This chapter covers the following topics:
Oracle Lease and Finance Management Vendor Self Service provides vendors the ability to manage lease contracts with their customers, and vendor agreements with you, the lessor. Vendors can be equipment manufacturers, distributors, or dealers.
Before vendors can use Vendor Self Service, the following setup tasks must be completed:
Vendors must be granted access to Vendor Self Service.
To grant vendors access to Vendor Self Service, see Vendor Self Service User Setup, Oracle Lease and Finance Management Implementation Guide.
The following Vendor Self Service profile options must be specified.
OKL: AR Payment Method for Credit Card
OKL: Insurance Quote Duration in Days
For information on profile options see Define Profile Options, Oracle Lease and Finance Management Implementation Guide.
Vendors can perform the following tasks from the Lease and Finance Management Vendor Self Service Home page:
The Vendor Self Service Home page provides Vendors a list of their most important notifications as well as the option to view a full list of notifications.
The Vendor Self Service Home page lists all bookmarks created by the Vendor in the My List region. Bookmarks can be used as shortcuts to important lease contract and program agreement information.
Vendors can use Shortcuts to begin important lease contract tasks. The created shortcuts are listed in the Shortcut region.
Vendors can use the Agreements tab to perform the following tasks:
Vendors can locate agreements by performing either a Simple or Advanced Search in the Agreements tab. A Simple Search includes the following parameters:
Agreement Number
Category
Parent Agreement Number
An Advanced Search allows vendors to expand or refine their search criteria.
Vendors can view agreement details by clicking on the agreement number in the Agreements page. The Agreement Details page provides information for operating and program agreements, such as billing information, terms and conditions, articles, contracts, and parties.
Vendors can view vendor residual sharing details by selecting the asset in the Residual Share subtab of the Agreements tab. Details include asset number, agreement number, asset termination date, disposition date, vendor share, and currency.
Related Topics
Define Vendor Residual Sharing Terms
Calculate and View Vendor Residual Sharing
Vendors can use the Quotes tab to create quick quotes, lease sales quotes, lease applications, prospects, and search for vendor programs. Lease and Finance Management includes security functionality to prevent vendors from viewing or modifying lessor-originated quotes or lease applications.
Vendors can perform the following tasks in the Quotes tab:
create quick quotes
create lease opportunity
create sales quotes
create lease applications
create prospects
Vendors can search for, create, update, compare, view, validate, duplicate, and cancel quick quotes. Vendors can also convert a quick quote into a lease opportunity.
Vendors can search for quick quotes in the Quick Quotes subtab of the Sales tab. Search criteria include the following details:
Quote Number
Prospect
Vendor Program agreement
Associated Operating Units
Vendors can create quick quotes by performing the following tasks in the Quick Quotes subtab:
Enter Quote Details
Enter Order Estimate
Enter Pricing Options
View Quote Results
The Quick Quote Details page filters appropriate vendor programs and pricing types. Lease and Finance Management does not display yields to vendors for security reasons. Quick quotes can be viewed, updated, validated, and canceled.
Vendors can compare up to three quick quotes at a time. The quotes compared must have been created by the vendor. Quick quotes are compared by selecting the quotes in the Quick Quotes page and clicking Compare.
Vendors can search for, create, update, view, duplicate, and cancel lease opportunities.
Vendors can search for Lease Opportunities in the Lease Opportunities page of the Sales tab. Search parameters include lease opportunity Number, Description, Prospect, Vendor Program, Expected Start Date, and Status. Vendors can only search for lease opportunities that they have created.
Vendors can create Lease Opportunities by completing the following tasks:
Enter Lease Opportunity Details
Enter Estimates
Create or Update Sales Quotes
View Lease Applications
Vendors can create lease sales quotes from a lease opportunity. Vendors can also create, update, view, and cancel lease sales quotes and submit them for approval. Sales quotes can be submitted for pricing.
Vendors initiate the quote process from the Lease Opportunity Details page. Vendors can also duplicate a quote to create a new one.
Vendors can create lease applications to request credit approval for a deal.
Additionally, they can view, update, duplicate, and cancel lease applications that they have created. Vendors can also submit lease applications for pricing, approval, and initiate credit checks on prospects.
Vendors can search for Lease Applications in the Lease Applications page of the Sales tab. Search parameters include lease application Number, Type, Prospect, and Status. Vendors can only search for lease applications that they have created.
Vendors can create prospects in Oracle Trading Community Architecture (TCA).
Vendors can use the Contracts tab to search for contract related information and perform contract, quote, and insurance tasks on active, booked contracts.
Vendors can perform the following tasks in the Contracts tab:
Vendors can locate contracts by performing either a Simple or Advanced Search in the Contracts tab. A Simple Search includes the following parameters:
Contract Number
Agreement Number
Customer Name
Account Number
Contract Status
An Advanced Search allows vendors to expand or refine their search criteria.
Customers can bookmark contracts for future reference.
Related Topics
Vendors can view a lease contract's details by locating and selecting the contract. A side navigation menu on the Contracts page lists the contract detail options described in the following table:
| Menu Items | Information |
|---|---|
| General Information | Includes customer information, rental period, and parties to a contract. You can enable vendors to view additional descriptive flexfield contract information by setting the OKL: View Contract Additional Information in Vendor Self Service profile option to Yes. |
| Terms and Conditions | Includes general Terms and Conditions information, billing information, interest type, purchase options, termination options, and security deposit details. Billing and invoice format change requests can be submitted. |
| Assets | Assets information, including asset level billing setup details, add-ons, services, insurance, return, and serial number information. Some information can be updated. |
| Amortization Schedule | Amortization schedule details for loans |
| Fees | Contract fees and payment details |
| Insurance | View and update insurance policy details for a contract |
| Insurance Quotes | Information on contract insurance quotes |
| Payment Schedule | Rent and other payments for a contract. Click on the Details icon to view cash flow streams, such as rent amounts over the term of a contract. |
| Renewal Quotes | Information on contract renewal quotes |
| Services | Services on a contract. If the service line is linked to a service contract, this will also be displayed. |
| Termination Quotes | Information on contract termination quotes |
Vendors can request a new Bill To Site Number in the Billing Information region of the Terms and Conditions page of the Contracts tab by clicking on Request Billing Change, entering the new Bill To Site Number, and submitting the request.
A workflow notification of your approval or rejection of the billing change request will be sent to the vendor.
Vendors can request an invoice format change in the Billing Information region of the Terms and Conditions page of the Contracts tab by clicking on Request Invoice Format Change, selecting a New Invoice Format from the menu, and submitting the request.
A workflow notification of your approval or rejection of the invoice format change request will be sent to the vendor.
Vendors can locate assets by performing either a Simple or Advanced Search in the Assets page of the Contracts tab. A Simple Search includes the following parameters:
Asset Number
Contract Number
Customer Name
Account Number
Asset Description
An Advanced Search allows vendors to expand or refine their search criteria.
Related Topics
Vendors can view asset details by locating and selecting the asset. A side navigation menu on the Assets page lists the contract detail options described in the following table:
| Menu Item | Information |
|---|---|
| General Information | View asset header information, update serial numbers, and update installed location. |
| Add-Ons | View details about add-ons associated to an asset. |
| Billing | View a list of related invoices and outstanding balances associated with an asset. |
| Insurance | Insurance policies associated to an asset. |
| Return Information | View shipping instructions, contact details, and shipping addresses for an asset. |
| Serial Numbers | View and update serial numbers for an asset. |
| Services | View service and maintenance associated with an asset. |
Vendors can view asset return information by entering full or partial search information on the Asset Returns page to locate an asset.
Related Topics
Vendors can update serial numbers for multiple units or a single unit of an asset by locating the asset, selecting Serial Numbers from the Assets page menu, entering the new serial number, and submitting the request.
When the vendor submits a request for a new serial number, you receive notification of the request and either accept or reject the request. If you accept the request, Lease and Finance Management updates the serial number and sends notification to the vendor. If you reject the request, the vendor will also be notified.
Vendors can update asset locations by locating the asset to be updated, selecting the asset, clicking Update Asset Location, choosing a new location from the list of values, and submitting their request.
When the vendor submits a request for a new asset location, you receive notification of the request and either accept or reject the request. If you accept the request, Lease and Finance Management updates the location and sends notification to the vendor. If you reject the request, the vendor will also be notified.
Vendors can view insurance policies associated to a customer's lease contract in the Insurance page of the Contracts tab. Vendors can choose an insurance provider, enter policy details, review, and submit a policy request or update.
Related Topics
Vendors can submit insurance policy details by selecting a contract, choosing an insurance provider, entering policy details, reviewing the insurance details, and clicking Submit. Vendors can submit third party policy details only, not policies obtained through the lessor.
Vendors can submit claims against an insurance policy on the customer's lease contract by locating the policy, entering the claim details, and submitting the claim. When the claim is submitted, Lease and Finance Management generates a claim and sends a claim notification for you to process.
Vendors can cancel an insurance policy by clicking the Cancel icon in the Policies page of the Contracts tab and submitting a request for cancellation.
Vendors can locate and view quotes from the Quotes page of the Contracts tab. Quote search criteria can be specified by quote number, contract number, and quote type. Examples of quote types are Insurance Quote, Renewal Quote, Repurchase Quote, and Termination Quote.
To search for all quotes on a contract, enter the quote number and click Go.
When a quote appears in the Results region, click on the quote to view quote details.
Related Topics
Vendors can request an insurance quote in the Contracts tab by selecting Insurance Quote from the Contracts tab menu, clicking on Request Insurance Quote, choosing an insurance type, entering the quote information, reviewing, and submitting the information.
Once a vendor has requested an insurance quote, they have the option of accepting, rejecting, or deferring a decision on the insurance quote.
When an insurance quote is accepted by the vendor, Lease and Finance Management attaches the new insurance policy to the lease contract.
If the vendor defers their decision on the insurance quote, the quote can be saved until it's expiration on the quote effective date. Vendors can return to Vendor Self Service later to accept the quote.
The lessor can create a renewal quote at the vendor's request.
Once a vendor has requested a renewal quote, and you have received the notification and created the renewal quote, the quote goes back to the vendor for approval. The vendor has the option of accepting or rejecting the renewal quote.
Vendors can request an asset repurchase quote in the Quotes page on the Contracts tab.
Vendors can request a termination quote in the Contracts tab by performing the following tasks:
locate the contract
enter the quote details
select the assets
enter the quantity to terminate
select the serial numbers to terminate
review and submit the request
When the vendor submits a request for a termination quote, Lease and Finance Management performs validation checking to verify that the quote recipient exists and that the lease contract's terms and conditions permit termination quotes.
If the validation fails, the vendor will receive a notification of the failure. If the validation passes, the vendor will be notified when an approved quote is created.
When the vendor accepts the termination quote, it is updated as Accepted and processed for termination.
Vendors can view the lease contract payment schedule summary by clicking on Payment Schedules on the Contracts tab menu. Payment schedule details are accessed from the Details icon of the Payment Schedule page.
Vendors can view and update the history of counter readings in the Counters page of the Contracts tab by locating the counter, updating the information, and submitting an update request.
Vendors can use the Customers tab to access customer accounts, invoices, and payments.
The following tasks are performed in the Customers tab;
Vendors can locate a customer account by performing either a Simple or Advanced Search in the Accounts page of the Customers tab. A Simple Search includes the following parameters:
Account Number
Account Name
Customer
Status
An Advanced Search allows vendors to expand or refine their search criteria.
Related Topics
Vendors can view customer account details by clicking on the account number in the Accounts page. Customer account details include the following information:
general information
contacts
bank accounts
sites
Click on the Site Details icon to view site details for Bill To, Install At, Legal, and Ship To addresses.
Vendors can view customer invoice details by clicking on the invoice number in the Invoices page. Customer invoice details include the following information:
invoice lines
payment details
customer information
Vendors can make customer payments using credit card or bank account transfer. Lease and Finance Management integrates with Oracle Payments for payment authorization.
To make payments, use Make payment link provided on the Home page of customer self service or first search for an invoice and select Make payment button on Invoice result table.
For more information on Make Customer Payment, see Make a Payment.
Vendors can use the Accounts tab to view account profile information and disbursements. The following tasks are performed in the Accounts tab:
Vendors can locate disbursements by performing either a Simple or Advanced Search from the Disbursements region of the Accounts tab. A Simple Search includes the following parameters:
Disbursement Invoice
Vendor Invoice
Contract Number
Status
Start Date
End Date
An Advanced Search allows vendors to expand or refine their search criteria.
Related Topics
Vendors can view Disbursement invoice details from the Disbursements page of the Accounts tab after locating a disbursement, by clicking on the disbursement number to open the Disbursement Invoice Details page. The Disbursement Invoice Details page provides summary information for the disbursement.
Vendors can view vendor account profile details in the Profiles page of the Accounts tab. Vendor account profile details include the following information:
general account information
bank accounts
sites
The following site details can be viewed by selecting a site and clicking the Details icon:
site usage
payment terms
bank accounts
contacts