Internal Supplier Profile Change Approvals

Internal supplier profile change approvals setup task enables organizations to setup the approval routing policies for supplier profile changes initiated by internal users through Suppliers Workarea.

The internal change management process applies to supplier’s addresses, bank accounts, organization details and income tax. When a user makes changes to them, a change request is submitted and routed for approval. Other supplier profile changes are saved immediately.

The change management process is governed by the feature opt-in Approve Internal Changes on Supplier Profile with these feature choices: Addresses, Bank accounts, Organization details and income tax. When this feature is opted in with the choices, the change management process will consolidate all the changes made to supplier’s addresses, organization details, income tax, and bank accounts in a single change request and route it for approval. When the change request is approved, the changes included in the change request are saved to the profile.

To manage approval rules for these change requests, access the Manage Internal Supplier Profile Change Approvals setup task from the Functional Setup Manager task list Define Approval Management for Procurement.

The setup task has a single stage approval configuration

This stage has three seeded participants as depicted in the following figure. Out of all, only first stage participant Parallel Approval First Responder Wins is enabled out of the box. The other participants are disabled to simplify the approval process and approval history reporting that picks all the enabled participants in its report. You may enable or disable any participant as per use.

Change Request First Stage Approvals

Seeded Participants

• Parallel Approval First Responder Wins
  • All identified approvers receive a notification for approval in parallel. The first responder who approves or rejects the request defines the outcome of all remaining approvers. This is the only participant that is enabled out of the box.
• 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.

No approval rules are seeded for Internal Supplier Profile Change Approvals setup. Once the feature Approve Internal Changes on Supplier Profile is opted in, the approval rules must be created to ensure correct routing of the supplier profile changes for approval.

Like supplier registration, spend authorization and supplier profile change request approval tasks, Supplier Administrators and Supplier Managers routing groups are available for the internal supplier profile change request approval task. Apart from the mentioned routing groups, there also are Accounts Payable Managers, Accounts Payable Specialists and Accounts Payable Supervisor routing groups to provide wider selection of approvers for profile changes. These new groups are configured to return all the users who are assigned Accounts Payable Manager, Accounts Payable Specialist, and Accounts Payable Supervisor related privileges respectively.

These routing groups can be used in any user defined approval rule. When configuring the approval action details, select Route Using as ‘Single Approver’, and User Type as any of the routing groups mentioned above.