How You Approve Changes Made to Sites in a Supplier Profile

You can apply change control on supplier profile updates to organization details, income tax data, bank accounts, addresses, and supplier sites.

Creating a new site and editing an existing site is enabled for internal change control and approval routing. Changes to core site attributes such as site name, inactive date, attachments, supplier site descriptive flexfields (Additional Information), as well as most attributes under the General, Purchasing, Receiving, and Invoicing tabs will generate a change request for approval.

Additional approval attributes have been introduced as part of this feature that would allow you to configure approval rules for supplier site specific changes. For example, the Site Purpose Changed approval attribute can be used to detect changes to any of the site purposes for an existing site: Sourcing Only, Purchasing Procurement card, Pay, Primary pay.

Similarly, Hold Controls Changed approval attribute can be used to detect changes to any of these site attributes for an existing site: Hold All New Purchasing Documents, Hold Reason (Purchasing tab), Hold All Invoices, Hold Unmatched Invoices, Hold Unvalidated Invoices, and Payment Hold Reason (Invoicing tab).

A newly created site or an updated site is added to the profile change request and routed for approval. Approvers can click Details to view the specific changes.

Consider these when you approve site related changes on a supplier profile:

• In general, enable profile areas for which you require supplier profile change management. Changes made to profile areas not enabled or that aren't supported for change control are applied immediately.
• These areas of supplier site aren't change controlled: site assignments, payment methods and payment attributes (available under Payments tab), global descriptive flexfields and B2B communication related attributes. Hence, after a new site is approved, you will need to set up these site details as needed. Similarly, when updating a site, any changes to these site details are applied right away.
• If you enable change control on both addresses and sites, then you can create an address and the site for that address in a single change request.
• If you're already using internal change control for other areas such as supplier bank accounts, and now plan to add sites, then assess your existing approval rules. Use the approval setup task if additional routing rules for site updates are needed.
• When Organization details and income tax, Addresses, or Sites are enabled, and a change request from an internal user is pending approval, you can withdraw the change request and capture more changes by taking the Edit action. The earlier changes will not be lost. The workflow will be launched again when you resubmit the changes for approval.
• Supplier profile changes can come from both internal and external supplier users. For each supplier, there can only be one pending profile change request at a given time.
• Creating and updating supplier sites from FBDI import, SOAP web service, or REST APIs (for application integration use cases) won't raise internal profile change requests.