Ship and Debit Requests

This chapter covers the following topics:


The sales user or requester creates a supplier ship and debit request for the distributor from the supplier ship and debit dashboard. A request can be for one or more products. You enter your new selling price as well as your retailer and end customer information. Alternatively, you can integrate with external systems to import request information for the creation, update, and copy of multiple ship and debit requests using the ship and debit public API. For more information on OZF_SDR_PUBLIC_API, see Creating Multiple Supplier Ship and Debit Requests, Oracle Supplier Ship and Debit Implementation Guide.

A request must be internally approved before any further action can be taken on the request. The sales user and the internal approver can be the same or different individuals in the same distributor organization. The approver approves the request and sends the request details for supplier approval either manually or using the XML Gateway. If the supplier approves, an accrual offer is created for approved lines. For rejected lines, you can create a new, internal ship and debit request.

As the distributor, you use the supplier ship and debit dashboard to create ship and debit requests and ship and debit batches, and view and track requests, batches, offers, budgets, and claims. The status of a request controls the flow from creation through approvals and offers to the closing of the request.

This section explains the process from creating to closing a supplier ship and debit request.

Creating a Supplier Ship and Debit Request

To create a supplier ship and debit request, perform the following steps.

  1. Log in using the Supplier Ship and Debit responsibility and navigate to Supplier Ship and Debit under Supplier Ship and Debit. From the Ship and Debit Overview page that functions as the supplier ship and debit dashboard, you can view requests, batches, and related information.

  2. Click Create Ship and Debit Request to create a new request.

  3. Select the Supplier accrual type. You can also create requests for Internal accrual. If you are creating an internal request, you must select a cost center used in claims accounting

  4. Select the operating unit for the offer.

  5. Select Bid Request, if you are creating this request for a specific customer or group of customers. You can then enter customer information and ensure that resultant offers apply only to these customers. If you are creating this request to make a bulk sale and move your inventory, then select Blanket Request. In this case, the offer that is created applies to all customers.

  6. Enter supplier name, contact, e-mail, phone number, and the response by date.

  7. Select your currency (request currency) and the currency of your customer (sales order currency). The offer is created in the sales order currency that you selected.

  8. Optionally, enter the supplier quote number that you use to track supplier approval and accruals, the internal order number for the sales booked against the offer that the supplier must know before approving the request, and the authorization number that the supplier sends you authorizing you to proceed with the sale against the offer.

  9. If the Request Only check box is selected you must manually apply the offer to an eligible sales order. Otherwise, the offer is automatically applied. Use the OZF: Request Based Ship and Debit profile option to set the default value for the check box. For more information, see Setting up Profile Options, Oracle Supplier Ship and Debit Implementation Guide.

  10. Enter the start and end dates of the request. The end date you enter is added to the grace days that you specified on the supplier's trade profile to derive the end date of the offer. The offer start date is the date on which you update the status of this request to Pending Offer Approval, see step 8 of Closing a Supplier Ship and Debit Request. For more information on the supplier trade profile, see Creating Ship and Debit Supplier Trade Profile, Oracle Supplier Ship and Debit Implementation Guide.

  11. Click Next to enter product and price information in the Price Request Details section. After you create this request, you can view these details in the Product tab of the Ship and Debit Request Details page. Product details include the vendor's product code if product mapping is defined, the list price of the product, competitor information, quantity that you intend to sell, the discount amount or percentage on the list price at which you want to sell, and the final selling price for which you are requesting authorization. The Vendor Approved check box is selected for products for which you receive authorization to sell at the requested final price. This enables offer creation for these products.

  12. If this is a bid request, enter the billing, shipping, and buying group details of your customer. If you have a specific end customer lined up for the sale, enter relevant information in the End Customer section. This information is used on the offer and is validated against the sales order.

  13. Use the Notes & Attachments tab to include remarks and attach documents.

  14. Click Apply to create and save this request. This opens the new draft request that you created in the Ship and Debit Request Details page with an outcome status of In Progress and the creator of the request displayed as the requester. The outcome status is used in reporting.

Closing a Supplier Ship and Debit Request

To close a supplier ship and debit request, perform the following steps.

  1. Navigate to the supplier ship and debit dashboard using the Supplier Ship and Debit responsibility. On the dashboard, search and select the request you created. For an internal draft request go directly to step 7 to change the status from Draft to Pending Offer Approval. For a supplier request, update the status of the request in the Ship and Debit Request Details page from Draft to Assigned and apply your changes.

    Note: If you have set up a default approver in Oracle Approval Management or for the OZF: Default Ship & Debit Request Approver profile option, a workflow notification to approve the request is sent to this approver.

  2. As the assignee, navigate to the supplier ship and debit dashboard and select the supplier request that needs your approval. On the Ship and Debit Request Details page, click Accept. The approver is displayed on the request as the assignee.The assignee can be the distributor's product manager who internally approves the request and subsequently interacts with the supplier for authorization.

  3. Update the status of the request to Pending Supplier Approval and apply your changes.

  4. Click Report and use the OZF: Ship & Debit Request Template to create a report of the request and e-mail this to the supplier for approval. Alternatively, you can send the information by the selected request communication method on the supplier trade profile. If the selected communication method is XML Gateway, the Pending Supplier Approval status automatically initiates the XML Gateway transaction and sends the XML message directly for supplier approval.

  5. Based on supplier response, update the status of the request to either Supplier Approved or Supplier Rejected and apply your changes. If approved, then go to step 7.

  6. If your supplier rejects the request and you decide to go ahead with the new prices, click Copy on the Ship and Debit Request Details page to create a new internal request from this supplier request. A new request number is generated. Enter your cost center and the start and end dates for this new request. The cost center is used in accounting. Select the components that you want to copy: product, customer, and end customer. Click Apply to create the new request.

    Note: An internal ship and debit request does not require internal or supplier approval but the offers created go through standard Oracle Channel Revenue Management approval the same as for approved supplier requests. .

  7. For a supplier request update the status from Supplier Approved to Pending Offer Approval. Similarly, update the status of a draft internal request. Apply your changes. This creates the offer and changes the status of the request to Active.

    Note: You can send a Supplier Approved request to the sales user for sales approval. This confirms the continued availability of the sales opportunity.

  8. You can view the offer details in the Offer tab of the Ship and Debit Request Details page. If you click on the Accrual Details icon, you can see that the offer is created on the default budget source for accrual offers. After the offer is created, you can update the Product section of the request with the approved amount and the maximum approved quantity on the offer.

  9. After sales are made against offers on supplier requests, you generate a supplier ship and debit batch for these requests and seek supplier approval. If the supplier approves the claim amounts, a claim is created for the batch. You can view this claim in the Claims tab of the Ship and Debit Request Details page. After the claim is settled, you can also view the settled amount and the difference between the claimed and settled amounts, if any. After sales are made for offers on internal requests, you can directly navigate to the Claims tab of the Ship and Debit Request Details page and click Create Accounting to settle the claim.

    For more information, see Generating a Supplier Ship and Debit Batch.

  10. After claim settlement, return to the Ship and Debit Request Details page to close the request.