Understanding Supplier Registration
This chapter provides an overview of supplier registration and discusses how to:
Create suppliers.
Create supplier administrators.
Define data and processing access.
Understanding Supplier Registration
A supplier represents an entity providing goods or services to a buyer in PeopleSoft eSettlements. Each supplier must be registered in the system, and a valid agreement must exist before processing invoice transactions.
The system administrator first sets up a supplier administrator for each entity, and the supplier administrator, once created by the system administrator, is responsible for completing registration for his or her organization by specifying processing options specific to the organization. The supplier administrator can then create new user profiles for additional individuals.
At the setID level, email notifications are used by all suppliers having the same setID.
Instant messaging capability, when enabled, functions in PeopleSoft eSettlements when the instant messaging providers' systems are operational. When the supplier administrator enables instant messaging access, users for whom they enable the feature must install the public version of Yahoo! Messenger, Sametime Connect, or America Online (AOL) instant messenger on their desktops (if one is not already installed) and must have a user ID for the chosen instant messaging provider.
Note. If users enabled for instant messaging attempt to initiate a conversation and it fails because the chosen provider's network is down, users should contact the instant messaging provider for assistance.
The steps necessary to register suppliers depend on the model that you are implementing.
In the Buyer Direct model, you can create suppliers three ways:
Enable a batch of PeopleSoft Payables vendors as PeopleSoft eSettlements suppliers.
Note. Although you may have already run the processes to enable a batch of PeopleSoft Payables vendors as PeopleSoft eSettlements suppliers, you must still specify supplier system access (such as the instant messaging option) and reporting access, as well as add a logo. If you decide to use email notifications for this enabled vendor, first check to see whether the setID level is already set up. If it is not, then you must set it up for the setID for the vendor. If the setID level is already set up, you can override and specify the routings at the supplier location or agreement levels.
Enable an existing PeopleSoft Payables vendor by specifying registration information, such as email notifications and supplier logos.
Create a new supplier by defining all information, including address and bank information.
Note. If financial sanctions validation is required and the PeopleSoft Payables vendor you are enabling has a financial sanctions status of Review or Blocked, the system displays a warning message that the vendor selected is currently under financial sanctions review. You can proceed with creating the supplier. However, the system does not allow payments to suppliers with a financial sanctions status of Review or Blocked.
See Understanding Financial Sanctions Validation.
Business Service Provider Model
In the Business Service Provider model, you create suppliers one at a time, adding all necessary access and processing information.
See Also
Resolving Disputes Using Instant Messaging
Administering Self-Service Security and Creating New Users
Defining eSettlements Installation Options
Creating Suppliers
To create a supplier, use the following components:
Review Supplier Details - Inquiry (EM_SELLER_INQUIRY)
Review Supplier Details - Registration (EM_SELLER_REGISTER)
Define Supplier Notifications (EM_S_NOTIFY_SETID)
This section provides overviews of financial sanctions validation and supplier notifications, lists prerequisites, and discusses how to:
Create new suppliers.
Register suppliers.
Enter address information.
(Optional) Enter contact information.
Enter location information.
Enter bank information.
Specify supplier location notifications.
The system administrator creates supplier IDs that are used as identifiers when accessing transactions throughout the system. The setID value appears by default from the system administrator's preferences in the Buyer Direct model, or from the exchange host's preferences in the Business Service Provider model.
Understanding Financial Sanctions Validation
PeopleSoft eSettlements provides validation of your suppliers against financial sanctions lists (for example, the Specially Designated Nationals (SDN) list). The system validates suppliers against financial sanctions lists:
When you attempt to save the supplier.
This capability exists if you enable financial sanctions at the installation level, and select the SDN Validation at save check box on the Vendor Set Control page.
On a dynamic basis on the Review Supplier Details - Registration page.
This capability exists if you enable financial sanctions at the installation level, and do not select the SDN Validation at save check box on the Vendor Set Control page.
By running the Financial Sanctions Validation Application Engine process (AP_SDN_VAL).
You can schedule the Financial Sanctions Validation process to run on a predefined schedule using the Process Scheduler, or you can run it on an ad hoc basis.
Note. If you enable financial sanctions at the bank level, you need to run the Financial Sanctions Validation process to validate at the supplier level.
How the system validates your suppliers is dependant upon how you set up financial sanctions validation options. The system updates the supplier's financial sanctions status on the Vendor Information component (VNDR_ID). Access the Vendor Information component to change the financial sanctions status, if appropriate.
When you create a new supplier when financial sanctions validation is enabled, the system allows you to save the supplier if it has a financial sanctions status of Review or Blocked. However, the system does not allow payments to suppliers with a financial sanctions status of Review or Blocked.
Note. If financial sanctions validation is enabled, and you are using PeopleSoft Payables functionality, the system performs validations similar to those performed during the PeopleSoft Payables process.
Financial sanctions validation is discussed in detail in PeopleSoft Source to Settle Common Information PeopleBook, "Maintaining Vendor Information."
See Also
Understanding Financial Sanctions Validation
Understanding Payment Processing
Understanding Supplier Notifications
When setting up notifications at the supplier setID level, the system administrator defines the notification types and specifies the roles to route the email notifications. These values then default to the supplier location. The supplier administrator can then specify other roles, user IDs, or both for these notification types by overriding them at either the supplier location level or at the agreement level.
Note. If the user selected does not have access to the supplier, the user will not receive the email notifications. You enable business unit access on the user profile.
If a notification is internal, it means only the supplier roles as specified on the Role Configuration page, or the user IDs created referencing those supplier roles, receive the notification.
|
Type |
Internal or External |
|
Payment Create and Cancel |
Internal |
|
Invoice Extract – Supplier |
Internal |
|
Cash Collections |
External – Business Service Provider model only |
|
Invoice Load – No Errors |
Internal |
|
Invoice Load – Errors |
Internal |
Note. The Invoice Load - Errors notification type is sent when a buyer denies an invoice using the Self-Service Invoice feature.
PrerequisitesYou must set up vendor setID controls before you can use a setID. We discuss this setup in another PeopleBook.
See Also
Pages Used to Maintain Vendors
Pages Used to Create Suppliers|
Page Name |
Definition Name |
Navigation |
Usage |
|
EM_SELLER_ADD |
eSettlements, Supplier Information, Review Supplier Details, Create a New Supplier |
Begin creating a new supplier. |
|
|
EM_SELLER_REG_PG1 |
|
Enter supplier subscription, system access, payment extract, value-added tax (VAT) and business ID, and logo information. |
|
|
EM_SELLER_ADDR_LST |
Select the Addresses tab on the Review Supplier Details - Registration page. |
View established addresses. |
|
|
EM_SELLER_ADDR |
Click the Add a New Address button on the Review Supplier Details - Addresses page. |
Enter supplier address information. |
|
|
EM_SELLER_CNT_LST |
Select the Contacts tab on the Review Supplier Details - Registration page. |
View established contacts. |
|
|
EM_SELLER_CNTCTS |
Click the Add a New Contact button on the Review Supplier Details - Contacts page. |
Enter supplier contact information. |
|
|
EM_SELLER_LOC_LST |
Select the Locations tab on the Review Supplier Details - Registration page. |
View established locations. |
|
|
EM_SELLER_OPRTG_RL |
Click the Add a New Location button on the Locations page. |
Enter supplier location information. |
|
|
EM_SELLER_BANK |
Click the Update Bank Information link on the Maintain Locations - Location Information page. |
Define the bank accounts into which the supplier wants to have electronic payments deposited. |
|
|
EM_S_NOTIFY |
eSettlements, Administration, Define Supplier Notifications, Define Supplier Notifications - Define Notification Types |
Set up supplier email notifications. |
|
|
EM_LOCATION_NOTIFY |
Click the Notifications button on the Locations page. |
Set up supplier location email notifications. |
See Also
Administering Self-Service Security and Creating New Users
Creating New Suppliers
Access the Create a New Supplier page (eSettlements, Supplier Information, Review Supplier Details, Create a New Supplier).
You can create a new supplier or use an existing vendor to create a new user.
|
Create a New Supplier |
Select this option to establish a new supplier. Click the Continue button, enter the SetID and a unique Vendor ID, and click the Add button to access the Review Supplier Details - Registration page. |
|
Register an existing vendor as an eSettlements Supplier |
Select this option to establish a new supplier using an existing vendor. Click the Continue button and enter the Vendor ID or click the Search button to view a list of available vendors. Click the Vendor link to access the Review Supplier Details - Registration page. Note. If financial sanctions validation is enabled and the PeopleSoft Payables vendor has a financial sanctions status of Review or Blocked, the system displays a warning message that the vendor selected is currently under financial sanctions review. You can proceed with creating the supplier. However, the system does not allow payments to suppliers with a financial sanctions status of Review or Blocked. |
Registering Suppliers
Access the Review Supplier Details - Registration page (select a supplier registration option and enter a SetID and Supplier ID or Vendor ID and click Add on the Create a New Supplier page).
If you enable financial sanctions at the installation level, the system validates the supplier upon saving the supplier or on a dynamic basis by clicking the Financial Sanctions edit button. If you enable financial sanctions at the bank level, no validation occurs at the supplier level unless you run the Financial Sanctions Validation process.
When you create a new supplier when financial sanctions validation is enabled, the system allows you to save the supplier if it has a financial sanctions status of Review or Blocked. However, the system does not allow payments to suppliers with a financial sanctions status of Review or Blocked.
See Understanding Financial Sanctions Validation.
Supplier Subscription
Because the Supplier Name appears throughout the system, ensure that it is unique.
|
Financial Sanctions edit |
Click to validate the supplier against financial sanctions lists (for example, the SDN list). This button only appears if financial sanctions is enabled at the installation level, and the SDN Validation at save check box is not selected on the Vendor Set Control page. Also, this button only appears for suppliers with a financial sanctions status of Cleared or Valid. |
|
Attachments (0) |
Click this link to access the Attachments page and to attach documents to this supplier. |
|
Voucher Processing |
Select to enable the supplier's invoices to be loaded into the system. |
|
Reporting Access Allowed |
Select to subscribe to report processing. There is no PeopleSoft processing logic currently applied to this. This function is used for the Business Service Provider model, enabling the host to charge for subscription. |
|
Select to enable this supplier to use instant messaging to discuss payment installment dispute resolution with buyers. Note. Selecting this check box enables access to all the instant messaging vendors; there is no specific security for a given provider at the supplier level. However, there is access at the PeopleTools level, and users with an instant messaging ID from a given provider will have access only to that provider's network. For example, if a user has only an ID set up with Sametime, that user cannot view users that have only a Yahoo! ID. |
|
|
No Banner Management |
Select to prevent host-defined banners from appearing on each web page. |
|
Withholding |
Select this check box to enable withholding for this supplier. This check box is only visible if you select the Withholding check box on the eSettlements Installation Options page. |
Invoice and Payment Extract
These functions are described in the section in which we describe how to define buyer processing preferences.
See Creating Buyers.
VAT and Business ID Information
|
VAT Registration |
Select this check box if the supplier operates in a VAT country. |
VAT Registration Details
|
Country and VAT Registration ID |
Select a country and enter a VAT ID number. |
|
Add Additional VAT Information |
Click this button to enter another country and ID number. This link appears for existing addresses. |
Business ID Number
The information in this group box is optional.
|
ID Type and ID Number |
Associate the supplier with a reporting entity from the ID types available. If you do so, also enter the ID Number provided by the reporting entity. |
|
Add New ID Number |
Click this button to add additional numbers. |
Proposal Options
|
Expiration Days |
Enter the number of days beyond the creation date of the proposal or offer for the expiration date of the proposal or offer. For example: a proposal is created on August 13, 2009 and the Expiration Days parameter is set to 7 days, 7 days will be added to the creation date and the proposal expiration date will be set to August 20, 2009. These dates can later be overridden by the supplier or buyer if required. |
|
Payment Terms ID |
Select the payment terms to default into a new proposal or offer. You can add as many payment terms as needed to the grid, but you can only select one to default to the proposal. |
Click Add Logo to store a logo in the database and present it on the HTML invoice. Logos are optional.
Note. Supplier logo images must be in JPEG format.
|
Un-Register Supplier |
Click this button to unregister this supplier. This button will not be available if any invoices have been created for this supplier. |
Entering Address Information
Access the Maintain Addresses - Address Information page (select the Addresses tab on the Review Supplier Details - Registration page).
|
Description |
Enter a description and any other relevant address information. |
|
Country |
Enter the country for this address. Changing the country may change the appearance of the page. You may then need to select the Update this Address link on the page to enter the address fields. |
|
Add a Future Address |
Click this link to add future address information. |
Phone Information
You may add phone information, but it is not required.
|
Type |
Select the type of number, such as: Business, Campus, Cellular, FAX, Pager 1, or Telex. |
|
Add a New Phone Number |
Click this button to add additional supplier phone numbers. |
Note. You must establish at least one supplier address and corresponding payment terms before proceeding to the Review Supplier Details - Locations page. Doing so is also required in order to save the registration and create the new PeopleSoft eSettlements supplier.
(Optional) Entering Contact Information
Access the Maintain Contacts - Contact Information page (click the Add a New Contact button on the Review Supplier Details - Contacts page).
Contact Information
|
Description, Contact Name, and Email Address |
Enter information for this contact. |
|
URL (uniform resource locator) |
Enter a web address for this contact's organization. |
|
Address |
Select the location for this contact. The only locations that appear are those currently established for the supplier. If the supplier is new and no locations have been established yet, then none appear. |
|
Contact Type |
Select the most appropriate contact type, such as Accounts Payable, Billing Contact, or External Contact. |
Entering Location Information
Access the Maintain Locations - Location Information page (click the Add a New Location button on the Locations page).
Note. If locations are already set up, a description and current invoicing address appear on the Review Supplier Details - Locations page, along with a Notifications button. Click this button to view the setID-level default notification setup for the respective location. You can override the setID level setup on this page. If you want to override the setID-level notification setup for a new supplier location or a new effective-dated location, you must do so on this page.
Location and Location Details
|
Supplier Location and Description |
Enter a location, such as HEADQTRS (headquarters) or EAST, and a description of the location for this supplier. Note. Because PeopleSoft eSettlements displays the description you enter here throughout the system, ensure that the name is unique. |
|
Default Location |
Select this check box to define the current location as the supplier default. |
|
Currency Code |
Enter a currency code to use as the default currency on self-service invoices. |
|
Invoicing Address and Remitting Address |
Select an address for this supplier, such as Primary. Note. If the address established in the previous steps is the only address established for this supplier, it appears by default in the Invoicing Address and Remitting Address fields. |
Payment Terms and Remitting Options
Locations enable you to designate that payments be made to a supplier other than the primary supplier.
|
Payment Terms |
Select terms to govern transactions with this supplier, such as 10N, EOM, or Split. |
|
Update Bank Information |
Click to access the Supplier Bank Information - Maintain Supplier Banks page and enter bank details for this supplier location. |
|
Remit to Location |
Select this option to have payments made to the location that appear in the Remitting Address line. Note. The option text for this option reads Remit to This Location if you are setting up a new supplier and have not yet saved it. |
|
Remit to this Supplier but a different Location |
Select to have payments sent to an alternate location for this supplier. |
|
Remit to Location and Remitting Address |
Select a remit to location if you selected the Remit to this Supplier but a different Location option. The available choices are those that you previously established for this supplier. The associated remitting address appears. |
|
Remit to a different Supplier |
Select this option to have payments made to a different supplier. |
|
Remit Supplier |
Select the supplier to receive payments. |
|
Remit to Location and Remitting Address |
Select the location of the different supplier. The associated address appears. |
|
Global/1099 Withholding |
Click this link to access the Withholding Vendor page and define withholding information for this supplier. |
|
Attachments (0) |
Click this link to access the Attachments page and to attach documents to this location. |
|
Add Invoices |
Click this link to access the Attachments page and to attach invoices to this supplier. |
|
Update this Location |
Select this link to modify existing location details. |
|
Add a Future Location |
Select this link to specify a location that will take effect on a date that you designate. This link appears for existing locations. Note. If you select this link to set up a future location, you must specify a date in the Location effective as of field. |
Entering Bank Information
Access the Supplier Bank Information - Maintain Banks page (click the Update Bank Information link on the Maintain Locations - Location Information page).
Accessible Bank Accounts
|
Default |
Select to set the current information as the default bank for this supplier. |
|
Bank Name and Branch Name |
The values that you enter here appear in the payment file notification and on the HTML invoice. |
|
Country and Bank ID Qualifier |
Select the destination country code, which also determines the selection of available Bank ID Qualifier values. Then, specify a qualifier that determines which edit algorithm the system uses to check the bank ID number sequence. Enter one of each to identify the Bank ID and Bank Account Number field format. Note. You must enter this information in the system before you can transfer money to the account. |
|
IBAN Digit (international bank account number digit) |
Enter the two-numeral check digit code for the country and click View IBAN. If the DFI qualifier for the specified country is IBAN enabled and the system successfully validates the check digit, then the IBAN for this account appears. This field and the View IBAN button appear only if the IBAN Enterable field is not selected on the IBAN Formats page. Note. If transacting with the United Kingdom and the Netherlands, you must enter Swift ID in the DFI Qualifier field to validate the IBAN entry. See Understanding IBAN. |
|
BIC (bank identifier code) |
Enter a BIC code for this supplier bank. This code is based on the ISO standard (9362), which is the universal method used to identify the financial institutions that enable automated processing of payments. A BIC code is used to route cross-border and some domestic payments to a bank branch or payments center. SEPA requires the use of BIC and IBAN codes to uniquely identify the creditor's and debtor's banks and bank accounts in all Euro cross-border payments. It is imperative that the IBAN and BIC codes are correct to avoid repair fees that the bank charges due to processing errors, and to avoid delays in processing payments and collections due to the time-consuming correction of these errors. Once you enter a BIC code, the system validates the length and layout of the characters, and then validates the BIC country code against the country code set up for the bank branch. |
See Also
Specifying Supplier Location Notifications
Access the Define Supplier Location Notifications - Define Notification Types page or the Review Supplier Details - Define Notification Types page (click the Notifications link on the Location page).
Note. Because you establish setIDs at such a high level, the system administrator can specify only the roles to which to route notifications. Users can later override these routings at lower levels, such as at the supplier location and agreement levels.
Five possible notification types appear on this page:
Invoice Load - Errors
Invoice Load - No Errors
Payment Create and Cancel
(Business Service Provider model) Cash Collections
Invoice Extract - Supplier
Proposal Accepted
Proposal Denied
1099 Report
Note. There is also supplier notification override at the agreement level, however since a supplier can have multiple agreements with different buyers and this 1099 report only applies to the supplier, no override will be allowed at the agreement level.
The routings and definitions from the setID level appear here by default. Click the Specify Overrides button to change the routings or to add additional routings.
Before creating email notifications for each supplier location, you must have already created notifications at the setID level.
Note. In either model, at the setID level only the system administrator can enable and define routings. At the location level only the administrator can enable routings, and both the system administrator and the supplier administrator have the authority to define routings.
The default routings set up at the setID level appear on this page. You can override and specify different routings for each location. If the administrator has enabled routings, the supplier administrator can define roles or user IDs to receive notifications.
Each notification type contains common fields. If you elect to change the default routings, you must specify the values for each field.
As with roles, when specifying user IDs, those that appear are internal users. The exception is the Cash Collections notification. This notification, which is available only in the Business Service Provider model, allows you to select external users (users outside of the supplier's organization).
See Also
Specifying Buyer Notifications
Specifying Cash Collection Notification Parameters
Understanding Self-Service Security Administration
Creating Supplier Administrators
To create a supplier administrator, use the Review User Profiles component (EM_SELLER_SECURITY).
This section provides an overview of the supplier administrator role type and discusses how to create supplier administrators.
Understanding the Supplier Administrator Role TypeThe system administrator sets up user profiles and assigns suppliers to the local supplier administrator. Because user profiles define individual PeopleSoft users, profiles are linked to one or more role types.
Page Used to Create Supplier Administrators|
Page Name |
Definition Name |
Navigation |
Usage |
|
EM_SELLER_SECURITY |
eSettlements, Supplier Information, Review User Profiles, Review User Profiles - Supplier User Details |
The system administrator creates the supplier administrator profile. |
Creating Supplier Administrators
Access the Review User Profiles - Supplier User Details page (eSettlements, Supplier Information, Review User Profiles, Review User Profiles - Supplier User Details).
User Profile
|
Email Address |
Enter an email address for the supplier administrator notifications. |
|
Email User |
Select this check box so that the supplier administrator will receive emails. |
|
Language Code and Currency Code |
Enter a language and currency code for the supplier administrator. |
Instant Messaging IDs
|
Instant Messaging Domain and Instant Messenger ID |
Select AOL (America Online), SAMETIME, or YAHOO to designate the provider, and enter the ID of the supplier administrator. Do not append the @ symbol or the domain name of the messaging provider in the Instant Messenger ID field. |
Supplier User Roles
|
Role Name |
Select Supplier Administrator. This role name must be tied to the Supplier Administrator role type. |
Accessible Suppliers
Assign the Name of each supplier that this supplier administrator can access.
See Also
Understanding Permission Lists and Role Types
Administering Self-Service Security and Creating New Users
Defining Data and Processing Access
Once a supplier administrator is set up, you define a vendor ID and processing preferences for the supplier administrator user. The supplier administrator can subsequently assign its users access only to the vendors that you specify here.
To define data and processing access, use the User Preferences component (OPR_DEFAULT).
This section discusses how to:
Define supplier administrator processing preferences.
(Optional) Define processing authority.
Pages Used to Define Data and Processing Access|
Page Name |
Definition Name |
Navigation |
Usage |
|
OPR_DEF_TABLE_FS1 |
Set Up Financials/Supply Chain, Common Definitions, User Preferences, Define User Preferences, User Preferences Click Overall Preference. |
Specify the supplier administrator's default setID, as of date, and localization country. |
|
|
OPR_DEF_TABLE_AP1 |
Click the Procurement link on the User Preferences page. Click the Payables Online Vouchering link on the User Preferences - Procurement page. |
Enter an origin code to be used when creating online vouchers. |
|
|
VCHR_AUTHORITY_SEC |
Click the Security for Voucher Styles link on the Payables Online Vouchering page. |
Ensure that the Allow Regular Voucher check box is selected for the local supplier administrator user. |
|
|
OPR_DEF_TABLE_VND1 |
Click the Procurement link on the User Preferences page. Click the Vendor Processing Authority link on the User Preferences - Procurement page. |
Specify additional vendor processing authority. Because a supplier may want payments sent to an alternate remit to vendor, the local supplier administrator can use this page to create these locations. The host administrator can use this page to enable authorities. |
See Also
Defining Supplier Administrator Processing PreferencesAccess the User Preferences - Overall Preferences page (Set Up Financials/Supply Chain, Common Definitions, User Preferences, Define User Preferences, User Preferences).
Enable system access by specifying the default SetID, As of Date, and Localization Country.
(Optional) Defining Processing AuthorityAccess the Vendor Processing Authority page (click the Procurement link on the User Preferences page or click the Vendor Processing Authority link on the User Preferences - Procurement page).
To enable alternate location setup, select the Authority to Enter, Authority to Approve, and Authority to Inactivate check boxes.