The Office of Management and Budget (OMB) requires agencies to use information contained in SAM as the source for making payments to vendors, with certain exceptions. Current and potential government vendors are required to register in SAM to be awarded contracts by any federal agency. Vendors provide basic information relevant to procurement and financial transactions.
The SAM Data Transfer:
Processes the data from the extract file
Processes updates to DUNS numbers as specified by users
This process can be:
Generated as a single concurrent request
Generated as the first part of the SAM Extract File request set
Note: The SAM Data Transfer Report is always generated and contains information on the DUNS/DUNS+4 numbers imported.
The SAM Data Processing:
Processes mapping of DUNS/DUNS+4 to suppliers and supplier sites
Calls the APIs to create or update Oracle Payables including suppliers, sites, bank branches, and bank accounts associated with DUNS/DUNS+4 number
This process can be:
Generated as the second part of the SAM Extract File request set
Generated from the Payables Assignment window after mapping a DUNS/DUNS+4 number to a supplier and supplier site in Payables and designating which operating unit has access to the supplier sites.
Note: The SAM Data Processing Report is always generated and contains information on the DUNS/DUNS+4 number processed.
The SAM Extract File request set includes:
SAM Data Transfer
SAM Data Processing
The SAM Extract File request set enables users to process the daily file after it is downloaded, decompressed, declassified, and placed in the correct directory.
The SAM Vendors Search page enables users to do the following. These can be performed for multiple operating units.
Locate SAM vendors' records
View SAM information for a vendor
Add a new DUNS number to the E-Business Suite
Create or update Payables assignments for a DUNS/DUNS+4 number
Delete a DUNS number that has no Payables assignments
In the SAM Vendors pages, users can view:
General information
Goods and services
Financial information
When users add a new vendor, a new DUNS number is entered in the Add DUNS Number page as a placeholder record until the updates arrive from SAM.
In the Payables Assignments page, you can do the following:
Create new suppliers, supplier sites, and associated bank accounts for a new DUNS/DUNS+4 number
Assign an existing supplier site to a DUNS/DUNS+4 number
Note: Users cannot assign suppliers for DUNS+4 numbers.
The agency must have sensitive level access to SAM extracts to use this integration.
The SAM extract files must be downloaded, decompressed, declassified, and placed in an accessible directory before processing. The file name should not be changed but a .dat extension must be added.
Federal suppliers should be defined as Federal agency vendors in Payables.
The following federal options must be defined for each operating unit:
Default Bank
Default Bank Branch
Related Topics
Oracle U.S. Federal Financials Setup Steps,Oracle U.S. Federal Financials Implementation Guide
Note: The SAM Extract File request set includes the SAM Data Transfer and the SAM Data Processing processes. These processes generate two reports when the processes are run as a request set.
To process the SAM files:
Navigate to the Submit Request window.
In the Request Set field, select SAM Extract File Request Set.
Click in the Parameters field for SAM Data Transfer.
In the File Location field, select the network or file system path pointing to the directory where the extract file is stored.
In the File Name field, enter the extract file name as it appears with the .dat extension.
The Update Type field defaults to the value All.
To view SAM information for a vendor, navigate to the SAM Vendors Search page.
You can enter any combination of search criteria in one of these fields:
Operating Unit
DUNS Number
CAGE/NCAGE Code
Legal Business Name
Note: To create or update the Payables assignments for a DUNS/DUNS+4 number, return to the SAM Vendors Search page and click the Update Assignments icon. In the SAM Vendors Search page, no assignments exist if the Delete icon is enabled.
The following table describes selected fields on the SAM Vendors Search page.
| Field Name | Description |
|---|---|
| Operating Unit | Operating unit associated with the vendor. |
| DUNS Number | DUNS number/ navigates to the General Information page |
| DUNS+4 | DUNS+4 identifier |
| CAGE/NCAGE | Commercial and Government Entity (CAGE) Code is a five-character ID number that identifies companies that do or wish to do business with the federal government. Foreign vendors use the NCAGE Code which means NATO CAGE Code. |
| Legal Business Name | Vendor's legal business name |
| Registration Status | Indicates the vendor's registration status as defined in SAM |
| Update Assignments | Navigates to the Payables Assignments page. An enabled icon indicates that the DUNS number can be assigned to a Payables object or is already assigned to a Payables option. A disabled icon indicates the following: - no information for the DUNS number has been imported from the SAM; Unknown or Unregistered status - record is a DUNS+4 whose root DUNS is not yet assigned to a supplier |
| Delete | Deletes the record. A disabled icon indicates that the Payables assignment must be deleted in the Payables Assignments page before the record can be deleted or that the record is a root DUNS number with DUNS+4 numbers in E-Business Suite. |
The following table describes selected fields on the Payables Assignments Page.
| Field Name | Description |
|---|---|
| Supplier | Existing supplier; If blank, a new supplier will be created. |
| Operating Unit | Operating unit associated with a supplier site. |
| Main Address Site | Main address site of the SAM Vendor that can be used for tax reporting purposes. If users select Yes, this site is associated with the assigned supplier with the physical location address information from SAM. If users select no, a main address site is not created for the physical location address information. Only a payment site, using the remittance address information is created.
Note: This option is not available for a DUNS+4 number. |
| Apply | Initiates the SAM Data Processing process to create or update pay sites with SAM information. |