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Oracle Financials for India User Guide
Release 12.1
Part Number E13658-03
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India Local iSupplier

This chapter covers the following topics:

iSupplier Overview

Oracle iSupplier (Supplier View) enables Suppliers to have real-time access to information (such as purchase orders and delivery schedules) and respond to the buying company with order acknowledgments, change requests, shipment notices, invoices and planning details. The major functions supported in this process are:

Major Features

Ability for review of Purchase Agreements and Releases, RFQs

Oracle iSupplier provides facility to review the existing Purchase Agreements and corresponding releases. It also provides the facility to review any Request for Quotations from the buying company. India Localization taxes associated with the Purchase Agreement, Releases, RFQs etc. are displayed along with base document details on the iSupplier pages.

Viewing, Acknowledging and Printing Purchase Orders, Initiating Change Requests

Shipments

In India Localization context, Suppliers shall be providing Excise / VAT Invoice Number, Excise /VAT Invoice Date while creating ASNs/ASBNs through iSupplier portal. This information is vital for India Localization receipt processing and the Buying Company may require that when receipts are created out of these ASNs/ASBNs, the Excise/VAT details be automatically populated to the relevant India Localization tables without having to re-enter these details. Suppliers also has an option of adding or modifying tax information while creating ASBNs through iSupplier portal. This information is vital for India Localization receipt processing and the buying company may require that when receipts are created out of these ASBNs, the tax details be automatically populated to the relevant India Localization tables without having to re-enter these details. This involves overriding the taxes specified at the PO level.

Create Advanced Shipment Notice (ASN) page

Create Advanced Shipment Billing Notice (ASBN) page

View / Cancel ASN / ASBN page

Receipts

Receipts and Returns can be viewed from iSupplier. The Supplier user will be able to see India taxes to be part of the Receipt while viewing the receipts. India Localization tax amount and details are displayed in the Receipt details page that opens on drilling down from the Receipt Number.

In the form based India Localization receipt functionality, tax defaulting is provided on the receipts created from ASBN. No modification is allowed to ASBN taxes at the receipt level. If ASBN has a Third party tax, it shall be modifiable to the extent of Vendor and Vendor Site fields in the Receipt form. However new Third party taxes can be added while creating a Receipt from an ASBN.

Invoices

Invoices initiated from the iSupplier are interfaced to Payables through the Payables Open Interface Import process. India Localization taxes get defaulted from the Purchase Order for such invoices imported from iSupplier.

India Localization taxes are included in the Invoices / Payment amounts displayed in the Invoice / Payment Summary pages.

In the form based India Localization functionality, invoice level tax defaults from PO to PO Matched Invoices, from Receipt to Receipt Matched Invoice and from ASBN for invoices created from ASBN.

Processing iSupplier Transactions

In the iSupplier Portal of the Supplier View you can view documents created by the Buyer, Accept the Documents and also make request for change in Delivery Schedules, Rate and Quantity etc. iSupplier View provides the following features:

Request for Quotation (RFQ)

You can view the Requests for Quotation (RFQ) in which your organization is included as a Supplier. India Localization tax details (indicative taxes) can be viewed in the RFQ Details page in the iSupplier portal. Navigate to iSupplier > Orders > RFQ > Go. Clicking View India Taxes displays India Localization Taxes for each RFQ.

Blanket Purchase Agreements

In the iSupplier Portal, you can view blanket Purchase Agreements (BPA) created by the Buyer. In the iSupplier Portal, you can also make requests for change of the Rate, Quantity, Change the Delivery Schedule and Accept the BPA. After making such a request, document will be shown in Pending Status till the changes are accepted or rejected by the Buyer. India Localization taxes associated with the Purchase Agreement, Releases. are displayed along with base document details on the iSupplier pages.

Navigate to iSupplier > Orders > BPA > PO Number. Clicking Taxes link will take you to the details of the taxes.

Standard Purchase Orders

In the iSupplier Portal, you can view and acknowledge the orders, request change of the Orders / cancellation of orders. Your requests for Cancellation or Changes related to the Orders have to be Accepted / Rejected by the Buyer for the changes to be effective India Localization iSupplier support provides an additional Column of ‘Tax Amount’ to enable you to view the tax details associated with the Purchase Order. The major features in India Localization context are:

Advance Shipment Notice

An Advance Shipment Notice (ASN) is a notice to the Receiving Organization that a shipment is coming. The ASN contains details including shipment date, time, and identification number; packing slip data; freight information; item detail including cumulative received quantities; country of origin; purchase order number; and returnable container information.

Once you create an ASN in the iSupplier portal, the Buyer gets a notification about the shipment being arrived. Buyer has to execute the ‘Receiving Transaction Processor’ concurrent program to import the ASN details into the receiving tables.

After you have entered the ASN Header and Lines details and submitted it for processing, iSupplier show the Advance Shipment Notice Confirmation page. Navigation Path: iSupplier -> Shipments -> Shipment Notices ->Create Advance Shipment Notice -> Shipment Header - > View / Update IL Info. India Localization iSupplier Support provides you a button to View / Update the IL Information on the ASN. The Excise details like the Excise Invoice Number and Excise Invoice Date can be entered and saved by clicking this button.

After entering the Excise Details, if any, for the Shipment, click on Apply Changes to save the data on the View / Update India Tax Page and then click on Continue to complete the Transaction. The Excise Invoice Number and Excise Invoice Date entered on this page will default on to the ‘Excise Invoice Number’ and ‘Excise Invoice Date’ fields in the ‘Receipt Localized’ form, when Buyer creates the Receipts against this ASBN

The View / Cancel Advance Shipment Notices Page displays all information pertaining to the shipments that have been carried out along with the Status of the Shipment.

You have the option to go back to the Shipment creation process without pressing the ‘Continue’ button. In such an event the ASN will be in a status ‘Partially processed’ and it will not be interfaced to the Receiving transaction interface and hence will not be available for receiving. You can query the ASN again using the ‘View / Cancel Advance Shipment and Billing Notices’ page, click on the ‘View /Update IL Info’, update the Excise details, if required and press the ‘Continue’ button to Complete the ASN process. After completion of the process, ASN gets the ‘Pending’ status and is ready for interfacing into receiving tables After the Shipment is interfaced, the status is shown as blank in the Processing Status Column.

Advance Shipment Billing Notice

ASN containing Invoice and Tax information along with shipping information is an Advance Shipment Billing Notice (ASBN). Additional details available on ASBN are Invoice Number, Invoice Amount, Invoice Date, Payment Terms, Freight Amount, Currency, Tax Amount, and Remit To Site etc. An ASBN created in the iSupplier portal creates an invoice in the buyer’s payables system.

You can enter an Advance Shipment cum Billing Notice, with the tax information. The taxes entered in the ASBN will be defaulted on to the Receipt and the Invoice created using the ASBN. The Taxes that have been defaulted from the ASBN cannot be modified or new first party taxes added on the receipt. Only new Third Party taxes can be added on such Receipts.

While Creating the ASBN, you will enter the Shipment Number, Shipment Date, Invoice Number etc. in the Shipment Header Page and the Quantity being shipped in the Shipment lines page.

On submitting the ASBN Pages, the ASBN will be created and you will be taken to the Advance Shipment Notice Confirmation page.

India Localization iSupplier support provides a new button viz. ‘View / Update IL Info’ in this page. On clicking on the button will take you to the View / Update India Tax Page, where you can enter the Excise Invoice Number and Date if the shipment has Excise Type of Taxes.

The Excise Invoice Number and Excise Invoice Date entered on this page will default on the India Receipt DFF when Buyer creates the Receipts against this ASBN. You can also modify the Taxes defaulted from the Purchase Order or add new taxes, if required. Please note that the taxes specified by you are the final taxes and the same cannot be modified at the time of Receipt by the Buyer. If the PO has any third party taxes, they shall also be defaulted to the ASBN page, but they can only be viewed here – no modification / deletion is allowed for such taxes. After the changes are done, you need to press the ‘Apply Changes’ button to save the changes. (‘Ignore Changes’ button shall clear all the changes done) You need to press the ‘Complete’ button to complete the process and make the ASBN available for interfacing into Receiving Tables.

You have the option to go back to the Shipment creation process without pressing the ‘Complete’ button. In such an event the ASBN will be in a status ‘Partially processed’ and it will not be interfaced to the Receiving transaction interface and hence will not be available for receiving. You can query the ASBN again using the ‘View / Cancel Advance Shipment and Billing Notices’ page, click on the ‘View /Update IL Info’, update the Excise details, if required and press the ‘Complete’ button to complete the ASBN process. After completion of the process, ASBN gets the ‘Pending’ status and is ready for interfacing into receiving tables After the Shipment is interfaced, the status is shown as blank in the Processing Status Column.

Viewing ASN / ASBN Information

Shipments created though ASN / ASBN can be viewed by you in the Supplier View. Clicking on the Shipment Number link in the Shipment Number Column will take you to the specific Advance Shipment Notice Page. India Localization iSupplier Support provides button viz. ‘View / Update IL Info’ on the View / Cancel Advance Shipment Notice Page. Clicking on button will take you to the View / Update India Tax Page. Clicking on the Continue Button will take you back to the View / Cancel Advance Shipment Notice Page. For Viewing the ASBN shipments, the process is the same but when you click on the View / Update IL Info, along with the Excise Invoice Details, the page will also show the Tax lines associated with ASBN. The page displayed here is in a view-only mode unless the ASN / ASBN has the status of ‘Partially Processed’ indicating that the India Localization ASN / ASBN process is not completed yet. In such a case, the page will open in an editable mode and the process can be completed by pressing the appropriate buttons (as mentioned in earlier sections on ASN / ASBN). The taxes displayed here are in View-Only Mode, if the ASBN is in a Pending / Blank status.

Viewing Receipts and Returns

iSupplier has following functionality in Receipts and Returns:

Receipts and returns can be viewed from iSupplier. You can view India taxes also while viewing the receipts. India Localization tax amount and details will be displayed in the Receipt details page that opens on drilling down from the Receipt Number.

Navigate to iSupplier > Shipments > Receipts. On the Receipts Summary page, if the Receipt has India taxes, the Tax Total will appear in the Tax Amount column as a link against the Receipt. Clicking on the Tax Amount Link takes to the detail page showing the taxes pertaining to the Receipt.

Alternatively, you can also click on the Receipt Number on the Receipts Summary Page of the iSupplier portal of the Supplier View.

Click View India Tax to view the detail tax lines of the receipt. In case of returns by the vendor to the supplier, you can view the same information against the receipt for which the buyer has made the returns.

Note: No India Localization tax information is provided on the Returns page as the same taxes on receipt are reversed during the return process.

Viewing Invoices and Payments

You can view the invoices created by the Buyer in the iSupplier Portal along with Indian Taxes on the Invoices Page. Navigate to iSupplier > Account > View Invoices.

You can also view the payments made against an invoice through the iSupplier Portal. On the Invoices summary page along with the Invoices, the Payment details are also displayed. If the payment has been made, the Check Number / Payment Document Number will appear in the Payment Number column. Drilling down the Payment Number on the Invoice Summary page will take you to the Payment Details Page. The amount paid here displays the India Taxes also.

Buyer Actions

As a Buying Company user, you can view order, receipt, invoice, and payment information using the Internal User View responsibility in Oracle iSupplier. You can also search for information across all suppliers, as well as respond to supplier change requests. Features include:

Buying Company view is basically providing a web interface for viewing the Procure-to-Pay information. As you have access to the internal Oracle E-Business Suite and India Localization features, normal India Localization functions (form based) may be used for viewing of India Localization tax information on PO or Receipts or Invoices. Hence no support is currently provided for this feature of iSupplier portal.

Receipts from ASN / ASBN

After the Supplier creates the ASN /ASBN, you will receive an intimation of the same along with the expected date of arrival. On the receipt of the Shipment, you will make a receipt as in the normal P2P cycle. Before creation of a Receipt, you have to run the concurrent “Receiving Transaction Processor” for interfacing the ASN /ASBN

Create a receipt by navigating from the Receipt Localized form and click New, query the ASBN number in the Find Receipts form, and complete the Receipt header and line details. After the receipt is created, come back to the Receipt Localized window and in the Receipt Header section and Receipt Lines, Excise Invoice Number and Excise Invoice Date will be defaulted from the ASBN, if these details are filled in the ASBN.

From here on the process of making of the Receipt and Creation of the Invoice in Payables and making payments to the Supplier will follow the normal course of the P2P cycle.

For an ASN receipt, Taxes get defaulted from the Purchase Order to the Receipt and all the taxes can be modified, new Supplier Taxes or Third Party Taxes added (provided the Organization level parameter ‘Allow Tax Change on Receipt’ is set to YES for the Organization /Location combination).

For ASBN Receipts, the defaulting shall be from the ASBN (Supplier specified taxes) and no further addition / modification can be done to the Supplier specified taxes. Only Third party taxes are allowed to be added to the ASBN receipt. If the ASBN has a Third party tax (defaulted from PO, nonupdateable in ASBN by Supplier), the same shall be defaulted to ASBN receipt – however such taxes also can not be modified except for changing the Vendor name or Vendor Site fields on the receipt. Please note here that the ASBN Invoice is created independent of the receipt and all the ASBN Supplier taxes are being defaulted directly to the ASBN Invoice. Any change in the ASBN receipt to the ASBN specified taxes shall result in a mismatch between the Receipt and Invoice tax details. This is the reason behind the control mechanism in ASBN receipt.

The same control mechanism is applicable even you make an ASBN receipt using the India Localization iProcurement solution (Please read the India Localization iProcurement solution User manual for more details).

Creating ASBN Invoice

Once the ASBN is created by the Supplier, you will get an intimation regarding the Invoice Number, Invoice Date, Date of Shipment, Taxes on the ASBN. In ASBN type of Shipments, the system will automatically create the ASBN Invoice when the ‘Receiving Transaction Processor’ is run if the Purchasing profile option ‘PO: Create ASBN invoices using AP interface tables’ is set to YES at the site level. If this profile option is set to NO, the ASBN Invoice need to be created using the ‘Payables Open Invoice Import’ program with the Source as ‘Advance Shipment Billing Notice’.

After generating the ASBN invoice, query for the Invoice Number given by the Supplier in the Invoice form in India Local Payables Responsibility.

Navigate to India Local Payables > Oracle Payables > Invoice > Entry > Invoices > Query. On querying the same, the invoice will be found. You need to run the concurrent “India – To Insert Taxes for Pay on Receipt” to load the India Local Taxes to the Invoice distributions.

On completion of the concurrent, Supplier taxes specified in the ASBN shall be defaulted to the ASBN Invoice. Normal Invoice validation / approval / payment process can be adopted now to complete the Invoice process.