Report

Entering Invoices for Suppliers Subject to Income Tax Reporting Requirements

1099 Reporting Overview

Suppliers subject to income tax reporting requirements

Identifying Duplicate Suppliers

Although the system will not allow you to enter duplicate supplier names, you may inadvertently define the same supplier using two different names. For example, you might enter Orion Corporation and Orion Corp, or you might enter a contractor under his name and his company name. You might also create duplicate suppliers if you import suppliers from another accounts payable system.

If you want to know if a supplier exists, you can query the Supplier in the Suppliers page or submit the Supplier Listing by Supplier Name. When you enter an invoice, check the list of values for the Supplier field to see if your supplier exists before you enter a new supplier.

Tip: To avoid entering duplicate suppliers in Payables, consider developing and using standard naming conventions for suppliers, and restricting who can enter new suppliers.

Submit the following reports periodically to review your suppliers and identify duplicates:

Related Topics

Supplier Merge Program

Supplier Merge Program

The Supplier Merge Program is a utility you can use to maintain your supplier records. You can use it to merge duplicate suppliers into a single, consolidated supplier. You can use it to merge transactions within the same supplier from one supplier site to a different supplier site. You can choose to merge all transactions for a supplier into a new supplier, or you can just choose to merge unpaid invoices. This option is useful in the case of an acquisition. In that case, you might want to leave all of the transaction history with the original supplier and only merge unpaid invoices to the new supplier who now wants to receive the payments.

Important: Merging suppliers is an irreversible action. You cannot reverse the merge once it has completed. Before you initiate the merge program, you should be sure that the action you want to take is final.

When you merge supplier information you have different options. You can choose to merge both invoices and purchase orders. If you choose to merge invoices, then you can merge all invoices or just unpaid invoices. When you choose to merge all invoices, any associated payments are merged as well. The unpaid option will not transfer partially paid invoices or partially applied prepayments. If you have invoices with these conditions, then you must choose the option to merge all invoices. Alternatively you can complete payment of the invoices or application of the prepayments.

The Supplier Merge Program updates all information related to the transaction you choose to merge, depending on the other Oracle products you are using. If you choose to merge invoices, other information that is updated with the new supplier information is recurring invoice templates, accounting entries, project cost lines, fixed asset invoices, and inventory movement statistics. If you choose to merge purchase orders, then all related purchase order information is updated with the new supplier information. This includes information like receipt transactions, requests for quotations, supplier schedules, sourcing information, approved supplier lists, and MRP information.

Payables will not transfer invoices if the merge would create a duplicate invoice for the new supplier. We recommend that you review the invoices for both the old supplier and the new supplier before a merge so you can identify and resolve any duplicate invoices.

You can run the Invoice History Report for each supplier to get a listing of all invoices. If you find a duplicate invoice situation you need to decide what you want to do with the duplicate record. You can leave it under the old supplier. If you want to merge it to the new supplier, then you need to alter the invoice number so the merge does not recognize it as a duplicate. If the invoice is unpaid, partially paid and not fully accounted, then you can adjust the invoice number, merge, and then proceed to cancel the invoice or take whatever action is needed. If the invoice is paid or fully accounted, then you must adjust it to be partially paid and accounted before you can change the invoice number. To do this you can enter a zero amount distribution line, and then you can increase the invoice amount. You can then alter the invoice number. Then you simply reduce the invoice amount back to the original amount and, if you choose, you can delete the distribution line you added. Note that you must have enabled the Allow Adjustments to Paid Invoices Payables option in order to change the invoice number.

When a primary pay site is merged with another site of the same supplier then the destination site becomes the primary pay site. When you use the Copy Site option to merge a primary pay site with a separate supplier that already has a primary pay site, then the primary pay option becomes disabled when the site becomes a site of the destination supplier.

Alternate Pay Site information is only copied when merging sites for the same supplier. If you are merging two different suppliers, then the Alternate Pay Site information is not copied to any new site or the destination site.

Selling Company Identifier is not copied from one supplier to a new supplier as this could result in a duplicate record.

As part of the merge program, Payables makes inactive any supplier sites from which you choose to merge all transactions. If you choose to merge all transactions for all sites, Payables automatically makes inactive the supplier as well.

After the Supplier Merge Program completes, it automatically produces the Supplier Merge Report as an audit trail of your supplier merge activity. The report lists all invoices and purchase orders updated by the merge. It also lists duplicate invoices that it did not merge. This information is not available online. If you need to retain this audit trail you should keep this report.

Prerequisites

To initiate a supplier merge:

  1. In the Supplier Merge window, select which invoices to transfer to the new supplier and site: All, Unpaid, or None.

  2. If you want to transfer all purchase order information to the new supplier, select PO.

  3. Enter the supplier name and site from which you want to merge information. Enter the supplier name and site to which you want to merge information. If the supplier you want to transfer from has multiple sites that you want to merge, you must enter a row for each supplier and site combination.

  4. Choose the Merge button. Payables submits a concurrent request to run the Supplier Merge Program.

  5. Review the Supplier Merge Report after the request completes.

Related Topics

Purchase Order Header Updates Report

Supplier Merge Report

Employee Information

Payables uses employee information to create and update employee type supplier records. You can then pay employees for expense reports and invoices. If your site uses Oracle HRMS, then you can access employee information entered by your Human Resources department through the People window. If your site does not have Oracle HRMS installed, you can access employee information in the Enter Person window.

If you have access to the function POS_HT_SP_EMP_SUPPLIER, then only you can create, update, or query employee type suppliers. The creation and update of employee suppliers are disabled by default.

To provide access to create employee type suppliers:

To set up Payables for integration with employee information:

  1. In the Financials Options window, set the options in the Human Resources region. These provide defaults during employee record entry.

  2. In the Payables System Setup window, in the Supplier Number Entry field, choose Automatic. If you don't choose this option, then Payables can't automatically create suppliers for you during Expense Report Export.

  3. In the Payables Options window, set the options in the Expense Report region. Enable the Automatically Create Employee as Supplier option so Payables will automatically create a supplier record the first time you import an expense report for each employee.

  4. Enter employee records. Either your Human Resources department enters employee information in the People window (if HRMS is installed), or the appropriate department enters employee information in the Enter Person window. To ensure that Payables can create a supplier record during Expense Report Export, the following are requirements for each employee record:

  5. (Optional) In the Suppliers page, enter a supplier record for the employee. You don't need to do this step if you complete steps 2 and 3, because the system creates supplier records automatically during Expense Report Export.

    To link an existing supplier with an employee, in the Suppliers: Organization page, choose Employee as the Type, then enter either the employee name in the Supplier Name field or the employee number in the Supplier Number field. (Payables creates this link automatically for any employee supplier records it creates during Expense Report Export.)

Check the Grant access to the security function, POS_HT_SP_EMP_SUPPLIER, that enables you to create, update, or query employee suppliers. Creation and updating of employee suppliers is disabled by default.

When you grant access to the Employee Supplier security function, all the users who can create standard suppliers can also create employee type suppliers.

Updating Employee Supplier Records

When employee records are updated, the associated supplier records are not automatically updated in the Suppliers pages. However, Payables updates employee type supplier records at two times:

Employee Update Program

This program updates employee type supplier records if the corresponding employee record has been changed.

Employee information is entered in the People window by your Human Resources department if Oracle HRMS is installed at your site, and in the Enter Person window when you don't have HRMS installed. You can link a Payables supplier record to an employee record in the Suppliers window. For detailed information on this topic see: Employee Information.

When employee records are updated, the system does not automatically update the corresponding supplier record. For example, if your Human Resources department updates an employee's address, the employee's supplier record does not change.

When you submit the Employee Update Program, the system identifies any employee records that have changed since the last time you submitted the program. If any employee records have been updated, then the Employee Update Program updates only the Supplier name:

If the program updates any records, it produces a report that lists each employee supplier record that was updated by the program. It lists the previous value and the new, updated value. The report is sorted by supplier name.

Tip: Note that although Expense Report Export updates Home and Office employee supplier addresses, the address could change between import and payment time. We suggest that you set up the Employee Update program to run nightly so payments to employees will have up-to-date name and address information.

Program Submission

Prerequisite

You submit this program from the Submit Request window. See: Submitting Standard Reports, Programs, and Listings.

Program Parameters

This program has no parameters.

Report Headings

Supplier Name: The name of the supplier. If the program updated the supplier name, then the report shows the new supplier name.

Updated Value: The type of value that was updated by the program. Possible values are:

Updated From: The value that existed before the program updated it, for example, the old address.

Updated To: The value that was updated during the program. For example, the new address.

Supplier Audit Report

Use the Supplier Audit Report to help identify potential duplicate suppliers. For example, you enter a supplier named Orion Corporation, and another supplier named Orion Corp. This report lists active suppliers whose names are the same up to a specified number of characters. The report ignores case, spaces, special characters, etc.

You may want to run the report with different parameters to fine tune your search. Specify a length short enough to identify duplicates, such as Comco and Comco, Inc., but long enough to avoid obviously different supplier names, such as General Instruments and General Electric.

The report lists all site names and addresses of each potential duplicate supplier. Payables inserts a blank line between groups of possible duplicate suppliers. Review the report to determine which suppliers are duplicates. After you have identified duplicate suppliers, you can combine them using Supplier Merge. If you merge purchase order information, then any references to the supplier in blanket purchase orders, quotations, and autosource rules are updated to the new supplier.

Report Submission

You submit this report from the Submit Request window. See: Submitting Standard Reports, Programs, and Listings.

Selected Report Parameters

Matching Supplier Name Length. Number of characters in the supplier name that you want Payables to compare to identify potential duplicate suppliers.

Related Topics

Identifying Duplicate Suppliers

Supplier Merge Program

Common Report Parameters

Common Report Headings

Supplier Merge Report

The Supplier Merge Program is a utility you can use to maintain your supplier records. You can use it to merge duplicate suppliers into a single, consolidated supplier. You can use it to merge transactions within the same supplier from one supplier site to a different suppler site. You can choose to merge all transactions for a suppler into a new supplier, or you can just choose to merge unpaid invoices. This option is useful in the case of an acquisition. In that case you may want to leave all of the transaction history with the original supplier and only merge unpaid invoices to the new supplier who now wants to receive the payments.

The report lists the new (correct) suppliers and the old (duplicate) suppliers. The report also lists invoice information for invoices updated for each set of new and old suppliers. Payables prints the total number and total amount of invoices that have been updated for each set of merged suppliers.

Payables also prints the total number of duplicate invoices. You can use this report to identify any duplicate invoices, update the invoice number on one of the invoices, and then resubmit Supplier Merge.

Report Submission

Payables automatically prints this report when you initiate a Supplier Merge. See: Supplier Merge Program.

Related Topics

Identifying Duplicate Suppliers

Purchase Order Header Updates Report

Purchase Order Header Updates Report

Use the Purchase Order Header Updates Report to review purchase orders updated by the Supplier Merge program.

This report prints the new (correct) and the old (duplicate) suppliers. It then lists for each updated purchase order the purchase order number and name of the purchasing agent.

Report Submission

Payables automatically prints this report when you initiate a Supplier Merge and choose to update purchase orders for the suppliers you merge. See: Supplier Merge Program.

Related Topics

Identifying Duplicate Suppliers

Supplier Merge Report