Buyer Work Center is a central launchpad from which requestors, buyers, contracting officers, contracting specialists and other users can efficiently perform their daily tasks—such as viewing and acting upon purchase requisition demand, creating and modifying awards and Indefinite Delivery Vehicles (IDVs), initiating solicitations (if Oracle Sourcing is licensed and implemented), and managing the supply base.
Buyer Work Center provides you with varied capabilities to satisfy your document creation needs. You can:
Access requisitions using the Demand Workbench and create purchasing documents using Document Builder
Note: Please note that you cannot create requisitions from Buyer Work Center, you can only view requisitions that have been created via interface or iProcurement.
Create and update new awards, Indefinite Delivery Vehicles (IDVs), Orders Referencing IDVs
If Oracle Sourcing is licensed and implemented, create solicitations
If Oracle Services Procurement is licensed and implemented, create and maintain awards for complex work payments
If Oracle Procurement Contracts is licensed and implemented, author contract terms and manage deliverables
Use predefined document views
Create and personalize your own document views including list of columns, where conditions, and sort sequences
Create and maintain supplier information
You can copy CLM documents to other CLM documents, however you cannot copy a CLM document to a non-FAR document.
Note: Vendor Managed Inventory (VMI) and Consigned Inventory are not supported in CLM.
Buyer Work Center consists of the following tabs (pages) and sub-tabs.
Requisitions
Demand Workbench
Summary
Amendments
Awards
IDVs (Indefinite Delivery Vehicles)
Deliverables
Negotiations
Suppliers
An overview of these tabs is in the following sections.
The Requisitions tab consists of the following sub-tabs: Demand Workbench, Summary, and Amendments.
Demand Workbench enables you to view purchase requisitions. Various views are available (for example, My Late Requisitions, My Requisitions for Services etc.) and you can personalize the views or create new ones. If you need to create a view that filters out requisitions for a particular operating unit, click the Personalize button to create / modify a view. Additionally Demand Workbench enables you to return or reassign purchase requisitions if required. If you need to return a purchase requisition to the requester, clicking on the Return button removes the purchase requisition from the requisition pool. The usage of the Add button is described in the Document Builder section.
The View region of the Demand Workbench enables you to see requisitions according to the view criteria. By default the View region displays each requisition line with information about the Operating Unit (OU), Requisition number, Line number, Informational flag (whether the line is Informational or not), Option line indicator (Base or Option line), Item/Job, Qty, Price, Currency, Need-by, Source.
There are predefined searches (views) that are available within the Demand Workbench. Additionally, any personalized views that you have created are also displayed. To use a view, select the view from the View drop down menu and click Go. You can use these views to search for requisitions as follows:
My Late Requisitions - This view displays requisitions that are past the need-by date entered by the requester. That is, the need-by date on the requisition is prior to today's date.
My Requisitions - This view displays all requisitions assigned to the buyer. Requisitions can be assigned to a particular buyer when the requisition was created.
My Requisitions for Goods - This view displays requisitions for goods assigned to the buyer.
My Requisitions for Services - This view displays requisitions for services assigned to the buyer.
My Requisitions Requiring a Solicitation - This view displays requisitions lines that require a Solicitation.
My Requisitions with a New Supplier - This view displays requisitions that suggest a supplier who has not yet been defined to the system (Oracle iProcurement can create requisitions and suggest a supplier that does not yet exist in the system).
My Requisitions with a Suggested Supplier - This view displays requisitions that are sourced to a supplier.
My Urgent Requests - This view displays requisitions that the requester marked as urgent.
Unassigned Requisitions- This view displays requisitions that have not been assigned to a sourcing buyer.
Personalized Views - You can create your own specialized views that display only those requisitions in which you are interested.
Use the Advanced Search function to create a combination of search criteria that helps locate the appropriate requisitions. To use the advanced search function click the Search button.
Search enables you to find requisitions based on criteria such as Buyer, Requisition, Category, and/or Supplier. Add additional search criteria by selecting a value from the Add Another LOV. Some fields that you can use as search criteria are: Priority Code, Issuing Office, Suggested COTR Office Address, Suggested COTR Office Contact Name, Suggested Award, etc. A list appears displaying all possible search criteria (for example, you may wish to also search on Item Description).
When performing advanced searches, you can choose to require entries to match all the search values or allow them to match any of the search values.
Search results where each must match all values entered - Require entries to match all the search values you enter. For example, qualifying requisitions might be required to have the buyer be John Smith and the ship to location be New York. In this case, any qualifying requisitions must match both search values.
Search results where each may contain any value entered - Allow entries to match any of the search values. For example, qualifying requisitions might be allowed to have the buyer be Pat Stock or the ship to location be San Francisco. In this case, the qualifying requisitions can match either or both search values.
Use the Find icons to search for and select search values. When you have finished specifying your search, click Go (clicking Clear resets the search value fields).
Note: Please note that you cannot perform the following actions in Demand Workbench for CLM documents: Replace, Update from Catalog Favorites, Splitting a CLIN/SLIN structure.
When you have located the requisitions you wish to include in your document, use the Document Builder to create a new document.
Scroll the Demand Workbench page to the right.
Select a Document Builder Document Type. This indicates the outcome you expect from the Document Builder. The values you can select are: Add to Award, New Award, New Solicitation.
Select an operating unit for the outcome document by clicking the OU Find icon and selecting an entry from the OU results.
Select your requisition line(s) by selecting the checkbox in the Select column for each Requisition row.
Click Add to put the lines in your document. Lines that can be added can be CLINs, SLINs or Informational lines. If you select a CLIN to add, the entire CLIN/SLIN structure (if one exists) gets added to the award.
To create the document, scroll right. Enter any additional information your document type requires and click Create. Optionally enter an IDV to reference, a Supplier and Supplier Site, Currency, Award Type (these are not mandatory fields). The Document Style is defaulted on the Document Builder, you can change it, if required.
If you wish to clear the document builder and start creating the document again from the beginning, click Clear.
If you would like to update additional information such as IDV Line Reference, PO Line Number, etc., while creating the order, enter the changes and click Update.
The selected document type is displayed.
Complete the document and click Create.
If you select New Award or Add to Award, the Update Award page is displayed. If Oracle Sourcing is licensed and implemented, and you selected New Solicitation, the Oracle Sourcing Negotiations page is displayed.
Please note that when Add to Award is selected, one of the following actions takes place:
If the selected Award is not approved, then the lines will be added to the selected award.
If the selected Award is approved and no unapproved modification exists, a new modification is automatically created.
If the selected Award is approved and an unapproved modification exists, the lines are added to the modification.
Note: Using Document Builder, default grouping method is not supported during AutoCreate.
In order to enable users to incorporate and use funds from a purchase requisition line to an existing line on an award modification, the functionality Add Funds to Modification is provided in Document Builder. This is usually required while exercising an option or providing incremental funding. Despite the fact that you can add funds to a modification using purchase requisition amendments, some federal agencies prefer to use separate purchase requisitions so that the lifecycle of purchase requisitions can remain short and the request to add funds is tracked separately from the original requisition.
Supported Scenarios – Linking purchase requisition lines to modifications
Please note that the following requisition line types can be used to fund modifications: standalone Priced CLIN requisition lines and Priced CLIN requisition lines that have Informational Funded SLINs.
Note: A standalone Priced CLIN is a CLIN without sub-lines or options.
Standalone Priced CLIN requisition lines can be used to fund the following modification lines:
Priced CLIN with funds
Priced SLIN with funds
Exercised Option Priced CLIN with funds
Exercised Option Priced SLIN with funds
Unexercised Option Priced CLIN
Unexercised Option Priced SLIN
In this process, new distributions are created under the target shipment and the following information is defaulted from the source distribution:
Charge Account
Funded Amount
Requester
Requisition Number
Deliver-To Location
Distribution Amount
Distribution Quantity
Priced CLIN with Info Funded SLINs requisition lines can be used to fund the following modification lines:
Priced CLIN with Info Funded SLIN
Unexercised Option Priced CLIN
If the modification consists of an unexercised option priced CLIN/SLIN, after linking the requisition lines to the modification, the option line is now checked as Exercised with the exercised date as the system date. Thus a new distribution is displayed in the Distributions tab for the exercised option line. This new distribution display data from the corresponding distributions in the source requisition line for the following fields:
Charge Account
Funded Amount
Requester
Requisition Number
Deliver-To Location
Distribution Amount
Distribution Quantity
When priced CLINs have Informational funded SLINs, the destination line that is created is also a priced CLIN that has informational funded SLINs. When linking is performed in Document Builder, all the sub-lines under the requisition CLIN are created as new sub-lines under the CLIN corresponding to the destination shipment in the modification.
User Procedures
Using the appropriate CLM Purchasing responsibility, navigate to the Requisitions tab in Buyer Work Center.
Select one or more requisition lines using the Select checkbox.
Scroll to the right and in the Document Builder window, select the value Add Funds to Modification from the Type LOV. Ensure that the correct Operating Unit is selected.
Click Add (next to Select Requests:, above the requisition lines).
The Document Builder window shows you the recently added items and also enables you to now select the modification that you wish to link the requisition line(s) with. Click the Search icon to add the modification number you wish to link the requisition line(s) with. The Style field (below the Modification number field) automatically gets populated with the original document style name.
Click Update to open the Add Funds to Modification page. The Modification number and corresponding document Style are displayed at the top of this page.
Using the Requests region, you need to select a destination shipment for the linking to take place. Use the Search icon at the Shipment column (this is a mandatory column) to select the shipment you need to link the requisition line to.
Click Create to confirm the linking process you initiated. You can remove a requisition line that is eligible for linking by clicking the Remove icon at each eligible requisition line that displays in this page.
The modification page opens at the Header tab and you can navigate to the Lines, Schedules and Distributions tab to view the newly added lines/distributions.
In the Distributions tab, you can see that the funding from the purchase requisition lines has been added to the tab. You can update the new distribution(s) and make further changes, if required. You may need to update the quantity at the distribution level to ensure that the total distribution quantity is equal to the shipment quantity.
Status of Linked Purchase Requisition Lines
After you have manually linked one or more purchase requisition lines to a modification or award, the requisition lines now have the Modification Number and/or Award Number field populated with the linked modification/award number. You can see this referenced number in Oracle CLM iProcurement. The purchase requisition lines are neither available in the demand pool (Demand Workbench), nor are they available in the Desktop Receiving pages of Oracle CLM iProcurement.
To use the Workload Assignments page in Buyer Work Center, please refer to the Workload Assignments page section in this chapter.
The Workload Assignment functions can be accessed from Requisitions page in Buyer Work Center. The Workload Administrator can first navigate to the Requisitions page and select one or more requisition lines, then choose a value from the Workload Assignment LOV and click Go. The Workload Assignment LOV displays the following options: Create New Assignment, Add to Existing Assignment, Remove Lines from Assignment.
Create New Assignment
The Create Workload Assignment page is used to create new workload assignments by the Workload Administrator. The Create Workload Assignment page displays with the general information about the workload assignment (such as Workload Assignment Number, Buyer, Assignment Milestone Template, Status, etc.) at the top of the page. You need to select a Buyer and Assignment Milestone Template from the respective LOVs. You can enter a value for the Estimated Days field, if it doesn't default from the Assignment Milestone Template.
If you have specified an Assignment Milestone Template for the workload assignment, the milestones associated to the template are displayed in the Milestones region. Otherwise, you can specify milestones (even without a template) for a workload assignment.
Select a Milestone Type from the Type LOV: System or User. If you select System, the Milestone Name field displays a Search icon next to it, and you can find a system milestone from the search window to use in this workload assignment. The Description is defaulted in the Description field and you can enter a value in the Estimated Days field.
If you select User as the Milestone Type from the Type LOV, you need to provide all the details of the milestone (such as the Name, Description and Estimated Days) by entering them and then clicking Apply.
You can add or remove milestones as well: Click the Delete (trashcan) icon in the Remove column to delete a milestone. Use the Add Milestones button to add one or more milestones for this workload assignment.
The Requisition Lines region displays all the requisition lines that you selected in the Requisitions page to be added to this new assignment.
Click Apply to save your work and create a new workload assignment. Otherwise click Cancel to discard your changes. If you click Apply, the buyer receives a notification that the new workload assignment has been assigned to him/her.
Click View Buyer Workload to see the buyer workload for all buyers. All buyers are displayed in the View Buyer Workload page, along with the number of assignments they have been given. All workload assignments are summed by currency for a given buyer and the total is displayed in each row for a buyer. Thus, a buyer may have more than one set of assignments associated to him, because the currencies vary for each set of workload assignments. You can search for an individual buyer as well, by using the Buyer LOV, and entering the buyer name in the Search window. The search results display workload assignment information only for that buyer.
Add to Existing Assignment
The Add to Workload Assignment page is used to add requisition lines to an existing workload assignment by the Workload Administrator. If the Workload Administrator selects Add to Existing Assignment from the Workload Assignment LOV in the Demand Workbench page, the Add to Workload Assignment page displays. The top region of the page displays the Workload Assignment Number LOV, from which you can select a workload assignment that has a status of Assigned or Suspended. Select a workload assignment number from the LOV, and the rest of the information gets populated in the page. For example, the Buyer Name and the Estimated Days fields etc, display with the values from the workload assignment number you just selected.
The Milestones region displays the milestones associated with the workload assignment you wish to add the recently selected requisition lines to.
Additionally, the Requisition Lines region displays all the requisition lines (previously added and newly added) that are part of the workload assignment. Note that you can add requisition lines with identical currencies to a workload assignment only.
The Action History region displays the history of actions that the Workload Administrator has performed on previously added requisition lines, for example, Suspended or Resumed.
Click Save if you want to add the requisition lines to this workload assignment, otherwise click Cancel.
Remove Lines from Assignment
If the Workload Administrator selects this option from the Workload Assignment LOV and clicks Go, the selected requisition lines will be unassigned from the assignments (if any). If successful, a message will display informing the user that the selected requisition lines were successfully removed from the assignment. The Assignment column in the Requisitions page will no longer display the workload assignment number.
Note: If any one of the milestones in the assignment is completed, the Workload Administrator cannot remove a requisition line from that assignment.
Search for requisitions based on the content of their headers, lines, and distributions by clicking the Summary tab. Note that you can save your search as a personalized view.
When the page refreshes, you see all requisitions that matched the criteria for that view/search. For multiline requisitions, there is an entry for every requisition line (for example, you might see two entries: requisition 12345, line 0001; and requisition 12345, line 0002). If you see a requisition with multiple lines, but some of the lines are absent from the list, those lines have already been processed.
Sort the results by clicking any column header.
View the requisition and requisition line information by clicking the Requisition and/or Line links.
View the lines of the approved requisition amendments in the Amendments tab of Buyer Work Center. Only those requisition amendment lines that have been referenced in the award are displayed in this tab. Changes to the amendment lines can be implemented in the following scenarios:
Header has been changed. Click Review and Implement, the Amendment Changes page displays, showing you the change history for the line. Click Accept to accept the changes. The draft award displays, enabling you to enter your changes manually. If the award has a status of Approved, a message displays, prompting you to create a modification, using which the changes can be applied.
Click Reject if you do not wish to apply the changes. The line is removed from the Amendments tab. It is not visible again in the Amendments tab and does not reappear in the search results rows when you query for requisition amendment lines again.
If you have added a new SLIN (which can be a priced or informational SLIN with funding) as part of the requisition amendment, the new SLIN is automatically updated in the award or solicitation on clicking the Accept button.
If you have added a new distribution to the requisition amendment, the new distribution information is automatically updated in the award on clicking the Accept button.
Implementing multiple amendment lines: You can either select and accept/reject one amendment line or multiple amendment lines and accept or reject them using a single action (Accept or Reject).
To accept or reject multiple lines, please ensure that all the selected lines belong to same Award.
If the amendment line you are accessing is part of a modification that is undergoing approval, the amendment cannot be accepted until the modification gets approved.
Click Review and Implement to view and the requisition line changes that will be made to the award or solicitation. The Amendment Changes page displays the changes made to the line or lines of the requisition. The associated award number is also displayed and once you have entered your comments in the Comments field, click Accept or Reject.
When accepting the changes by clicking Accept, the draft Awards page displays, enabling you to enter the changes manually in case of header level changes. If the Award has been approved, you will get a message, prompting you to enter a modification for updating the Award with the changes.
When rejecting the changes by clicking Reject, a page displays where you need to enter comments. The rejected lines are flagged as Rejected in the amendment and will be removed from the amendment list. They will not be available to the buyer and if required, the requester has to create a new amendment line. Any comments that are made by you are visible to the requester in the lifecycle page of the requisition amendment line.
For more information on Requisition Amendments, please refer to the Oracle Contract Lifecycle Management for Public Sector iProcurement User Guide.
For more information on implementing amendments in solicitations, please refer to the Contract Lifecycle Management for Public Sector Sourcing User Guide.
A CLM Award document outlines the agreement between the government and a supplier to provide goods and/or services. The Award itself describes the goods and/or services to be provided, incorporates or references terms and conditions, and obligates the government to payment terms. An Award can be stand alone or reference an IDV. An Award becomes legally binding when either signed by both parties or once performance by the supplier is initiated.
Note: Please note that the change order process and contractor request functionality are not supported in CLM.
When an agency identifies a strategic need for supplies and/or services, such as a long term requirement for desktop computers across the agency for an extended period of time, the agency may negotiate an Indefinite Delivery Vehicle (IDV) to fill those strategic needs. IT Services is another example where a Procurement office would issue an IDV to meet the needs of a currently undefined requirement over a specified period of time. Almost all IDVs contain Terms and Conditions under which both parties agree to operate, and in some cases contain line items and item numbers for supplies and services, with minimum and maximum quantities for each. The IDV itself is not a funded Award, but may have similar requirements for approvals as other Award documents and serves to be an ordering vehicle for future Delivery Orders.
There are two types of IDVs - Agreements and ID/IQ contracts. Agreements are further classified as Basic Ordering Agreement (BOA), Basic Agreement or Blanket Purchase Agreement (BPA). ID/IQ contracts are further classified into Requirements, Indefinite Quantity or Definite Quantity.
An IDV created in Purchasing is established to identify the specifics of needed goods/services. The IDV is utilized when some information about the requirement is known prior to the actual purchase. For federal procurement transactions, there are specific elements that need to be made available on the IDV for the contracting specialist to capture.
For more information, please refer to the IDVs chapter.
An order referencing an IDV is placed against an established contract or agreement or with Government sources. This is an order that references an existing IDV as the source document. When an order is issued, it inherits the terms and conditions of the parent IDV, as well as information from the initiating purchase requisition.
For more information, please refer to the Orders Referencing IDVs chapter.
A Contract Modification may be issued for any reason following FAR-compliant Awards and non-FAR Awards. Usually the rationale includes a needed change to the requirements/deliverables or Terms and Conditions of the Award or may be issued to execute an Option line on an Award, or to increase incremental funding on a line or sub-line or increase/decrease the scope of the acquisition. Modifications may also be issued to make Administrative changes to an Award, such as effecting a change to an address of one of the Government parties to the contract, or to revise a named point of contact in a Procurement office. In all cases the Modification is a separate document, sometimes with specific Terms and Conditions that apply to that Modification alone, and with a separate approval process and sometimes requiring the signatures of both the Procurement office as well as the supplier while other times being issued without requiring the signature of the supplier. Once approved and signed as required, the Modification becomes part of the Award.
For more information on creating and using Modifications, please refer to the Modifications chapter in this guide.
Federal agencies enter into contractual agreements with their trading partners, and as part of the contractual agreement will have commitments to fulfill. The commitments on the documents, besides products and services bought or sold, are classified as deliverables, under the Terms and Conditions of the business document. In addition to the contractual commitments that federal agencies need to fulfill, they might define other internal tasks that contribute to the overall execution of the business document.
You can define deliverables as part of the contract template creation process. If a business document refers to a contract template, all deliverables associated to that contract template are copied to the business document.
Note: You can only define deliverables for contract templates with the Buy intent.
When a contract template is applied to a business document, you can update the deliverables that have become part of the business document, and you can create new deliverables specifically for the business document.
If you want to see information about deliverables in the preview output of a business document, you must create one or more special "deliverables" clauses. For more information, see Deliverable Variables in Clauses.
You can perform the following operations on deliverables in contract templates and business documents:
Creating and Updating Deliverables
Viewing Deliverable Details
Reordering Deliverables
Deleting Deliverables
For deliverables in business documents, you can check which deliverables are overdue, and if any responsible party failed to perform one or more deliverables. In addition, you can update the status of the deliverables in the business documents.
For more information, please refer to the Oracle Procurement Contracts Implementation and Administration Guide.
The Oracle Sourcing Negotiations page is the starting place for all your sourcing tasks. The tasks you can perform are organized into functional areas and are accessible from different tables and links. The main regions in this page are:
Searches
Published Negotiations
Quick Links
Containers
For more information on the Negotiations page, please refer to the Oracle Contract Lifecycle Management for Public Sector Sourcing User Guide.
Define suppliers to record information about individuals and companies from whom you purchase goods and services, and to record information about employees whom you reimburse for expense reports. If your supplier does business from multiple locations, you store supplier information only once, and enter supplier sites for each location. Different supplier sites can function as pay sites, purchasing sites, or procurement card sites. For example, for a single supplier, you can buy from several different sites and send payments to several different sites. Most supplier-level 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.
You use the Suppliers Tab to complete the following actions:
For detailed information on the fields that appear on the supplier definition pages, see: Oracle Payables User Guide and Oracle iSupplier Portal User Guide
Use the Create Supplier page to create a new supplier.
To create a new supplier, complete the following steps:
Click the Create Supplier button on the Supplier Tab. Select the Supplier Type. You can choose from Standard Supplier and Supplier used to process expense payments to internal employees.
If you select Standard Supplier, enter the following details:
Enter the Organization Name of the Supplier Organization. This is a mandatory field.
Enter the Alias and the Name Pronunciation.
Enter the D-U-N-S number, which is the unique nine-digit Dun & Bradstreet Number associated with the organization.
Enter the supplier site URL.
Select the Context Value for the supplier.
Enter a unique Supplier Number.
Select the Tax Country associated with the supplier.
Enter the Tax Registration Number associated with the supplier.
Enter the Taxpayer ID associated with the supplier. This could be a corporation or partnership's federal identification number/federal tax ID.
Enter the Supplier Home Page URL.
Enter the Trading Partner associated with the supplier.
If you select Supplier used to process expense payments to internal employees, enter the following details:
Select the Employee Name. This employee will perform the role of the supplier used to process expense payments to internal employees. Once you select the Employee Name, the application automatically displays the Employee Number.
Select the Operating Unit.
Select the relevant check boxes to Create Payment Site. You can select Home, Office, and Provisional.
Enter the Supplier Number. This is a mandatory field.
Enter the Supplier Home Page URL.
Enter the Trading Partner associated with the supplier.
Click Apply to create the new supplier, or click Cancel to discard your changes. Once you click Apply, the Quick Update page displays. You use this page to update information about the supplier you created, and to enter additional information about Supplier Sites, Company Profile, and Terms and Control.
See: Quick Update
Enter supplier and site information in the appropriate Company Profile and Terms and Controls pages.
See: Company Profile Information
See: Terms and Controls
The Quick Update page is the default page that the application 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. Use the Quick Update page for routine maintenance of supplier profile information.
To complete a quick update, do the following:
Update the Supplier Name, if required. You cannot update the Supplier Number.
Update the Alternate Supplier Name, if required. You cannot update the Registry ID.
Enter an Inactive Date to prevent invoice or award entry for this supplier after this date.
Update the Alias, if required.
Select the All New Awards Hold to prevent new awards being created for the supplier. Select the Hold All Invoices, Hold Unvalidated Invoices, or Hold Unmatched Invoices check boxes to hold payment options for supplier sites. Holds that you apply manually, prevent payment for an invoice.
Click the Site Details tab to maintain additional supplier attributes for each supplier site. The sites associated with the Supplier display in the results table. The Site Name and the Operating Unit display. Enter the following additional details:
CAGE - this is the Commercial and Government Entity Code, which is a five-character ID number. You can enter a value for this field if the supplier is a Non CCR supplier. The application automatically displays this field for CCR Suppliers at the site level and you cannot edit it.
Legal Business Name - this is the name of the person or entity that owns a business. You can enter a value for this field if the supplier is a Non CCR supplier. The application automatically displays this field for CCR Suppliers at the supplier site level and you cannot edit it.
Doing Business As - this is the name under which the business or operation is conducted such as a franchise, licensee name, or an acronym. This is not the legal name of legal person or persons who own it. You can enter a value for this field if the supplier is a Non CCR supplier. The application automatically displays this field for CCR Suppliers at the supplier site level and you cannot edit it.
Division Name - this is the name of the division. You can enter a value for this field if the supplier is a Non CCR supplier. The application automatically displays this field for CCR Suppliers at the supplier site level and you cannot edit it.
Small /Other Than Small - this identifies the size (small, other-than-small) of the vendor. You can enter a value for this field if the supplier is a Non CCR supplier. The application automatically displays this field for CCR Suppliers at the supplier site level and you cannot edit it.
CCR Registration Indicator - This identifies whether the vendor is registered with CCR. The application automatically displays this field for CCR suppliers and you cannot edit it. This field does not display for Non CCR suppliers.
CCR Registration Status - This identifies the current status of vendor registration with CCR. CCR maintains a extract code as A (Active) and E (Expired). The application automatically displays this field for CCR suppliers and you cannot edit it. This field does not display for Non CCR suppliers.
CCR synchronized Date - This identifies the date the vendor record was last synchronized with CCR and is included in the PO during approval. The application automatically displays this field for CCR suppliers and you cannot edit it. This field does not display for Non CCR suppliers.
Debarred displays the Debarment Indicator. This could be Yes or No.
Debarment Start Date - this indicates the start date of supplier site Debarment.
Debarment End Date - this determines the end date of supplier site debarment.
Enter any Comments.
Click Create to create addresses. On the Create Address: Site Creation page that displays, select the Address Name. The Address Details Purpose, Supplier Name, and Supplier Number are displayed. Select the appropriate Operating Units, and select Override Default Site Attributes, if applicable. Click Apply.
Click the Key Purchasing Steps tab to 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.
Click the Key Payment Steps tab. The results table displays details of the Site Name, Operating Unit, Invoice Amount Limit, Invoice Tolerance, Invoice Match Option, Invoice Currency, Hold from Payment, Payment Hold Reason, Services Tolerance, Payment Currency, Payment Priority, Pay Group, Deduct Bank Charge from Payment, Terms, Terms Date Basis, Pay Date Basis, Retainage Rate (%), Always Take Discount, and Exclude Freight From Discount.
These pages contains all of the personal information about the supplier, their identity and their type of business. If you have implemented Oracle iSupplier Portal, you can give suppliers access to most of the profile details so that they can maintain the information for you. Any updates that the supplier provides are handled as change requests that require approval by an internal administrator.
See: Amendment Oracle CLM for Public Sector iSupplier Portal User Guide
Use the Company Profile Information to enter details about the following:
To enter organization details, complete the following steps:
Enter the Supplier Name. This is mandatory.
Enter the Supplier Number. This is mandatory.
Enter an Alternate Supplier Name.
Enter the SIC or Standard Industry Code.
Enter the National Insurance Number.
Select the Organization Type.
Search and select the Parent Supplier Name, if applicable. The Parent Supplier Number displays.
Enter the Customer Number. This is the number your supplier uses to identify your enterprise.
Select the One Time check box to indicate that you do not expect to do repeat business with the supplier.
Select the CCR check box to indicate that the Supplier is registered with the Central Contracting Registry (CCR).
Enter an Inactive Date, if required. This is the date from which the supplier or supplier site will no longer appear on a supplier list of values.
In the Global Details region, select the Context Value from the list.
In the Additional Information region, enter the Supplier Home Page and Trading Partner details, as applicable.
In the Organization region, enter the D-U-N-S Number, which is the unique nine-digit Dun & Bradstreet Number associated with the organization.
Search for and select the relevant Legal Structure associated with the organization.
Enter the Principal Name.
Enter the Year Established, Incorporation Year, and Control Year.
Enter the Mission Statement for the organization.
Enter the Chief Executive Name, Chief Executive Title, and Principal Title.
In the Total Employees region, enter the Organization Total and Corporate Total.
Select the Organization Total Type and Corporate Total Type to indicate if these totals are Actual or Estimated.
In the Tax and Financial Information region, enter the Taxpayer ID, which is the Supplier's Tax Identification Number (TIN).
Enter the Supplier's Tax Registration Number. The Supplier's VAT Number is displayed.
Select the Fiscal Year End from the list.
Select the Federal Agency check box to indicate that the supplier is a federal agency.
Enter the Analysis Year, Currency Preference, Annual Revenue and Potential Revenue.
In the Basic Information region, select the Context Value. Click Show Additional Basic Information or Hide Additional Basic Information as required.
In the Attachments region, search for and select an attachment to add. Alternatively, click Add Attachment to upload a local attachment or a document catalog.
To upload a local attachment, accept the default Desktop File/Text/URL from the Add menu. Give the attachment a title, description, and select a Category value to indicate its original source. Browse to the location of the attachment and select it, and click Apply.
To upload an attachment from the document catalog, select From Document Catalog from the Add menu, and search on the document title, or expand the search options to use additional search fields. Select the document, and click Apply.
To enter tax details, complete the following steps:
In the Income Tax region, enter the Taxpayer ID.
Select the appropriate Reporting check boxes. Select the Federal check box if the supplier is reportable to a federal taxing authority. Select the State check box if the supplier is reportable to a state taxing authority.
Select the Allow Withholding Tax check box to allow withholding taxes for the supplier and supplier site.
In the Default Controls area of the Transaction Tax region, select the Rounding Level and Rounding Rule to apply to all invoices and tax registration records of the supplier.
Select the Set Invoice Values as Tax Inclusive check box, as applicable.
In the Tax Registrations region, search for and select a tax registration based on criteria such as Default Reporting Country Name, Default Reporting Tax Registration Type, and Default Reporting Registration Number. From the results table, click Update to update existing tax registration details, or Remove to remove the tax registration details associated with the supplier. Alternatively, click the Create button to create new Tax Registration Details.
On the Create Tax Registration Details page that displays, select the Tax Regime Code from the list. This is a mandatory field.
Select the Tax, Tax Jurisdiction Code, Company Reporting Name, Tax Registration Type, Tax Registration Number, Tax Registration Status, Legal Registration Address, Tax Registration Reason, Source, Issuing Tax Authority, and the effective dates. Select the Set as Default Registration check box to set these tax registration details as the default for the supplier.
In the Invoice Controls region, select the Rounding Rule from the list, and select the Set Invoice Values as Tax Inclusive check box as applicable.
In the Associated Fiscal Classifications region, click Add Another Row to add a Fiscal Classification. Select the Fiscal Classification Type Code, Fiscal Classification Code, Fiscal Classification Name, and enter the Effective From Effective To dates. Click Remove to remove the row.
In the Supplier Sites region, click Create to create a new Supplier Site. On the Create Address: Site Creation page that displays, select the Address Name. The Address Details Purpose, Supplier Name, and Supplier Number are displayed. Select the appropriate Operating Units, and select Override Default Site Attributes, if applicable. Click Apply.
To add addresses, complete the following steps:
On the Address Book page, you can search for an address to update or remove. To create a new address, click Create.
On the Create Address: Confirm Details page, in the Address Details region, select the Country. This is mandatory.
Enter the Address Lines, City, County, State, and Postal Code.
Enter the Address Name. This is a mandatory field.
Enter the Global Location Number, Addressee, Geography Code Override , and select the Language, and Context Value.
In the Contact Details and Purpose region, select the Update to all new sites created for this address check box to use the contact details on all new sites you create for the address. Enter the Phone Area Code and Phone Number. Enter the Fax Area Code and Fax Number. Enter the Email Address and select the Address Purpose.
In the Business Classifications region, select the Applicable check box adjacent to the appropriate classifications, and select the Minority Type, if applicable. Enter the Certificate Number, Certifying Agency, and Expiration Date of the Classification. Click Apply.
Note: The Business Classifications entered at the Vendor Level default for the addresses. You can retain this or update it at address level. Any site that uses an address will have the business classification information defaulted and you can change it at site level for a given DUNS if required.
To add a contact directory, complete the following steps:
On the Contact Directory Page, click Create.
On the Create Contact page, select the Contact Title. Enter the First, Middle, and Last Names of the contact. Enter the Job Title, Department, Email Address, and Phone and Fax details of the contact. Enter an Inactive Date to make the contact inactive from the specified date.
Select the Create User Account for this Contact check box to create a user account for the new contact.
From the Addresses for Contact region, click Add Another Row to add an address for the contact. Click Apply.
Entering Business Classifications
To add business classifications, complete the following steps:
On the Business Classifications page, select the Applicable check box for all classifications you require, and select the Minority Type, if applicable. Enter the Certification Number, Certifying Agency, and Expiration Date of the certificate. Select the appropriate status from the list.
Click Save.
Note: Supplier level business classifications do not default on to addresses, during prospective supplier registration process. If you have already defined Business Classification information against a supplier at the supplier header level, then it automatically defaults on to any new address that is created for that supplier. Once Business Classification information is defaulted on to address level and is stored at address level, it cannot default again for existing addresses, from the supplier level. You must then make changes at the address level only. It is possible for two sites using the same address to have different business classifications.
To add products and services, complete the following steps:
On the Products and Services page, click Add to add a new product or service.
On the Add Products and Services page that displays, select the appropriate radio button to search for products and services, view the Sub-Categories, and select the Applicable check box to select the product or service. Click Apply.
To enter banking details, complete the following steps:
On the Banking Details page, select the Account Assignment Level from the list. You can choose from Supplier (default), Address, Address - Operating Unit, and Site.
In the Payment Details region, click Add to search, select, and add a bank account.
Click Create to create a new bank account.
On the Create Bank Account page, the Payee Name, Payee Site, Internal Organization, and Supplier Site Name display automatically.
Select the Country from the list. Select the Allow International Payments check box, if applicable.
In the Bank region, you can choose from an existing bank or branch, or add a new bank.
If you search for an Existing Bank, then you can search on the Bank Name or Branch Name. The Bank Number, and the Tax Payer ID display automatically. If you search on the Branch Name, the Branch Number, BIC, and the Branch Type display automatically.
If you select the Create New Bank option, then you must enter the Bank Name, Bank Number, and the Tax Payer ID. You can select the Branch Name, or opt to create a new branch. If you opt to create a new Branch, then, you must enter the Branch Name, the Branch Number, BIC, and the Branch Type.
In the Bank Account region of the Create Bank Account page, enter the Account Number. This is a mandatory field. Enter the Check Digits, IBAN, Account Name, and Currency. Click Apply.
As part of the supplier profile, you can update custom questionnaires that you can use to gather feedback from suppliers' surveys.
From the Surveys page, click the Update icon adjacent to the survey.
Make the necessary updates, and click Apply.
Use the Terms and Control pages provide access to all of the attributes that are used to control the business relationship you have with the supplier. These include:
To enter Accounting Information, complete the following steps:
On the Accounting page, select the Ledger, Site Status, Site Name, and Operating Unit and click Go to search for a supplier site.
The Liability tab displays the Liability Account and description for a supplier site's invoices.
The Prepayment tab displays the prepayment information for the supplier.
The Bills Payable tab includes details of future dated payments and the future dated payment account you want to use.
The Distribution Set. tab includes the default Distribution Set for all invoices entered for the supplier site.
Use the Tax and Reporting page to record supplier tax information to enable three defaults during invoice entry, and to provide tax reporting information.
Enter the Reporting Name. This is the tax reporting name for a supplier subject to United States Internal Revenue Service (IRS) income tax reporting requirements.
Enter the four character Name Control for federally reportable suppliers.
Enter the Verification Date. This is the date you received tax verification from the supplier.
Select the Organization Type from the list. This is the type of enterprise for this supplier.
Select the Allow Tax Applicability, Set for Self Assessment / Reverse Charge, and Allow Offset Taxes check boxes as applicable. Select the Tax Classification from the list.
Select the Tax Reporting Type Code from the list. The Data Type displays. Select the Reporting Code from the list. The Description displays. Enter the Effective From and Effective To dates. Click Remove to delete the information.
In the Supplier Site region, select the Income Tax Reporting Site check box if applicable. Click the Update Transaction Tax icon to make updates. Click Save.
Use the Purchasing page to enter purchasing defaults for your suppliers.
Select the All New Awards or the Create Debit Memo from RTS Transaction check boxes to define award holds, as applicable.
In the Search results table of the Supplier Sites region, the application displays the Site Name and the Operating Unit in the Purchasing tab. Select the Ship-To Location, Bill-To Location, and Ship Via values from the lists.
In the Self-Billing tab, the application displays the Site Name, Operating Unit, and Pay On date. Select the Alternate Pay Site, Invoice Summary Level, Create Debit Memo from RTS Transaction check box, Gapless Invoice Numbering check box as applicable. The Selling Company Identifier displays automatically.
In the Freight tab, the application displays the Site Name and Operating Unit. Select the FOB (Free-on-Board) code for the supplier. Select the Freight Terms, Transportation Arranged, and Country of Origin, as applicable. Click Save.
Use the Receiving page to enter receiving defaults for your suppliers.
Select the Enforce Ship-to Location. This determines whether the receiving location must be the same as the ship-to location:
Select the Receipt Routing. This is the default receipt routing that you assign to goods.
Select a value from the Match Approval Level list to perform online matching of invoices and original purchase orders.
Enter a value for the Quantity Received Tolerance. This is the maximum over-receipt tolerance percentage.
Select a value for the Quantity Received Exception. This determines how Oracle Purchasing handles receipts that exceed the Quantity Received Tolerance.
Enter the Days Early Receipt Allowed and Days Late Receipt Allowed to determine how Oracle Purchasing handles receipts that are earlier or later than the allowed number of days selected.
Select the Allow Substitute Receipts and Allow Unordered receipts check boxes as applicable.
Select a value for the Receipt Date Exception from the list and click Save.
Use the Payment Details page to specify the payment method and payment attributes associated with the supplier.
In the Payment Method region, select a default, if required, for the payment method. You can also enter an End Date if you require. Alternatively, click Add to add a new payment method.
In the Payment Attributes section, enter the Delivery Channel, Bank Instruction, Bank Instruction Details, Settlement Priority, and Payment Text Message in the Payment Delivery Attributes tab.
In the Payment Specifications tab, enter the Bank Charge Bearer, Payment Reason, Payment Reason Comments, and Payee-specified Payment Format. Select the Pay Each Document Alone, as applicable.
In the Separate Remittance Advice Delivery tab, select the Delivery Method, and enter the E-mail and Fax details. Click Save after entering the Supplier Site details.
Use the Relationship tab to maintain the relationship details of suppliers.
Search for and select a supplier.
In the results region, view the Supplier Site, Remit To Supplier Name, Remit To Supplier Site, From Date, To Date, Primary, and Additional Information. Click Update to update the details. Alternatively, click the Inactivate icon to inactivate the supplier details. Click Save.
Use the Invoice Management page to set the controls for holds on invoices.
Select the Invoice Currency.
Enter the Invoice Amount Limit.
Select the Invoice Match Option.
Select the appropriate Hold from Payment check boxes.
In the Invoice Payment Terms region, enter the Payment Currency, Payment Priority, Terms, Terms Date Basis, Pay Date Basis, and the Pay Group. Select the Always Take Discount, Exclude Freight From Discount, and Create Interest Invoice check boxes as applicable.
In the Supplier Sites region, search for the supplier site. You can see the Site Name and Operating Unit. Enter the Invoice Amount Limit, Invoice Tolerance, Invoice Match Option, Invoice Currency, Hold from Payment details, Payment Hold Reason, and Services Tolerance. Click Save.
A workload assignment consists of tasks (also called milestones) that the buyer needs to accomplish in the given timeframe. A workload assignment is created for pre-award activities, post-award activities and award administration activities. The Workload Administrator allots the requisition lines to the buyer for further processing. Thus, in an assignment, a buyer could create a solicitation, publish it, award it and approve the award. The buyer completes the assigned tasks (milestones) associated with the requisition lines within a given timeframe or does not. The workload assignment is then evaluated by the Workload Administrator as being completed on time or overdue.
If you have logged in using the CLM Workload Administrator responsibility, you will be able to see the Workload Assignment page in Buyer Work Center.
Only Workload Administrators can search for, view and update workload assignments for all buyers.
The search criteria provided for the Workload Administrator to find workload assignments are: Workload Assignment Number, Buyer, Status (Assigned, Cancelled Completed, Manually Completed, Suspended), Assignment Start Date. You can add another search criteria by selecting one of the values from the Add Another LOV and clicking Add. Select to display the search results that meet any criteria or all criteria from the radio buttons above. Enter search criteria values and click Go. The search results display in the region below.
The Actions column contains an Update (pencil) icon that enables you to update workload assignments that have a status of Assigned.
Click on the Update icon for a Assigned workload assignment, the Update Workload Assignment page displays. The top region of the Update Workload Assignment page enables you to view the general information of the page such as Assignment Milestone Template, Status, Buyer, Estimated Days, etc.
The Action region consists of the Action LOV that has the following values: Cancel, Manually Complete, Suspend. Enter a justification in the Reason field after you have selected an action from the Action LOV.
Cancel: Workload assignments that have a status of Assigned or Suspended can be cancelled. If you select Cancel, the status of the workload assignment at the top of the page displays as Cancelled and the requisition lines no longer remain assigned to any buyer. If all the requisition lines in an assignment are cancelled (via a PR amendment), the workload assignment is automatically cancelled. When a requisition line (which is a part of a workload assignment) is cancelled, it is automatically removed from the assignment.
Manually Complete: The Workload Administrator can manually complete an assignment even though some of the milestones are not yet completed. After this operation, the status of the workload assignment at the top of the page is Manually Completed. You can manually complete a workload assignment if the status is Assigned or Suspended.
Suspend: The workload assignment can be suspended if all the pre-award activities are on hold for the requisition lines assigned in the workload assigned. The time spent in the suspended state is not considered for procurement action time (PALT) calculations. You can suspend workload assignments that have a status of Assigned. If you select to suspend the workload assignment, the status at the top of the page displays as Suspended.
Resume: Only those workload assignments that have a status of Suspended can be resumed. When you select Resume from the Action LOV, the workload assignment status at the top of the page displays as Assigned.
Note: The workload assignment can be updated only when it’s status is Assigned or Suspended, not when it’s status is Cancelled or Manually Completed or Completed.
The Milestones region enables you to view milestones associated with this workload assignment. You can remove a milestone by clicking the Delete icon at each milestone row. Click Add Milestones to add one or more new milestones to the workload assignment. New milestones can be added to a workload assignment until the assignment is Completed or Manually Completed. If the workload assignment is Cancelled, new milestones cannot be added.
The Requisition Lines region displays all the requisition lines associated with this workload assignment.
The Action History region displays all the actions you have performed on this workload assignment. For example, if you have suspended a workload assignment and then resumed it later, the Action History region displays Suspend and Resume, along with the Workload Administrator name (Action By), Date and Reason.
Click Apply to save your work for this workload assignment. Otherwise click Cancel to discard your changes.
Click View Buyer Workload to see the buyer workload for all buyers. All buyers are displayed in the View Buyer Workload page, along with the number of assignments they have been given. All workload assignments are summed by currency for a given buyer and the total is displayed in each row for a buyer. Thus, a buyer may have more than one set of assignments associated to him, because the currencies vary for each set of workload assignments.
You can search for an individual buyer as well, by using the Buyer LOV and entering the buyer name in the Search window. The search results display workload assignment information only for that buyer.
To allot workload assignments to buyers, you need to navigate to the Requisitions page in Buyer Work Center. Please refer to the section Workload Assignments for more information.
Workload assignment functions are provided only to the Workload Administrator and other buyers do not have privileges to create workload assignments. This privilege is controlled by FND Functional Security.
For more information, please refer to the Oracle Contract Lifecycle Management for Public Sector Implementation Guide.
The concurrent program Compute Milestones Completion Date for Assignment updates the completion date for system defined milestones. This program can be scheduled on periodic basis to calculate the completion date of system milestones. User milestones can either be updated manually or a custom hook used along with this concurrent program is available to compute the completion date of user milestones.
You can create either FAR or non-FAR transaction data depending on the responsibility you log in with. The value of the profile option PO: CLM Enabled controls the user access for a given responsibility. If you need to create both FAR as well as non-FAR transactions, then you must have two different responsibilities (one to access FAR data and the other responsibility to access non-FAR data). For example, using a single user login, you can be assigned two responsibilities to create FAR and non-FAR purchases within the same operating unit.
If you require to create and use both FAR and non-FAR transactions, please refer to the following guides:
Oracle Purchasing User's Guide
Oracle Contract Lifecycle Management for Public Sector Purchasing User Guide (this guide)
Oracle Contract Lifecycle Management for Public Sector Implementation Guide.