Managing Supplier Data Quality

This chapter covers the following topics:

Overview of Managing Supplier Data Quality

Supplier Management is built on the foundation of Oracle Trading Community Architecture (TCA). Therefore, a supplier entity is also a party entity in TCA. TCA provides an advanced framework for matching parties to discover possible duplicates and merge duplicates. All these features can be leveraged to find and merge duplicate suppliers, but you must keep in mind that a TCA party merge only merges data related to a party. A supplier entity is associated with more information than a TCA party entity. For example, supplier entity can have associated transactions such as purchase orders and invoices (in case of Integrated Supplier Hub mode). When merging suppliers, first merge these transactions and then merge the parties.

Data Quality Management is a data librarian function. Login with Super Data Librarian responsibility and navigate to the Data Quality tab to perform the following tasks. You must have a valid Supplier Hub license to manage data quality. See Guidelines for Purchasing Required Licenses in Oracle Supplier Management Implementation and Administration Guide.

Identifying Duplicates in New Supplier Request

Oracle Supplier Management enables you to prevent duplicate supplier creation in the system during new supplier registration. See Managing New Supplier Qualification.

The administrator must set up duplicate identification before matching organizations are found during registration. See Setting up Duplicate Prevention in Oracle Supplier Management Implementation and Administration Guide.

Identifying Duplicates During Supplier Creation

Oracle Supplier Management enables you to perform an online duplicate check during supplier creation. See Creating Supplier in Managing New Supplier Qualification.

Identifying System Duplicates

System Duplicate Identification (SDI) feature lets you create SDI batches that contain potential sets of duplicates. De-duplication runs a program to identify duplicates based on criteria that you specify. You can use any duplicate set in a batch as the basis for a new merge request. See System Duplicate Identification in Oracle Payable’s User Guide.

To identify duplicate records, click the System Duplication Identification sub tab to open the System Duplicate Identification Batches page.

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Using Automerge

You can run Automerge as part of creating SDI batches to automatically merge definite duplicates. This process bypasses manually creating, mapping, and submitting merge requests for obvious duplicates. Parties in the SDI batch that are not merged are included in a new batch, for manual review at a later time.

Creating Merge Request

You can create merge requests:

A SDI batch contains sets of duplicates that de-duplication identifies based on your criteria for the batch. You select duplicate sets from any batch to create one or more merge requests.

Note: To create a merge request of type Single, use any of the methods to create a request with only the party that you want to cleanse.

In your new merge request, you cannot include parties that already belong to either another merge request or a merge batch in Oracle Trading Community Architecture Party Merge. A message would inform you if you select such a party. See Creating Merge Batches, Oracle Trading Community Architecture User Guide.

Before you submit the new request for creation with the System Duplicates or Registry ID method, you can still remove parties from multiple type requests. You do not delete the party from the TCA Registry, and the party is available to be included in other SDI batches, duplicate sets, or merge requests.

After you submit a new merge request, the Create Merge Batch process runs to create the merge request. Depending on the request type, the name of your new merge request is:

For merge requests of type Multiple, the HZ: Merge Master Party Defaulting profile option determines the master party, which remains after the merge. You can change the master party when you map the merge request. See Creating Merge Requests and Reviewing Merge Requests in Oracle Customer Data Librarian User Guide.

Use the Merge Requests sub tab on the Data Quality tab to create merge requests.

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In case of Integrated Supplier Hub, where other Oracle E-Business Suite products like Purchasing, Accounts Payable are running in the same instance with Supplier Management, you must merge supplier transactions before supplier parties can be merged. Supplier transaction merge combines transaction data like invoices, POs for different supplier (supplier sites) into single supplier/site.

See Supplier Merge Program in Oracle Payable’s User Guide.

Merging Supplier Transactions

Supplier management administrators and data librarians can perform smart searches to find duplicate supplier party records in the system and can merge or cleanse to create the supplier master. Incase of Standalone Supplier Data Hub, as there are no PO or invoice transactions, there is no need to merge supplier transactions prior to submitting supplier party merge request. If there are no defined supplier sites, then you can submit the supplier party merge request. However, incase of Integrated EBS instance with both Supplier Data Hub and any of the other EBS products like Purchasing, Payables, Sourcing, the supplier management administrators and data librarians can perform smart searches to find duplicate supplier party records in the system and use the Merge Supplier button to first merge the transactions and then submit the supplier party merge request. This button is available if you have set the POS: SM: Supplier Data Hub Configuration profile option as Integrated EBS and defined supplier sites. If the profile is set to Standalone and there are no supplier sites defined, then the Merge Supplier button is not available.

Use the Supplier Data Librarian responsibility and Supplier Merge menu to merge supplier transactions. See Supplier Merge Program in Oracle Payable’s User Guide.

Example of Supplier Transaction Merge

This example explains the Supplier Transaction Merge process. In this example, two suppliers Computer Supplier Inc. and Computer Supply Inc. are merged into one golden record for Computer Supplier Inc. Supplier Transaction Merge is applicable in case of Integrated Supplier Hub, where other EBS products like Purchasing, Accounts Payable are running in a same instance with Supplier Hub. Supplier Transaction Merge merges transaction data like invoices, POs in for different supplier (supplier sites) into single supplier/site.

The following table shows how different invoices and POs for different sites are merged under single site after Supplier Transaction Merge applicable in integrated Supplier Hub installation only:

Supplier 1 – Computer Supplies Inc. Supplier 2 – Computer Supply Inc. Supplier Master – Computer Supplies Inc.
Invoice
  • Supplier site: CSICA

    • 10-3456

    • 10-3574

  • Supplier site: CSITN

    • 10-6785

    • 10-9864

    • 10-4355

    • 10-4435

Invoice
  • Supplier site: CSICA

    • 40-6754

    • 40-4522

    • 40-4523

  • Supplier site: CSITX

    • 40-9877

    • 40-9222

    • 40-5445

    • 40-9983

Invoice
  • Supplier site: CSICA

    • 10-3456

    • 10-3574

    • 40-6754

    • 40-4522

    • 40-4523

  • Supplier site: CSITN

    • 10-6785

    • 10-9864

    • 10-4355

    • 10-4435

  • Supplier site: CSITX

    • 40-9877

    • 40-9222

    • 40-5445

    • 40-9983

Purchase Order
  • Supplier site: CSICA

    • 20-5686

    • 20-4674

  • Supplier site: CSITN

    • 20-7975

    • 20-6864

Purchase Order
  • Supplier site: CSICA

    • 60-7678

    • 60-4436

    • 60-6332

    • 60-6567

  • Supplier site: CSITX

    • 60-7863

    • 60-9767

Purchase Order
  • Supplier site: CSICA

    • 20-5686

    • 20-4674

    • 60-7678

    • 60-4436

    • 60-6332

    • 60-6567

  • Supplier site: CSITN

    • 20-7975

    • 20-6864

  • Supplier site: CSITX

    • 60-7863

    • 60-9767

Merge Dictionary Overview

The merge dictionary enables supplier management administrators and data librarians to merge supplier profile details like product and service category, business classifications, bank details, UDA, and other child entities. Supplier management administrators and data librarians can customize the merge dictionary. See: Merge Dictionary Overview in Oracle Trading Community Architecture Administration Guide.

Managing Merge Request

Aside from reviewing merge requests, you can:

See Merge Requests Overview in Oracle Customer Data Librarian User Guide.

Mapping and Submitting Merge Request

For each merge request, you map the duplicate information to determine the results of the merge. For both Single and Multiple type requests, you map address and relationship information. De-duplication can provide default suggestions for either mapping.

For Multiple type requests, you also map party profile attributes, which describe the party. For example, for the D-U-N-S Number attribute, you specify which number from the duplicate set should remain after the merge. After reviewing your mapping, you can submit the merge request for the Party Merge process.

See Mapping Merge Requests in Oracle Customer Data Librarian User Guide.

Default Rules for Merging Extended Supplier Profile Attributes

The merge process copies the UDA defined at supplier party, party site, and supplier site levels into the target supplier. The merge includes the attribute groups associated at base/common, supplier type, business classification, product and services, general and industrial classification, country and address purpose.

The merge process uses the following rules while merging UDA details:

Example of Supplier Party Merge

This example explains the Supplier Party Merge process. In this example, records of two supplier parties - Computer Supplier Inc and Computer Supply Inc, are merged to form a golden record. The merger creates one record for supplier Computer Supplies Inc. (selected as master) with all its detail and some additional detail added from other record Computer Supply Inc. The Supplier Party Merge process merges party profile, address, contact, general classifications, contact points, party relationships, supplier profile, supplier site, products and services, bank details, business classification, and user defined attributes at the 3 levels. Supplier Party Merge process is applicable in standalone and integrated Supplier Hub installation.

The following table shows how different supplier parties are merged to form a single source of truth:

Supplier 1 – Computer Supplies Inc. (target) Supplier 2 – Computer Supply Inc. (source) Supplier Master – Computer Supplies Inc.
Party Profile
  • Registry ID: 1006

  • Party Source System: PSFT

  • DUNS Number:

  • Organization Name: Computer Supplies Inc.

  • Tax Payer ID: 3463465

  • Tax Registration Number: AEF-12684

Party Profile
  • Registry ID: 1142

  • Party Source System: JDE

  • DUNS Number: 02- 274-0997

  • Organization Name: Computer Supply Inc.

  • Tax Payer ID:

  • Tax Registration Number:

Party Profile
  • Registry ID: 1006

  • Party Source System: PSFT, JDE

  • DUNS Number: 02- 274-0997

  • Organization Name: Computer Supplies Inc.

  • Tax Payer ID: 3463465

  • Tax Registration Number: AEF-12684

Address
  • Party Site 1: 3OP

    • Address: 300 Oracle Parkway, Redwood City, CA 94065, US

    • Site Usage: Pay

  • Party Site 2: 3SHD

    • Address: 301 Summit Hill Drive, Chattanooga, TN 37401US

    • Site Usage: RFQ Only

Address
  • Party Site 1: 3OP

    • Address: 300 Oracle Parkway, Redwood City, CA 94065, US

    • Site Usage: Purchasing

Address
  • Party Site 1: 3OP

    • Address: 300 Oracle Parkway, Redwood City, CA 94065, US

    • Site Usage: Pay

  • Party Site 2: 3SHD

    • Address: 301 Summit Hill Drive, Chattanooga, TN 37401US

    • Site Usage: RFQ Only

Contact
  • Contact (For Party Site 1): Joe

  • Contact (For Party Site 2): Bryan

Contact
  • Contact (For Party Site 1): Morris

  • Contact (For Party Site 2): Allec

Contact:
  • Contact (For Party Site 1): Joe, Morris

  • Contact (For Party Site 2): Bryan

  • Contact (For Party Site 3: Allec

General Classifications
  • Preferred Supplier Category: Gold

General Classifications
  • Supplier Business Type: Americas

General Classifications
  • Supplier Business Type: Americas

  • Preferred Supplier Category: Gold

Contact Points
  • Email: joe.smith@csi.com

Contact Points
  • Phone: 415-289-3762

Contact Points
  • Email: joe.smith@csi.com

  • Phone: 415-289-3762

Party Relationships
  • Subsidiary Of: CompUSA

Party Relationships
  • Employer Of: Joe Smith

Party Relationships
  • Subsidiary Of: CompUSA

  • Employer Of: Joe Smith

Supplier Profile
  • Supplier Number: 3427

  • NIC: TX24535

  • Customer Number: 7785678

Supplier Profile
  • Supplier Number: 3456

  • NIC: TX24535

  • Customer Number: 9678678

Supplier Profile
  • Supplier Number: 3427

  • NIC: TX24535

  • Customer Number: 7785678

Supplier Site
  • Supplier Site 1

    • Name: CSICA

    • OU: Vision SFO

  • Supplier Site 2

    • Name: CSITN

    • OU: Vision LA

Supplier Site
  • Supplier Site 1 Name: CSICA

  • OU: Vision SFO

Supplier Site
  • Supplier Site 1

    • Name: CSICA

    • OU: Vision SFO

  • Supplier Site 2

    • Name: CSITN

    • OU: Vision LA

Bank Details
  • Account Number 1: 224-125-09

  • Account Number 2: 224-456-09

Bank Details
  • Account Number 1: 223-137-09

  • Account Number 2: 211-443-77

Bank Details
  • Account Number 1: 224-125-09

  • Account Number 2: 224-456-09

  • Account Number 3: 223-137-09

  • Account Number 4: 211-443-77

Supplier – Business Classification
  • Minority Owned

Supplier – Business Classification
  • Small Business

Supplier – Business Classification
  • Minority Owned

  • Small Business

Supplier – Product and Services
  • Monitor

Supplier – Product and Services
  • Keyboard

Supplier – Product and Services
  • Monitor

  • Keyboard

Supplier Level UDA
  • Single row: Supplier Insurance Policy Detail

    • Insurance Company: AIG

    • Contact Phone: 7462983489

    • Experience Modification Rate: 0.3

    • Contact Name: Jenna Smith

    • Policy Number: 000021763821

  • Multi row: Supplier Business References

    • Reference Name

      1. Sales Reference

      2. Customer Ref

    • Contact Name

      1. Jim Hills

      2. Steve Swank

    • Contact Phone

      1. 9872653789

      2. 6279872651

    • Contact Email

      1. jim@vodafone.com

      2. steve.swank@cat.com

    • Business Volume

      1. 1.8

      2. 4.5

    • Years of Business

      1. 7

      2. 8

Supplier Level UDA
  • Single row: Supplier Insurance Policy Detail

    • Insurance Company: AIG

    • Contact Phone: 7462983480

    • Contact Name: Jake Murphy

  • Multi row: Supplier Business References

    • Reference Name

      1. Sales Reference

    • Contact Name

      1. Jim Hills

    • Contact Phone

      1. 9872653789

    • Contact Email

      1. jim@vodafone.com

Supplier Level UDA
  • Single row: Supplier Insurance Policy Detail

    • Insurance Company: AIG

    • Contact Phone: 7462983489

    • Experience Modification Rate: 0.3

    • Contact Name: Jenna Smith

    • Policy Number: 000021763821

  • Multi row: Supplier Business References

    • Reference Name

      1. Sales Reference

      2. Customer Ref

    • Contact Name

      1. Jim Hills

      2. Steve Swank

    • Contact Phone

      1. 9872653789

      2. 6279872651

    • Contact Email

      1. jim@vodafone.com

      2. steve.swank@cat.com

    • Business Volume

      1. 1.8

      2. 4.5

    • Years of Business

      1. 7

      2. 8

Supplier Address Level UDA
  • Single row: Supplier Party Site Quality Control Procedures

    • Address Name: LOS ANGELES

    • Follows Documented Quality Control Process: Y

    • Quality Instructions Easily Accessible: Y

    • Process Adherence Audits: Y

  Supplier Address Level UDA
  • Single row: Supplier Party Site Quality Control Procedures

    • Address Name: LOS ANGELES

    • Follows Documented Quality Control Process: Y

    • Quality Instructions Easily Accessible: Y

    • Process Adherence Audits: Y

Supplier Site Level UDA
  • Single row: Supplier Site Logistics Information

    • Address Name: LOS ANGELES

    • Standard Delivery Time Guarantee: 5 days

    • Freight Forward Detail: 3PL

    • Transport Insurance Type: Included

  Supplier Site Level UDA
  • Single row: Supplier Site Logistics Information

    • Address Name: LOS ANGELES

    • Standard Delivery Time Guarantee: 5 days

    • Freight Forward Detail: 3PL

    • Transport Insurance Type: Included

Enabling Existing Party as Supplier

Supplier Management administrator and data librarian super users can enable an existing party record to be used as supplier. The party must be an organization and not an individual. The application enables the existing TCA party organization as supplier organization by setting up the appropriate supplier enablement setups (setup supplier party in iPayee, setup supplier party in EBiz Tax, setup supplier party in Oracle Payables.

Additionally, the application enables all the existing TCA party organization contacts/persons with 'supplier' usages, so that the TCA party organization contacts are available from the Supplier Profile Workbench pages as Supplier Contacts. However, instead of automatically enabling all the existing organization contacts with 'supplier' usage the application displays the 'Enable Supplier Contact' button from the Contact Directory page. This button enables you to add an existing party contacts as supplier contacts. If there are no organization contacts defined for the party, then the application does not display the Enable as Supplier Contact button. In such a case, you can click the Create Contact button and add the contact details for the newly enabled supplier. However, all the addresses associated with the TCA Party (Party Sites) are enabled as Supplier Party sites. Supplier sites are not created by default and they must be created manually by clicking on Manage Sites button against each party site and then selecting the associated operating units.

Use the Supplier tab and Enable as Supplier button to enable an existing organization as supplier.

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To enable an existing party as supplier:

  1. Search for an existing organization. If the party is already a supplier, then the selection check box is grayed out. Supplier Hub does not allow associating more than one suppliers with the same TCA party. The search results display explicit supplier and customer columns to indicate if the party is used as a customer or supplier or both in the system.

  2. Select the required organization in the Search results area and click Enable as Supplier. The application displays the Update Organization page.

    You need to enable the supplier contact for this organization.

To enable the supplier contact for the existing party:

  1. Select Contact Directory link under the Company Profile information.

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  2. Click Enable Supplier Contact button to add a supplier contact. Enter the contact details in the Create Contact page and click Apply.

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  3. Click Address Book to view all the addresses associated with the supplier. All TCA addresses have been enabled as Supplier party sites. If required, create supplier sites by clicking on the Manage Sites button next to an address and selecting one or more operating units.

Purging Suppliers

Party purge lets you permanently purge parties from the TCA Registry, for example duplicate or mistakenly entered parties. A party is available for purge only if it has no associated transactions, or if the party record has no references from other database tables. You cannot restore a party after you purge it. The purge functionality includes:

Click the Purge Requests subtab to open the Purge Requests page. See Party Purge in Oracle Customer Data Librarian User Guide.

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You can also purge invoices, purchase orders and other supplier related records such as invoice payments, supplier schedules, and purchase receipts. See Resource Management in Oracle Payables User’s Guide.

Maintaining Parties

Party maintenance lets you:

Click the Party Maintenance subtab to open the Organization Party Maintenance page. Use this page to search for parties by organization. See Party Maintenance in Oracle Customer Data Librarian User Guide.

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