2Manage Supplier Information

This chapter contains the following:

Supplier Administrators use the Suppliers Work Area Overview page to perform day-to-day supplier maintenance and administration activities.

The overview page provides the Supplier Administrator with the supplier information needed to carry out tasks ranging from routine maintenance, to event driven administrative responsibilities. In addition, the overview page contains reports that highlight supplier issues requiring attention and provides easy access to maintain and update supplier records. From the overview page, the Supplier Administrator can quickly get in touch with a contact for a supplier reported to require communication by accessing the Actions menu.

The Suppliers Work Area Overview page contains the following reports:

  • Incomplete Suppliers: Lists suppliers created in the past 30, 60 or 90 days with no active addresses or contacts. An active address is required to procure from a supplier. The Supplier Administrator should take action to complete required supplier setup for this list so that each supplier is transaction ready. This report also helps identify suppliers that must be set to inactivate, if the buying organization has decided not to do business with the supplier.

  • Expired and Expiring Business Classifications: Lists suppliers for whom one or more business classification certificates are about to expire or have expired. This report helps the Supplier Administrator keep supplier records that are in risk of losing their diversity status (which could impact the supplier relationship) current and accurate.

  • Suppliers Pending Review: Identifies suppliers needing additional internal review to make them transaction ready. The Review Type attribute indicates whether the supplier requires additional review. The predefined default for Review Type is Registration, to identify suppliers created through Registration. A supplier may register with minimal details and to make them transaction ready. It may be required to provide more complete information including Addresses, Contacts, Bank Accounts, Tax Registration details and so on. The Supplier Administrator can manually set the Review Type to another selected value to ensure that the supplier is marked for additional review and is included in this report.

  • Contact Change Requests Pending Approval: This report lists all contact change requests pending approval for both active and inactive suppliers. The report helps the Supplier Administrator identify the approval queue for contact change requests requiring review by the buying organization. This report is displayed only if Oracle Fusion Supplier Portal is implemented.

Manage Supplier Item Information

Your procurement organization can use an approved supplier list to track suppliers that are authorized to supply critical items and services. The data can be maintained for a particular procurement BU or a specific ship-to organization within a procurement BU.

Set up the approved supplier list based on how your organization approves and tracks authorized supply sources. Create list entries based on:

  • an item and a supplier

  • an item and a supplier site

  • a category and a supplier

  • a category and a supplier site

Each entry can have supplier-item or supplier-category ordering attributes specified on the procurement BU or ship-to organization levels.

You can use the Manage Approved Supplier List Entries task, in the Purchase Agreements and Purchase Orders work areas, to do the following:

  • Manage a list of suppliers, supplier sites, manufacturers or distributors that are either authorized for, or restricted from, supplying critical items or categories.

  • Define a supplier list entry to apply to a single ship-to organization, or across ship-to organizations serviced by a procurement BU.

  • Enable automated buying for purchase orders by specifying ordering requirements, such as minimum order amount, on an approved supplier list entry.

  • Maintain references to source agreement documents.

  • Set dates for periodic reviews of approved supplier list entries to verify supplier qualifications.

  • Maintain approved supplier list entries to reflect the current business status with suppliers.

You can use the Manage Agreements task, in the Purchase Agreements and Purchase Orders work areas, to do the following:

  • Create approved supplier list entries automatically from blanket agreements, to establish the supplier as an approved supply source.

An approved supplier list (ASL) entry controls what item or set of items can be procured from which suppliers (or restrict from procuring). You can create an ASL entry to match just how granular your organization wants to approve and track authorized supply sources. Each entry can have supplier-item or supplier-category ordering attributes specified on the procurement BU or ship-to organization levels.

Procurement BU

Procurement business units are responsible for procurement business function related activities including supplier management, contract negotiation and administration, order issuance and administration. Approved supplier list entries can be created at a procurement BU level or for a specific ship-to organization within a procurement BU.

Scope

Scope is primarily about what level in the buying organization you are tracking authorized suppliers. A scope of Global allows the ASL entry to be used or enforced by all ship-to organizations that roll up to the requisitioning BU or BUs for which the procurement BU is a service provider.

Scope also has to do with how you define multiple attribute sets for different ship-to organizations. When an approved supplier list entry is defined as Global, all ship-to organizations that roll up to the requisitioning BU or BUs for which the procurement BU is a service provider will reference the global attribute set. When an approved supplier list entry is defined as Ship-to Organization, you create an attribute set for one specific ship-to organization.

Ship-to Organization

As indicated above, the included ship-to organizations define the scope or domain of your approved supplier list entry. That is, the supplier relationship status maintained on the ASL is only applicable for orders which are for shipment to that specific ship-to organization. For global ASLs different ordering attribute sets can be defined for specific ship-to organizations.

Type

You can associate the supplier or supplier site to an item or a category for an approved supplier list entry by specifying the type. When an approved supplier list entry is defined as Item, you are associating the entry to a particular catalog item. When an approved supplier list entry is defined as Category, you are associating the entry to a particular procurement category. Using category type allows you to manage the supplier relationship for whole a set of items that roll up to the category.

Status

Status identifies whether the supplier is authorized to supply the item or set of items defined on the ASL. Another key point about status is that it determines whether purchase orders can be sourced and approved. These processing controls can be associated to the status in the Manage Approved Supplier List Statuses page.

Supplier-Item Attributes

You can define the following additional ordering attributes for each supplier-item combination:

  • Purchasing UOM

  • Country of Origin

  • Minimum Order Quantity

  • Fixed Lot Multiple

Source Documents

You can specify blanket purchase agreements and contract purchase agreements as source documents for an ASL entry. The application then automatically defaults source document information such as the buyer, supplier contact, and supplier item number, for the item or category during automated creation of requisition lines.

This example demonstrates how to create an approved supplier list entry for a category. This entry links a procurement category with a supplier to ensure orders are placed with authorized suppliers.

Your company, InFusion America, has had success ordering its desktop computers from Big Computers. As category manager you have decided to create an approved supplier list entry for this combination for shipments to the Seattle Manufacturing division. Use the following steps to create the entry for this category and supplier.

Creating an Approved Supplier List Entry

  1. In the Purchase Agreements work area, use the Create Agreement task to create a contract purchase agreement 1002362 for Big Computers.

  2. Use the Manage Approved Supplier List Entries task to open the page of the same name.

  3. Click the Create icon, or select the Create link from the Actions menu.

  4. On the Create Approved Supplier List Entry page, enter the information listed in the following table. Verify and accept the application entered values in the other fields as is.

    Field Data

    Scope

    Ship-to Organization

    Ship-to Organization

    Seattle Manufacturing

    Type

    Category

    Category

    Computers

    Supplier

    Big Computers

    Supplier Site

    Big Computers Main

    Status

    Approved

  5. In the Seattle Manufacturing: Source Documents region, click the Add icon, or select Add Row from the Actions menu, to create a new source document line.

  6. For this source document line, select Contract Purchase Agreement for the Type, and enter the contract purchase agreement number 1002362 for Agreement.

  7. Click Save and Close, then click OK on the confirmation message.

This example demonstrates how an approved supplier list entry for an item is created. This entry links a procurement catalog item with a supplier to ensure orders are placed with authorized suppliers.

Your company, InFusion America, has had success ordering its ergonomic keyboards from Advanced Network Devices. Your category manager has decided to create an approved supplier list entry for this combination for global use within the procurement BU and uses the following steps to create the entry for this item and supplier.

Creating an Approved Supplier List Entry

  1. She navigates to the Manage Approved Supplier List Entries page. For example, from the Purchase Agreements work area, select the Manage Approved Supplier List Entries task.

  2. She clicks the Create icon or selects the Create link from the Actions menu.

  3. On the Create Approved Supplier List Entry page, she enters the information listed in the following table. The application entered values in the other fields are verified and accepted as is.

    Field Data

    Item

    KB18761

    Supplier

    Advanced Network Devices

    Supplier Site

    FRESNO

    Status

    Approved

  4. In the Supplier-Item Attributes region she selects the Purchasing UOM field of the Global attribute line and enters "Case of 10".

  5. She then clicks the Add icon or selects Add Row from the Actions menu to create a new attribute row..

  6. For this attribute line she selects Boston Manufacturing for the Ship-to Organization and enters a Minimum Order Quantity of 5.

  7. She clicks Save and Close, then clicks OK on the confirmation message.

Manage Supplier Registrations

The Supplier Registration process is used by companies (and internal users on their behalf) to submit their registration request to become a supplier of the buying organization.

Suppliers can potentially enter into a business relationship with the buying organization through:

  • External supplier registrations

  • Internal supplier registrations

    • Internal supplier registration allows employees to request new suppliers through sourcing, suppliers work area, and through Self Service Procurement.

Regardless of how a supplier is introduced, the buying organization reviews the registration request using a collaborative review process and determines if it wants to consider this company as a new source of supply.

Supplier Registration Flow

Here is how the supplier registration process works:

  1. The buying organization makes a supplier registration URL available to potential suppliers.

    You can find the registration URL for each business relationship type on the Configure Procurement Business Function page, in the Prospective Supplier Registration and Spend Authorized Supplier Registration URL fields. To access the page, in Setup and Maintenance work area, go to the following:

    • Offering: Procurement

    • Functional Area: Procurement Foundation

    • Task: Configure Procurement Business Function

  2. The potential supplier or the internal user enters all required information and submits the registration request. Suppliers can save their in-process registrations if they need to gather requested information and return to submit the registration later.

  3. The buying organization receives a registration request, which goes through a collaborative review process. The Approval Management Service facilitates the approval routing of the registration. To maintain Registration approval rules, in Setup and Maintenance work area, go to the following:

    • Offering: Procurement

    • Functional Area: Approval Management

    • Task: Manage Supplier Registration Approvals

    • Task: Manage Internal Supplier Registration Approvals

    During the review process, the company name, information, and tax identifiers are verified against the existing supplier master to prevent duplicate suppliers from being created.

  4. Approvers who have the required privileges can edit the registration during approval.

    The default approvers for spend authorized suppliers are defined in the procurement agents table in the Manage Suppliers function for each specific Procurement BU. The approval routing looks for at least one active site within the Procurement BU and is then routed through a notification to users for that BU that can manage suppliers.

    Approval Actions

    • Approvers can approve or reject the approval request.

    • Requests can also be sent back for resubmission if more information is needed. When the request is resubmitted, the request is routed through the same review process.

  5. The outcome of the review is either approved or rejected. An email notification with the registration request outcome is sent to the user who submitted the supplier registration request and any contacts marked as administrative contacts on the registration.

    • Approved: Automatically starts a process to create a supplier record from the registration. If user accounts were requested for contacts on the registration, then user provisioning requests are sent to the identity management system for processing. If a prospective supplier is approved, then that supplier is available for transactions on sourcing and qualifications. If a spend authorized supplier is approved, then a spend authorization approval request is raised.

    • Rejected: Rejects the request and sends a notification to the requester.

The following figure shows the registration flow described previously. It shows the actions performed by:

  • Procurement Application Administrator

  • Potential Supplier

  • Supplier Administrator

  • Internal User

  • Supplier Administrator or Procurement Requester

Supplier registration process flow

Potential suppliers are presented with a set of pages that the user navigates through using the navigation buttons. A navigation train, which shows where the user is in the page flow, can also be used to navigate directly to a specific page since there is no dependency in what order the information must be entered.

The registration document contains the following:

  • Organization Details: Captures identifying information about the company as well as the name and email address of the person submitting the registration.

  • Contacts: Captures the contact details for those individuals that would be involved in supporting the customer relationship.

  • Contact User Account: Captures user account information for the contact.

  • Addresses: Captures the supplier addresses and the business functions performed at that address.

  • Business Classifications: Captures the certification details of any applicable supplier diversity classifications (for example, minority owned, small business, and so on).

  • Bank Accounts: Captures the bank account details where the company would like to receive payments.

  • Products and Services: Captures the details of the types of products and services supplied by the company.

  • Questionnaire: Captures responses to additional registration questions.

Supplier Registration Approval History

Approval history information is captured in the View Registration Request page for requests that have final approval disposition.

Supplier Model stores the following for supplier registration approval details:

  • Approval actions.

  • Users who took the approval actions.

  • Date the actions were taken.

  • Comments entered by approvers.

Manage Supplier User Role Usages

Supplier user registration requests are created in different ways. For example, suppliers can submit user registration requests directly from your external registration websites. You can create supplier user requests by creating contacts during the process of creating a new supplier. You can submit requests to create new suppliers and contacts from Oracle Fusion Sourcing.

Specifying Roles Available for Provisioning by Registration Request Source

On the Manage Supplier User Role Usages page, you can see all the roles available for provisioning to supplier users. For each role, there is a column named Default for Sourcing. If you select a role in this column, the role will be available for provisioning to requests for supplier users that originate from Oracle Sourcing. Job roles you select in the Default for Supplier Portal column are available for provisioning to requests that originate from any other source, such as internally when creating a new supplier definition, or externally when a supplier completes a registration form using one of your company's external registration web sites.

Note that you are specifying the set of roles that appears by default when you are later creating a user account for a supplier. This simplifies the process for creating user accounts because you can easily see the roles typically used to create user accounts and choose the roles appropriate to the user account you are creating. However, you are not restricted to only the roles identified here. You can still grant a role to a new user even if the role is not available from the Manage Supper User Role Usages page.

After the registration request is approved and the registration approval notifications are sent, the application automatically creates the supplier in the Supplier Master.

This list describes the Supplier creation process:

  • The supplier number is assigned from the next sequential number, maintained in Supplier Numbering setup.

  • If the newly created supplier has a business relationship of spend authorized, a separate spend authorization approval request is started upon creation of the supplier. This additional approval review ensures the supplier record is ready for transaction processing.

  • A supplier site is created for each address in the procurement BU for which the registration request was created. The address name provided in the registration request is used as the site name. The site purposes are derived from the address purposes.

  • A site assignment is automatically created for every client BU having both requisitioning and payables invoicing business functions that are serviced by the procurement BU for which the registration request was created. Site assignments are not created for sites with Site Purpose of Sourcing Only.

    If you do not want to have site assignments created automatically, you can deactivate this feature. In the Setup and Maintenance work area use the Configure Supplier Registration and Profile Change Request task in the Suppliers functional area. In the Configure Supplier Registration and Profile Change Request page, deselect the Autocreate site assignments for spend authorized suppliers check box.

  • User accounts requested for any contacts entered on the registration are sent to Oracle Fusion Identity Management for processing. After a user account is provisioned, a notification is sent to the contact containing the login details for access to the Oracle Fusion Supplier Portal application.

If any validation errors are encountered preventing the supplier record from being created the error details can be accessed from the Manage Supplier Registration Requests page. If supplier creation fails then this process takes place:

  • Supplier Creation Status on the registration is marked as Error.

  • A notification is sent.

    • Supplier Administrators that have access to the procurement BU for which the registration was created receive notifications for prospective suppliers.

    • Supplier Managers that have access to the procurement BU for which the registration was created receive notifications for spend authorized suppliers.

  • Supplier Administrators or Supplier Managers can view and fix errors by navigating to the Edit Supplier Registration Request page accessed from the notification, or from the Manage Supplier Registration Requests page.

  • Once the errors are fixed, the supplier is created and the Supplier Creation Status is marked as Completed.

  • In some cases the user may not want to proceed with creating the supplier, for example if the error is for a duplicate supplier that already exists. The user then has the option to cancel the supplier creation by clicking on Cancel Supplier Creation on the Edit Supplier Registration Request page.

Products and services categories can be captured as part of supplier profile which can be used to identify suppliers to invite to sourcing negotiations. The categories are presented in a tree-based products and services category hierarchy. The hierarchy is available for use in flows where supplier profile information is captured, including; supplier registration, internal supplier registration, supplier registration approval, and the supplier master where profiles are maintained by internal supplier administrators.

You can define and maintain the hierarchy in the Setup and maintenance work area, use the Manage Supplier Products and Services Category Hierarchy task in the Procurement offering and Suppliers functional area. The buying organization may, at times, decide to reorganize categories exposed to suppliers for selection due to internal reorganization or changes in the business.

Products and Services Categories

The buying organization can collect information about the products and services categories supplied by the company on the registration flow by enabling Products and Services using the Configure Supplier Registration flow. Prospective suppliers can select the categories they are capable of supplying during the registration flow. If the category manager is registering a company while creating or editing a negotiation, they can also select the applicable categories on the registration.

Once the registration is submitted, it goes through an approval process in the buying organization. If the registration is approved, the Products and Services Categories is maintained by the Supplier Administrators as a part of their supplier profile maintenance task. Supplier users are able to review their Products and Services Categories in Oracle Fusion Supplier Portal as part of their supplier profile information.

The following roles perform Products and Services Categories tasks:

  • Procurement Application Administrator: Manage Supplier Products and Services Category hierarchy

  • Prospective Supplier: Select Products and Services Categories during registration

  • Supplier Administrator (Approvers): Approve Products and Services Categories as part of supplier registration approval, maintain Products and Services Categories in supplier profile management

  • Category Manager: Select Products and Services Categories during internal supplier registration.

The figure below illustrates the tasks that use the Supplier Products and Services Categories and the roles that perform the tasks.

Products and services categories diagram

Searching on Products and Services

You can search for suppliers by the products and services they provide. You can identify the products and services provided when defining supplier profiles. This information enables you to obtain a list of suppliers that provide a particular product or service.

To search by products and services:

  1. On the Manage Suppliers page, click Advanced.

  2. When the page displays again, in the Advanced section, click the search icon for the Products and Services search field.

  3. On the Search and Select: Products and Services page, enter a full or partial initial value in the Category Name or Description search fields.

  4. Click Search.

  5. From the search results, highlight the category you want to search by and click OK.

  6. When you return to the Manage Suppliers page, the category name appears in the Products and Services search field.

  7. Click Search

  8. The search results page shows all suppliers that provide the product or service.

Approve Supplier Registration

Supplier Registration Approval: Explained

To support separate approval routing for the external supplier registration and internal supplier registration flows, there are two distinct approval tasks in AMX:

  • Manage Supplier Registration Approvals

  • Manage Internal Supplier Registration Approvals

Both the tasks are predefined with two stages:

  • First Stage Approvals

  • Second Stage Approvals

These stages are modeled as serial stages. All first stage approvals must be completed before the second stage approvals routing rules are executed.

Each stage includes three participants:

  • Parallel Approval First Responder Wins

  • Parallel Approval

  • Serial Approval

First Stage Approvals

The parallel approval first responder wins participant is predefined with two approval rule policies:

  • Route registration for prospective supplier to supplier administrator.

  • Route registration for spend authorized supplier to supplier manager.

Second Stage Approvals

The second stage allows for additional approval rules to be run as a distinct set after the first stage approvals are completed.

The following preconfigured components facilitate the supplier registration approvals setup:

  • Registration Approvals task

  • Stages

  • Participants

  • Seeded approval policy

To access the supplier registration approvals tasks, in the Setup and Maintenance work area, go to the following:

  • Offering: Procurement

  • Functional Area: Approval Management

Use the Task: Manage Supplier Registration Approvals to configure approval routing rules for registrations submitted by external users of companies interested in becoming a supplier.

Use the Task: Manage Internal Supplier Registration Approvals to configure approval routing rules for registrations submitted by internal users on the company's behalf.

The following figure shows the seeded supplier registration approval stages that are executed in Oracle Fusion Supplier Portal.

This figure shows the seeded supplier registration
approval stages. First stage approvals, and second stage approvals.

Approval rules configured in the seeded stages are executed in the following sequence:

  1. First stage approvals

  2. Second stage approvals (Only executed after all first stage approvals are completed.)

The following figure shows the first stage approvals.

This figure shows the first stage approvals.

The following figure shows the second stage approvals that are executed after all first stage approvals are completed.

This figure shows the second stage approvals.
Approval Stages

Approvals to review supplier registration requests happen in a flexible two-stage process.

Within each stage, there are three seeded rule-based participants. You can pick a routing type (Supervisory, Position, Job Level, Single User, and User-Defined Approval Groups) to configure the list of approvers entitled to receive the document for approval.

You do not need to use all of the seeded stages and participants. You can disable unused participants by selecting the unused participant on the Manage Approvals Task page and clicking the Disable button.

Disabled Rules or Participants will not be evaluated. For example, if the participant is already disabled, then no rules within that participant will be evaluated. The same applies for disabled rules.

First Stage Approvals

Based on your supplier registration approval requirements, choose which seeded participants should have approval rules configured since each participant has a different approval routing behavior.

The three seeded participants are:

  • Parallel Approval First Responder Wins

    All identified approvers receive a notification for approval in parallel. The first responder to approve or reject the request defines the outcome of all remaining approvers.

  • Parallel Approval

    All identified approvers receive a notification for approval in parallel. Approval is required from all approvers.

  • Serial Approval

    Approvals are routed in serial. The approval is completed sequentially from approver to approver.

Second Stage Approvals

Seeded participants are similar to those in the first stage with similar routing properties:

  • Parallel Approval First Responder Wins

    All identified approvers receive a notification for approval in parallel. The first responder to approve or reject the request defines the outcome of all remaining approvers.

  • Parallel Approval

    All identified approvers receive a notification for approval in parallel. Approval is required from all approvers.

  • Serial Approval

    Approvals are routed in Serial. The approval is completed sequentially from approver to approver.

Seeded Approval Policy

The following approval rules are seeded.

Approval rules are seeded in the first stage participant: Parallel Approval First Responder Wins. You can modify or delete the seeded rules.

  • If supplier registration has business relationship of Prospective, then route to supplier administrator.

  • If supplier registration has business relationship of Spend Authorized, then route to supplier managers.

Supplier Managers are derived from the users defined in procurement agents. All procurement agents with Manage Suppliers function for the BU that the registration was created will receive the approval notification.

Even if new rules are not configured, the seeded rule will execute unless it is deleted.

Note: You can, at any point of time, modify or delete the seeded rule.

When a registration request is submitted to the buying organization for approval, the approvers must complete the approval action. Only requests that are saved, but not yet submitted by the prospective supplier, can be deleted from the Manage Supplier Registration Requests page. The Delete action allows the removal of older registrations, such as those that may have been abandoned, for example.

Register Supplier

When you begin a business relationship with a supplier, the supplier usually has a provisional status. For a provisional supplier, the amount of information you need is typically minimal. You need more information for suppliers with whom you conduct financial transaction. The level of review and oversight needed for a potential supplier is also typically less than that required by a contracted supplier.

An efficient way of addressing the need for different levels of supplier information is to provide two statuses for the suppliers. The provisional status allows a restricted level of access to the application capabilities. The full status allows access to a more complete range of capabilities.

Prospective Suppliers

Suppliers can ask to be registered with the application either independently by accessing the buying company's registration web page, or they can be registered internally, for example, a category manager can request to register a new supplier when completing an invitation list for a new negotiation. In either case, the registration requests go to the supplier manager for review. Once the supplier manager approves the registration request, the supplier becomes a prospective supplier in the application. Prospective suppliers have a restricted level of access. They can participate in supplier qualification initiatives, and they can view and respond to negotiations. Prospective suppliers are identified within the application by an icon that indicates their prospective status.

Spend Authorized Suppliers

If the category manager decides to award business to a prospective supplier who responded to a negotiation, that supplier needs to be authorized in the application to conduct spend transactions with the buying organization before a purchase document can be created for that supplier. Spend authorization requires a more complete level of information about the supplier and is subject to approval by the supplier manager. Once the supplier is approved for spend operations, they have access to all the normal capabilities of the application.

Purchase Documents for Prospective Suppliers

Prospective suppliers are provisional suppliers that are newly registered with the application. These suppliers have not been authorized to conduct spend operations with the buying organization. You can award business to prospective suppliers, but before the award can be completed, any prospective suppliers must be spend authorized

When you complete your award decision, if any business has been awarded to prospective suppliers, the negotiation moves to Award Completion in Progress. The application sends a request to the supplier manager to authorize the supplier for spend operations. Once the supplier is spend authorized, an entry appears in the Recent Activity table in your workbench notifying you that the supplier is now spend authorized. Also, a notification is sent to the original requester of the spend authorization (note that if the supplier was already in the process of being authorized when you made your award decision, the application does not consider you the original authorization requester, and you won't receive this notification)

You must monitor your Recent Activity table to know when the spend authorization requests have been processed. Once all the prospective suppliers who have been awarded business for a negotiation are spend authorized, you can create the purchase documents for that negotiation.

If the authorization request is rejected, an entry shows up in your Recent Activity table and you receive a notification (if you are the originating requester). The status for the negotiation reverts back to its previous status, either Award in Progress or Award Approved.

Supplier registration descriptive flexfields allow you to capture additional attributes at the time of supplier registration.

Descriptive flexfield values that are provided during registration are saved in the supplier profile when the registration request is approved.

The Procurement Administrator can configure additional fields to be visible (in both the external and internal registration flows) in the following pages:

  1. Supplier registration pages:

    • Company Details

    • Contacts

    • Addresses

    • Review (External Registration only)

  2. Registration approval request notification

  3. Edit Supplier Registration

After defining and enabling descriptive flexfields, an Additional Information region is displayed on the page containing the new fields. You can move the new fields out of the Additional Information region and place them with other fields on the page using standard page configuration tools.

Details of the descriptive flexfield attributes and their corresponding types:

The following table shows the supplier registration entity where descriptive flexfields are available for setup, the name of the flexfield to configure, and the page or region name in which the flexfield would be placed.

Registration Entity Descriptive Flexfield Name to Configure Page or Region Name

Registration Header

POZ_SUPPLIERS

Company Details

Contact

HZ_PERSON_PROFILES

Create Contact window and Edit Contact window

Address

HZ_PARTY_SITE

Create Address window and Edit Address window

When suppliers are registered as, or promoted to spend authorized status, the application sends an email notification to all the supplier contacts with a valid email address. Use Setup and Maintenance to enable this functionality. You can define the content of this email to include important information for the supplier. Additionally, you can include country-specific attachments as well as general attachments to the email notification.

An automated email notification is sent to suppliers at the moment they are approved as spend authorized. This notification is triggered when a prospective supplier is promoted or when a spend authorization request for the supplier is approved. You can define the email notification content.

After you have configured and enabled the notification builder, it reduces any manual intervention required to communicate various business related policies to the supplier when they are approved for spend.

How You Define Notification Content

You can enter text for the subject and the body content of the email notification. After you enable the notification, the subject and body content fields become required fields. Rich text support for the email body content allows you to flexibly format and display the content, for example, by highlighting important information, such as links to important websites.

How You Add Attachments

You can also upload documents which are added as attachments to the notification. Such attachments could include, for example, a welcome letter or policy explanations. In the Notification Documents table, there is a predefined entry labeled Global. You can use this category to contain documents that are sent to suppliers that do not have either a Taxpayer Country value or a Tax Registration Country value defined in the supplier definition. When determining the destination for the notification, the application checks first if the supplier has a Taxpayer Country defined, and if so, the notification is sent to that location. If there is no Taxpayer Country defined, the application uses the value for Tax Registration Country as the location. If the supplier definition has no value for either Taxpayer Country or Tax Registration Country, it attaches any documents defined as global in the Notification Documents table.

Configure the Notification Generator

Use Setup and Maintenance to configure the notification generator. You must have the Procurement Application Administrator job role to configure the generator.

  1. In the Setup and Maintenance work area, go to the following:

    • Offering: Procurement

    • Functional Area: Suppliers

    • Task: Configure New Supplier Notification

  2. Click the link for the Configure New Supplier Notification task.

  3. On the Configure New Supplier Notification page, in the Notification Content section, you can enter the text for the

    • Subject line text

    • Body text

  4. In the Notification Documents section, you can add attachments. Attachments can be global or country-specific. Global attachments are added to all notifications. Country-specific attachments are added depending on the Supplier location.

  5. When you are finished entering text and uploading attachment documents, select the Enable notification option.

  6. Click Save and Close.

Only registration requests in pending approval status can be edited. The user must be the current approver and have the Supplier Registration Management Duty (Edit Supplier Registration Request privilege), or the Supplier Profile Management Duty (Access Supplier Work Area Overview privilege) to edit the registration.

The Approval action can be performed only through the approval request notification, accessed in the Worklist application. The Manage Supplier Registration Requests page allows you to search for any registration, monitor the pending registrations, view all registration data, including approval history and follow up on the aging registrations.

How can I configure the company name used in supplier user notifications?

Supplier user notification definitions use a placeholder for the enterprise name. When a supplier user notification is sent, the placeholder is replaced with the Enterprise Name field as defined in the enterprise structure in Oracle HCM Cloud. The Enterprise Name is defined when the application is initially set up and deployed.

When you click on Save for Later, a notification is sent to the email address that was entered in the Your Contact Information region on the Company Details page. The email notification includes the URL to be used for returning to the registration.

Manage Supplier Profiles

The Suppliers Work Area Overview page is the home page to perform day-to-day supplier maintenance and administration activities.

The overview page provides visibility to supplier information in order to carry out tasks ranging from routine maintenance, to event driven administrative responsibilities. In addition, the overview page contains reports that highlight supplier issues requiring attention and provides easy access to maintain and update supplier records.

The overview page is available to the Supplier Administrator and Supplier Manager.

Supplier Administrator

The supplier administrator role is responsible for:

  • Maintaining existing suppliers.

  • Reviewing and approving profile change requests.

  • Reviewing and setting up supplier profiles to be ready for spend transactions.

  • Registering new suppliers needed for purchasing that will be reviewed and approved by the supplier manager.

Supplier Manager

The supplier manager is responsible for:

  • Controlling the addition of new suppliers.

  • Completing and approving prospective supplier profiles to be ready for spend.

  • Creating supplier records for procurement.

Work Area Overview Page

The Suppliers Work Area Overview page contains the following reports:

The table below shows the information on the Supplier Work Area Overview page.

Region Summary Supplier Manager View Supplier Administrator View

Supplier Spend Authorization Requests

Identifies the status of suppliers with a request for spend authorization as pending approval or rejected. Supplier Managers can follow up on pending approvals or review reasons for rejection and decide on a course of action. For example, you can make changes to the rejected supplier and resubmit the request.

Yes

Yes

Expired and Expiring Business Classifications

Identifies suppliers for whom business classification certificates are about to expire or have expired. You can maintain supplier records that are at risk of losing their diversity status which could impact the supplier relationship.

Yes

Yes

Supplier Profile Change Requests Pending Approval

Identifies all profile change requests pending approval. Here, you can identify the approval queue for profile change requests that need review by the buying organization. This report is only displayed if Oracle Fusion Supplier Portal is implemented.

Yes

Yes

Suppliers with Incomplete Setup

Identifies suppliers that are missing important profile information. From here, suppliers can be inactivated if it is determined the supplier was created erroneously.

Yes

Yes

A supplier is modeled as a global entity. It is not created within a business unit or any other organizational context. A procurement business unit establishes a relationship with a supplier through the creation of a site which maintains internal controls for how procure to pay transactions are executed with the supplier. The other entities of the supplier profile capture mostly external information that is provided by the supplier, such as tax identifiers, addresses, contact information, and so on.

The following figure shows a typical supplier definition and all its possible attributes. It also shows the connections between all the parts. For each supplier, there are four groups of attributes:

  • Addresses

  • Sites

  • Contacts

  • Miscellaneous information

Address attributes include:

  • Contacts - supplier personnel associated with that address

  • Bank accounts - any bank accounts associated with that address

  • Tax registrations - any tax information for that address

  • Sites - any business function associated with that site

  • Descriptive flexfields - any descriptive flexfields used with addresses

Site attributes include:

  • Transaction controls - any controls on the business functions conducted at that site

  • Bank accounts - any bank accounts associated with the site

  • Site assignments - which business units use the site

  • Descriptive flexfields - any descriptive flexfields used with sites

Contact attributes include:

  • Contact address - the address associated with the contact

  • User account - the contact's user account with the application

  • Descriptive flexfields - any descriptive flexfields used with contacts

Miscellaneous attributes can include:

  • Bank accounts

  • Tax registrations

  • Products and Services provided by this supplier

  • Business classifications applied to this supplier

  • Any descriptive flexfields used with suppliers

Organization chart for profile entities

Tax Registrations and Bank Accounts

Tax registrations and bank accounts, which include additional payment processing controls, can be defined at different levels of the supplier profile, providing more flexibility in conducting business with the supplier. These levels are described below, including additional relational aspects between entities.

  1. Tax registrations can be created and maintained at three levels: supplier, address, and site.

  2. Bank accounts can be created and maintained at three levels: supplier, address, and site.

  3. A site must be associated with exactly one address. Multiple sites can be created for the same address. This approach is commonly used when more than one procurement business unit sources from the same supplier. You can create a site at the same time you create an address, instead of navigating to the Sites tab to create the site, after the address is created.

  4. Address Contacts and Contact Addresses represent two ways an association can be made between a supplier address and supplier contact. This association can be established when performing maintenance in either entity. One address can be associated to one or more contacts, and one contact can be associated to one or more addresses. Additionally, when a contact is associated with an address, it is implicitly associated with all sites using the address. This establishes the concept of a Site Contact. Some transactions, such as purchasing documents, allow for a Site Contact to be selected on the transaction.

Prospective Suppliers

Buying organizations may engage with suppliers as prospective business partners. This prevents them from engaging in any contractual obligation, such as through a purchase order, or agreement. The prospective supplier can be invited only to participate in sourcing negotiations, or a supplier qualification process. If the prospective supplier is awarded business, the business relationship then changes to spend authorized. The buying organization can commit financially only to a spend authorized supplier.

Supplier Business Relationship Status

Suppliers are identified based on two types of business relationship status:

  • Prospective: Allows the supplier to participate in sourcing negotiations and supplier qualifications, but does not allow the supplier to be available for ordering and invoicing. The site profile entity as shown in the diagram above is not visible for prospective suppliers.

  • Spend Authorized: Indicates that the supplier is ready for ordering and invoicing. A request is initiated for a supplier to become spend authorized in one of the following ways:

    • You request the prospective supplier to be promoted to spend authorized from the supplier record.

    • The prospective supplier is awarded negotiation.

    • A supplier with intention of a spend authorized business relationship is created from an approved registration request.

Searching for Suppliers: Explained

For many procurement activities, you must identify the suppliers with whom you want to deal. Depending on the procurement task you are performing, you use different pages:

  • If you are on the Suppliers work area, you can use the Quick Search feature, available by clicking Search: Suppliers(magnifying glass icon).

  • Also on the Suppliers work area, you can perform searches from within the various information regions.

  • If you are working with supplier profiles, you use the Search region of the Manage Suppliers page.

  • If you are creating a Sourcing negotiation, you use the Suppliers: Add Suppliers page to invite suppliers to your negotiation.

  • If you are creating a Supplier Qualification initiative, you use the Overview: Add Suppliers page.

These pages each provide you with a flexible tool for conducting detailed searches using supplier attributes.

Keywords Search (Quick Search and Basic Search)

On the Manage Suppliers page or the Quick Search page, enter full or partial search values values into the Keywords field. The application searches for a match between the value you enter and either the supplier name, alternate name, parent supplier name, supplier number, or D-U-N-S number. Additionally, if you are performing a Quick Search, the application suggests possible matches as you type a search value.

Using Keywords Search

Keyword search allows you to navigate to a supplier profile directly when you know which supplier you need to access. Use the Manage Suppliers page to look up suppliers using a keyword search if you know the supplier name, or know part of the name.

The application searches for matches in the following supplier profile attributes:

  • Supplier name

  • Alternate name

  • Parent supplier name

  • Supplier number

  • D-U-N-S number

If you enter a partial search value, the application returns all entries that contain the value anywhere in the entry name/number. If you enter a search value of "corp", for example, the application would match on and return all of:

  • Corporate Relocation Services

  • Acme Corporation

  • News Feed Corp

You can use partial matching to retrieve a group of suppliers that have similar naming attributes. When using Quick Search, if you enter a partial search value, autosuggest displays possible search values.

Basic Search

The basic search functionality is available on the Manage Suppliers page and uses keywords to quickly identify a single supplier or group of suppliers who match the search values you enter. You can use one or more than one search fields to narrow your search when targeting a particular supplier.

Advanced Search

While on any search page, click Advanced Search to use multiple search fields to perform a more specific search based on supplier attributes. All of the search fields on the advanced search page are selectively required (instead of being always required). You can choose only fields you want to search on, although you must enter a search value in at least one search field.

Note that you can search on the products and services that a suppliers provides. You can enter the name of a category, for example, Office Supplies. If you do not know the exact name, you can click the search icon at the end of the search value field. On the Search and Select: Products and Services page, you can enter a full or partial search value in the Category Name or the Description field and click Search. When the search results appear, you can highlight an entry and click OK. When you return to the Manage Suppliers page, the value you chose appears in the Products and Services search field. You can click Search to generate a list of suppliers who provide that product or service.

When using advanced search, use the Add Fields button to display a list of additional search fields. You can select one or more search fields, add them to the search panel and enter values to search on.

Generating Reports

Download and print search results from any type of search by selecting Export to Excel from the Actions menu. Use multiple search fields with the Advanced Search to isolate groups of suppliers that share attributes and then export the results and print from Excel. This way, you can use the advanced search for light-weight reporting.

Searching within a Work Area Region

On the Suppliers work area, you can control the information displayed in a particular region by selecting a tab for the information type and a time span value (for example, Expiring: Next 90 days, or Created: Last 30 days) to control the content of the results. Once the search results appear, you can generate a spreadsheet containing the information by selecting Export to Excel from the region Actions menu.

For requests for spend authorization, you can click the request link to drill down into details of the request. If the request was rejected, you can see the reject reason among other information.

You can see information on expired and expiring business classifications for a particular supplier.

For incomplete supplier profiles, you have several choices about what kind of information you view. For supplier profiles that have no addresses or contacts, you can click the appropriately labeled tab. For profiles that have no administrative contacts or tax identifiers, you can click the supplier link to view the Edit Supplier page, where you can update the profile information as needed.

For outstanding profile change requests that require approval, you can view the request and the supplier information.

Scenarios

Scenario One - Lucy Noh, the supplier quality manager for her company, wants to identify all suppliers with an assessment of Excellent for the assessment New Suppliers - Fiscal Year 2017. From the task panel drawer, she clicks the Research Suppliers link. On the Research Suppliers page, she enters the assessment name and selects the outcome status of Excellent and clicks Search.

Scenario Two - John Patel has been asked by his manager to generate some reports on their suppliers. One particular request is for all suppliers that are certified to transport chemicals within the state. When the search results appear, he clicks the Actions menu and selects the option Export to Excel. He saves the Excel output and prints it for his manager.

Scenario Three - Mike Yamagato, a category manager, is creating a negotiation to purchase new hardware for a new office his company is opening. He wants to identify all the suppliers that sell computer hardware. There is a short time frame for this purchase, so he wants to restrict the search to only suppliers that already have a business relationship of spend authorized. He selects the category value Miscellaneous Hardware and selects the business relationship of spend authorized. He selects all of the suppliers resulting from the search and adds them to the negotiation document.

Scenario Four - Jason Wilde is tracking down information on an invoice from a particular supplier. To answer the question, he needs to know the address of one of the supplier's distribution sites. Jason knows that this transaction occurred over 12 months ago, and since then the supplier has changed names due to an acquisition. However, the suppler number did not change, so on the Overview page, he clicks the Search: Suppliers icon to perform a quick search and enters the supplier number into the Keywords search field. When the supplier information appears, Jason can look up the site address.

Manage Supplier User Roles

You can use the Manage Supplier User Roles page to specify which roles the Self Service Administrator can provision to other supplier users. You can also specify which roles make up the default role sets for new Supplier Portal and Sourcing users.

Note: A Self Service Administrator cannot provision roles for which they are not granted.

Provisioning roles for use when defining supplier contacts or users:

  1. Navigate to the Manage User Roles task and click the Go to Task icon.

  2. Provision Supplier Administrative Roles by checking the appropriate check box in the Allow Supplier to Provision column.

  3. Define the default roles for Supplier Portal by checking the appropriate default role check box.

    For example, for Supplier Portal, the following should be checked as default roles:

    • Supplier Accounts Receivable Specialist

    • Supplier Customer Service Representative

    • Supplier Demand Planner

    • Supplier Sales Representative

  4. Define the default roles for Sourcing by checking the appropriate default role check box.

    For example, for Sourcing, the following should be checked as the default roles:

    • Supplier Bidder

    • Supplier Demand Planner

    • Supplier Sales Representative

  5. Click Save and Close.

The following simple examples illustrate selecting and managing roles for supplier user provisioning.

Select Roles for Supplier User Provisioning:

Vision Corporation decides to expand their Supplier Portal work area deployment and allow supplier customer service representatives to access orders and agreements.

The IT security manager navigates to the Setup and Maintenance work area and uses the Manage Supplier User Roles task in the Procurement offering and Supplier Portal functional area. They search for the supplier job role Supplier Customer Service Representative, and add the role to the table.

The Procurement Application Administrator then navigates to the Setup and Maintenance work area and uses the Manage Supplier User Role Usages task in the Procurement offering and Supplier Portal functional area. For the Supplier Customer Service Representative role, they select the following option: Default for Supplier Portal.

Manage Default Roles for Supplier Users and Supplier Bidders:

Vision Corporation decides the Supplier Sales Representative role should not be marked as a default role for the Supplier Portal work area. The Procurement Application Administrator navigates to the Manage Supplier User Role Usages task. They ensure the Default for Supplier Portal option is not selected for that role.

Vision Corporation also recently implemented Oracle Fusion Sourcing. They must provision the Supplier Bidder role to suppliers invited to sourcing events. The IT Security Manager navigates to the Manage Supplier User Roles page. They add the Supplier Bidder role to the table. For the newly added role, they select the Default for Sourcing option.

To configure the supplier registration and self service supplier profile change request approval requirements, in the Setup and Maintenance work area, go to Offering: Procurement, Functional Area: Suppliers, and Task: Configure Supplier Registration and Profile Change Request.

Supplier Registration

You can configure the supplier registration process based on the expected supplier business relationship of a supplier.

You can define two separate registration flows based on the intended business relationship.

  • Spend Authorized Supplier requests: Companies already identified for a procurement need are directed by the buying organization to the spend authorized registration flow. The flow captures more rigorous profile information needed before agreements, orders, and invoices can be transacted. For example, a spend authorized company registering can be required to provide bank account information.

  • Prospective Supplier requests: Unknown companies are presented with the prospective supplier flow. They must only provide minimal profile information to participate in the sourcing and supplier qualification activities.

Possible profile components that you can include during a registration flow include:

  • Organization Details: Basic supplier information including the supplier name.

  • Contacts: Supplier contact information.

  • Contact User Account: User accounts control privileges for Supplier Portal contacts.

  • Addresses: Company addresses including associated contacts.

  • Business Classifications: Supplier certifications important to the buying organization such as supplier diversity programs.

  • Bank Accounts: Supplier banking information.

  • Products and Services: Identifies what categories of products and services are provided by the supplier.

  • Qualifications Questionnaire: Additional questions for suppliers.

When you configure the two supplier registration flows you identify which profile attributes the supplier sees. Also you can specify whether the supplier must enter a value for the attribute.

  • Enabled: The attribute is displayed to the supplier, but the supplier is not required to enter information.

  • Required: The supplier must supply information for this attribute.

Note: Your supplier registration configuration applies to suppliers from all registration sources.

Default Business Relationship for Registration Sources

A supplier registration can come from one of the following three sources:

  • Internal Sourcing Invitation: Internal users can register and add a supplier as part of negotiation creation.

  • Internal Supplier Request: Internal Supplier Request can be raised by registering from the Suppliers work area or by requesting a new supplier from the Self Service Procurement work area.

  • External request from the supplier when self-registering using your organization's external supplier registration website.

In the Default Business Relationship for Registration Sources region, you identify the default business relationship for each registration flow. The default business relationship determines what profile information is included as configured for the registration page.

Require Supplier Identifier

For Self Service Procurement, there is an option to enforce requesters to provide at least one of these attribute values: D-U-N-S Number, Taxpayer ID, or Tax Registration Number.

Post Approval Options

Once a new supplier's registration is approved, or its status promoted to spend authorized, the application automatically creates site assignments for any new sites defined for that supplier. However, you can retain control over how the supplier's site assignments are created by deselecting the check box Autocreate site assignments for spend authorized suppliers. If you deselect this check box, site assignments for a supplier are no longer created automatically. You must create them manually.

Registration URL Encryption

When a prospective supplier saves the registration for later completion, the application sends an email to the prospective supplier containing the registration URL. The URL contains an identifier which is encrypted using an encryption key. This prevents users from altering the URL to view registrations submitted by other companies.

If you suspected that registrations have been tampered with, you can regenerate the encryption key. The encryption key is regenerated for the registration URLs used for spend authorization, saved for later, and returned for resubmission. However, if you regenerate the encryption key, the registration request URL for spend authorization business relationship available through the setup page Configure Procurement Business Function changes and therefore old and saved URLs will not work. Also, registrations that were saved for later or returned for resubmission will no longer be accessible to potential suppliers.

Supplier Registration URLs

You use different supplier registration URLs for each business relationship type (prospective and spend authorized). Your suppliers can then use the appropriate URL to register with your company. Each URL contains a parameter for the business relationship type that navigates your supplier to a registration page.

You can set the registration URL for each business relationship type on the Configure Procurement Business Function page. You can set URLs for both prospective supplier registration and spend authorized registration.

Supplier Profile Change Request

Use the Supplier Profile Change Request tab to configure the approval requirement settings for changes to supplier profile attributes through a change request. The settings apply to supplier-initiated profile change requests and to change requests resulting from Supplier Qualification or Sourcing questionnaires.

The values you set here apply to supplier profile change requests from the following sources:

  • Suppliers

  • Supplier Qualification

  • Supplier Negotiation

Supplier profiles can also be changed by internal users. Updates to bank account changes by internal users are submitted to an approval process. See Configuring Internal Supplier Bank Account Change Approvals: Explained.

The Configure Supplier Registration and Profile Change Requests task does not configure supplier profile changes made by internal users.

You can specify approval requirements for prospective and spend authorized suppliers for the following entities:

  • Organization Details: Basic supplier information including the supplier name and supplier profile level descriptive flexfields.

  • Contacts: Supplier contact information including supplier contact descriptive flexfields.

  • Contact User Account: User accounts that control account privileges for supplier contacts to use Supplier Portal.

  • Addresses: Company addresses including associated contacts including supplier address descriptive flexfields.

  • Business Classifications: Supplier certifications important to the buying organization such as supplier diversity programs.

  • Bank Accounts: Supplier banking information.

  • Payment Methods The method used to pay the supplier.

  • Products and Services: Identifies what categories of products and services are provided by the supplier.

  • Tax Identifiers: Tax organization, tax country, and taxpayer ID to identify the supplier for tax purposes.

  • Site Details: Site information such as the address and site purpose (spend authorized suppliers only).

For each profile attribute, you can specify:

  • No Approval Required: Change request is approved.

  • Approval Required: Change request is routed for approval.

Configuration of the Site Details attribute for prospective suppliers is not available.

Use the Personally Identifiable Information (PII) framework to protect tax identifiers for suppliers classified as individuals.

PII refers to the framework in Oracle Fusion Applications for protecting sensitive data for an individual. Additional security privileges are required for users to view and maintain such data.

The predefined job roles Supplier Administrator and Supplier Manager include data security polices to maintain tax identifiers for suppliers classified as individuals. Only users with these roles can view and maintain the following tax identifiers for individual suppliers:

  • Taxpayer ID

  • Tax Registration Number

  • National Insurance Number

Individual suppliers are defined as suppliers with a Tax Organization Type of Individual or Foreign Individual.

Other users without these roles can still search and access individual suppliers. They are restricted from viewing or updating the tax identifiers for these suppliers.

Similar PII data security is also enforced in the Supplier Registration flows. Only users with the Supplier Administrator and Supplier Manager roles can view or maintain the tax identifier information for an individual supplier's registration approval request.

Supplier Taxpayer ID Sharing: Explained

Suppliers can share the same taxpayer ID if they are part of the same parent child hierarchy. This improves tax reporting and payment capabilities and reduces the need for error-prone manual processes.

Share a Taxpayer ID with a Child Supplier

As a Supplier Administrator or Supplier Manager, you can configure shared taxpayer IDs if the Allow Taxpayer ID Sharing Across Suppliers feature is opted in to and enabled. Define a parent child hierarchy for suppliers before sharing a taxpayer ID between them. Note that suppliers can be in the same parent child hierarchy without sharing the same taxpayer ID.

To configure a shared taxpayer ID between suppliers:

  1. If you are creating a new child supplier, do not specify the shared taxpayer ID on the Create Supplier dialog. Leave Taxpayer ID empty. Click Create.

  2. On the child supplier's Edit Supplier page, set Parent Supplier to the parent supplier's name.

  3. Navigate to the Profile tab > Income Tax subtab.

  4. Set Taxpayer Country and Taxpayer ID to match the parent supplier's values.

  5. Click Save and Close.

    The Confirm Taxpayer Updates dialog is displayed with a message asking you to confirm that the suppliers share the same taxpayer ID.

  6. Click OK on the Confirm Taxpayer Updates dialog.

Share a Taxpayer ID with a Parent Supplier

You can move an existing supplier into a parent child hierarchy as a parent, and share the existing child supplier's taxpayer ID with the parent supplier.

To do this:

  1. If you are creating a new supplier, do not specify the existing supplier's shared taxpayer ID on the Create Supplier dialog. Leave Taxpayer ID empty. Click Create.

  2. Click Save.

  3. Edit the existing supplier.

  4. On the existing supplier's Edit Supplier page, set Parent Supplier to the new supplier's name and click Save and Close.

  5. On the new supplier's Edit Supplier page, navigate to the Profile tab > Income Tax subtab.

  6. Set the Taxpayer ID and Taxpayer Country to match the existing (child) supplier's values.

  7. Click Save.

    The Confirm Taxpayer Updates dialog is displayed with a message asking you to confirm that the suppliers share the same taxpayer ID.

  8. Click OK on the Confirm Taxpayer Updates dialog.

Sharing Taxpayer IDs at Supplier Registration

When you register a new supplier on the Register Supplier page that you have configured to share a taxpayer ID with an existing supplier, no errors are displayed when you submit the new registration. Checks for duplicate taxpayer IDs are made as part of the approval process. As an Approver, resolve taxpayer ID sharing conflicts using the same principles previously discussed in this topic for taxpayer ID sharing with newly created suppliers.

Sharing Taxpayer IDs for Imported Suppliers

Using supplier import, you can create a supplier that is intended to share its taxpayer ID with an existing parent supplier. In the import template, specify the existing supplier as the Parent Supplier for the new supplier. Then provide the parent supplier's Taxpayer Country and Taxpayer ID values.

Shared Taxpayer ID Configuration Scenarios

Sharing taxpayer IDs between suppliers that are not in the same parent child hierarchy triggers errors. Suppliers can be in the same parent child hierarchy without sharing the same taxpayer ID.

Scenarios that trigger an error include the following:

  • A supplier has the taxpayer ID 123 and Taxpayer Country US. Another supplier's Parent Supplier is empty. You edit this supplier and set the Taxpayer ID to 123, and the Taxpayer Country to US. You click Save. An error occurs.

    Solution: Set the second supplier's Parent Supplier to the first supplier's name and click Save. This makes the second supplier a child supplier. Set the child supplier's taxpayer ID to 123 and Taxpayer Country to US, and click Save. Click OK on the Confirm Taxpayer Updates dialog.

  • Two suppliers in the same parent child hierarchy share the taxpayer ID 123. One supplier's Parent Supplier is set to the other supplier's name. On the Edit Supplier page for the child supplier, you clear Parent Supplier and click Save . An error occurs.

    Solution: Change one of the supplier's taxpayer ID so that the two suppliers no longer share an ID before clearing the child supplier's Parent Supplier field.

  • A supplier has the taxpayer ID 123 and the taxpayer country US. You create a new child supplier and on the Create Supplier dialog, you specify a taxpayer ID of 123, a taxpayer country of US, and click Save. An error occurs.

    Solution; Leave Taxpayer ID empty on the Create Supplier dialog. Click OK. On the Edit Supplier page, specify the parent supplier's name in Parent Supplier and the parent supplier's taxpayer ID and taxpayer country in Taxpayer ID and Taxpayer Country, respectively. Click Save. Click OK on the Confirm Taxpayer Updates dialog.

This scenario does not trigger an error:

  • The parent supplier and the child supplier both share the taxpayer ID 123 and the taxpayer country Canada. The child supplier's Parent Supplier is set to the parent supplier's name. On the Edit Supplier page for the parent supplier, you change the Taxpayer ID and click Save. No error occurs. Suppliers in a parent child hierarchy do not have to share taxpayer IDs.

How can I configure suppliers to share the same taxpayer ID?

Create suppliers with properly defined parent child hierarchy. Once parent child hierarchy is established, enter the shared taxpayer ID for these suppliers.

To view, but not edit, a supplier contact's mobile phone, you must have the View Trading Community Person Mobile Phone Number data security privilege. To view and edit a supplier contact's mobile phone, you must have the Manage Trading Community Person Mobile Phone Number data security privilege.

If you have neither privilege, and if there is a mobile phone, the number is masked with asterisks. If there is no mobile phone, the field is blank.

Supplier Audit History allows tracking and reporting of changes made to supplier profile information to support internal audit controls and governance as well as external regulatory compliance such as SOX. Detailed change history provides real-time traceability of all recorded supplier profile updates.

Once configured, you can review changes to the supplier profile including updates made by end users both in the buying organization as well as from the supplier, and system applied changes such as supplier import, approved supplier registration requests, or approved change requests.

Use the Social link on the Supplier page to invite the managers of marketing and payables to a conversation to provide information on the supplier.

For example, you are a category manager preparing to meet with one of your suppliers to discuss your business relationship and the supplier's overall performance. Because this supplier is a critical marketing services provider, feedback from the marketing manager will be invaluable. In addition, the payables manager can provide payment details for last quarter.

  • Click Social to open the Oracle Social Network window and share or join the supplier profile.

  • Click New Related Conversation, add the marketing manager, and request details about Marketing's satisfaction with this supplier.

  • Click New Related Conversation, add the payables manager, and request information regarding any late payments or holds for this supplier.

Because you started these conversations from this particular supplier's profile, both threaded discussions are stored and associated with the supplier's profile for future reference.

Create Supplier

Creating suppliers and supplier sites is an essential part of the procurement process. A supplier is modeled as a global entity. It is not created within a business unit or any other organizational context. A procurement business unit establishes a relationship with a supplier through the creation of a site which maintains internal controls for how to procure to pay transactions are executed with the supplier.

  1. Within the application, navigate to the Suppliers > Create Supplier task.

  2. On the Create Supplier dialog box, enter:

    • Name

    • Tax Country

    • Tax Registration Number

  3. Click Create.

  4. On the Edit Supplier page, Profile tab, enter:

    • Supplier Type

  5. On the Edit Supplier page, Addresses tab, click the Create icon.

  6. On the Create Address page, enter:

    • Address Name

    • Country

      Note: The Country field automatically defaults to the country set in your Work Location, as seen in the Personal Information page, Employment Details tab.
    • Address Line 1

    • City

    • County

    • State

    • Postal Code

    • Language

    • Address Purpose

      Select all applicable boxes. At a minimum select Purchasing.

  7. Click Save and Close.

    Repeat address creation for all addresses you do business with for this supplier.

  8. With your supplier selected, open the Sites tab and click the Create icon.

  9. On the Create Site page, enter:

    • Address Name

      Select the address for this supplier site.

  10. Click Save.

  11. Click the Receiving subtab and enter:

    • Receipt Routing

  12. Click the Site Assignments subtab and click Autocreate Assignments. This may only be appropriate for your first site. Other sites may require manual creation.

  13. Click Save and Close.

  14. With your supplier selected open the Contacts tab and click the Create icon.

  15. On the Create Contact page, enter:

    • First Name

    • Last Name

    • Email

    • Select Administrative contact check box

  16. Click the Create icon.

  17. In the Contact Addresses region, click the Select and Add icon:

    • Select the contact address.

    • Click Apply.

    • Click OK.

  18. In the User Account region, click the Create user account check box. Accept all the applicable roles for this contact.

  19. Click Save and Close.

  20. Click Save and Close.

The Procurement Application Administrator configures supplier numbering. Suppliers created through the Create Supplier task flow, through the supplier registration process, or through supplier import, are automatically numbered. The starting supplier number is defined in the Specify Supplier Numbering Setup page. The predefined default number is 1. The supplier number increments with each additional supplier created.

The next supplier number can be updated at any time, not just during initial setup. This can be used, for example, to skip a range of supplier numbers. The application validates that the next supplier number specified is not already used.

When a supplier is created, and during the supplier registration approval process, the application performs checks to avoid adding duplicate suppliers. The matching engine is supported by the Oracle Enterprise Data Quality application which can perform matching checks against all external parties.

You can configure the types of parties to consider for matching, such as suppliers and customers to be checked for similar and exact name matches. For example, if a company exists as a customer, the user is informed so they can decide if the party can be used as a supplier. If selected the existing party is used to establish the supplier.

How it Works

When creating a supplier, you are presented with a list of parties including suppliers with similar or matching names. You can view details of any reported matches and if none of them match the supplier to be created, you can proceed with the supplier creation.

If one of the reported matches is the same supplier, you can cancel the supplier creation process.

During the supplier registration approval process, approvers also see probable supplier matches and reject requests that are found to be duplicates.

Note: The duplicate supplier match feature is available on Oracle Procurement Cloud only. It is not supported on Oracle Fusion Procurement (on-premise).

Users can attach any supporting documents to the registration describing company background, certifications, product data sheets, specifications, pricing information, and so on. Attachments can be in the form of files, URLs, or text notes.

Business classifications support the tracking of supplier certifications that are important to companies for different reasons, such as for supplier diversity programs. Since classification requirements can vary by country or region, the classifications initially provided can be changed. The business classifications table can capture multiple certificates belonging to the same business classification that were issued by different certifying agencies. Classification attributes that can be captured include Certifying Agency, Certificate, Start Date, and Expiration Date. In addition, attachments and notes can be captured for each classification record.

Each business classification can have a status of current, future dated, or expired. The application supports filtering the certifying agencies associated with a specific classification, based on the configuration in the Manage Certifying Agencies setup page. Use the Manage Certifying Agencies setup page to maintain certifying agencies that are recognized as authorized organizations for issuing classification certifications.

The following classifications are provided for tracking suppliers.

  • Hub Zone

  • Minority Owned

    • Subclassification: African American, American Indian, Asian, Hispanic

  • Service-disabled Veteran Owned

  • Small Business

  • Veteran Owned

  • Woman Owned

The name of the supplier contact that provides classification information and the date in which the classification was verified is recorded when saving the information.

The administrative supplier contact with an active user account is sent a notification about the impending classification expiration. Initial expiring notification and reminder notifications are triggered in regular intervals based on set parameters.

The Manage Supplier Products and Services Category Hierarchy page enables the buying organization to define a category hierarchy for identifying the products and services categories that suppliers and prospective suppliers can provide.

The category hierarchy can be defined with as many levels as needed to capture granular supplier category classifications. The hierarchy navigation allows supplier users to quickly drill down and select their applicable categories. When a parent category is selected, the buying organization assumes that the supplier can provide all the products and services represented as child categories under that parent category.

The two types of categories that are used in the hierarchy are browsing categories and item categories.

Browsing Categories

Browsing categories, also known as navigation categories, are created to structure the hierarchy and organize the underlying item categories so that users can navigate and select the most appropriate categories applicable to the supplier organization. A browsing category can either be a parent category, or a child to another browsing category.

Item Categories

Item categories are categories from the Purchasing Catalog used during sourcing activities by the buying organization to find all suppliers that can provide a given item category. Item categories cannot be added as a parent category in the hierarchy, they can only be added as the last level in a branch, also referred to as the leaf level.

You can develop your own method of categorizing products and services, or you can use standard coding systems such as UNSPSC.

If the categories seem too granular to display to end users, you can control whether or not to show the leaf level item categories with the Display in Supplier Profile check box, which is available at the category level in the purchasing catalog.

The Display in Supplier Profile check box determines whether the category will be displayed in the category hierarchy presented to the end users (prospective suppliers and supplier administrators). If the check box is unchecked, the category would only be used internally by downstream flows, such as Sourcing. However, it would not be displayed in the category hierarchy presented to the users. Browsing categories are not controlled by this check box. Any browsing category created in the hierarchy is always displayed.

Note: If any categories are removed from the hierarchy that were selected on a particular supplier's profile that will cause the deleted category to be dropped from the supplier record.

Manage Supplier Products and Services Category Hierarchy

This task list is used to define and maintain setup components prior to creating suppliers. Components include lookups, category hierarchy, supplier numbering, supplier value sets, and supplier descriptive flexfields. Of the tasks included, only the category hierarchy is required for rapid implementation.

Manage Supplier Products and Services Category Hierarchy

Define a category hierarchy for identifying the products and services categories that suppliers provide.

  1. Navigate to Setup and Maintenance > Procurement > Suppliers > Manage Supplier Products and Services Category Hierarchy task.

  2. Click on the Root Category row to select it.

  3. Click the Create icon to add a new browsing category to the Root Category row.

  4. On the Create Browsing Category dialog box, enter a unique category name, for example ABC Computer Supplies.

  5. Optionally, provide a description.

  6. Click Save and Close.

  7. Highlight the row for your new category name, ABC Computer Supplies in our example, and click Insert Item Categories.

  8. From the list, select all the categories you want to include. Hold the <Ctrl> key while clicking to select multiple categories.

  9. Click Apply.

  10. Click Done.

The site represents a business relationship between a procurement business unit (BU) and the supplier.

Create Site

Sites are created in a procurement BU. A procurement BU represents a specific purchasing or sourcing organization that is responsible for establishing and maintaining supplier relationships. The site allows a specific procurement BU to set terms, controls, and policies which govern how procure to pay transactions are executed between its client BUs and the supplier. Many of these site attributes are optional must be set only when there is a need to deviate from a BU level policy. For example, the supplier might require more restrictive receipt and invoice tolerances. Procurement policy terms and controls that are defined for a supplier are maintained at the supplier site level.

The following information defines the site:

  • Procurement BU

  • Site name

  • Site address

  • Site purposes: Purchasing, Pay, Procurement Card, Primary Pay, and Sourcing Only.

    • When a new site is created, the site purposes are set by default, based on the address purposes. The address purposes reflect the sales functions that the supplier claims to perform at their location, whereas the site purpose indicates the equivalent procurement functions the buying organization transacts with the location, which can be a subset of the address purposes.

      Note: If the address is both RFQ and Ordering, then the site maps to a purpose of Purchasing, because sites with the Purchasing purpose are used in both purchasing and sourcing transactions.

Sites also feature an Additional Details region to capture additional information that can be defined by the buying organization. This information is referred to as descriptive flexfield information.

Use the subtabs on the Sites page to configure the controls that determine how purchasing, receiving and invoicing transactions are executed with the supplier.

Subtabs on the Sites page include:

  • General: User can provide additional identifier information including a customer number, which is the internal number the supplier uses to identify the buying organization, alternate site name, and a tax reporting indicator.

  • Purchasing: User can define purchasing terms for this site including communication details, self-billing information, freight, and hold controls.

  • Receiving: Provide information relating to receiving controls such as overreceipt tolerance, early receipt tolerance, receipt routing and so on

  • Invoicing: Define invoicing controls and terms such as invoice currency, payment currency, invoice-related holds, match approval levels, payment terms, pay date basis and so on.

  • Payments: Define supplier bank accounts, preferred payment methods, and other payment processing attributes for the site. Bank account information is used for paying supplier invoices by electronic funds transfer (EFT).

  • Site Assignments: Maintain the set of client BUs that can use the site for purchasing and invoicing purposes.

Site Assignments

Site assignments control which client BUs can transact with the site. In addition, the sold-to BU associated with the client BU is defined. Sold-to BU represents the organization that assumes the liability for the purchases made on behalf of the client BU. In most cases, the client BU and the sold-to BU are the same. However, users can set up a different sold-to BU for a specific client if required.

The premise of the site assignment model is to leverage the centralized procurement organization which negotiates terms and sets policy controls. These terms and controls established for a supplier site are used by the client BUs as a result of being assigned to the site. Without the site assignment model each client BU would be forced to establish its own relationship with the supplier. The service provider relationship between the client BU and procurement BU is defined in the business unit setup.

Creating a Site Assignment

There are two ways to create site assignments. You can manually create one assignment at a time by selecting the specific client BU, or you can use autocreate.

Every supplier site must have an active assignment to create transactions against the site, such as purchase orders or invoices. In other words, if a site assignment does not exist or is inactive, you cannot create transactions for that supplier site.

In a site assignment, only Client BU and Sold-to BU are required values. To create a site assignment for a client BU, provide the following information:

  • Client BU: Select the appropriate BU from the list of all requisitioning and invoicing BUs that are serviced by the procurement BU.

  • Sold-to BU: If the selected BU performs invoicing, then the same BU can be used as the Sold-to BU. However, in certain instances due to tax or legal reasons the client BU may only perform requisitioning with the supplier and another BU assumes the liability for the purchases. In this case a different sold-to BU is selected. The list of sold-to BUs that can be selected for a given client BU is determined by the Intercompany Transaction Flow setup. In addition, when a separate Sold-to BU acts as an agent to the client BU an assignment must be created for the sold-to BU in order for the BU to process invoices.

  • Legal Entity: Read-only field based on the sold-to BU selected.

  • Ship-to Location: Identifies the default shipping location used on purchasing documents for the client BU.

  • Bill-to Location: Identifies the default billing location used on purchasing documents for the sold-to BU.

  • Inactive Date: Determines when the assignment record is no longer active.

  • Withholding tax information: Indicate whether withholding tax is enabled for the assignment and if yes, identify the tax group in which it is classified.

  • Accounting information: Provide accounting information for the sold-to BUs for defaulting during invoice creation.

Supplier Address Default Country: Explained

A default country is provided when you create a new supplier address. The rules used to make the country selection differ between various supplier management flows.

External Supplier Registration

When a new address is created during supplier registration, the following rules are used to derive the default country:

  1. Use the country specified in the countryCode parameter in the supplier registration URL.

  2. If there is no countryCode parameter or it does not resolve to a country, use the country from the location assigned to the inviting procurement BU.

  3. If the inviting procurement BU does not have a location assigned, provide no country as the default.

    Set the location for a BU using the Manage Business unit task, accessed through the Setup and Maintenance work area.

When an address is created while editing a supplier profile change request, if all existing addresses for the supplier use the same country, it is used as the default country. Otherwise, no country is supplied as the default.

Internal Supplier Registration

Rules are used to derive the default country in the following scenarios:

  • When a new address is created during internal supplier registration

  • When a supplier is created or edited

  • When a supplier is registered through sourcing

  • When the Request New Supplier task is run in Self Service Procurement

The following rules apply:

  1. Use the location assigned to the provided procurement BU to obtain the country.

    • For the Internal Supplier Registration flow, the procurement BU is optional.

    • For the Create Supplier or Edit Supplier flows, there is no procurement BU context for address creation.

    • For the sourcing Register Supplier flow, the procurement BU is the one defined in the negotiation.

    • For the Request New Supplier flow in Self Service Procurement, the application will first obtain the requisitioning BU from the Requisitioning Preferences page in the Purchase Requisitions work area. It will then use the Requisitioning BU to derive a default procurement BU from the Configure Requisitioning Business Function setup page.

  2. If a procurement BU is not provided or if the procurement BU does not have a location assignment, the application obtains the country from the job assignment location for the current user's employee record in HCM. To set or change the job assignment:

    1. In the Person Management work area, search for the person with which the user is associated.

    2. Click Management Employment, then Edit, and then Update.

    3. Click Location Change and click OK.

    4. Set the location for the job assignment and click Save.

  3. If no country information can be obtained from these rules, no default country is provided.

Supplier Profile Edits

When a supplier user creates a new address, if all active supplier addresses have the same country information, that country is provided as the default. Otherwise, no default country is provided.

Setting Up a Supplier's Bank Account: Explained

If any of your suppliers want to receive payments by EFT to their bank accounts, you can set up a supplier bank account. A supplier bank account can be created at the following levels:

  • Supplier level

  • Supplier address level

  • Supplier site level

Each bank account assignment is comprised of the following entities:

  • Supplier

  • Bank account

  • Bank account assignment

You can set up a bank account by doing the following:

  • Find your existing supplier.

  • Set up a bank account at the supplier, supplier address, or supplier site level.

  • Provide additional information that is relevant to the bank account.

  • Optionally, add joint bank account owners.

  • Optionally, specify intermediary accounts.

  • Optionally, assign a joint bank account to a supplier.

Find Your Existing Supplier

On the Manage Suppliers page, you can search for an existing supplier.

  1. On the Manage Suppliers page, in the Search region, enter your supplier name or supplier number in the Supplier or Supplier Number field and click the Search button. Supplier details appear in the Search Results region.

  2. In the Search Results region, select the supplier name and click the Edit icon. The Edit Supplier: <Supplier Name> page appears.

Set Up a Bank Account at the Supplier, Supplier Address, or Supplier Site Level

You can set up a supplier's bank account at the supplier, supplier address, or supplier site level.

  1. To set up a bank account at the supplier level, on the Edit Supplier: <Supplier Name> page, select the Profile tab. Select the Payments tab. Select the Bank Accounts subtab. Go to step 8 and continue.

  2. To set up a bank account at the supplier address level, on the Edit Supplier: <Supplier Name> page, select the Addresses tab. Click a specific address name link. On the Edit Address: <Location> page, select the Payments tab. Select the Bank Accounts subtab. Go to step 8 and continue.

  3. To set up a bank account at the supplier site level, on the Edit Supplier: <Supplier Name> page, go to step 4 and continue.

  4. Select the Sites tab. The supplier's various sites display.

  5. Click a specific site link. The Edit Site: <Supplier Site Name> page appears.

  6. Select the Payments tab.

  7. Select the Bank Accounts subtab.

  8. On the Bank Accounts subtab, click the Create icon. The Create Bank Account page appears. On the Create Bank Account page in the Bank Account region, you set up basic information about the bank account.

  9. In the Bank Account region, select an option from the Country choice list.

    Note: Validation of the bank account is based on the country for which the bank account is set up.
  10. In the Account Number field, enter the bank account number.

  11. From the Bank Name choice list, select a bank.

    Note: If the country of the supplier's bank account and the country of the bank account's branch through which the payment is made is the same, then the payment is considered a domestic payment.
  12. From the Branch choice list, select the branch where the bank account will reside.

    Note: You can set up a supplier's bank account for making domestic payments by check without specifying a bank or branch. To make electronic international payments, however, you must specify both a bank and a branch.
    Note: If the country of the supplier's bank account and the country of the bank account's branch through which the payment is made is not the same, then the payment is considered an international payment.
  13. To make international payments to a supplier's bank account, select the Allow international payments check box.

    Note: The Allow international payments check box can be selected only when you provide bank and branch details. If you do not select the Allow international payments check box, international payments are not created.
  14. If you are setting up a supplier's bank account in a European country, enter the International Bank Account Number (IBAN) in the IBAN field.

    Note: Validation of the IBAN is based on the country for which the bank account is set up.
  15. From the Currency choice list, select the currency in which payments are made.

    Note: If you select a currency, then the supplier's bank account is used to pay invoices in that currency only. If you do not select a currency, then the supplier's bank account is considered multicurrency and can be used to pay invoices in any currency.
Provide Additional Information That is Relevant to the Bank Account

On the Create Bank Account page, in the Additional Information region, you can enter additional information that is relevant to the bank account you are setting up.

  1. In the Account Suffix field, enter the value that appears at the end of the bank account number, if applicable.

    Note: An account suffix is required in some countries.
  2. From the Conversion Rate Agreement Type choice list, select the type of conversion rate agreement you have with the supplier.

  3. In the Conversion Rate field, enter the conversion rate for which one currency can be exchanged for another at a specific point in time.

  4. In the Conversion Rate Agreement Number field, enter the number of the conversion rate agreement with the supplier that specifies the currency in which payments are made.

  5. In the Check Digits field, enter one or multiple digits used to validate a bank account number.

  6. In the Secondary Account Reference field, you can optionally enter additional account information.

  7. In the Agency Location Code field, enter the eight-digit value that identifies a Federal agency as the supplier.

  8. Select the Factor account check box if the purpose of the bank account is to receive funds that are owed to the supplier, but are being collected on behalf of the supplier by the bank or a third party. The supplier receives payments from the funds collected, minus a commission.

    Note: If you select the Factor account check box, then you must select the account owner that provides the factoring services. A factor bank account can be assigned to any supplier without first adding that supplier as a joint owner.
Optionally, Add Joint Bank Account Owners

On the Create Bank Account page, in the Account Owners region, you can optionally add other suppliers to the supplier's bank account as joint bank account owners.

  1. In the Account Owner field, select a joint bank account owner from the list.

  2. In the From Date field, select a starting date for the joint bank account owner.

    Note: Every supplier's bank account has one or more owners. If the supplier wants to share the bank account with another supplier, then there will be multiple owners of the bank account. For multiple bank account ownership, you must specify one owner as the primary owner. The primary owner is the supplier for whom you set up the bank account.
  3. To specify the primary bank account owner among multiple owners, click the check mark icon and then click the Primary field in the applicable bank account row. The check mark icon appears in the row you selected.

  4. To add a row from which to select another joint bank account owner, click the Create icon.

Optionally, Specify Intermediary Accounts

On the Create Bank Account page in the Intermediary Accounts region, you specify intermediary bank accounts for this supplier. If there are restrictions on the transfer of funds between two countries, you can specify an intermediary bank account. An intermediary account is used to transfer funds between the originator's bank and the beneficiary's bank.

Optionally, Assign a Joint Bank Account to a Supplier

From the Bank Accounts subtab at the supplier, supplier address, or supplier site level, you can optionally assign a joint bank account to a supplier.

  1. On the Bank Accounts subtab, select the Create icon. The Search and Select: Bank Account dialog box appears.

  2. In the Search and Select: Bank Account dialog box, select the applicable joint bank account you want to assign to your supplier and click the OK button. The bank account you selected now appears in the Bank Accounts subtab.

When can I derive a bank account number from IBAN?

For majority of the European, Middle Eastern, and Caribbean countries where the IBAN (International Bank Account Number) is used for external bank accounts according to SWIFT (Society for Worldwide Interbank Financial Telecommunication) guidelines, the bank account number derives from the IBAN and populates the Account Number field.

Internally generated new bank account requests for a supplier can be submitted with the IBAN alone. This is supported with or without Approve Internal Changes on Supplier Bank Accounts opted in to. The IBAN is used to derive the bank account number and populate the account number field.

Similarly, when creating a new bank account, supplier users can submit the bank account request with the IBAN alone. The IBAN is used to derive the bank account number and populate the account number field.

Note: Note: When registering, a supplier user cannot create a bank account in the registration request using the IBAN alone.

How can I enter supplier addresses suited to specific country formats ?

Supplier address formats are configured in the Oracle Fusion Trading Community Data Quality application. If your supplier address requires a different country format from those available, contact the procurement application administrator.

Can I edit bank accounts?

Yes, you can now edit the supplier's existing bank account number when change is required. To edit the account number, navigate to the supplier's bank account and click to edit the bank account. In the Account Number field, remove the old value and reenter the new account number. You can edit the bank's account number whether you have opted in the Approve Internal Changes on Supplier Bank Accounts feature or not.

Request Supplier Profile Change

Supplier users with the Supplier Self Service Administrator job role have the authority to manage supplier profile information.

Supplier users can request changes to the following parts of a supplier's profile in Supplier Portal:

  • Organization Details (including supplier profile descriptive flexfields)

  • Tax Identifiers

  • Addresses (including supplier address descriptive flexfields)

  • Contacts (including supplier contact descriptive flexfields)

  • Payments (including payment methods and bank accounts)

  • Business Classifications

  • Products and Services

The Supplier Self Service Administrator predefined job roles provide supplier administrators with the ability to maintain supplier profile information:

Changes are subject to review and approval by the buying organization in accordance with the configured profile change request approval requirements. Supplier users can cancel a pending supplier profile change request, or withdraw it to make additional edits. The request can then be resubmitted.

Supplier Profile Change Request

The supplier profile change request process is as follows:

  1. The Supplier Self Service Administrator makes changes to the supplier profile information in the Supplier Portal work area. The changes made are submitted for review and approval by the buying organization.

    1. If none of the changes are in areas that are designated as requiring approval, the request is automatically processed. If any change in the request is in an area requiring approval, the entire request is submitted for approval.

  2. If approval is required, the profile change request goes through a collaborative review process facilitated by the Approval Management Service. Approvers as identified by the approval configuration setup are notified. Buying organization approvers who have the Edit Supplier Profile Change Request privilege can edit the profile change request during approval.

  3. The outcome of the review is to either approve or reject the change. The change request submitter is notified of the outcome.

  4. If a user account is requested as part of the profile change request, it is submitted to the identity management system for processing.

  5. Upon successful creation of a user account, an email notification with account credentials is sent to the new user.

Approve Supplier Profile Change Request

Supplier-Initiated Profile Change Requests: Explained

As a supplier user, you can modify your supplier profile. Click the Manage Profile link on the Supplier Portal to display the Company Profile page. Click Edit to initiate the change process.

Supplier-Initiated Profile Changes

Supplier-initiated profile change requests can include changes to many profile attributes. On submission, proper approvers are identified based on the profile change approval configuration defined, and notified of the change request.

Enabling Supplier-Initiated Profile Changes

To use supplier-initiated profile changes, enable the feature by selecting Full Supplier Profile Change Management. In the Setup and Maintenance Work Area, access the Procurement offering. Full Supplier Profile Change Management can be enabled in Supplier Portal, Sourcing or Supplier Qualification.

Enabling this feature allows supplier users to change all profile entities from the Supplier Portal. When it is disabled, the supplier can make changes only to supplier contacts.

Configuring Entity-level Approval Requirements

Approvals are configured through the Configure Supplier Registration and Profile Change Request task, Supplier Profile Change Request tab, accessed through the Setup and Maintenance work area.

You can configure approval requirements for all profile entities, for both prospective and spend authorized suppliers.

Entities include:

  • Organization Details

  • Contacts

  • Contact User Account

  • Addresses

  • Business Classifications

  • Bank Accounts

  • Payment Methods

  • Products and Services

  • Tax Identifiers

  • Site Details

Configuring Profile Change Approval Policies

You can configure how supplier-initiated profile changes are to be approved. The approval policies are configured in the Setup and maintenance work area using the Manage Supplier Profile Change Approvals task, in the Procurement offering and Approvals Management functional area, using seeded stages and participants. Approvals work in a similar fashion to supplier registration approvals. See Configuring Supplier Registration and Self Service Profile Request: Points to Consider for details about approval stages, participants, and routing types.

Supplier initiated profile changes are approved using the Supplier Profile Change Requests Pending Approval page.

To configure Supplier Profile Change Request approval rules, in the Setup and Maintenance work area, use the Manage Supplier Profile Change Approvals Task in the Procurement offering and Approvals Management functional area.

The setup task approval configuration includes two seeded stages which are executed serially:

  • Supplier Profile Change Request First Stage Approvals

  • Supplier Profile Change Request Second Stage Approvals

All first stage approvals must be completed before the routing rules of the Second Stage are executed.

Supplier Profile Change Request First Stage Approvals

Choose which seeded participants should have approval rules configured based on your supplier profile change request approval requirements. Each participant has a different approval routing behavior.

The three seeded first stage participants are:

  • Parallel Approval First Responder Wins

    All identified approvers receive a notification for approval in parallel. This first stage participant is enabled by default. The first responder to approve or reject the request defines the outcome of all remaining approvers.

  • Parallel Approval

    All identified approvers receive a notification for approval in parallel. Approval is required from all approvers.

  • Serial Approval

    Approvals are routed serially. The approval is completed sequentially from approver to approver.

Supplier Profile Change Request Second Stage Approvals

The second stage allows for additional approval rules to be run as a distinct set after the first stage approvals are completed.

Seeded second stage approval participants are the same as seeded first stage participants. However, none of the second stage participants are enabled by default. The three seeded second stage participants are:

  • Parallel Approval First Responder Wins

    All identified approvers receive a notification for approval in parallel. The first responder to approve or reject the request defines the outcome of all remaining approvers.

  • Parallel Approval

    All identified approvers receive a notification for approval in parallel. Approval is required from all approvers.

  • Serial Approval

    Approvals are routed serially. The approval is completed sequentially from approver to approver.

Seeded Approval Rules

An approval rule is seeded for the first stage Parallel Approval First Responder Wins participant. This approval rule routes supplier profile change requests to the Supplier Administrators group.

The Supplier Administrators and Supplier Managers routing groups are available for the Supplier Profile Change Request Approval task. (These routing groups can also be used in any user-defined approval rule.)

Within each stage, there are three seeded rule-based participants. You can choose a routing type such as Supervisory, Position, Job Level, Single User, and User-Defined Approval Groups for each participant to determine the approvers entitled to receive the document.

The seeded rule executes unless it is deleted, even if new rules are configured. You can modify or delete the seeded rule at any time.

You are not required to use all of the seeded stages and participants. You can disable unused participants using the disable button for the unused participant on the Manage Supplier Profile Change Request Approvals Task page.

Disabled Rules or Participants will not be evaluated. For example, if the participant is already disabled, then no rules within that participant will be evaluated. The same applies for disabled rules.

Manage Supplier Profile Change Request Approval Attributes

When authoring an approval rule condition based on a supplier profile attribute value, the approval rule is considered true when:

  • The attribute value is to be changed to the specified value, or

  • The attribute value is present on the supplier profile (even if the supplier profile change request does not include any changes to the attribute.)

Setting Up Internal Supplier Profile Change Request Approvals Task: Critical Choices

Enable the Approve Internal Changes on Supplier Bank Accounts feature to require changes made to supplier bank accounts by internal users to be reviewed and approved. Configure approval rules for these changes appropriate to your buying organization's polices. These user-defined rules determine the approvers responsible for reviewing and approving changes to bank accounts.

Configure Internal Supplier Change Request Approval Rules

In the Setup and Maintenance work area, use the Manage Internal Supplier Profile Change Approvals setup task to configure internal supplier profile change request approval rules. Find the task in the Approval Management functional area.

The setup task approval configuration does not include any seeded approval rules. You must configure at least one approval rule in one of the available stages in order to use the feature.

For information about supplier profile change request approvals, see Supplier Profile Change Request Approval: Explained.

Manage Internal Supplier Profile Change Request Approval Attributes

Use the Bank Accounts Changed attribute in rule conditions for internal supplier profile change request approvals.

Use the Manage Supplier Profile Change Approvals task to configure approval routing for supplier-initiated supplier contact change requests.

Submitted supplier profile change requests include only the profile information that is to be changed. As an approver reviewing the profile change request, you can edit the information included in the request, with the exception of bank account information.

Click Edit Change Request in the Related Links section of the Supplier Profile Change Request page to make changes on the Edit Supplier Profile Change Request page. You can't make edits to Bank Accounts, nor can you edit profile, address or contact level descriptive flexfield changes. You can add comments or attachments for other approvers to use in evaluating the request.

From the Edit Supplier Profile Change Request page, you can update the requested changes, and Approve or Reject the request. Changes can be saved for later review without canceling the request.

When all approvals are complete for the profile change request, notification of the outcome is sent to the submitter.

Supplier Profile Change Request Approval Routing Configuration

Use the Manage Supplier Profile Change Approvals setup task to configure supplier-initiated Supplier Profile Change Request approval rules. Find the task in Setup and Maintenance in the Procurement offering, under the Approval Management functional area.

The Supplier Profile Change Request setup task approval configuration includes two seeded stages that are executed serially:

  • Supplier Profile Change Request First Stage Approvals

  • Supplier Profile Change Request Second Stage Approvals

All first stage approvals must be completed before the routing rules of the Second Stage are executed.

Post-Approval Supplier Profile Update

If any validation errors are encountered that prevent update of the supplier profile, the following process takes place:

  • The profile change request is marked as erroneous.

  • A notification containing a link to the change request is sent to the Supplier Administrator.

  • Supplier Administrators view and fix errors by navigating to the Edit Supplier Profile Change Request page accessed from the notification.

  • After the errors are fixed, the Supplier Administrator submits the change request for reprocessing. There is no approval process involved in reprocessing changes to the request.

Internal Supplier Profile Change Request Approval: Explained

Approval is required for internal user bank account changes made at the supplier, address, or site level.

Use the Supplier Profile Change Request page to approve changes initiated by internal users, such as bank account changes. See Supplier Profile Change Request Approval: Explained for details.

Requested changes to bank accounts are applied to the supplier profile only when the request is approved. While the request is pending approval, the rest of the profile is still available for editing, and these changes are applied immediately when submitted.

After submitting a bank account change for approval, you cannot make additional bank account changes until the approval process is complete, or the submitted changes are canceled.

Use the Supplier page to view pending change request details. Click View Change Request to display the Profile Change Request page, which shows the supplier attribute changes that have been submitted.

You can also cancel the request by clicking Cancel Change Request.

Review Internal Supplier Bank Account Changes

Internal supplier profile change requests are distributed to approvers as a notification. They also appear on the supplier Overview page in the Supplier Profile Change Requests Pending Approval section.

Use the Supplier Profile Change Request page to review and manage internal supplier bank account changes for an internal supplier profile change request. Access it by clicking the change request link in the Notifications dialog.

Changes to attributes are indicated with the Changed icon adjacent to the bank account row. To see what was changed, click the Details icon. The Change Details dialog box shows which attributes were changed, and the values before and after the proposed change.

Internal Supplier Profile Bank Account Change: Explained

As a Supplier Administrator or Supplier Manager, use the Supplier page to modify bank account information.

When the Supplier page is accessed, supplier profile details are shown, but are not editable. Click Edit to modify the supplier profile, including bank account information.

Click Save to immediately apply changes that don't require approval. Bank account changes are also saved, but not submitted for approval.

Click Submit to submit all changes made to the supplier profile including bank account changes. Changes made to bank accounts are routed for approval using a change request. Other changes that don't require approval are implemented immediately upon clicking Save or Submit.

Approval is required for bank account changes made at the supplier, address, or site level. These bank account changes require approval:

  • Creating a new bank account

  • Selecting and adding an existing bank account

  • Updating an existing bank account

  • Setting a bank account as the primary account

  • Setting a bank account as factor account

  • Updating descriptive flexfields (configured) using the Manage Supplier Bank Account Descriptive Flexfields task

Merge Suppliers

The Supplier Merge Process is a utility used to maintain supplier records. A supplier record is not explicitly merged by the user. It is merged only as a result of all its sites being successfully merged. Supplier sites can be merged within the same supplier or between two suppliers. Additionally, the supplier merge process results in updates to transactions when the site referenced on an order, for example, is merged to another site.

Once a merge is completed, it cannot be undone. The supplier is made inactive (in case of supplier merge) and supplier site is made inactive (in case of supplier site merge).

Reasons for Merging a Supplier or Supplier Site

You may want to merge Suppliers because:

  • A duplicate supplier was created.

  • The supplier was acquired by another company.

You may want to merge Supplier Sites because:

  • A duplicate supplier site was inadvertently created.

  • The supplier moved to a new location.

  • A division of a supplier was sold and the appropriate site must be associated to the new supplier that acquired it.

Impacts of Supplier or Supplier Site Merge

The following are impacts of supplier merge:

  • All contacts of the supplier are merged.

  • All products and services categories are merged.

  • All sites are merged (this is a prerequisite for supplier merge).

The following are impacts of supplier site merge:

  • All contacts associated with the site are merged.

If the contact has a user account for the Merged-from supplier, the contact will not be able to see any information in Oracle Fusion Supplier Portal about the Merged-to supplier initially. If the contact requires access to the Merged-to supplier, then the user account for the Merged-from supplier contact must be inactivated first before activating the account for the contact in the Merged-to supplier.

When a supplier site is merged, the site information on certain supplier qualification transactions tied to that site is not updated. Instead, the following changes are made to these transactions:

  • Qualifications and assessments in Draft, Ready for Evaluation, and Future Dated status are canceled.

  • Qualifications and assessments in Active status are expired with the end date as the date and time when the merge process takes place.

  • Question responses available in the response repository are copied over to the Merge-To supplier site if active responses do not exist for the same questions.

If a supplier is merged as a result of the supplier site merge, the same changes are made to supplier qualification transactions that are tied to a supplier with no site. Details of these changes are documented in the supplier merge report.

How can I view a merged suppliers report?

You can view supplier merge reports from the Processes region of the Merge Suppliers page.

Purging Supplier Interface Records: Explained

After you have performed a supplier merge, you can use the purge process to delete supplier merge interface records.

Purging Supplier Merge Interface Records

You can run the purge process against all the supplier interface tables. You can purge records in any status:

  • Processed

  • New

  • Rejected

  • All

The supplier purge is permanent, so you should take care when running the purge program. As part of the purge process, a report is generated that lists the count of the records that are successfully purged. If the purge process fails, all records that were previously purged during the execution of the job are restored, so you must run the process again to purge the records. The purge process from Procurement > Suppliers work area > Import Suppliers > Actions menu > Purge Supplier Interface Records

Import Suppliers

Supplier Import processes are programs that you can use to import new supplier records from external systems and to update and delete existing supplier records.

The following programs are used to import supplier information:

  • Import Suppliers

  • Import Supplier Addresses

  • Import Supplier Sites (includes third-party payment relationships)

  • Import Supplier Site Assignments

  • Import Supplier Contacts (includes contact addresses import)

  • Import Supplier Business Classifications

  • Import Supplier Products and Services Categories

  • Import Supplier Attachments

  • Purge Supplier Interface Records

How the Import Process Works

The Supplier Import process is run by either the Supplier Administrator or the Supplier Manager.

You can load data to interface tables using predefined templates and the Load Interface File for Import scheduled process. Both are part of the External Data Integration Services for the Oracle Cloud feature.

Obtain FBDI templates from the File-Based Data Import for Oracle Procurement Cloud guide from the links found in the File-Based Data Imports section.

The process for supplier import is as follows:

  1. Data must first be inserted into the existing Open Interface Tables:

    • POZ_SUPPLIERS_INT

    • POZ_SUP_ADDRESSES_INT

    • POZ_SUPPLIER_SITES_INT

    • POZ_SITE_ASSIGNMENTS_INT

    • POZ_SUP_CONTACTS_INT

    • POZ_SUP_CONTACT_ADDRESSES_INT

    • POZ_SUP_BUS_CLASS_INT

    • POZ_SUP_PROD_SERV_INT

    • POZ_SUP_ATTACHMENTS_INT

    • POZ_SUP_THIRDPARTY_INT

    Note: For more information about tables, see the Tables and Views for Oracle Procurement Cloud guide. To obtain the templates to use, see File-Based Data Import for Oracle Procurement Cloud. Use the instructions contained in the template to complete the template.

    The fields used vary from one type of template to another, but all templates begin with these fields:

    • Batch ID - Enter a value in the Batch ID field to group certain entries together. When you perform the upload, you can choose to process only the entries with a certain batch ID value. This lets you maintain a single upload file and selectively choose subgroups of entries to be processed from it, without having to process the entire file.

      For example, for a supplier address upload file, you might use a batch ID value for the state. When you process the upload file, you can choose to process only the records for the state of California.

    • Import Action - Use Create to add a new entity, such as a new site assignment or a new address. Use Update to modify an existing entity.

  2. Once the data is inserted, the following concurrent processes must be run to import the supplier profile data in Oracle Fusion Suppliers:

    • Import Suppliers

    • Import Supplier Addresses

    • Import Supplier Sites

    • Import Supplier Site Assignments

    • Import Supplier Contacts

    • Import Supplier Business Classifications

    • Import Supplier Products and Services Categories

    • Import Supplier Attachments

    These import processes are executed by the Enterprise Scheduler Service (ESS), which manages all concurrent processes. ESS allows you to monitor the status of each process and provides access to output reports.

    Supplier import processes contain the following parameters:

    • Import Options: Options include All, New, and Rejected. Import Options are used to determine if the import process should attempt to import new, rejected, or all rows from the respective open interface tables.

    • Report Exceptions Only: Values are Yes or No. Used to determine if the Import Process Reports prints success and rejected information, or just the rejected information.

  3. When the processes are complete, a .pdf report is generated detailing the status of the records that were imported. If a record could not be imported, then the status is set to Rejected. The reason for the rejection is provided.

    Upload line level errors are applicable only to a line and do not affect the loader's capability to read and process the remainder of the lines in the upload file. Upload line errors can be caused by an invalid UOM for a line, or an incorrect data type specified for a line attribute. Line level errors are displayed in the line errors region or parsing errors region on the upload errors page. Line level errors can be exported to a spreadsheet for review.

    Upload file-level errors are detected at the start of processing. The loader is halted and no file lines are processed. Upload file-level errors can be caused by invalid XML or cXML files, mandatory sections missing from a TXT file, or sections out of order in a TXT file. The upload errors page displays the file level error. The line or parsing errors region is not displayed.

    The error threshold parameter sets the maximum number of errors allowed on upload lines before termination of upload file processing. You can export the items table to perform an error analysis.

    Note:
    • The supplier import processes are used to create new entities, and to update or delete existing supplier profile data. Creation can be done only with attachments. Deletion can be done only with contact addresses, business classifications, and products and service categories.

    • Supplier import supports supplier numbering of characters that are not numeric to allow supplier records from legacy systems to retain their unique identifier.

    • Update supports updating the functional key attributes. The columns ending with _NEW are specifically earmarked for updates. Use this only if the underlying functional key attributes must be updated. To update functional keys, the new value should be provided in the _NEW column.

Consider the following when using supplier import:

Import Suppliers

Both prospective or spend authorized suppliers can be imported. Sites and site assignments cannot be imported for prospective suppliers.

Business relationship of the supplier cannot be updated through import.

Import Supplier Sites and Third-Party Payment Relationships

Supplier Sites are imported for a specific procurement BU, which is specified on the site import record. Additionally, an existing supplier address reference must be defined as part of the site import record.

After a site is created and associated with an address, the association can't be changed. For this reason, including a value for Address Name when updating an existing supplier site triggers an error. The Address Name field maps to PARTY_SITE_NAME, which is the field named in the error.

Supplier Sites Import process allows you to load third-party payment relationships from an external system. Before you import supplier site third-party payment relationship data, review the recommendations in the supplier site import template, Instructions and CSV Generation worksheet.

There are two separate worksheets available for importing supplier sites and third-party payment relationships on the supplier site import template.

Import Site Assignments

Site assignments are created for client BUs that are serviced by the procurement BU to which the site belongs. Assigning the client BU to the site enables the client BU to use the site for ordering and invoicing.

Import Supplier Contacts and Contact Addresses

You can provide addresses associated with a contact for all sites using that address.

Note: Two separate worksheets are available for contacts and contact addresses on the import upload template for supplier contacts.

The import process checks for duplicate contacts. Provide distinguishing email addresses for imported supplier contacts with the same last name as existing supplier contacts.

Import Business Classifications

New certifying agencies can be created and associated with relevant classifications through import. However, the Certifying Agency attribute option 'Other' is not supported. Consider using the Create New Certifying Agency attribute as an alternative.

Note:

Legacy data including both inactive and active data can be loaded for all the supplier entities

Import Supplier Attachments

You can import attachments for supplier profiles, supplier sites and supplier business classifications for existing suppliers. Different types and categories of attachments can be imported.

For File type attachments, you must add the file to a .zip file and upload the .zip to the Procurement Suppliers UCM account: /prc/supplier/import. Multiple files can be added to the same .zip file and can be organized within folders as needed. The template is designed to accept the path along with the file name. This tells the application in which folder of the .zip file the file is located. The Recommendations for Loading Supplier Attachments Data section in the Instructions and CSV Generation tab contains more information on importing attachments.

You can import attachments for:

  • Supplier profile

  • Supplier sites

  • Supplier business classifications

Import Supplier Bank Accounts Process: How Data Is Processed

Use the Import Supplier Bank Accounts process to import supplier bank accounts and associated data into Oracle Payments Cloud. You can download a spreadsheet template to enter your supplier bank account data. The template contains an instruction sheet to guide you through the process of entering your data. The template also provides field-level bubble help.

Tip: Service administrators, on-premise administrators, and on-premise users can run the Import Supplier Bank Accounts process in the Scheduled Processes area.

Before you can import supplier bank accounts and associated data, you must create suppliers.

If the supplier's bank account is used for international payments, you must also create the following entities:

  • Banks

  • Bank Branches

This figure illustrates the flow of importing supplier bank accounts into the application, as well as correcting errors.

This figure illustrates the flow of importing supplier
bank accounts into the application, as well as correcting errors.

To access the SupplierBankAccountImportTemplate.xlsm spreadsheet template, complete these steps:

  1. Navigate to the File-Based Data Import for Oracle Financials Cloud guide.

  2. In the Table of Contents, click the File-Based Data Imports link.

  3. Click the Supplier Bank Account Import link.

  4. In the File Links section, click the link to the Excel template.

Follow these guidelines when preparing your data in the worksheet:

  • Enter the required information for each column. Refer to the tool tips on each column header for detailed instructions.

  • Don't change the order of the columns in the template.

  • You can hide or skip the columns you don't use, but don't delete them.

Tabs That Affect the Import Supplier Bank Accounts Process

The Supplier Bank Account Import spreadsheet template contains an Instruction tab, plus additional tabs that represent the interface tables where the data is loaded.

The following table contains the names of the tabs in the Supplier Bank Account Import spreadsheet template and a description of their contents.

Spreadsheet Tab Description

Instructions and CSV Generation

Contains instructions and information about:

  • The format of the template

  • The button that you click to generate the CSV file

Additional information includes the following:

  • Preparing and loading data

  • Submitting the Import Supplier Bank Accounts process

  • Correcting import errors

IBY_TEMP_EXT_PAYEES

Enter information about the supplier payees.

IBY_TEMP_EXT_BANK_ACCTS

Enter information about the supplier bank accounts.

IBY_TEMP_PMT_INSTR_USES

Enter information about the supplier bank account assignments.

How Import Supplier Bank Accounts Data Is Processed

The following table describes the flow of data when you import supplier bank accounts into Payments.

Sequence Action Result

1

From the guide titled File-Based Data Import for Oracle Financials Cloud, download the spreadsheet template named SupplierBankAccountImportTemplate.xlsm. It is located in the File-Based Data Imports chapter, Supplier Bank Account Import section.

The File-Based Data Import spreadsheet is downloaded.

2

Enter data in the spreadsheet template.

Follow the instructions on the Instructions and CSV Generation tab under the section titled Preparing the Table Data.

Spreadsheet template is ready for CSV file generation.

3

Click Generate CSV File.

Follow the instructions on the Instructions and CSV Generation tab under the section titled Loading the Data in the Instructions and CSV Generation tab.

A CSV file is generated that is compressed into a ZIP file.

4

To upload the ZIP file:

  1. Navigate: Tools > File Import and Export.

  2. In the File Import and Export page, click the "+" (Upload) icon. The Upload File dialog box appears.

  3. In the File field, browse for and select your ZIP file.

  4. From the Account choice list, select fin/payables/import.

  5. Click Save and Close.

The ZIP file is uploaded. Data is loaded into Payments interface tables successfully or with errors.

5

To submit the Load Interface File for Import process:

  1. Navigate: Tools > Scheduled Processes.

  2. Click Schedule New Process.

    The Schedule New Process dialog box appears.

  3. From the Name choice list, select Load Interface File for Import.

  4. Click OK. The Process Details dialog box appears.

  5. From the Import Process choice list, select Import Supplier Bank Accounts.

  6. From the Data File choice list, select your ZIP file.

  7. Click Submit.

Data is loaded into Payments interface tables.

6

Look for and correct any errors in the ZIP file. Upload ZIP file to UCM again and continue.

Follow the instructions on the Instructions and CSV Generation tab under the section titled Importing the Loaded Data

Load process purges Payments interface tables.

7

To submit the Import Supplier Bank Accounts Process:

  1. Navigate: Tools > Scheduled Processes.

    The Scheduled Processes page appears.

  2. Click Schedule New Process.

    The Schedule New Process dialog box appears.

  3. From the Name choice list, select Import Supplier Bank Accounts.

  4. Click OK.

    The Process Details dialog box appears.

  5. From the Feeder Batch Identifier choice list, select the batch identifier that you indicated in the File-Based Data Import spreadsheet.

  6. Click Submit.

The Import Supplier Bank Accounts process first validates the supplier bank accounts and associated data and then imports the data from the Payments interface tables into the following Payments tables:

  • IBY_EXT_BANK_ACCOUNTS

  • IBY_EXTERNAL_PAYEES_ALL

  • IBY_PMT_INSTR_USES_ALL

After you submit the Import Supplier Bank Accounts process, the following data appears in Payments:

  • Supplier bank accounts

  • Payment preferences:

    • payment delivery

    • payment specifications

    • separate remittance advice delivery method

  • Relationship of supplier with supplier bank account

The log output of the Import Supplier Bank Accounts process reports the number of successful and rejected records.

8

To correct import errors:

  1. Identify the rejected records based on details provided in the log file.

  2. Create a new spreadsheet that contains only rejected records that are copied from the old spreadsheet.

  3. For the Import Batch Identifier column, enter a different Feeder Batch ID.

  4. Make necessary corrections to the data.

  5. Load the data using a new spreadsheet.

  6. Generate the CSV File, upload the ZIP file, and continue.

Failed records remain in the Payments interface table and are not purged automatically.

9

Import supplier bank account data at one of the following levels if you have their associated identifiers:

  • Supplier level requires the Supplier Number.

  • Supplier site level requires the Supplier Site Code.

If only the Supplier Number is provided, the supplier bank account is created at the supplier level.

If the Supplier Number and the Supplier Site Code are provided, the supplier bank account is created at the supplier site level.

10

Set the Primary indicator in the SQL loader file for only one bank account per supplier per level.

If the Primary indicator is set for multiple bank accounts, then Payments accepts only the first bank account with the indicator set to be the primary account at that level.

If the Primary indicator isn't set for any bank account, Payments accepts the first bank account as the primary.

11

Manage intermediary account details and create factor accounts manually using the Manage Suppliers page.

The Import Supplier Bank Accounts process doesn't allow you to import the following data:

  • Intermediary accounts

  • Factor accounts

The Application Administrator can configure audit history. In the Setup and Maintenance work area, use the Manage Audit Policies task in the Application Extensions functional area to set audit history options.

Supplier Audit History enables you to set up audit tracking on any attribute related to the following supplier information:

  1. Profile details (Name, Alternate Name, D-U-N-S Number, and so on)

  2. Supplier addresses

  3. Supplier Business Classifications

  4. Supplier Products and Services

  5. Supplier Tax Registrations, Tax Classifications, and Tax Reporting Codes

  6. Supplier Sites

  7. Supplier Site Assignments

  8. Supplier Contracts

  9. Supplier Payment Methods

  10. Supplier Payment Attributes

Note: The following is not available for audit tracking:
  1. Supplier Contact User Accounts

After setup is complete, changes to the selected supplier profile attributes are tracked and available for review online.

Operations that can cause a change to the supplier record include:

  • Updates made by users in both the buying organization as well as from the supplier.

  • System applied changes such as supplier import, approved supplier registration requests or approved change requests.

Implementation Considerations

The audit setup page provides you with access to all applications enabled for audit tracking. Exercise caution when making changes in the setup page. Changes in setup can impact users across several applications.

If an object or attribute is disabled or removed from audit tracking, the changes are prospective and not retrospective. Audit history before such change continues to be available for reporting.

Before you configure the setup, Oracle recommends that you consider your change history reporting requirements. It is important to determine whether or not you need to enable only select objects (or select attributes within an object) for audit tracking, or enable all available objects and attributes. To optimize performance, enable only those attributes you require for tracking.

Supplier Audit History Reporting

The Audit History page enables you to search and view audit history for the business objects you have enabled for audit. This page is available only to users with the job role of Internal Auditor. To access the page, click Navigator > Tools > Audit Reports. From the Audit History page, you can review change history on all supplier objects and attributes that are enabled for audit tracking.

Usage Considerations

Here are some usage considerations:

  • Because results are retrieved online, searching time periods longer than a month may have an impact on application performance.

  • Oracle recommends that you run the report using the parent business object Supplier because the report also includes changes to all child objects. You can use a child object in the search if there is a specific need to report changes for only that object for a given time period.

  • If audit history is disabled for objects and attributes, history is still retrieved for the periods when they were enabled.

  • If Personally Identifiable Information (PII) attributes, such as tax payer ID, are enabled for audit, the change history results display changes for PII attributes only if the user has PII privileges.

Access Supplier Collaboration

Supplier user provisioning refers to the process of establishing supplier users with access to the Supplier Portal work area. Your buying organization can create and maintain user accounts, job roles, and data access controls for supplier contacts.

The content supplier users can access, and tasks they can perform, are controlled by your buying organization. You can allow trusted supplier users to request and manage user accounts for their fellow employees that require access to the Supplier Portal work area.

User Provisioning Job Roles

You provision supplier users with job roles, giving them the ability to perform business tasks and functions using the Supplier Portal work area. The predefined job roles that can perform supplier user provisioning are:

  • Supplier Administrator: This is a buying organization job role. Users with this role are responsible for maintaining supplier profile information as well as administering user accounts for supplier contacts.

  • Supplier Manager: This is a buying organization job role. Users with this role are responsible for authorizing new suppliers for spending. They control the addition of new spend authorized suppliers into the supply base. In smaller organizations, you can assign this job role and the Supplier Administrator role to the same individual.

  • Supplier Self Service Administrator: This is a supplier organization job role. Supplier users with this role can maintain company profiles and request user accounts for their fellow employees. All profile changes and user account requests made by the supplier self service administrator require approval by the buying organization.

  • Supplier Self Service Clerk: This is a supplier organization job role. Supplier users with this role can maintain company profiles and request user accounts for their fellow employees. All profile changes and user account requests made by the supplier self service clerk require approval by the buying organization.

You can perform user provisioning from the following procurement flows:

  • Supplier registration review and approval.

  • Supplier profile change request review and approval.

  • Suppliers work area, Manage Suppliers task, Edit Supplier flow where supplier profiles are maintained.

  • Supplier Portal work area where suppliers can perform user provisioning on behalf of their company using the Manage Profile task.

In each of these flows a user with one of the appropriate job roles can:

  • Create or request a user account.

  • Assign job roles.

  • Set data security access for supplier contacts.

Manage Supplier User Roles Setup Page

The IT security manager can go to the Setup and Maintenance work area and use the Manage Supplier User Roles task in the Procurement offering and Supplier Portal functional area.

The Procurement Application Administrator can go to the Setup and Maintenance work area and use the Manage Supplier User Role Usages task in the Procurement offering and Supplier Portal functional area.

Your buying organization uses the Manage Supplier User Roles page to perform the following setup actions. These actions are performed by two different job roles: IT Security Manager, and Procurement Application Administrator.

  • IT Security Manager: Define the list of roles that can be granted to supplier users in Supplier Portal provisioning flows. Only the IT Security Manager job role can add and remove roles. This helps your organization avoid the risk of adding an internal application job role inadvertently. It prevents suppliers from gaining unauthorized access to internal data. The supplier roles are added from the central Oracle LDAP roles repository which stores all Oracle Fusion application job roles. Once they add a role to the table, the role is immediately available for provisioning to supplier contacts by the Supplier Administrator.

  • Procurement Application Administrator: Define the supplier role usages. The Procurement Application Administrator is responsible for this setup task. They manage settings for how the supplier job roles are exposed in provisioning flows.

The IT Security Manager can also set supplier role usages, as they can access all functions on the setup page. However, this task is typically performed by the Procurement Application Administrator. The Procurement Application Administrator cannot add or remove roles from the table.

Your buying organization can establish default roles which expedite supplier user account requests. To do this, identify the minimum set of job roles that a supplier contact can be granted. Use default roles so that approvers don't have to explicitly review and assign job roles for each user account request.

When the role default setup is done correctly, the Supplier Administrator (or approver) can review supplier contact user account requests. This allows them to:

  • Review requests with job roles selected based on the source of the request.

  • Approve user account requests with appropriate role assignments.

The two role usages relevant to supplier user provisioning are:

  • Default for Oracle Fusion Supplier Portal: If selected, the role is automatically added to supplier user requests in the core user provisioning flows, such as supplier profile maintenance.

  • Default for Oracle Fusion Sourcing: If selected, the role is automatically added to supplier user requests generated in sourcing flows such as Create Negotiation.

A role in the table can be marked for one or more of the two usages.

Supplier User Account Request

A prospective supplier can submit their registration request to become a supplier of the buying organization. The request is subject to review and approval by the buying organization. Once approved, user accounts for Supplier Portal are created for those contacts on the registration request where the Request User Account check box is selected.

The registrant sees the Request User Account check box on the Create Contact or Edit Contact page. They open the page from the Register Supplier: Contacts page, User Account section, when they select either the Create or Edit action. The registrant must enter their electronic mail address, and one for any contact they want to have a user account.

An e-mail notification with the registration request outcome is sent to:

  • The user who submitted the supplier registration request.

  • Any contacts marked as administrative contacts on the registration.

When a user account is created, the contact's User Account section displays the user account information for the contact. The Supplier Self Service Administrator can make changes to the user account information from the Supplier Portal. The supplier user can see the account information from the Supplier Portal, but they cannot make any changes.

The buying organization's supplier administrator provisions user accounts to provide supplier contacts access to the Supplier Portal work area. The administrator performs user account maintenance for a specific supplier contact in the Suppliers work area, on the Edit Supplier page, Contacts tab. The administrator assigns a user account with roles that determine what functions the supplier contact can perform in the Supplier Portal work area.

The following are Oracle Procurement Cloud flows where a supplier administrator can request and manage a user account for a supplier contact:

  • Create Supplier Contact: When creating a supplier contact, the administrator can also request to create a user account for the contact, request roles and grant data access. A supplier user can also request for a supplier contact and user account to be created.

  • Edit Supplier Contact: The supplier administrator can make changes to supplier contact information as well as create or maintain the user account for the contact. A supplier user can also request a user account to be created for an existing contact.

  • Approve supplier registration request: When approving a supplier registration, an approver can create and edit supplier contacts. A user account is part of a supplier contact. The approver has the ability to create a user account and assign roles within this flow.

Note: Creating a user account for a supplier contact cannot be reversed. Once a user account is created it cannot be deleted, but it can be inactivated.

The Supplier Administrator is responsible for:

  • Creating and inactivating supplier user accounts.

  • Assigning job roles.

  • Assigning data access.

Create and Inactivate Supplier User Accounts

Select the Create User Account option for a contact to send a request to the identity management system to provision the account. Status is displayed to communicate provisioning status during this process. When the process is complete, the identity management system sends notification to the supplier contact with the user name and temporary password for the Supplier Portal work area. If the process fails, a notification is sent to the Supplier Administrator that a user account was not successfully provisioned.

Assign Job Roles

Use the Roles subtab to control function security. This determines the business objects and task flows the supplier user can access. Supplier job roles should be assigned based on the job that the contact performs within the supplier organization. For example, Customer Service Representative or Accounts Receivable Specialist.

Assign Data Access

Use the Data Access tab to control data security. This determines which transactions the user can access for the specific business objects their job role is associated with. The two levels of data security are: Supplier and Supplier Site. By default, all supplier user accounts start with Supplier level, meaning they can access all transactions belonging to their supplier company only. For more restrictive access, the Supplier Site level limits user access to transactions for specific supplier sites only.

The Supplier Portal page serves as the landing page for Oracle Fusion Supplier Portal and provides quick access to tasks and reports relevant to you. The content that you can access in the Supplier Portal is controlled by your job role and your data access settings.

The Supplier Portal page includes an integrated search facility to locate particular orders, agreements, shipments and so on, a Tasks list from which to access all Supplier Portal tasks and reports, and a number of dynamically updated infolets. Infolets provide interactive graphic readouts of critical real time information, such as supplier transaction reports, for example.

Supplier Portal Search

You can directly search for specific items such as orders, agreements, and shipments. Select the type of object to search for in the Search drop down, and provide appropriate search criteria, such as an order number, in the search field, and click Search.

Tasks

Select tasks and reports from the Tasks list on the Supplier Portal page. Links are included for all activities you need to perform in Supplier Portal such as managing shipments and deliverables and creating invoices. Updates to your company profile can be initiated by clicking Manage Profile. See Supplier Profile Change Requests: Explained for more information.

Monitoring Actions and Activities

Graphic infolets provide an interactive readout of real time information. You can see recent activities and news, as well as view the items requiring attention, which you access by drilling down into the infolet. See the common topics on infolets for more information.

Cloud Service for Supplier Portal

Supplier Portal is a browser-based self-service solution that provides suppliers with a secure, integrated work area that provides full visibility to transactions, offers closed loop collaboration, and enables electronic invoicing.

Suppliers can access a complete summary of all transactions that require attention. From the work area, suppliers can view the current status of negotiations, agreements, purchase orders, advance shipment notifications, and invoices.

Supplier catalog authoring allows suppliers to maintain item pricing and descriptions with minimal intervention by procurement staff. Suppliers can also manage their own order-related tasks, such as acknowledgments, advanced shipping notices, and change requests. All supplier change requests are tracked, routed, and approved to ensure controls are maintained. Suppliers can submit invoices electronically.

Suppliers can be registered through a quick, simple, online process. Active suppliers can easily manage their contact and business details to ensure they are current.

Manage Supplier Qualifications

Use the Supplier Qualification Work Area

How can I find information about my suppliers and their qualifications?

You can use the Qualified Suppliers infolet on the Supplier Qualification work area to view information about your suppliers and their qualifications. You can choose a Procurement BU and a horizontal bar pertains to each qualification applicable to that Procurement BU for which at least one supplier qualifies. The number associated with the horizontal bar is the percentage of suppliers for that Procurement BU who have qualified for that requirement. If you select the horizontal bar itself, the Manage Qualifications page appears, and you can view a table with information about the qualifying suppliers.

Identifying Changes to Questions, Qualification Areas, or Qualification Models: Explained

If any questions, qualification areas, or qualification models are changed, a revision for that question, qualification area, or qualification model is created. The next time you (or someone else) creates a new qualification area, qualification model, or initiative that uses the changed question, area, or model, you must uptake the change if you want to use the most recent version.

You can use the Setup Requiring Attention infolet on the Supplier Qualification work area to see which questions, areas, or models have changes. Once you expand the infolet, you see a list of questions, qualification areas, and qualification models that have outstanding changes.

  • You can choose to view only changed questions, changed qualification areas, changed qualification models, or all changes.

  • If a branched question contains inactive or changed subordinate questions, or a qualification area contains inactive or updated questions, or if a qualification model contains inactive or updated qualification areas, you must inactivate the parent question, area or model before you can modify the children questions or areas.

Create Questions, Areas, Models, and Initiatives

Questions are the building blocks of your supplier qualifications tools. As you create a repository of individual questions, they are stored in the Question Library. You can later use questions in the Question Library to create the initiatives you use for qualifying your suppliers. The questions in your repository are reusable and available to other supplier qualification managers. Additionally, category managers can open and use questions in the Question Library as requirements in Sourcing negotiations. By using predefined questions, you can quickly build your initiatives without having to redefine commonly used questions.

Creating Questions

When you create your question, you must specify the question text, how the question is used and the type of response that is expected.

The following table shows the attributes for a question and explains each one.

Question Attribute Explanation

Question

The name you use when searching for this question to add to an initiative.

Status

Statuses include

  • Draft - the question is still being developed.

  • Active - the question is available for use.

  • Inactive - the question cannot be used.

  • Archived - there is a newer version of the question.

Revision

The current version of this question. The question version is maintained automatically by the application.

Owner

The person responsible or point of contact for the question.

Question Level

The level at which the question applies: supplier or supplier site

Critical question

Checked if this is a critical question

Responder type

Whether the expected responder is a supplier or an internal employee, supplier questions are used to build the questionnaire sent to the supplier for responses. Internal questions are used to build the questionnaire sent to the internal responder.

If you select Automatic, then you can map questions to descriptive flexfields from the supplier profile. Also, the mapped questions are excluded from the questionnaire.

If supplier is selected and mapped to a supplier profile attribute, then the question is mapped to an attribute in the supplier's profile.

Required Response

Checked if a response is required to the question

Mapped to supplier attribute

When suppliers register with the application, they provide information that is stored in a profile for that supplier.

You can map your question to an attribute of the supplier profile. This let the information the supplier provides in the response to be added to the supplier profile.

If the question level is supplier site, then you link to site level attributes.

Also, depending on which attribute you map to, values for Question Type and Response Type default cannot be changed.

Supplier Profile Attribute

Search and add a descriptive flexfield. To search for an active descriptive flexfield, select category as Additional Information.

Question Type

The type of response for this question:

  • A simple text string

  • A single selection from a defined list of allowable values

  • Multiple selections from a defined list of allowable values

Response Type (for Question Type = text)

The format for the response

  • Single line of text

  • Multiple lines of text.

  • Number

  • Date

  • Date and Time

  • URL

Accepts comments from the responder

Lets the responder to enter comments along with the response

Response Attachments (for Question Type = text)

Whether the supplier can include attachments in the response

Preferred Response (for Question Type = text)

Your preferred response to the question and whether it should be visible to the supplier.

Scoring

Once a supplier has completed responding to an initiative, and you accept the response, you can view the supplier's responses to the initiative questions and assign the response a numeric value based on how desirable that response value is. This is called scoring the response. There are three types of scoring methods you can choose:

  • None - the question responses cannot be scored.

  • Manual - when evaluating the question response, you must score the responses manually.

  • Automatic - you can define scoring criteria and have the application perform the scoring automatically.

You can have both scored and non-scored questions in a qualification area, but if you have scoring enabled for a qualification area, you must have at least one scored question in that qualification area.

Attachments

Click to add attachments to the question. If you use Setup Migrator to migrate Supplier Qualification objects to a new environment, attachments are not carried over.

Question Text

The text of the question. The text the supplier sees on the questionnaire. You can use rich text formatting as needed.

Identifying Acceptable Response Values

You can create a question that restricts the supplier to values from a list of acceptable values. When you create the question, you also specify the values you accept for the question. You can specify a preferred value and optionally display the preferred value to the responder. When the supplier answers the question, she must choose a value from the list you provide. You can let the supplier choose only a single value or multiple values from the list. You use a supplier profile attribute that has a set of possible values defined in the supplier profile. Then, those values become the allowable response values for your question. You cannot change these values, for each response, you can also indicate whether the supplier can include attachments in the response.

Using Supplier Profile Attributes in Questions

The Supplier Profile is a standardized collection of attributes that is used by the application to define a supplier. Some examples include information such as corporate or tax information about the supplier. You can reference these attributes as question fields. When a supplier provides information for the field, and the qualification manager accepts the response, the value is used to update the supplier's profile.

Categories of business classifications are also used to describe the supplier, and a hierarchy of products and services that identify a supplier's products or services. Depending on which attribute you map to, values for Question Type and Response Type default cannot be changed. If there are multiple possible values defined for the attribute in the supplier profile, those values include the acceptable values for the question. You cannot add or delete values to this list.

For example, one of the supplier profile attributes is Payment Terms, and there may be several different types of payment terms available. If you use Payment Terms in a question, your responder must select an answer from the list of values.

Map Questions to Supplier Descriptive Flexfields

You can map questions to descriptive flexfields from a supplier profile; Descriptive flexfield attributes are used to store additional information about the supplier, which is useful for business. You can leverage this additional information during the supplier qualification process.

You can leverage supplier descriptive flexfield values in the supplier qualification process by mapping a qualification question to a descriptive flexfield attribute on the supplier profile. You can populate supplier descriptive flexfield's multiple choice single selection attribute for question mapping where both text type and multiple choice with single selection descriptive flexfields are supported.

When questionnaires are sent to suppliers and internal responders, questions configured with responder type as automatic are excluded from these questionnaires. You can use this extended supplier information in the qualification activity that may not originate directly from a supplier or internal responder.

For supplier responder type, information is gathered from suppliers using a questionnaire and for automatic responder type, responses are gathered from supplier profile automatically. Qualification managers can view all the question responses (this includes responses for automatic responder type questions too), during qualification evaluation process and award a qualification outcome for the respective supplier.

For the supplier responder type where the question is mapped to an attribute from the supplier profile, if the supplier responds with an updated value then after approval, this new value is updated in the supplier profile attribute and in the response repository. You can score supplier descriptive flexfield's multiple choice single selection attribute values.

For the supplier registration process, if the supplier registration form and questionnaire share similar descriptive flexfields (that is, the descriptive flexfields are mapped to the questions), then the values in these descriptive flexfields are synchronized with the questionnaire responses.

Using Question Branching

In addition to providing the supplier with a choice of allowable values for a single question, you can also use the supplier's response to an initial question to determine whether additional questions should be asked. This is called question branching. In essence, if you select a particular value for a question, you may be prompted to answer an additional question. You can do question branching for acceptable responses of supplier descriptive flexfield's multiple choice single selection based questions.

Modifying Questions

Modifying certain fields such as question text, acceptable responses, question type creates a revision of that question. Other fields, such as attachments that do not create a new revision of the question). If you modify an existing question, the application assigns a new version number. Any existing responses continue to be associated with the previous version. To synchronize your qualifications and assessments with the new initiative version, you must create a new initiative and include the new revision of the question using a revised qualification area.

Using Questions in Sourcing Negotiations

Category Managers use the Negotiations work area to conduct negotiations with suppliers to determine the best provider for goods and services. Such negotiations include information about the negotiated items, but may also solicit company, licensing, performance history and other information from the suppliers participating in the negotiation. Category Managers identify such information by adding questions (called requirements) to the negotiations they then conduct with suppliers. Since this can be the same information you can obtain by using Supplier Qualification questions, Category Managers can use questions from the question library as requirements.

You create and save questions to use later in initiatives. By creating the questions separately, you can build a repository of frequently used questions for reuse. Therefore, you do not have to recreate the questions every time you want to create a new initiative.

In this scenario, Clare Furey, the supplier qualification manager, is creating questions for later use in an initiative

Creating a Simple Text Question
  1. Clare begins by navigating to the Manage Questions page.

  2. She clicks the Add icon.

  3. She enters her question on the Create Question page, as displayed in the following table. (If no information is specified, she accepts the defaults.)

    Attribute Value

    Question name

    Annual Revenue

    Owner

    She checks the default Clare Furey

    Question Level

    Supplier

    Responder Type

    Supplier

    Question Type

    Text entry box

    Question Text

    Enter your expected revenue for the current fiscal year.

  4. Once Clare enters all the information in the preceding table, she is finished defining the question. She clicks Activate and then Save and Close. She returns to the Manage Questions page.

Creating a Question with a List of Acceptable Responses
  1. She clicks the Add icon.

  2. She enters her question on the Create Question page, as displayed in the following table. (If no information is specified, she accepts the defaults.)

    Attribute Value

    Question name

    Corporate Functional Currency

    Owner

    She checks the default is Clare Furey

    Question Level

    Supplier site

    Responder Type

    Supplier

    Mapped to supplier attribute

    Clare checks the check box.

    The Supplier Profile Attribute field displays.

    Clare clicks the search icon.

    The Search and Select: Supplier Profile Attribute dialog box displays.

    She chooses Corporate Profile from the Category menu and clicks Search.

    The attributes for the Corporate Profile category appear.

    She highlights the Preferred Functional Currency attribute and clicks OK.

    Question Text

    Select your preferred currency.

  3. She enters all the information in the preceding table and finishes defining the question. She clicks Activate and then Save and Close. She returns to the Manage Questions page

Creating a Question with Question Branching.
  1. She clicks the Add icon.

  2. She enters her question on the Create Question page. (If no information is specified, she accepts the defaults.)

    Attribute Value

    Question name

    Company Age

    Question Level

    Supplier

    Responder Type

    Supplier

    Question Type

    Multiple choice with single selection

    Question Text

    Enter your company's age.

  3. This question's final answer varies depending on whether the company is less than one year old. If the company is older than one year, the resulting question prompts for an age value. If the company is not yet a year old, the resulting question prompts for a list of key investors. To define this question branching, Clare must define the test question first, so she clicks the Add icon for Acceptable Values. She must add an entry for each of the possible values.

  4. For the first allowable value, she enters "Less than one year." She then clicks the icon to edit the question branching.

  5. On the Edit Question Branching dialog box, she clicks the Search and Add icon.

  6. Searches for a question called Identify Investors. This question has been previously defined and is regularly used in many initiatives. When she sees the question in the search results, she highlights the question in the table and clicks Apply. Then she clicks OK to close the Search and Add dialog box. She clicks OK again to close the Edit Question Branching dialog box.

  7. Now that the first test condition has been taken care of, Clare defines the remaining condition.

  8. She adds another allowable value called "More than a year old." She edits the question branching for this value and identifies an existing question called More Than One Year. This question is a simple text box that prompts the supplier to enter a number.

  9. Now that she has finished defining the parent question, she clicks Activate and then Save and Close.

  10. She has completed defining her questions at this point, so she leaves the Manage Question page.

Creating a Scored Question
  1. She clicks the Add icon.

  2. She enters her information on the Create Question page. (If no information is specified, she accepts the defaults.)

    Attribute Value

    Question

    Number of employees?

    Owner

    She checks the default, Clare Furey

    Question Level

    Supplier

    Responder Type

    Supplier

    Question Type

    Multiple choice with single selection

    Question Text

    How many employees do you have?

    Scoring

    Automatic

  3. In the Acceptable Responses, Clair must specify the acceptable responses, so she clicks the plus sign. She enters the values:

    Number of Employees Score

    1 to 100

    20

    101 to 500

    30

    More than 500

    50

  4. After specifying the response values and their scores, she is done defining the question, so she clicks Save and then Activate.

Question branching is a tool you can use to expand your qualification possibilities when soliciting information from responders. Branching lets you selectively pose additional questions depending on a supplier's answer to a prior question. For example, your initial question could ask a supplier to identify any industry trade organizations to which the supplier belongs. Then depending on which organization the supplier chooses, you might follow up with additional questions.

When creating a branching question, you create the lower-level questions first. Once your lower-level questions are created, you can then create your initial question. As you are creating your initial question and its allowable answers, you can use the follow-up question you defined previously.

For example, using the preceding scenario, you would define questions in the following order

  1. First you would create your follow-up questions. You could define these in any order.

    1. "Have you received any awards from this organization? If so attach documentation."

    2. "How long have you been a member of this organization?"

    3. "Has a representative of your company been on the governing board of this organization within the last five years?"

  2. Once you have defined your follow-up questions, you can define your primary question, for example: "To which of the following organizations does your company belong?"

  3. As you specify the list of allowable answers to your primary question (in this case, the names of organizations), for the appropriate organizations, you would link the follow-up questions to that answer.

Note that:

  • A single answer may branch to one or more questions.

  • Questions exist independently of which initiatives they are used in. A question can be a primary question in one initiative but a follow-up question in a different initiative.

These two scenarios show how to use question branching in simple questions. In each example, the supplier qualification manager creates a primary question and one or more follow-up questions. These questions are displayed depending on the answer to the primary question.

Scenario

Tim Jones is creating a question for use in later qualification initiatives. This question asks the supplier to identify whether the company is public or private. It accepts a single answer. If the answer to the question is "public," the supplier must answer an additional question. This question asks the supplier to specify the date the company went public. If the answer to the question is "private," the supplier does not supply any additional information.

Scenario

Carmen SantAngelo is creating a question to use when soliciting certification information for suppliers. The primary question includes a list of several possible certifications for the type of supplier. The supplier chooses all the certifications from the list that apply to the supplier company. Depending on which certification the supplier chooses, an additional question is displayed which prompts the supplier for the latest certification date.

The Supplier Profile is a standardized collection of attributes that is used by the application to define a supplier. Some example attributes include information such as corporate, tax information, addresses values, and site usages about the supplier. You can reference these attributes as question fields. When a supplier provides information for the field, and the qualification manager accepts the response, the value is used to update the supplier's profile.

Depending on which supplier attribute you map to, values for Question Type and Response Type are defaulted and cannot be changed. If there are multiple possible values defined for the attribute in the supplier profile, those values comprise the acceptable values for the question. You can delete values from the list, but you cannot add values. Any changes you make only affect the values used in the question, not in the underlying values in the supplier profile.

There are also attributes that are categories of values such as business classifications used to describe the supplier, and a hierarchy of products and services used to identify a supplier's products or services offerings. These attributes are frequently used in qualification questions. Questions using Products and Services attributes are typically used as branch questions. Questions using Business Classification attributes cannot have any branch questions.

Large and Associates is opening several new offices to handle customers in its western region. Lydia Fernandez, the supplier qualification manager, is creating a new initiative to qualify suppliers for future office furniture purchases.

Among other questions, she creates one question using the Products and Services hierarchy. She also creates a second question using the Small Business attribute of the Business Classifications category.

Using Products and Services in a Question
  1. Lydia begins creating her question by entering the question name. She accepts the defaults for the rest of the header attributes.

  2. She selects Mapped to supplier attribute. The Supplier Profile Attribute search field is displayed, and Lydia clicks the search icon.

  3. When the Search and Select dialog box appears, Lydia opens the Categories menu. She selects the entry for Products and Services, and clicks Search. When the dialog box refreshes, she highlights the entry in the search results area for Products and Services and clicks OK.

  4. When the Create Question page displays, Products and Services is identified as the profile attribute. The supplier products and services hierarchy is displayed in the allowable values section.

  5. Since the question is concerned with office furniture, Lydia highlights the category for Technology and the category for Telecommunications. She deletes them since they are not applicable to the question. She sets the remaining values to optionally accept attachments.

  6. She selects a value called Modular Furniture, marks it as the preferred response, and chooses to display the preferred response to suppliers.

  7. The products and services display itself accepts no input from a supplier. It only provides a structure to which the qualification manager can add follow up questions. For each of the products and services shown, Lydia defines one or more branching questions to which the supplier responds.

  8. At this point, Lydia is finished with this question, so she clicks Activate and Save and Close.

Using Business Classifications in a Question
  1. Lydia begins creating her question by entering the name. She accepts the defaults for the rest of the header attributes.

  2. She selects Mapped to supplier attribute. The Supplier Profile Attribute search field is displayed, and Lydia clicks the search icon.

  3. When the Search and Select dialog box appears, Lydia opens the Categories menu, selects the entry for Business Classifications, and clicks Search. When the dialog box refreshes, she highlights the entry for Small Business in the search results area for Business Classifications and clicks OK.

  4. When the Create Question page is refreshed, Small Business is identified as the profile attribute. The certifying agencies associated with Small Business classification are displayed in the acceptable responses section.

  5. Since the question is concerns a new office in the western region, Lydia highlights any certifications that are not in effect for Washington, Oregon, or California and deletes them.

  6. Since business qualifications cannot have branching questions, at this point, Lydia is finished with this question, so she clicks Activate and Save and Close.

Qualification areas are containers for your questions. You use a qualification area and its questions to evaluate a particular aspect of a supplier. You add one or more qualification areas to an initiative and use the questions in the qualification areas to create a questionnaire. You then send the questionnaire to the supplier and any internal responders for a response. Once all the responders have submitted replies, you and any other evaluators review the answers. If all evaluators approve the responses, a qualification for the supplier is created for that qualification area.

If you try to use a qualification area whose questions have been updated, the questions are displayed with an alert icon. You can revise the qualification area definition by using the Uptake Latest Revision. If you do not update the qualification area definition, it uses the previous version of the question.

The following table shows the attributes for a qualification area and explanations for each.

Name Explanation

Qualification Area

The name of the qualification area you are creating. This name is used as the name of the qualification.

Revision

The number of the current version of this qualification area definition. As changes are made to the qualification area definition, the Revision number is incremented.

Description

Optional description

Owner

The owner of the qualification area definition.

Default qualification owner

Select to set the owner as the default qualification owner when this qualification area is included in a qualification initiative

Information only

Select this check box if you do not want this qualification area to affect any outcomes.

Expiration Reminder

Sets a future point in time before the qualification expires when the application starts sending alerts to the qualification manager. The value you set here is the default that is used for any qualification created using this qualification area. The owner of the qualification can override the value.

Attachments

You can browse to existing files and add as attachments on the qualification area. You can browse to and attach files, enter free form text, or enter a URL in the format https://some.name.com

Status

Qualification area definitions can be in one of four statuses:

  • Draft - the initial definition has not been activated for use.

  • Active - the definition is available for use in initiatives and qualification models.

  • Inactive - the definition is disabled and cannot be used. It can be reactivated for use when necessary.

  • Archived - this definition has been superseded by a more recent revision.

Qualification Area Level

Whether qualifications generated using this model apply only at the supplier site level or at both the supplier and the supplier site level.

Procurement BU

The procurement business unit that owns this definition.

Global check box and Procurement BU Access menu

These values control who can use this qualification area. The default is the procurement business unit of the creator. If you check Global, the qualification area can be used by all procurement business units in the application. Otherwise, you choose the procurement business unit which can use this qualification area. Note that you can choose multiple values from the menu.

Share Qualification with Supplier

You can expose qualification evaluation decisions to suppliers by selecting the Summary option for the Share Qualification with Supplier attribute. By selecting this option, you can control the level of information that is shared with the supplier.

  • Summary - the qualification outcome, the start date and end date.

  • Supplier response - the supplier response to the area questions.

  • Internal response - the internal responder's response to the area questions.

  • Note - you can communicate any additional information to the supplier.

Qualification Duration (only if automatically evaluating qualifications)

If you choose to have qualifications automatically evaluated, this is value is used to derive the qualification end date. The application uses the date the evaluation is performed for the qualification start date. The qualification duration is added to the qualification start date to derive the qualification end date.

Automatically populate response

If there are existing responses from a supplier's previous response to questions in this qualification area, you can choose to have the application use the existing responses when it generates a new questionnaire. This sets the default for any initiatives that use this qualification area, although a qualification manager can override the setting when defining the initiative.

Automatically populating the questionnaire with previous responses relieves the supplier of having to always answer all the questions.

Alternatively, you may want to force the supplier to answer all the questions every time (for example, you are using the questionnaire as a poll, so you want updated responses every time).

Automatically accept responses

If you choose, you can automatically accept responses to questionnaires. This allows the responses to enter the application without needing an evaluator to manually view and accept them first.

If you enable automatic response acceptance here, this sets the default for any initiatives that use this qualification area, although a qualification manager can override the setting when defining the initiative.

Enable scoring

If you enable scoring for this qualification area, it must contain at least one question with scoring defined. You must also set a weight for the question. The weight reflects the importance of that question among the other scored questions in this area. Weights are required for scored questions and the weight values must add up to 100.

You can also set a knockout score which all response scores must surpass if they are to be used in further processing. Setting knockout scores is optional.

Additionally, you define the area outcomes in terms of total scores. An area's total score is the sum of the scores of all the questions in the area. Typically, for each outcome, you specify a beginning and ending score range.

Automatic initiative with single qualification

Select to automatically create an initiative with a single qualification where subject matter experts as initiative owners can review and accept responses independently for complex qualifications with quicker turn around for responses. Qualification owner can then evaluate each qualification quickly, without having to wait for other qualification responses when multiple qualifications are present in the initiative.

Automatically evaluate qualification (only if scoring is enabled)

You can also choose to have qualifications automatically evaluated.

Automatic Requalification on qualification expiration

Select to automatically requalify a supplier for certain qualification areas when the current qualification has expired or is within the expiration reminder period so that the supplier always has an active qualification.

If you enable automatic requalification on qualification expiration here, all the qualifications created based on this qualification area will have automatic requalification on expiration enabled by default.

Automatic Requalification on new response

Select to automatically requalify a supplier for certain qualification areas when a new response is available so that the active qualification is always based on the latest information.

Information only

An information-only area does not have any outcome.

Add icon (Question section)

Using the add icon opens up a dialog window where you can choose questions and add them to your qualification area.

Questions and Outcomes icon

Use the Questions and Outcomes icon to display the Create Qualification Area: Questions and Outcomes page where you can choose the qualification questions and add them to your qualification area. You also specify the possible question outcomes.

Question/Question text (Search and Add dialog box)

Enter the name of a question or the beginning text of a question you want to locate. You choose the appropriate questions from the search results. When you are returned to the Create Qualification Area, the questions you chose are displayed.

Weight

You can set different weights for the questions in this qualification area. The weight for a question indicates the importance of that question relative to the other questions in the area. The higher the weight, the more important the question. The sum of the weights for all scored questions in this area must equal 100.

Knockout score

You can set a minimum score that all supplier responses must beat to be considered an acceptable response to this question. If any of the required question responses fail to pass the knockout score, the application assigns the qualification an unacceptable outcome.

Add icon (Qualification Outcomes section)

Use the icon to define a possible evaluation outcome for this area.

Set as Knockout (only if scoring is enabled)

When defining an area outcome, clicking this button identifies this outcome and the one to use for any responses that do not beat the knockout score.

Outcome

The name of a possible qualification outcome. For example, you might define three possible outcomes, Best, Acceptable, and Unacceptable. You assign one of these outcomes later when you are evaluating a supplier's response, or if you are using automatic evaluation, the application assigns the outcome based on the sum of scores for all the questions.

If you have scored questions in this area, then you define the possible outcomes in terms of total score values (the sum of all the scores of all the questions) using the From Score and To Score fields. You must define one outcome to use when at least one of the required question responses doesn't pass the knock out score.

From Score/To Score (only if scoring is enabled)

If scoring is enabled this qualification area, for each possible outcome, you must identify a From Score and a To Score. When the responses to scored questions are evaluated, their scores are added together to give a total score. This total score value you use here. Effectively, this assigns responses with different total scores to different area outcomes.

Notify

(Only if automatic evaluation is enabled)

For each outcome you define, you can optionally choose to send a notification to the owner of the qualification area a notification whenever a response was automatically evaluated and assigned to this outcome.

The process for creating a qualification area includes the following steps.

  1. Define the qualification area header values, such as name, business unit access, and expiration notification values. If you intend to use this qualification area with scored questions, decide whether you want to process this area automatically (automatic acceptance and automatic evaluation), and set the attributes appropriately.

    If you intend to share qualification decisions with your suppliers, set the sharing attributes as needed.

  2. Click the Questions and Outcomes icon to display the Create Qualification Area: Questions and Outcomes page.

  3. Search for and add all the questions that are appropriate for the aspect of the supplier that you want to qualify. If you add a question that uses scoring, enter a weight for that question (the sum of all the question weights must equal 100).

  4. Define all the possible outcomes to use later when you are evaluating a supplier's response. If you add a question that uses scoring, enter a weight for that question (the sum of all the question weights must equal 100).

  5. Define any additional classification values as appropriate.

  6. Once you have completed defining the qualification area, use Activate to make the qualification area available for use.

If any changes are made to the questions contained in a qualification area, you can synchronize the latest question version with the qualification area by choosing Uptake Latest Revision. Existing qualification areas remain linked to the version of the question used when the area was created.

If you are planning changes to a qualification area, and you want to see which qualification models use the area, you can view the area definition and then choose the View Qualification Area Usage.

Using Qualification Areas in Oracle Fusion Sourcing

Category Managers use Oracle Fusion Sourcing to conduct negotiations with suppliers to determine the best provider for goods and services. Negotiations include details on the negotiated items, but may also solicit company, licensing, performance history and other information from the suppliers participating in the negotiation. Category Managers identify such information by adding questions (called requirements) to the negotiations they then conduct with suppliers. Since this can be the same information you can obtain by using qualification areas in initiatives, Supplier Qualification Management lets Category Managers copy existing qualification areas as requirement sections in their negotiations. Any qualification areas used in the negotiations must also be defined for the same procurement BU or defined as global.

You use qualification areas to contain and organize your qualification questions. Once you have your questions added to your qualification area, you can then use your qualification areas in qualification models for use with assessment initiatives, or you can add one or more qualification areas directly to qualification initiatives.

Newton Consulting is branching into a new area of services. Clare Furey, the supplier qualification manager, is creating a new qualification area to use with future initiatives to qualify prospective suppliers.

Creating a Qualification Area
  1. Clare navigates to the Create Qualification Area: Overview page.

  2. She enters Financial Viability as the qualification area name.

  3. She accepts the default, Vision Operations, as the Procurement BU which owns this qualification area, and notes that she is assigned as the qualification manager who owns the area.

  4. She enters a description of area containing questions relating to various financial details.

  5. If she wants to assign herself as the default qualification owner for this qualification area, then she selects the Default qualification owner check box.

    When this qualification area is included in a qualification initiative, she will be defaulted as the qualification owner.

  6. Since she later selects which Procurement BUs can use this area, she leaves the Global box unchecked.

  7. Since Clare did not check the Global check box, she must specify which procurement BUs can use this qualification area, so she clicks the Procurement BU add icon. When the Procurement BU dialog box displays, she scrolls through the list adding the names of the BUs that can use this area for qualifying suppliers. When she is finished listing the BUs, she clicks OK.

  8. Since Clare wants to reuse this qualification area every year to keep her supplier information current, she chooses to not reuse responses. This way suppliers will need to complete the initiative questionnaire every year with new, updated response values.

  9. The questions in this qualification area solicit general information about the suppliers' financial organization and history. None of the questions are required, and many are open-ended, so there is no need for her to view the responses and possibly reject any of them. Since she does not need to view the responses, she enables the Automatically accept responses attribute.

  10. In this qualification area, Clare uses several questions that allow scoring. If a question is scored, evaluators can assign a numeric value to the supplier response value. These response scores help you and other evaluators to compare and grade responses between different suppliers. To allow the scoreable questions to be used in this qualification area, Clare selects the check box named Enable scoring.

  11. If she wants to automatically create an initiative with a single qualification, then she selects the Automatic initiative with single qualification check box.

  12. She sets the default expiration reminder value to 30 days. Therefore, for any qualification created using this area, (unless the qualification owner changes the value), expiration reminders start going out 30 days before the qualification expires.

  13. If she wants to automatically requalify qualifications on expiration, then she can select the Automatic Requalification on expiration check box.

  14. If she wants to automatically requalify qualifications whenever there is a new response, then she can select the Automatic Requalification on new response check box.

  15. Now Clare must add her questions, so she clicks the Add icon in the Questions region. When the Search and Add dialog box appears, she finds and adds a question called Annual Revenue. This question has been defined earlier and is typically used by all her basic supplier qualification initiatives.

  16. When she has selected the question, she clicks Apply to add it to the area, and then clicks OK to close the dialog box. The attributes for the question such as revision number, responder type, and whether a response is required appear in the question table, once the question is added.

  17. Clare continues adding questions. She could create a new question at this point by clicking Create and Add , but all the questions she needs for this area have already been defined.

  18. She defines three possible outcomes that can result from qualifications performed using the area: Good, Satisfactory, and Unsatisfactory.

  19. Once Clare is finished creating her new qualification area, she clicks Save and then Activate.

Qualification models are containers for qualification areas. You use a qualification model and its qualification areas to perform a comprehensive evaluation of a supplier known as an assessment. When creating an assessment initiative, you specify a single qualification model containing one or more qualification areas. The questions contained in the model's qualification areas are used to create the questionnaire that is sent to your suppliers and any internal responders. The application creates draft qualifications and assessments when you launch the initiative.

If you try to use a qualification model whose qualification areas have been updated, an alert icon displays. You are prompted to revise the qualification model definition, by using Uptake Latest Revision. If you do not update the qualification model definition, it uses the previous version of the qualification area definition.

Once all the responders have submitted replies, you review each of the responses and either accept it or return it back to responders. The responders can update their responses and resubmit. Once you view and accept a supplier's responses as well as any internal responses associated with the supplier, all qualifications for that supplier are in Ready for Evaluation. During the evaluation step, the designated reviewers view the supplier responses and assign an outcome value. (You define the possible outcome values that are available when you define the qualification model.)When all qualifications are evaluated and finalized, corresponding assessment becomes active.

The following table displays qualification model attributes and explains the attribute values.

Name Explanation

Question Model

The name of the qualification model you are creating. This name is used as the name of the assessment.

Revision

The number of the current version of this qualification model definition. As changes are made to the qualification model definition, the Revision number is incremented.

Owner

The owner of the qualification model definition.

Default assessment owner

Select to set the owner as the default assessment owner when this qualification model is included in an assessment initiative.

Procurement BU

The procurement business that owns this definition

Status

Qualification model definitions can be in one of four statuses:

  • Draft - the initial definition has not yet been activated for use.

  • Active - the definition is available for use in initiatives.

  • Inactive - the definition is disabled and cannot be used. It can be reactivated for use when necessary.

  • Archived - this definition has been superseded by a more recent revision.

Global check box and Procurement BU Access menu

These values control who can use this qualification model. The default is for the model to be available to the procurement business unit of the creator. If you check Global, the qualification model can be used by all procurement business units in the application. Otherwise, you choose the procurement business unit which can use this qualification model. Note that you can choose multiple values from the menu.

Share Assessment with Supplier

You can expose assessment evaluation decisions to suppliers if you select the Summary option for the Share Assessment with Supplier attribute. If you select this option, any assessment created using the areas in this model can be communicated to a supplier when you finalize the assessments. You can choose to share:

  • Summary (outcome, start date, and end date)

  • Qualifications (qualification information included in the assessment)

  • Note to supplier - You can also add a note that the supplier can see when viewing the assessment.

Qualification Model Level

Whether assessments generated using this model apply only at the supplier site level or at both the supplier and the supplier site level.

Enable scoring

If you enable scoring for this qualification model, it must contain at least one qualification area with scoring defined, and the qualification area must contain at least one question with scoring defined.

Additionally, you define the model outcomes in terms of total scores. A model's total score is the sum of the scores of all the areas in the model. Typically, for each outcome, you specify a beginning and ending score range.

Automatically evaluate assessment (only available if scoring is enabled)

You can also choose to have assessments automatically evaluated. The application uses the scoring information defined for the model's outcomes to evaluate the assessment.

Expiration Reminder

Sets a future point in time before the qualification expires when the application starts sending alerts to the qualification manager. The value you set here is the default that is used for any assessment created using this qualification model. The owner of the assessment can override the value.

Owner

The owner of the qualification model definition

Areas and Outcomes icon

Use the Areas and Outcomes icon, to display the Create Qualification Model: Areas and Outcomes page where you can choose the qualification areas and add them to your qualification model.

Add icon (Qualification Area section)

Use the add icon to open a window where you can choose the qualification areas and add them to your qualification model.

Procurement BU/Qualification Area (Search and Add dialog box)

Enter the name of a qualification model for which you want to search. You choose the appropriate questions from the search results. When you are returned to the Create Qualification Model, the qualification areas you chose are displayed. Note that you can update the question branching for questions in this area if necessary.

Display Sequence and Outcome

You can define possible outcomes for your qualification model. Then when evaluators are viewing a supplier's response, they can assign the response a particular outcome.

From Score/To Score (only available if Enable scoring is selected)

For each outcome, you specify the range of values that include that outcome. Additionally, you identify one outcome to be used as the knockout outcome.

Knockout Outcome

Indicates which outcome is the knockout outcome.

Notify (only available if Automatically Evaluate Assessment is selected)

If you choose to have assessment automatically evaluated, for each outcome, you can choose to have the application send a notification to the assessment owner whenever an assessment that evaluates to that outcome is received.

The process for creating a qualification model includes the following steps.

  • Use the Create Qualification Model page to define the qualification model header values, such as name, business unit access, and expiration reminder values

  • Click the Areas and Outcomes icon to display the Create Qualification Model: Areas and Outcomes page.

  • Search for and add the qualification areas that are appropriate for the supplier that you want to qualify.

  • Specify any additional classification values appropriate for this qualification model.

  • Once you have completed defining the qualification model, use Activate to make the qualification model available for use.

Qualification models contain and organize qualification areas. You use qualification models when performing a supplier assessment. An assessment initiative contains a single qualification model which itself contains one or more qualification areas. After you accept the response and review and approve the supplier's response, an assessment is created for that supplier as well as a qualification for each qualification area.

Newton Consulting is branching into a new area of services. Clare Furey, the supplier qualification manager, is creating a qualification model for future assessment initiatives she uses to assess suppliers for the new service area.

Creating a Qualification Model
  1. Clare navigates to the Create Qualification Model page.

  2. She enters Corporate Assessment as the qualification model name. The model name also the name of the resulting assessment.

  3. She accepts the default, Vision Operations, as the Procurement BU which owns this qualification model. She notes that she is assigned as the qualification manager who owns the model.

  4. She enters a description of "Model containing qualification areas relating to various details of the corporation."

  5. If she wants to assign herself as the default assessment owner for this qualification model, then she selects the Default assessment owner check box.

    When this qualification model is included in an assessment initiative, she will be defaulted as the assessment owner.

  6. Since she chooses which Procurement BUs can use this area, when she creates the initiative, she leaves the Global box unchecked. Also, she notes that the Qualification Model Level value indicates the model is available for both supplier and supplier site level areas.

  7. Since Clare did not check the Global check box, she must specify which procurement BUs can use this qualification model. She clicks the Procurement BU add icon. When the Procurement BU dialog box displays, she adds the names of the BUs that can use this model for qualifying suppliers. When she is finished listing the BUs, she clicks OK.

  8. She sets the default expiration reminder value to 30 days. Therefore, for any assessment created using this model, expiration reminders start going out 30 days before the assessment expires. The assessment owner can change this value.

  9. Now Clare must add her qualification areas to her model, so she clicks the Add icon in the Areas region. When the Search and Add dialog box appears, she finds and adds an area called Financial Viability. This area has been defined earlier and is typically used by all supplier qualification initiatives.

  10. When she has chosen the area, she clicks Apply to add it to the model, and then clicks OK to close the dialog box.

  11. Clare continues adding areas. She could create and add a new area at this point, but all the areas she needs for this model have already been defined so she does not create any new ones.

  12. Once Clare is finished creating her new qualification model, she clicks Save and then Activate.

Once you have accepted the responses, they are ready for evaluation.

Evaluating a Qualification

After all responses from a supplier or supplier site have been accepted, the next step it to evaluate them. Evaluators see entries in their watchlists and Ready for Evaluation infolet. Clicking the link takes you to the Manage Qualifications or Manage Assessments page.. The Manage Qualifications page, lists the qualifications that can be evaluated. The Manage Assessments page lists the assessments that can be evaluated. If there is an assessment ready for evaluation, then for this assessment initiative (which includes both qualifications and an assessment), you must evaluate all the qualifications first before evaluating the assessment. To begin evaluating a qualification, select the qualification and then click Evaluate Qualification.

On the Evaluate page, you can

  • Update the supplier contact.

  • Update the qualification owner.

  • Specify the qualification start date.

  • Specify the qualification end date.

  • Override the default expiration reminder setting.

  • Assign the qualification outcome.

  • Sharing the evaluation decision with suppliers.

  • Automatically requalify a supplier whose current qualification has expired or is within the expiration reminder period.

  • Automatically requalify a supplier whose current qualification contains new responses.

Note that you cannot specify start or end dates that overlap with any existing qualifications for this supplier based on the same qualification area and for the same procurement Business Unit.

When you have finished evaluating the supplier's and internal responder's response to the qualification questions, click Finalize. If this is a qualification initiative, once you evaluate and finalize all the qualifications, you have completed the evaluation process.

Automatically Evaluating a Response Having Scored Questions

As soon as you accept the supplier's responses, the qualification status changes to ready for evaluation. At this point, the application will assign scores for automatically scored questions based on the scoring model. If you have any manually scored questions, you can also enter scores now. The application constantly maintains the overall score of the qualification as the sum of scores assigned to individual questions. The qualification outcome is derived based on this overall score.

If knockout criterion for one or more questions is applicable, the qualification outcome will be set to the knockout outcome. The qualification score will be automatically set to the lowest score mapped to the knockout outcome.

You can override the qualification outcome by adjusting the qualification score. In this case, the application also keeps track of who performed the override, when was the override done and the reason for the override. You can also override the knockout criteria. Once the qualification is finalized, the qualification score and qualification outcome are fixed and can no longer be updated.

Once you have evaluated and finalized all the qualifications, you can evaluate the assessment.

Evaluating Assessments

You can begin evaluating an assessment, by clicking the Assessments option in the Ready for Evaluation infolet. On the Manage Assessments page, you can view and evaluate the assessments. On the Evaluate Assessment page, you have the same options as on the Evaluate Qualification page. Note when you are entering the start and end dates for the assessment, they must cover the total time spans for all its qualifications. Also, it cannot overlap any other assessment for the supplier or site in the same Procurement Business Unit.

Automatically Evaluating Assessments

As soon as you accept the supplier's responses, the assessment status changes to ready for evaluation. At this point, the application uses the scoring information defined to the questions to assign scores for any automatically scored questions in any automatically scored qualification areas contained in the qualification model. If you have any manually scored questions, you can also enter scores now. The application constantly maintains the overall score of the assessment as the sum of scores assigned to individual qualification areas. The assessment outcome is derived based on this overall score.

If knockout criterion for one or more questions is applicable, the assessment outcome will be set to the knockout outcome. The assessment score will be automatically set to the lowest score mapped to the knockout outcome.

You can override the assessment outcome by adjusting the assessment score manually. In this case, the application also keeps track of who performed the override, when was the override done and the reason for the override. You can also override the knockout criteria. Once the assessment is finalized, the assessment score outcome are fixed and can no longer be updated.

If the qualification model that was used to create this assessment allows sharing of evaluation decisions, this assessment is automatically shared with suppliers. You can overwrite the sharing decision here.

To increase performance and qualification levels and help maintain the most current supplier information, you may share your qualification and assessment results with your suppliers.

You can control the level of information you share. You may choose to disclose summary information only or supplier question response details as well. You can also decide whether to share responses from internal responders.

You can edit the instruction text using page composer.

To use qualification and assessment sharing, you:

  • Enable sharing on the qualification areas and models that contain questions whose responses you want to evaluate and possibly share.

  • Share the evaluation decision with the supplier when you finalize your evaluation of that supplier's response.

The View Qualifications page provides you with a single location to view the qualification and assessment evaluations the buying company has made based on your responses to qualification questionnaires.

The information shown here are the summary evaluations the buying company has chosen to share with you. If the qualification manager also shared the details of the qualification or assessment, you can drill down to view those details. Note that you can see only active, future dated and expired qualifications and assessments.

Automatically Requalify Qualifications: Explained

Automatically requalify a supplier for certain qualification areas when the current qualification has expired or is within the expiration reminder period, or when a new response is available so that the supplier always has an active qualification.

After a supplier information is evaluated and the qualification is finalized, you can do business with the supplier. When a supplier qualification is expiring or has expired, or there is a new response, then you must start the requalification process to ensure that you can continue to conduct business with the supplier.

With automatic requalification on qualification expiration or automatic requalification on new response, you can configure the qualification areas and qualifications such that the requalification initiatives are automatically launched. Questionnaires are sent to gather new information when the qualifications are expiring.

You can control which qualifications or qualification areas are automatically requalified on qualification expiration or on new response. Qualifications are picked up for requalification when it is within its expiration period or when it is expired or when there is a new response.

Expiring or expired, or new response-based qualifications for the same supplier, supplier site, and supplier contact are grouped together in a requalification initiative. For expiring or expired qualifications, the initiatives are automatically created and launched, and to ensure that up-to-date information is available for reevaluation, the questionnaires are always sent to the responders even if responses to the questions already exist in the application.

The responders will receive a notification that a requalification is in progress and they are requested to provide information that will be used in the reevaluation process.

When a qualification is automatically requalified for a new question responses, and when the qualification has all the responses, a qualification is created directly with the latest information without sending a questionnaire to the responder and without requiring to go through an initiative.

You can schedule batch programs for requalifying qualifications as a one-time schedule option or periodic option. Scheduling the program to run periodically allows you to fully automate the requalification process. You can view and resolve any errors that occurred during the requalification initiative launch or during creation of a qualification.

You can view and resolve any errors that occurred during the requalification initiative launch or during creation of a qualification.

To automatically requalify qualifications:

  1. Identify the qualifications that are expiring or expired.

  2. Confirm that automatic requalification on expiration is enabled for the expiring qualifications.

  3. Confirm that automatic requalification on new response is enabled for the qualifications that contain new responses.

  4. Confirm that default information is entered on the rule set for the procurement BU.

  5. Run or schedule the batch program.

  6. Resolve errors from the Manage Automation Errors page, if any, and rerun the batch program.

An initiative is the main tool you use to create, manage, and track your qualifications and assessments of your suppliers. When you launch your initiative, its questionnaires are sent to its suppliers and internal responders for their responses. As soon as responders have submitted their responses, you can review the responses and either accept or reject them. You can use the supplier's qualification and assessment outcome in many ways when performing procurement activities.

You can have two kinds of initiatives - qualification initiatives and assessment initiatives. Qualification initiatives are used to evaluate a particular function, capability or aspect of a supplier. For example, you might want to view all certifications a supplier has. Or you might want to examine the quality control procedures or environmental protection history for a supplier. Once you create a qualification initiative, a qualification for that particular aspect of the supplier is created.

Assessment initiatives provide a more thorough and comprehensive evaluation of the supplier. Assessment initiatives evaluate the supplier in both discrete areas, but also at the supplier level. After you launch the initiative, you create one or more qualifications for particular aspects of the supplier (as mentioned). You also create an overall, general assessment for the supplier.

You build your Initiative using setup objects that are already predefined in the application:

  • Questions

  • Qualification areas

  • Qualification models (assessment initiatives only)

Questions

Questions are the fundamental building blocks for your supplier qualifications process. You create a repository of questions from which you can draw to create qualification areas. Then you use the qualification areas to build the initiatives you use for qualifying your suppliers. The questions in your repository are reusable and available to other supplier qualification managers. By using predefined questions, you can quickly build your initiatives without having to redefine commonly used questions. Questions can apply at the supplier level or at the supplier site level.

Qualification Areas

Qualification areas are containers for your questions. When you create a qualification area, you specify the questions it includes. You use a qualification area and its questions to evaluate a particular aspect of a supplier. When you create a qualification area, you specify which questions it contains. You also specify the possible outcomes that can result from a supplier's response to those questions. You add one or more qualification areas at the latest revision to create a qualification initiative. Then you send the initiative's questionnaire to the supplier (any internal responders receive a different internal questionnaire) for a response. Once the responders for a specific supplier or site have submitted replies, and you accept them, you and other evaluator can view the answers.

Qualification Models

Qualification models are containers for qualification areas. When you create a qualification model, you specify the qualification areas it includes. You use a qualification model and its qualification areas to perform a comprehensive evaluation of a supplier called an assessment. You create an assessment initiative by identifying the qualification model to be used. Once responders begin submitting replies, you can view and accept them. Once you have accepted the responses, you and any other reviewers can evaluate the answers.

Questionnaires

A questionnaire is a vehicle used for collecting data from the supplier and any internal responders. You can modify your questionnaire by removing any nonrequired questions. You can also change the order of the questions, or move them between sections. The supplier version contains the questions for the supplier responders. Internal versions that contain questions for internal responders (if any).

You can include attachments in a questionnaire and share it with suppliers or internal responders. Who will receive these attachments depends on the responder type you have selected. These attachments are shared at the questionnaire level and usually include general information like company policy, guidelines, terms and conditions, and so on.

Creating Initiatives

Your first task when creating an initiative is to plan the structure of the initiative. For a qualification initiative, you should identify the qualification areas that you include. For an assessment initiative, you identify the appropriate qualification model.

On the Create Initiative dialog box, choose whether you are creating a qualification or an assessment initiative. Specify the title for your initiative. Also choose the procurement BU that owns the initiative. Once you choose a procurement BU, you can only see qualification areas and models that are owned by this procurement BU. You can also see any global models and areas.

On the Edit Initiative page, you identify the qualification model and qualification areas, the evaluators of the initiative, and the date by which the evaluation must be completed. You also specify the responders (both supplier and internal) you are targeting for the initiative. Also, you can assign an owner for the initiative (by default, you are the owner).

For an assessment initiative, you choose the qualification model, set a date by which the evaluation must be completed, and an owner for the assessment.

For a qualification initiative, you choose the qualification areas to be included. For each area, you specify an owner of the resulting qualification and an evaluation due date. If the qualification area contains branching questions, you can view the branches by using the icon in the Questions column.

In the Suppliers section, you can use the add icon or Search and Add, to choose the suppliers you want to evaluate using this initiative. If you want the initiative to apply to a particular supplier site, you can specify the site. Finally, you specify a contact at the supplier or supplier site to receive notifications. If you specified a supplier site, you only see contacts for that site. If you included internal questions in the initiative, you must define an internal responder.

To create a qualification initiative:

  1. Create and specify the initiative level attributes.

  2. Identify and add the necessary qualification areas.

  3. Identify and add the suppliers.

  4. Configure the recipients of the questionnaires.

  5. Modify the questionnaire if necessary.

  6. Launch the initiative.

To create an assessment initiative:

  1. Create and specify the initiative level attributes.

  2. Identify and add the appropriate qualification model.

  3. Add the suppliers.

  4. Configure the recipients of the questionnaires.

  5. Specify whether you reuse active qualifications.

  6. Modify the questionnaire if necessary.

  7. Launch the initiative.

Configuring Initiatives

On the Configuration page, you specify the recipients of the questionnaires. If you have all required questions previously answered, the previous answers are carried over and the application does not send the questionnaire. You can optionally send questionnaires that have optional questions.

On the configuration page, you can also change the owner or evaluation due dates for specific qualifications or assessments from the ones specified in the Overview page. If the Qualification Owner and Evaluation Due Date fields are not visible, you can display them by choosing the Show All option from Columns option of the View menu.

For assessment initiatives, you have the option to reuse all reusable qualifications. Only active qualifications for the same Procurement BU and that are in the same revision as the one specified in the initiative can be reused.

Modifying the Questionnaire

In the Questionnaire page, you can modify the questionnaire that was built using the questions in the qualification areas defined for the initiative. The questionnaire consists of one or more sections where initially each section corresponds to a qualification area.

On the Questionnaires page, you can

  • Change section titles and enter instructions to the responders.

  • Move question sections.

  • Move questions within a section and move questions between sections.

  • Add a new section and move existing questions to it.

  • Delete a question (if the question is not required)

  • Specify the response due date. Note that if there are both supplier and internal questionnaires, each can have a different due date.

  • If the initiative contains any qualification areas that have automatic evaluation enabled, you can choose to have responses to this questionnaire automatically accepted. The application can use the scoring information and the supplier response to automatically determine the outcome for the qualification.

For many procurement activities, you must identify the suppliers with whom you want to deal. The Supplier Search page provides you with a flexible tool for conducting detailed searches using supplier attributes. On the Supplier Search page, you choose the supplier attributes you want to search on and then provide the attribute values for your search. The more attributes you choose, the more restrictive the search. You must specify values for at least one of the fields identified by the double asterisks. Use the information in the table to decide which attributes to include in your search.

The following table shows the attributes you can use in a search and explains each attribute.

Attribute Search Usage

Procurement BU

The procurement BU with which the supplier conducts procurement transactions

Supplier

The supplier name

Supplier Number

The supplier number

Business Relationship

Suppliers with this business relation status. Suppliers that are spend authorized are approved for financial transactions with the buying organization. Prospective suppliers have not yet been approved for spend transactions, but can participate in procurement transactions to a limited extent.

Business Classification

Suppliers having this classification

Category Name

Suppliers who sell items in this category

Item Validation Organization

The inventory organization that contains the item.

Item

Suppliers who sell this item.

Line Description

Suppliers who sell items having these words in item description

Qualification Name

Suppliers qualified using this qualification

Qualification Outcome

Suppliers with this qualification outcome value

Assessment Name

Suppliers qualified using this assessment

Assessment Outcome

Suppliers with this assessment outcome value

Transactions Since

Restrict the search to suppliers with whom you have conducted procurement activities before this date.

Search in ASL

Restrict the search to suppliers who are in the Approved Supplier List

Search in purchase orders

Restrict the search to suppliers to whom you have sent purchase orders.

Search in agreements

Restrict the search to suppliers with whom you have purchase agreements.

Search in negotiations

Restrict the search to suppliers who have participated in sourcing negotiations.

Scenario

Lucy Noh, the supplier quality manager for her company, wants to identify all suppliers with an assessment of Excellent for the assessment New Suppliers - Fiscal Year 2014. She enters the assessment name and selects the outcome status of Excellent and clicks Search.

Scenario

John Gordon, a procurement agent, wants to know which suppliers in the ASL sell item ER-56388. He enters the item number in the Item field and checks the Search in ASL check box. He exports the results to a spreadsheet he will use later in a presentation.

Scenario

Mike Yamagato, a category manager, is creating a negotiation to purchase new hardware for a new office his company is opening. He wants to identify all the suppliers that sell computer hardware. Also, there is a short time frame for this purchase, so he wants to restrict the search to only suppliers that already have a business relationship of spend authorize. He selects the category value Miscellaneous Hardware and selects the business relationship of Spend Authorize. He selects all of the suppliers resulting from the search and adds them to the negotiation document.

You specify which suppliers you want to qualify and their supplier contacts when you create an initiative. For each supplier, you can specify an internal responder as well. On the Configuration page, you specify which suppliers are sent a questionnaire. When the initiative is launched, notifications are sent to each responder who receives a questionnaire.

To add a supplier to an initiative:

  1. Navigate to the Edit Initiative Overview page

  2. On the Edit Initiative: Overview page, there are two ways you can search for suppliers

    1. If you know the supplier name or number, click the plus sign in the Suppliers section and then click the search icon

      1. On the Search and Select: Supplier dialog box, you can search by supplier name, number, alternate name, or business relationship.

      2. Enter a value and click Search.

      3. When the search results appear, highlight the supplier you want, and click OK. Click Cancel to close the dialog box.

    2. If you want to perform a more detailed search, click Search and Add in the Suppliers section

      1. On the Overview: Add Suppliers page there are many search fields you can use to limit your search to only the suppliers that are appropriate to the initiative.

      2. Enter values in as many search fields as are necessary to restrict the search to appropriate suppliers. Note that you can also search by qualification and assessment status. This is especially useful if you are looking for suppliers whose qualifications are close to expiration. Click Search.

      3. When the search results appear, highlight the entry for the supplier you want to add to the initiative. Note, that you can select multiple suppliers by highlighting the first supplier, and then pressing and holding the <ctrl> key to continue highlighting additional suppliers.

      4. Once you have your suppliers highlighted, click Add to Selection. Your suppliers appear in the Supplier Selection. You can also select a supplier site . Click Continue.

  3. When you are returned to the Edit Initiative: Overview page, use the Supplier Site and Supplier Contact menus in the Suppliers section to define a site (if necessary) and a supplier contact for each supplier. If the qualification areas or qualification model you choose are only applicable at the site level, enter supplier sites for each supplier. Supplier contacts are always required. You can also use the Internal Responder menu to associate an internal reviewer with the supplier. When you have added every supplier and internal responder, click the Questionnaires train stop. Then continue defining your initiative.

Watch video

Watch: This tutorial shows you how to create an assessment initiative to use for qualifying suppliers. You use assessment initiatives to perform more detailed analysis of a supplier. The content of this video is also covered in the text topic.

Creating an Initiative: Worked Example

This worked example provides information on creating initiatives.

Creating an Initiative

Complete the following prerequisites:

Qualification Areas

Qualification Area Name Question Name Question Outcomes Question Notes

West Coast Electronics Supplier Product Information

Number of procurement customers

How many customers do you maintain procurement contacts with?

  • Good

  • Acceptable

  • Unacceptable

Supplier must provide an answer.

West Coast Electronics Supplier Product Information

Major Product Areas

For which of these categories do you sell lighting products?

  • Good

  • Acceptable

  • Unacceptable

This is a multiple choice with multiple selections question with possible choices.

  • Commercial

  • Landscape

  • Residential

West Coast Electronics Supplier Product Information

International Sites

Identify any major geographic areas where you have significant operations.

  • Good

  • Acceptable

  • Unacceptable

This is a multiple choice with multiple selections question, and is optional. (This question will be deleted during the configuration step.)

Supplier Performance

Supplier Rating

Select the appropriate supplier rating.

  • Good

  • Exceptional

  • Substandard

This is the second qualification area. This is an internal question and is a multiple choice with single selection question.

Suppliers

Create suppliers PennyPack Systems, Green Corp., and Large and Associates. The suppliers must have a supplier contact, an internal responder, and a supplier site.

To create an initiative:

  1. In the Navigator, click Supplier Qualification.

  2. In the Supplier Qualification work area, in Tasks, click Create Initiative.

  3. In the Create Initiative window, set type as Qualification and enter title as Initiative for Electronic Goods Suppliers, and then click Create.

  4. In Edit Initiative: Overview train stop, provide description as Qualification initiative to identify new electronic goods suppliers in the North American region and provide internal note as Targeted suppliers as per Emily's email.

  5. In qualification area, click add icon.

  6. In qualification area, select West Electronics Supplier Product Information, enter evaluation due date as two months from today.

  7. In qualification area, select Supplier Performance, enter evaluation due date as two months from today.

  8. In qualification area, select Supplier Performance and in the Suppliers region click Search and Add.

    You also click Detach to detach the page and added suppliers.

  9. In the supplier search page, search and add the suppliers, PennyPack Systems, Green Corp., and Large and Associates to the initiative.

  10. For suppliers, add the supplier site and internal responder. You can also add the purchasing manager as the internal responder.

    The Configuration train stop shows that the questionnaires will be sent to both suppliers and internal responders.

  11. In the Questionnaire train stop, for the question involving geographic location, as it is already known that these suppliers are located in North America, this question is not required and you can delete this question. Also, you can change the order of the remaining two questions. After the changes are complete, you can click Save.

    You can restore the question you deleted and while restoring, you can also reinsert the question at a different position.

  12. Click Preview to ensure that the questionnaire for the supplier looks the way you want and then click Done.

  13. In Show Questionnaire, select Internal to view the internal questionnaire. Click Preview to ensure that the questionnaire looks the way you want and then click Done.

  14. Click the Review train stop, and then click Validate. In the confirmation message, click OK and then click Save.

  15. Click Launch and in the warning message, click Yes and in the confirmation message click OK.

    You can search for the initiative you just launched from the Manage Initiatives task in the Tasks panel.

You can use the Manage Initiatives page to update existing initiatives as well as create initiatives. What updates you can make depends on the status of your initiative.

Draft Initiatives

For initiatives that are in draft status, you can make many changes. You can

The following table shows which actions can be performed in different initiative states.

Action Available for Draft Available for In Progress

Change Name

Y

N

Change Type

N

N

Change Procurement BU

N

N

Change Status field

N

N

Change Initiative Owner

Y

N/A

Change Description

Y

N/A

Add Internal Note

N/A

N/A

Add Attachments

N/A

N/A

How can I determine where a question or area is used?

Sometimes you must determine where a question or a qualification area is used. Depending on the change you want to make, the application may create another version of the question, area, model. If you create a new version, existing areas or models do not automatically use the new version. To use the new version, you must explicitly update the area or model definition to use the new version. Since you must view and update each definition that uses the new version, it is important to determine where the updated question or area is used so you can make updates appropriately.

To locate all usages of a question, navigate to the Manage Questions page and edit the question you want to view. On the Edit Question page, choose the View Question Usage option from the Actions menu. The Question Usage page shows any qualification model, qualification area, or parent question which uses the question.

To locate all usages of an area, navigate to the Manage Qualification Area page and edit the qualification area you want to view. On the Edit page, choose the View Question Usage option from the Actions menu

Review and Accept Questionnaire Responses

When conducting an initiative, your goal is to obtain information from your suppliers , for example their available goods and services, current certifications, or past transaction history. Once you have this information, you can evaluate the supplier and document their suitability by completing qualifications or an assessment.

When you launch an initiative, the application creates draft qualification objects (assessments and qualifications) based on the qualification areas and model that are included in your initiative. As responses to your initiative are submitted by the responders, you can access the responses from the Monitor Initiative page.

Accepting a Response

Your first action is to view the supplier's response. You can do this by selecting Pending Acceptance option in the expanded view of the Questionnaire Responses infolet. Clicking the link on the infolet takes you to the Review Response page.

As you review the supplier's response on the page, you can do the following:

  • Add any notes about your acceptance decision. You can enter notes at the response level or for a particular question.

  • View the definition of the question by clicking the question name link.

Once you have reviewed the response, you can do the following:

  • Accept the response by clicking Accept.

  • Return the response to the responder for more information by clicking the Return to Responder option of the Actions menu. Typically you might return a response if it was not complete or needed further clarification from supplier. You must enter a reason to explain to the responder why the response was returned.

Once you have accepted the response, it cannot be updated and is ready for evaluation.

Evaluating a Qualification

After all responses from a supplier or supplier site have been accepted, the next step is to evaluate them. Evaluators see entries in their watchlists and the Ready for Evaluation infolet. Clicking the number will take you to the Manage Qualifications or Manage Assessments page. The Manage Qualifications page, lists the qualifications that can be evaluated. The Manage Assessments page lists the assessments that can be evaluated. If there is an assessment ready for evaluation, then for this assessment initiative (which includes both qualifications and an assessment), you must evaluate all the qualifications first before evaluating the assessment. To begin evaluating a qualification, select the qualification and then click Evaluate Qualification.

On the Evaluate page, you can

  • Update the supplier contact.

  • Update the qualification owner.

  • Specify the qualification start date.

  • Specify the qualification end date.

  • Override the default expiration reminder setting.

  • Assign the qualification outcome.

Note that you cannot specify start or end dates that overlap with any existing qualifications for this supplier based on the same qualification area and for the same procurement Business Unit.

When you have finished evaluating the supplier's and internal responder's response to the qualification questions, click Finalize. If this is a qualification initiative, once you evaluate and finalize all the qualifications, you have completed the evaluation process.

Evaluating an Assessment

If your initiative is an assessment initiative, you must also evaluate the assessment. Once you have evaluated and finalized all the qualifications, you can evaluate the assessment. You can begin evaluating an assessment, by clicking the Assessments option in the Ready for Evaluation infolet. On the Manage Assessments page, you can view and evaluate the assessments. On the Evaluate Assessment page, you have the same options as on the Evaluate Qualification page. Note when you are entering the start and end dates for the assessment, they must cover the total time spans for all its qualifications. Also, it cannot overlap any other assessment for the supplier or site in the same Procurement Business Unit.

Watch video

Watch: This tutorial shows you how to monitor your supplier assessments and qualifications. The content of this video is also covered in the text topic.

Monitoring Supplier Qualifications and Assessments: Worked Example

This worked example provides information on monitoring supplier qualifications and assessments.

Monitor Supplier Qualifications and Assessments

Do the following prerequisites:

Define a qualification initiative with multiple suppliers, for example three suppliers. Then, enter a response for each of the suppliers. One of the responses should be good. You will then view and accept the response, and finalize the qualification. One of the responses should be incomplete so you can return the response to the supplier. One of the response should be submitted after the evaluation due date, so you will cancel that response.

To monitor supplier qualifications and assessments:

  1. In the Navigator, click Supplier Qualification.

  2. In the Supplier Qualification work area, you can monitor status of initiatives, qualifications, and assessments by checking the various infolets.

  3. In the Task panel drawer, select Manage Initiatives.

    Manage Initiatives page lists the various initiatives.

  4. Point to the eyeglass monitor icon for the supplier Big Computers as the supplier has not responded before the deadline and from the Actions menu, select the Cancel Qualification option.

  5. In Cancel Qualification, enter a reason for cancellation and click Cancel Qualification.

    The qualification status is now set to canceled.

  6. In Monitor Initiative, highlight the supplier Large and Associates and click Actions > Review and Accept > Supplier Response.

  7. In Review Response, click Actions > Return to Responder.

  8. In Return to Responder, enter a message and click Submit and in the confirmation message click OK.

  9. In Monitor Initiative, highlight the supplier Tall Manufacturing and click Review and Accept > Supplier Response.

  10. In Review Response, click Accept and in the confirmation message, click OK.

  11. Highlight the supplier Tall Manufacturing and click Evaluate Qualification.

  12. In Evaluate Qualification, select a qualification outcome, enter start date, end date, and evaluation date, and then click Finalize and in the confirmation message click OK.

    The status is as follows: Big Computers is set to canceled, supplier Large and Associates is set to resubmission required, and supplier Tall Manufacturing is set to accepted and finalized.

Using Rule Sets and Automatic Processing

Using Automatic Processing: Explained

Automatically qualifying suppliers during various business events throughout the supplier lifecycle helps organizations screen their suppliers strategically. Finding a viable supplier is challenging mainly due to the need to verify the supplier's ability to meet the buyer's many requirements, ranging from minimizing risks to meeting business objectives such as supplier diversity. Evaluating suppliers involves a significant amount of your organization's financial and human resources. Thus the ability to automatically process supplier information from both internal responders and the suppliers themselves can reduce the investment of resources needed to vet your suppliers during supplier's lifecycle.

Qualifying Suppliers

Your buying organization uses questionnaires to gather information from potential or existing suppliers based on the expected level of involvement with the suppliers (either transactions involving substantial financial relationships, or transactions involving less commitment). Your organization then evaluates the suppliers' responses to the questionnaires to ensure a supplier's compliance with one or more of your buying organization's requirements.

For example, your buying organization can have prospective suppliers that can participate in sourcing negotiations and respond to supplier qualifications, but cannot be engaged in any contractual obligations such as purchase orders or agreements.

Additionally, if a prospective supplier is awarded business, the supplier's business relationship is promoted to spend authorized, allowing ordering and invoicing activities with the supplier. The qualification process performed during supplier promotion can ensure that the supplier meets certain social responsibility, safety, or quality standards, supports particular business processes, or has sufficient levels of certification.

Qualification Events

You can qualify suppliers several times over the supplier's lifecycle by identifying which aspects of a supplier to evaluate when certain actions occur. When one of these actions occurs, you can send questionnaire to supplier and evaluate the supplier response. The activities that may need additional screening of suppliers include:

  • Self-service supplier registration request.

  • Approved supplier registration request (internal as well as self-service request).

  • Supplier promotion from prospective status to spend authorized status.

Incorporating supplier evaluations during these activities ensures that throughout the supplier's lifecycle, the suppliers provide the necessary credentials and comply with your organization's standards and requirements.

Manual Versus Automatic Processing

With manual processing of supplier responses, a supplier qualification manager is involved throughout the qualification process. The qualification manager

  • Creates qualification initiatives

  • Accepts the responses.

  • Evaluates and finalizes the qualification and assessment.

  • Creates the qualifications when applicable.

Processing all the supplier responses to questionnaire may require a significant amount of time from the qualification managers and any other evaluators.

Setting Up Automatic Processing

Depending on the qualification criteria for a particular question, you can enter qualification information into the application and allow the application to perform the qualification process automatically.

To enable automatic processing of supplier responses, you define information for questions and question areas. However, you also specify the response values that are acceptable for questions. For these response values, you specify the scoring and weighting values to reflect the desirability of one response value over another, and associate the score/weight values with a particular qualification outcome. With this information, the application can process supplier responses without needing intervention from you.

To set up automatic processing:

  1. Plan and define questions and scoring information.

  2. Define qualification areas and add your scored questions. Also set the area to:

    • Automatically accept responses.

    • Enable scoring.

    • Automatically evaluate qualifications

    • Automatically requalify on qualification expiration

    • Automatically requalify on new response

  3. Plan and define the rule sets to be triggered when

    • A new supplier registration request is submitted (internal or external)

    • A supplier registration request is approved.

    • A supplier is upgraded to spend authorized.

Once you have set up automatic processing, when one of the triggering events happens (supplier submits a registration request, the registration is approved, the supplier is promoted to spend authorized), the application uses the appropriate rule set information to generate and send out a questionnaire.

Oracle Fusion Procurement provides a functionality that you can use to solicit information from your suppliers at various points in the supplier's life cycle. You control the content and timing of the questionnaire by defining rule sets.

A rule set consists of one or more qualification areas. The questions defined to these qualification areas are used to generate a questionnaire and send it to a supplier. After the supplier receives and answers the questionnaire, you can use the supplier's response information to update the supplier profile information. You can:

  • Use existing qualification areas.

  • Create qualification areas in Supplier Qualification Management and then use them in your rule set.

    If you have to create a qualification area, note that:

    • The questions must be at the supplier level.

    • The questions must not include internal responders.

    • The questions are active.

When one of the triggering events occurs for which you have defined a rule set, the application creates a questionnaire consisting of the qualification areas that you identified in your rule set. This questionnaire is what the supplier sees. When you receive the supplier's response, you use the supplier's basic registration information and questionnaire responses to evaluate the supplier information with regards to the triggering event.

When a supplier is approved as a prospective or spend authorized supplier, his responses are stored in the Supplier Qualification Response Repository. Once the supplier's responses are in the Response Repository, you can use those responses to create qualifications for the supplier.

When a supplier registers, the application creates a questionnaire consisting of questions from the qualification areas that you identified in your rule set and then presents that questionnaire to the supplier. The questionnaire responses by the supplier are used to automatically create qualifications for the supplier if the rule set is configured to do that.

Use the following procedure to create a registration rule set.

  1. In the Setup and Maintenance work area, go to the Manage Supplier Qualification Rule Sets task and then go to the Create Rule Set page:

    • Offering: Procurement

    • Functional Area: Supplier Qualification

    The application initially selects registration rule set. If you are creating a different type of rule set, click the link for the rule set type. On the Create Rule Set page, enter rule set header information:

    • Rule Set to specify the set name and optionally enter a description for the set.

    • Select a Procurement BU.

    • Whether to allow branching.

    • Whether to automatically create questionnaires.

      If you select this option, qualifications are automatically created on the areas that were a part of the registration questionnaire and the responses provided by the supplier are mapped to the qualification to make it ready for evaluation.

  2. Click Add Condition. On the Add Condition dialog window enter

    • Condition Type - you have two options:

      • Always displayed - the questions are always used in the questionnaire.

      • Response dependent - the questions are added to the questionnaire only if the supplier response matches the condition. If you select response dependent, you use the Create Condition dialog window to define the condition that the response must match.

        • Supplier Profile Attribute - you select this from the list of profile attributes. You can use this field and the following two fields to create a condition based on a supplier profile attribute. When a response entered by the supplier matches the condition, the qualification area for this condition are used to generate the questionnaire.

        • Operator - a relationship operator (=, <, > )

        • Value - a value appropriate to the supplier profile attribute

  3. When you are finished defining the condition, click OK.

  4. When you return to the Create Rule Set page, highlight a condition and click Add Qualification Areas. Here you specify which qualification areas are used when the condition you specified is met:

    • Procurement BU or a qualification area name - A search on Procurement BU returns a list of qualification areas owned by the BU. A search by qualification area name returns any qualification area (multiple areas if you use a partial search value). Either way, from the search results, highlight the qualification area and click Apply.

    • Business Relationship - Prospective or Spend Authorized. You can restrict the use of this condition to the appropriate business relationship value.

    • When you are finished adding qualification areas to the condition, click OK.

  5. When you are have entered all the information for your rule set, click Save and Activate.

Use the following instructions to create a rule set to use when registration requests are approved.

  1. In the Setup and Maintenance work area, use the Manage Supplier Qualification Rule Sets task:

    • Offering: Procurement

    • Functional Area: Supplier Qualification

    • Task: Manage Supplier Qualification Rule Sets

    In the Manage Rule Sets page, go to Create Rule Set page. The application defaults to a registration rule set, so click the link for the registration approval rule set type. On the Create Rule Set page, enter rule set header information: Rule Set to specify the set name and optionally enter a description for the set. Select a Procurement BU.

  2. Click Add Condition. On the Add Condition dialog menu appears, enter Condition Type. You have two options:

    • Always displayed - if you choose this option the questions are always included in the questionnaire created by the application.

    • Response dependent. - If you choose a response dependent condition, you continue on the Create Condition pop up and enter:

      • Supplier Profile Attribute - you select this from the list of attributes. You can use this field and the following two fields to create a condition based on a supplier profile attribute.

      • Operator - a logical operator )=, <, >)

      • Value - a value appropriate to the supplier attribute. You choose a value from the list of values. The values you can choose from depend on which attribute you selected.

      • Registration Source - you can choose to have the condition apply selectively based on the source of the registration request:

        • External - an external registration originates when a supplier self-registers using your registration web page.

        • Internal - an internal registration request originates when

          • A category manager submits a supplier registration request while defining a sourcing negotiation.

          • A requester submits a supplier registration request from Oracle Self Service Procurement.

          • A buyer submits a supplier registration request.

  3. When you are finished defining the condition, click OK.

  4. Once you have defined the condition, highlight it and click Add Qualification Areas. Here you specify which qualification areas are used when the condition you specified is met.

    You can search by Procurement BU or a qualification area name. A search on Procurement BU returns a list of qualification areas owned by the BU. A search by qualification area name returns any qualification area (multiple areas if you use a partial search value).

  5. When the search results display, select the row for the qualification area you want to use and click Apply. Note that you can select multiple qualification areas if needed.

    If an icon appears in the Question Branching column for a particular qualification area, it indicates that there is at least one question in the area that has branching. If you click the icon and follow the navigation, on the Question Branching page, you can expand the question to see the branching information.

  6. When you have finished selecting your qualification areas, click OK.

  7. When you have entered the qualification area information for your registration approval rule set you are creating, click Save and Activate.

Use this procedure to create a rule set to use when a supplier is promoted from prospective business to spend authorized business relationship.

  1. In the Setup and Maintenance work area, use the Manage Supplier Qualification Rule Sets task:

    • Offering: Procurement

    • Functional Area: Supplier Qualification

    • Task: Manage Supplier Qualification Rule Sets

    In the Manage Rule Sets page go to Create Rule Set page. The application defaults to a registration rule set, so click the link for the registration approval rule set type. On the Create Rule Set page, enter rule set header information: Rule Set to specify the set name and optionally, a description for the set.

  2. Select a Procurement BU.

  3. Click Add Condition. On the Add Condition dialog menu, enter

    • Condition Type. You have two options:

      • Always displayed - if you choose this option the questions are always included in the questionnaire created by the application.

      • Response dependent - If you choose a response dependent condition, you continue on the Create Condition pop up and enter:

        • Supplier Profile Attribute - you select this from the list of attributes. You can use this field and these two fields to create a condition based on a supplier profile attribute. When responses entered by the supplier match the condition, the qualification areas under this condition are added to the questionnaire.

        • Operator - a logical operator (=, <, >)

        • Value - choose a value appropriate to the supplier attribute from the list of values. The values you can choose from depend on which attribute you selected.

  4. When you are finished defining the condition, click OK.

  5. When you return to the Create Rule Set page, highlight your condition and click Add Qualification Areas. Here you specify which qualification areas are used when the condition you specified is met.

  6. You can search by Procurement BU or qualification area name. A search on Procurement BU returns a list of qualification areas owned by the BU. A search by qualification area name returns any qualification area, or multiple areas if you use a partial search value.

  7. When the search results display, select the row for the qualification area you want to use and click Apply. Note that you can select multiple qualification areas if needed.

  8. When you have finished selecting your qualification areas, click OK. You return to the Create Rule Set page.

    Question Branching - If an icon appears in the Question Branching column for a particular area, there is at least one question in the area that has branching. If you click the icon and follow the navigation, on the Question Branching page, you can expand the question to see the branching information.

  9. After you have entered the qualification area information, click Save and Activate.

You can define information to be used by default by the application when generating a questionnaire, specifically instruction text on how to use the questionnaire. You can define a different set of instructions for each event:

  • Registration request submission.

  • Registration request approval

  • Business relationship upgrade

Use the following procedure to create a default information rule set.

  1. In the Setup and Maintenance work area use the Manage Supplier Qualification Rule Sets task:

    • Offering: Procurement

    • Functional Area: Supplier Qualification

    • Task: Manage Supplier Qualification Rule Sets

    In the Manage Rule Sets page go to Create Rule Set page.

  2. Give your new rule set a name. You can optionally give your rule set a description.

  3. Associate your rule set with a Procurement BU. Note that you can associate your rule set with more than one BU.

  4. In Assignment Rules, click the add icon (the plus sign). You use assignment rules to specify the default owner (mandatory) and internal responder (optional) for every BU and event combination.

  5. Select the event to which this rule set applies. You can associate a rule set with an event: registration request submission, registration approval, business relationship upgrade, or requalification.

  6. You can optionally identify an owner for the for the qualifications and initiatives generated by this rule set when the specified event occurs for the BU. Your name appears by default in the select list, but you can search and assign the rule set to a different owner.

  7. You can identify a responder to respond to internal questionnaires that will be sent by the automatic initiative creation process.

  8. You can define all the questionnaire introduction text for the different questionnaires.

  9. You can share attachments at the questionnaire level regarding introductory information pertaining to registrations, suppliers, or internal responders, and then click Save.

If an automated transaction fails to process as expected, such as during the automatic assignment of qualifications to suppliers at the conclusion of supplier registration, an error is registered for your attention. If this happens, you can track and manage any errors by viewing the Manage Automation Errors page.

To make your qualification process more automated, you can create rule sets to use automatically when certain supplier-related events occur. These events include:

  • When the supplier registers

  • When the supplier's registration is approved

  • When the supplier is promoted to spend authorized, Supplier Promotion

You can create rule sets that tell the application what qualification-related actions to take when one of these events occur. For example, the application can generate a questionnaire to send to the supplier when the supplier submits a registration request.

If an automated transaction fails to process as expected, such as during the automatic assignment of qualifications to suppliers at the conclusion of supplier registration, an error is registered for your attention. If this happens, you can track and manage any errors by viewing the Manage Automation Errors page.

View Automation Errors

On the Supplier Qualification work area, the Automation Errors infolet shows you how many errors have occurred in the last 30 days. You can click on the number to view the Manage Automation Errors page. This page has a table containing an entry for each error that has occurred during automatic initiative creation, automatic qualification creation, and automatic requalification of suppliers.

The requalification process will automatically archive errors from the previous requalification run that are no longer applicable, enabling you to focus on relevant issues from the latest run.

You can view the list of errors and see detailed information. You can search on various attributes like supplier, date, event, Procurement BU, or process. The table displays the type of error and its cause. It also shows you a recommended action to take to correct the problem. You can then correct set-up errors or process the transactions manually as needed.

After you have corrected an error, you can store the correction by archiving it. Once you have archived a corrected error, it does not show up in any search results. Until you highlight an error, the Archive is disabled. If you want to archive an issue, you can highlight the error and click Archive. You can select a single error or archive multiple errors at the same time. The archived column in the search results table indicates whether the error is archived.

To view archived errors, on the Manage Automation Errors page, click Show Filters. The page displays again, and you can select a date from the date picker for Error Date From. Click the Archived check box and then click Search.

Correcting Automation Errors

The Manage Automation Errors page provides a single location from which you can both view and correct any errors.

The Error Reason and Error Description fields describe the error and what is causing it. The Recommended Action area provides links to setup jobs and transactions. You can use the setup jobs link to run the setup task where you can correct any rule set errors. You can use the transaction link to rerun the transaction that received the error once the setup definition is corrected.

Provide External Questionnaire Responses

The buying company with which you want to enter into procurement transactions may ask to perform some assessments or qualifications on your company first. If you are an existing supplier for the buying company, the buyer may also ask you to respond to regularly occurring reviews. As an example, an annual review of your certifications. If so, you receive a notification in your worklist area that a questionnaire exists to which you should respond. Once you answer the questions and attach any documentation requested, you can submit your answer to the buying company. If the supplier qualification manager at the buying company accepts your answers, your response is saved in the buying company's procurement application.

To respond to a qualification questionnaire:

  1. View the questionnaire notification in your worklist. You can also navigate to the Manage Questionnaires page. This page lists any questionnaires awaiting a response.

  2. View the questionnaire. If this questionnaire has existing responses for any of the questions, the existing response values are shown in the questionnaire.

  3. Enter responses to the questionnaire. Some questions are required and some can be optional. You respond by entering values directly into the question or selecting values from the questionnaire menus.

    • Note that there may be multiple sections to the questionnaire. If there are, you can use the Section dialog menu to move between sections. Any responses you enter for a section are saved when you move to a new section.

    • The indicator bar on the question sections displays the number of root (not branching) questions of the questionnaire you have completed. The bar is updated whenever you save your response. If there are any questions with existing responses, the existing values are displayed, and the questions are considered answered when the progress indicator shows completion.

    • Also notice that you may be required to attach documents to your response.

    • You can save your response as a draft and update it later before finally submitting it for review with the buying company. Drafts are helpful if multiple people must collaborate on the response.

    • If you are updating an existing response, you can quickly return to the initial response values by clicking Reset Response. You might want to reset your response values if new information becomes available while you are responding. .

  4. When your response is complete, you submit it to the buying company for review and evaluation, and a notification is sent to the initiative owner.

Respond to Questions Using Products and Services or Business Qualifications

When your company registered with the buying company, the registration process collected information about your company and stored it in a supplier profile. Part of this information includes a breakdown of the products and services your company provides. Also appearing may be several types of business classification information such as small business certifications. The supplier qualification manager may have included questions on the questionnaire that use this information.

If a question uses your supplier products and services values, the question shows a hierarchical display of the products and services your company provides. You can use this information to answer subsequent questions on your company's products and services.

If a question uses business classifications, a bulleted list shows all the agencies from which the buyer company has supplier certifications. There is a link shows any existing agencies from which a supplier may have obtained certificates. You can either click the link, or an icon next to it, to update existing certifications or add new ones. You must make sure to update your certifications from agencies included in a bulleted list.

Resubmit Responses

Once you submit your response, the qualification manager reviews your response. If there is a question about your response, the qualification manager contacts you. When you view the questionnaire again, you can see the details for the rejection and then update your response and resubmit it.

Surrogate Responses

If you are not able to submit a response to an initiative, you can request that the category manager submit a surrogate response for you. You do this by contacting the category manager at the buying company, for example, by phone or fax. You provide all the response information, and the category manager enters it for you. The category manager is your point of contact during the life of the initiative. The category manager contacts you for additional information if necessary (for example if your response must be modified and resubmitted.

Monitor Supplier Qualification

There may be many situations where you must modify existing qualifications or assessments. You may also want to create initiatives and use them to obtain current information that you can use to requalify your suppliers. The scenarios below present some situations where you may want to update your qualifications, assessments, or create qualifications, assessments, or initiatives.

Scenario

Extending the End Date For an Existing Qualification

James Nance, the supplier qualification manager, notices that the Security Control qualification for PennyPack Systems is close to expiration. He views the qualification and edits the end date so that it extends for another six months. He can successfully extend the qualification date because there are no PennyPack Systems qualifications in the future with which the extension would overlap.

Scenario

Predate the Start Date for a Future Qualification

Diane Cho sees that the Environmental Certification qualification for Allied Plastics expire in 30 days. However, when she checks on this, she notices that there is a subsequent Environmental Certification for Allied Plastics does not begin until 60 days from today. So that the qualifications will not lapse between the expiration of the current qualification and the beginning of the subsequent qualification, she accesses the future qualification and moves the start date back 30 days so the current qualification will end 30 days from today and the subsequent qualification will begin the next day.

Scenario

Extend the End Date of an Existing Assessment

Carlos Diaz has just arrived to work and is viewing his Watchlist to see if there are any issues he must address. He sees that there is an expiration reminder for the General assessment for Blue Semiconductors. When he views the assessment information, he notices in addition to the current assessment's upcoming expiration date, that the next assessment does not begin until 60 days after this assessment's end date. Carlos decided to modify the assessment end date so that its expiration is right before the beginning of the future assessment.

Scenario

Revise Qualification - Uptake New Responses

Francois Mierot receives an entry in the Recent Activities table on his work area that there are new supplier responses to the Financial Visibility qualification for Spruce Street Foods. He views the qualification details page, and chooses to revise the qualification. He views the new responses. He chooses to uptake the new responses. Also, because the new responses are more favorable, he chooses to update the Outcome value for the qualification. Finally, since there is now a more current qualification, he chooses to end date the existing qualification and set the start date for the new qualification to today's date.

Scenario

Revise Assessment - Uptake New Qualifications

The supplier qualification manager at US Electronics, Jenna Markum, has created a General assessment for supplier Seven Corporation. which has recently expired. The assessment includes the Financial Viability qualification which is also expired. However, Jenna knows that a new active qualification is now available for Financial Viability for Seven Corporation. The new qualification uses the same revision of the qualification area as the expired qualification. She wants to update the assessment with the new qualification.

She views the assessment and selects the revise option. She views the new qualification and chooses to replace the existing qualification with the new qualification. She updates the assessment outcome to a more favorable value based on the outcome of the new qualification. Finally, she end dates the existing assessment and sets the new assessment's Start Date to today. She saves the new assessment.

Scenario

Requalifying using a new Initiative

While looking through his Worklist, Green Corporation's qualification manager, Michael Anderson, sees that the Quality Control qualification for one of Green's suppliers is nearing expiration, and he must requalify the supplier. He views the Manage Qualifications page and selects the option to requalify using a new initiative.

The application creates a new initiative and copies the existing supplier and qualification area information. If there is a new version of the qualification area, the application uses it. The existing qualification owner and supplier contact are used. The qualification owner is added to the evaluation team. The most currently available question responses are copied. A new questionnaire is sent to the supplier.

When the supplier responds with new answers, Michael reviews and accepts the responses. Once all the qualification evaluators have approved the qualification, Michael end dates the current qualification and sets the start and end dates for the new qualification.

View Oracle Transactional Business Intelligence Reports: Explained

You can view the Oracle Transactional Business Intelligence (OTBI) reports for event-based initiatives, qualification creation, automatic scoring and evaluation of qualifications and assessments, and sharing of qualifications and assessments with suppliers. For example, In BI analytics, you can select the required criteria and create reports to view and compare qualifications enabled for automatic scoring.

In Sourcing, you can create and view OTBI reports in which you can include and analyze draft negotiations.