Supplier Profile Management enables you to manage key profile details used to establish or maintain a business relationship with the buying company. This profile information includes address information, names of main contacts, user accounts (if you have the Supplier Profile and User Management responsibility), business classifications, banking details, and category information about the goods and services you are able to provide to the buyer. Buyer administrators review the details you provide and use them to update the appropriate records in the buyers’ purchasing transaction system.
You benefit from managing your profile yourself. Supplier Profile Management enables you to effectively represent yourself to the buying company and update your profile details as necessary, making important information accurate.
This section includes the following sections:
To have the information you enter in Supplier Profile Management processed in the system, log into the Oracle iSupplier Portal and access your profile. You can then enter information for your address book, contact directory, business classifications, products and services, or user accounts. The buyer administrator will review any changes to your profile and use this information to update their purchasing system.
Management of your company's profile information involves the use of two high-level pages. The General information page provides a quick, high-level display of information at the company level. You can use the General information page to add an attachment to your profile. Adding attachments enables you to upload documents pertinent to your relationship with the buying company or upload documents that the buying company may have specifically requested (for example, tax documents).
The Company Organization page allows you to navigate to other pages where you can add or update your actual profile information.
To access the General page, on the iSupplier Portal Home page, click the Admin tab.
To upload a local attachment:
Click Add Attachment.
To upload an attachment stored locally, 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.
Click Apply.
To upload an attachment from the buyer's document catalog:
Click Add Attachment.
Select From Document Catalog from the Add menu.
Search on the document title, or expand the search options to use additional search fields.
Select the document(s), and click Apply.
Use the Company Profile pages to define the detailed information about your company. Use the navigation bar on the left to access the different pages of the Company Profile.
The Organization page defines high-level details about your company. To access the Organization page, click Organization in the Company Profile navigation tree.
Once you have entered appropriate information, click Save.
Using the Payables responsibility ((N) Setup > Options > Payables Options) you can use the option to apply the withholding tax at Invoice Validation and Payment or both the Invoice Validation and Payment.
The option At Invoice Validation and Payment time has been included. You can select this option only if you selected the Use Withholding Tax box in the Withholding Tax region of Payables Options and selected the Apply Withholding Tax is selected option as the At Invoice Validation and Payment Time. Another option called At Withholding Application is added to the Create Withholding Invoice region.
In the Supplier/Supplier Site pages, there are two Lists of Values to display Invoice Withholding Tax Group and Payment Withholding Tax Group. At the Supplier level, the Allow withholding tax box in tax details tab of the supplier is editable at the irrespective of the payables option selected. At the supplier site level the Allow withholding tax box is displayed at the supplier site level but is editable only if Use Withholding tax box is enabled in the Payables Options of the operating unit to which the supplier site is attached and Allow Withholding tax box is selected at the supplier level.
Use the Address Book page to enter information about Supplier facilities, on your company sites. You can create and modify the multiple addresses used in transactions with the buying company (for example, purchasing locations, payment sites, and addresses for RFQs). You can provide a comment for each address entry to describe how it is used. For example, you can enter an address record and indicate the address for a location from which you can purchase goods or services.
After you enter address information, the application sends a notification of the changes to the buyer administrators. Buyer administrators must review the updates and decide how to use the details to update the purchasing system. Therefore, any changes you make may not display on the Supplier Home page for a few days.
To manage address book details:
To access the Address Book page, click Address Book in the Company Profile navigation tree.
The Address Book page displays the current addresses defined for your company. From this page you can
Delete an address by clicking the trash can icon.
Update an address by clicking the pencil icon.
Add a new address by clicking Create.
On the Create Address page, enter the appropriate information for the new address (required fields are marked with an asterisk).
Note: If Business Classification information is already captured against a supplier at the supplier header level, then it automatically defaults to any new address you create for that supplier. You can modify this information at the address level when creating or updating an address. However, this will not update the information already given at the supplier header level. Once the Business Classification information defaults to address level and is stored at address level, it cannot default again for existing addresses, from the supplier level. All changes have to be made at address level only.
When finished, click Save.
The Contact Directory lists the employees at your company who function as contacts between you and your buyer.
After entering the contact details, you can link the contacts to the appropriate address (described below). As people move within your organization, you can also revise the address details for a contact.
You can create multiple contacts and link each one to as many addresses as needed. Each contact must be unique based on first name, last name, and phone number. Contacts that are obsolete can be removed.
After you enter the information, buyer administrators are notified so they can review the details and use then to update their purchasing system. Therefore, your changes may not be promoted to the purchasing system for a few days.
Click Contact Directory under the Company Profile navigation tree. The system displays your current list of contacts.
On the Contact Directory page, you can
Delete a contact by clicking the trash can icon.
Update contact information by clicking the pencil icon.
View the inactive contacts by expanding the Contact Directory : Inactive Contacts region.
Manage address information for a contact by clicking the Addresses icon.
Use the Address Associations for Contact page to manage the addresses for a particular contact:
To remove an address for a contact, click the trashcan icon.
To add an address to a contact, click Add Another Row, search for the address, and click Save.
To create a new contact
On the Contact Directory Details page, click Create.
Enter the appropriate information for the contact. To create a temporary contact, use the pop-up calendar to identify and expiration date.
If you have the authority to create user accounts, the Create User Account for This Contact checkbox appears on this page. Clicking this checkbox displays additional fields for creating and authorizing users with access to iSupplier Portal..
To create a user account, grant the appropriate responsibilities and specify the appropriate user access restrictions to the new user. See the Oracle iSupplier Portal Implementation manual for details about defining user accounts.
Once you have specified your contact (and user account, if applicable) information, click Save.
Buying companies establish a list of business classifications they want to use to classify their supply base. In some regions, these classifications are required by government regulations.
You can claim classifications that are appropriate to your business and add any required classification details. Buyers can then audit your qualifications. Once you claim the appropriate classifications, buyer administrators are notified so they can review the details.
Designated supplier users will be notified when the re-certification date for supplier's business classification is due. This is for the re-certification of the business classification and is based on the Business Classification Re-Certification Notification Reminder Days profile option set by the system administrator.
You can define the relevant business type or socio-economic classifications for each vendor. The classification includes the two-character prefix ID for the Central Contracting Registry (CCR) code. The CCR is a central database containing basic business information where all vendors wishing to do business with the federal government under a FAR-based contract must be registered before being awarded a contract. As an administrator, you need to certify the classification, select if the classification is applicable, select the minority type, if applicable, the certificate number, certifying agency, and the expiration date and click Save.
To claim / re-certify business classifications:
On the Admin information page, click Business Classifications.
On the Business Classifications page, check Applicable check box for all classifications that apply to your company.
Note: It is possible that two sites, using the same address can have different business classifications.
Select the “I certify, that I have reviewed the classification below and they are current and accurate” check box.
Note: Even if this check box is not selected the business classification is recertified when you click Save.
Complete the remaining fields.
Click Save. The Business Classification is updated.
Buying companies define product and service category sets that they use to categorize their supply base. You can browse the list of goods and services and select all those that apply to your business. Buying companies can then use this information; some may use it to help generate supplier invitation lists for RFQs or for reporting.
You can browse the hierarchy tree and select a parent category or child categories. When a parent is selected, the buying company assumes that you can provide all the products or services in that category. After you select the product and services categories that apply to your business, buyer administrators are notified so they can review the details. You can update your selections at any time.
A supplier or supplier profile management administrator can search for a specific product or service from the Product & Services hierarchy. Supplier administrator can view the validation code corresponding to the respective product or service on the Add Products and Services page. Suppliers can view the search results with:
Products and Services codes along with Description.
List of Product and Services ordered by Description.
You can search for the products and services in the Prospective Supplier Registration: Additional Details page, Prospective Supplier Registration: Add Product and Services page, Supplier Profile Change Request page, and Product and Services Subcategories page.
To claim, or search for products and services:
On the Admin information page, click Product and Services.
On the Products and Services page, the system displays the list of categories with their codes, and approval status that have already been claimed by your company. (To browse child category details for any parent, click the view sub-category icon.)
Click Add. The Add Products and Services page displays.
In the Add Products and Service page, the supplier user can search for products and services with the Browse All Products & Services default option, or select the Search for Specific Product & Services option to enter the search criteria for code, description, or a combination of both and click Go.
You can view the search results for products and services ordered by description.
Select the Applicable check box. (Applicable check box is greyed out for products or services which are already selected as Applicable.)
Click Apply.
To view sub-category information about a product or service, click the view sub-categories icon. On the Add Products and Services page, click Applicable to apply a particular sub-category, and then click Apply.
To remove products or services:
On the Products and Services page, select a product or service.
Click Remove.
To simplify the process of capturing bank account related details and to improve data quality, you can create and maintain your own bank account details and assign these accounts to multiple addresses within your company. Buying companies can then access and approve these details for propagation into their payables systems.
You can create and maintain bank account details that you want the buying company to use when they make payments to you. The system captures all relevant information. Since bank accounts are defined for a particular bank, branch and account number, you have the ability to enter all this information when creating your account entries. When you enter your account information, the system validates for duplicate entries.
From time to time, buyers may request you respond to surveys. Surveys are used by the buying organizations to solicit information and input for use in improving relationships with suppliers.
To respond to a buyer survey:
From the iSupplier Portal Home page, click the Admin tab.
On the General page, click Surveys in the navigation tree on the left.
All surveys appropriate for you are listed in the table. To respond to a survey, click the pencil icon. The instructions on completing surveys vary from one to another.