21Define Supplier Portal Configuration

This chapter contains the following:

Manage Supplier User Roles

Supplier User Provisioning: How It Works

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 and the Procurement Application Administrator can use the Manage Supplier User Roles page. They can find the page in the Setup and Maintenance work area, Procurement offering, Supplier Portal functional area. They can open the page from the following respective setup tasks:

  • Manage Supplier User Roles

  • Manage Supplier User Roles Usages

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.

Set Up Supplier Roles: Examples

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

Selecting 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 Manage Supplier User Roles page. They locate it in the Setup and Maintenance work area, Procurement offering, Supplier Portal functional area, Manage Supplier User Roles task. 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 Manage Supplier User Role Usages task. They locate it in the Setup and Maintenance work area, Procurement offering, Supplier Portal functional area. For the Supplier Customer Service Representative role, they select the following option: Default for Supplier Portal.

Managing 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.

Supplier User Account Administration: Explained

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.

Configure Supplier Registration

Setting up Supplier Registration Approvals Task: Critical Choices

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, navigate toSetup and Maintenance work area > Approval Management functional area.

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

Use the Manage Internal Supplier Registration Approvals tasks 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.

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.

Configuring the New Supplier Notification: Explained

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.

Defining the 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.

Adding 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.

Configuring 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, select Procurement.

  2. On the Setup: Procurement page, find and select the row for Suppliers. The page refreshes to show the supplier-related implementation tasks.

  3. From the Show menu, select All Tasks.

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

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

    • Subject line text

    • Body text

  6. 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.

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

  8. Click Save and Close.

Configuring Supplier Registration and Supplier Profile Change Request: Points to Consider

Use the Configure Supplier Registration and Profile Change Request page to configure the supplier registration and self service supplier profile change request approval requirements.

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: Supplier can be invited to register from a sourcing negotiation.

  • Internal Supplier Request: Supplier can be invited to register by a supplier administrator during the course of defining the supplier..

  • 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.

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. After the registration key is regenerated, registrations saved for later are no longer accessible to their prospective 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 any source: Suppliers, Supplier Qualification, and Supplier Negotiation.

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.

Rule Sets: Explained

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.

Spend Authorization Requests: Explained

Suppliers that participate in sourcing negotiations and qualifications but are not yet allowed to participate in procurement transactions involving financial spend, are known as prospective suppliers. When a prospective supplier is identified for a procurement need, a request is raised to promote the supplier to spend authorized.

A spend authorized request for a supplier can be created in one of the following ways:

  • User requests the supplier to be promoted to spend authorized manually on the supplier record by using the promote to spend authorized button from the Edit Supplier page.

  • Initial creation of supplier with the business relationship of spend authorized. The supplier must first be approved through the supplier registration process before the request for spend authorization is sent for approval.

  • Negotiation is awarded to a prospective supplier, a spend authorization request is automatically created.

Approvers can approve, reject, or reassign the spend authorization requests. Rejected requests can be resubmitted for approval.

Managing Certifying Agencies : Explained

Managing certifying agencies setup enables the buying organization to manage the authorized organizations that issue business classification certifications. Certifying agencies are maintained and associated with the applicable classifications that can be selected when creating a classification for a supplier. End dates can be set when the agency is no longer valid, to prevent it from being used on new classification records. The procurement application administrator can access this setup through the Manage Certifying Agencies in Oracle Fusion Setup Manager setup task.

How can I submit a supplier for spend authorization that was previously rejected?

From the Edit Suppliers page, you can resubmit the request by clicking the Submit for Spend Authorization Review button.

Updating Suppliers

Updating Supplier Profile Entities: Explained

You can make mass updates to suppliers through a file-based upload, using the supplier import template.

Mass Updating Supplier Profile Entities

The Action column in the supplier import template can be used to create, update, or delete records.

You can use the update action to:

  • Create and update supplier attributes.

  • Deactivate or reactivate suppliers.

  • Update existing records with a new column for each functional key by appending _NEW to the column name. The existing CSV loader file is updated with the new column.

Updates can be viewed on a report, with the new column indicating the import action of the record.

Purging Supplier Interface Records: Explained

From the suppliers work area, you can purge records from the supplier interface tables.

Purge Supplier Interface Records Action

Access Purge Supplier Interface Records from Procurement > Suppliers work area > Import Suppliers > Actions menu. You can purge all supplier records or purge records in a particular status, for example, Processed, New, or Rejected. The default value for this process is All

Purging supplier records is a permanent action. Exercise caution when running the purge program.

After a purge, a report is generated lists the count of records successfully purged. If the purge process fails, all records previously purged during the job will be restored. In this case, you must rerun the process for all records.

Interface tables supported for supplier purge are:

  • 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

Configure Taxpayer ID Sharing Across Suppliers: Explained

Suppliers in the same parent child hierarchy can share taxpayer IDs.

Enable Taxpayer ID Sharing

To enable taxpayer ID sharing across suppliers:

  1. In the Navigator, click Setup and Maintenance.

  2. From the Actions menu, select Go to Offerings.

  3. Select the Procurement offering.

  4. Click New Features.

  5. Click the Opt In button for Allow Taxpayer ID Sharing Across Suppliers.

  6. Select the Enable check box for Allow Taxpayer ID Sharing Across Suppliers.

Supplier Import

Supplier Import Process: Explained

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

  • 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.

To obtain the FBDI template:

  1. Go to the Oracle Help Center.

  2. Click Cloud.

  3. Click Applications.

  4. Under Enterprise Resource Planning, click Procurement.

  5. Click Integrate.

  6. Under Manage Integrations, click Get started with file-based data import.

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

    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.

    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

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.

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 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.

Import Business Classifications

New certifying agencies can be created and associated with relevant classifications through import.

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

Specify Supplier News Content

Supplier Portal: Explained

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, which provide interactive graphic readouts of critical real time information.

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.