Vendor Portal

Purpose: The Vendor Portal is a site where your drop ship vendors can log in and, depending on the individual’s authority:

review current information on the purchase orders assigned to them for fulfillment and their current status
generate PDF pack slips for purchase orders or download CSV files, using a variety of selection options
confirm shipment of purchase orders
select individual purchase orders for inquiry
hold or release purchase order lines
change the due dates for purchase order lines
accept or reject address change and cancel requests for purchase orders that are currently in process
review and change configuration settings, such as pack slip output format and email addresses for purchase order notifications

Each vendor user sees only the purchase orders assigned to his or her own vendor for fulfillment.

The Vendor Portal resides outside your firewall so that it is accessible to vendors.

Landing page: When the vendor user logs into the Vendor Portal, the landing page includes:

a pie chart summarizing the percentage of purchase orders with current, future, late, or very late due dates
a bar chart summarizing the number of purchase orders received by the vendor for each day in the past week
a bar chart summarizing the number of purchase orders shipped by the vendor for each day in the past week

Note:
The vendor can restrict the chart data to a specific brand. Also, the vendor can change the range of dates included in the bar charts.
an email link to contact you, if you have specified one
a current special announcement from you, if you have specified one

Depending on the vendor user’s authority:

current totals of purchase orders by status, with links to related screens where the vendor can work with the purchase orders
current totals of invoices by status and purchase orders eligible for invoicing, with links to related screens where the vendor can work with invoices
links to all modules which the vendor user has authority to use

Links to unauthorized modules are grayed out.

Presents a sample of the Vendor Portal landing page.

Note:

The Vendor Portal requires access to the Internet to display the charts and graphs.

For more information: See Information on the Vendor Portal landing page for descriptions of the contents of the landing page.

Vendor Integration

Overview: A vendor can receive and confirm shipment of drop ship purchase orders by:

using the screens in the Vendor Portal for all activities, or
using the vendor integration between Order Broker and the vendor’s system.

A vendor can also use a combination of these options; for example, the vendor can receive purchase orders through the vendor integration, and also use the Vendor Portal screens to confirm shipments and update purchase orders.

Included in the vendor integration: The vendor integration includes:

sending batches of new purchase orders to the vendor’s system when the vendor’s system requests them
enabling the vendor’s system to acknowledge receipt of a batch of purchase orders
confirming shipments of purchase orders, including the carrier (ship via) used, tracking number, weight, shipment date, and freight charges

Not included in the vendor integration: The vendor integration does not include:

modifying purchase orders, such as changing expected ship dates or putting a line on hold
accepting or rejecting address changes or cancellation requests from the retailer
receiving cost changes from the retailer
generating invoices and submitting them to the retailer

Each of these options is available in the Vendor Portal if the vendor user has authority.

Mapping to the vendor’s system: The vendor can use the messages described in the Vendor Integration Guide to map to the vendor’s system, or contact a Oracle representative for information on creating unique maps.

JSON messages: The vendor integration uses the JSON (JavaScript Object Notation) format for its messages.

For more information: See the Vendor Integration Guide for details, and see the Preferences tab at the Create Vendor or Edit Vendor screen for related configuration.

Supplier Direct Fulfillment Module Email Notifications Summary

A summary of the email notifications to the retailer and the vendor are described in the table below.

Notification Type	Generated When:	Setup
Retailer Notifications “From” email address: From the From Email address specified at the Event Logging screen. Localization: The language and data formats used in retailer email notifications are from the organization settings. See the Edit Organization screen for more information.
Change notification emails to retailer	The vendor maintains a purchase order or line, including: holding a purchase order line releasing a purchase order line changing the due date on a purchase order line entering a reason description for a purchase order line without changing its hold status or due date denying an address change or cancellation request Note: This email is generated when an address change does not apply to all items on the purchase order, even if one or more items are updated with the address change.	PO Status Notification setting at the Email tab of the Drop Ship Preferences screen
Shipment or invoice upload error notification email to retailer	The vendor attempts to upload a CSV file of shipment confirmations or invoices, and there are any errors. Note: The upload files in error are saved in the OROB-ERRORS container of the FILE_STORAGE table.	Upload Error Notification setting at the Email tab of the Drop Ship Preferences screen
Out-of-balance invoice notification email to retailer	The vendor uploads or creates an invoice that includes at least one line that is out-of-balance.	Invoice Balance Notification setting at the Email tab of the Drop Ship Preferences screen
Vendor Notifications Vendor Portal link included in emails: Each email to the vendor includes a link to the Vendor Portal. Use the VPA Url setting at the Drop Ship Preferences screen to specify the URL to include. “From” email address: From the From Email address specified at the Event Logging screen. Localization: The Language specified at the Preferences tab of the New Vendor or Edit Vendor screen is used for the following emails sent to the vendor. The data formats specified at this tab are also used. Note: The VPA Url does not automatically append the vendor’s locale to the link embedded in the email. The same URL is embedded for all vendors.
New purchase order notification email to vendor	One or more new purchase orders are received by Order Broker and ready for fulfillment by the vendor.	PO Notification setting at the Email folder of the Preferences tab of the New Vendor or Edit Vendor screen
Shipment or invoice upload error notification email to vendor	The vendor attempts to upload a CSV file of shipment confirmations or invoices, and there are any errors.	Upload Error Notification setting at the Email folder of the Preferences tab of the New Vendor or Edit Vendor screen
Out-of-balance invoices approved or rejected notification email to vendor	The retailer approves or rejects an out-of-balance invoice submitted by the vendor.	Invoice Balance Notification setting at the Email folder of the Preferences tab of the New Vendor or Edit Vendor screen
Change request (address change or cancellation) notification email to vendor	The shipping address changes for a purchase order, or the retailer requests a purchase order line cancellation.	PO Notification setting at the Email folder of the Preferences tab of the New Vendor or Edit Vendor screen
Cost change notification email to vendor	The retailer changes the cost of a purchase order line.	PO Notification setting at the Email folder of the Preferences tab of the New Vendor or Edit Vendor screen

Change notification emails to retailer

Drop ship orders changed by the vendor

Subject line: Drop Ship Orders Changed by [Vendor Name]

Sample contents:

Vendor: [Vendor Name]

The following drop ship orders have been changed.

Order Number	PO Number	Line	Item	Description	Status	Orig Due Date	New Due Date	Reason
12223	456	1	BUGHAT	CUTE BABY BUG HAT	Held	03/03/2017	38/31/2017	processing delay
12223	456	2	SCARF RED	FAIR TRADE COTTON SCARF	In Process	03/03/2017	03/04/2017	processing delay

The date format is from the setting for the organization. See the Edit Organization screen for more information on data formats.

Cancellations denied by the vendor

Subject line: Denied Cancellations by [Vendor Name]
Sample contents:

Vendor: [Vendor Name]

The following drop ship order cancellation request(s) were denied.

Order Number	PO Number	Line	Item	Description
12220	453	1	BUGHAT	CUTE BABY BUG HAT

Address changes declined by the vendor

Subject line: Address Changes Declined By [Vendor Name]

Sample contents:

Vendor: [Vendor Name]

The following drop ship order address change(s) were declined.

Order Number	PO Number
12218	450

Note:

This email is generated when an address change does not apply to all items on the purchase order, even if one or more items are updated with the address change.

Shipment or invoice upload error notification email to retailer

Shipment upload error

Subject line: Shipment Upload in Error from [Vendor Name]
Sample contents:

Vendor: [Vendor Name]

Shipment upload could not process.

Error: 3032 - Invalid Carrier (1) is not associated to vendor (MNO).

Note:

The description of the error is not translated.

Invoice upload error

Subject line: Invoice Upload in Error from [Vendor Name]

Sample contents:

Vendor: [Vendor Name]

Invoice upload could not process.

Error: Invalid PO number: 403 Data: DETAIL,403,1,,,BU1234,1.12345,2.12345,3.12345,other desc,1.09,1

Note:

The description of the error is not translated.

For more information: See the Vendor Portal online help, available from the Order Broker home screen, for more information on shipment or invoice upload errors.

Out-of-balance invoice notification email to retailer

Subject line: Out of Balance Invoice from [Vendor Name]
Sample contents:

Vendor: [Vendor Name]

An out of balance invoice has been confirmed. Access the Invoice Inquiry menu option to approve or reject held invoices.

New purchase order notification email to vendor

Subject line: New PO Notification from [Retailer Name]
Sample contents:

Organization: EZK Organization (http://servername.example.com/LocateVPA/)

New purchase orders are ready to be fulfilled.

Note:

Use the VPA Url setting at the Drop Ship Preferences screen to specify the link to the Vendor Portal to include in email notifications to the vendor. The VPA Url does not automatically append the vendor’s locale to the link embedded in the email. The same URL is embedded for all vendors.

Shipment or invoice upload error notification email to vendor

Shipment upload error

Subject line: Shipment Upload Error from [Retailer Name]
Sample contents:

Shipment upload could not process.

Error: 3032 - Invalid Carrier (1) is not associated to vendor (MNO).

Invoice error

Subject line: Invoice Upload Error

Sample contents:

Invoice upload could not process.

Error: Invalid PO number: 403 Data: DETAIL,403,1,,,BU1234,1.12345,2.12345,3.12345,other desc,1.09,1

Out-of-balance invoices approved or rejected notification email to vendor

Subject line: Out of Balance Invoices Approved or Rejected by [Retailer Name]

Sample contents:

Organization: [Retailer Name] (http://servername.example.com/LocateVPA/)

Out of balance invoices have been approved or rejected.

Invoice Number	Invoice Status
LOC-1108E	Posted

Note:

Change request (address change or cancellation) notification email to vendor

Subject line: Change Requests from [Retailer Name]
Sample contents:

Organization: [Retailer Name] (http://servername.example.com/LocateVPA/)

Purchase orders have requested changes. Access the Purchase Order Change Request menu option to accept or decline changes.

Note:

Cost change notification email to vendor

Subject line: Cost Changes from [Retailer Name]

Sample contents:

Organization: [Retailer Name] (http://servername.example.com/LocateVPA/)

The following purchase orders have cost changes.

Order Number	PO Number	Line	Item	Description	Cost Before	Cost After
12434-001	664	1	V257BUGHAT	CUTE BUG HAT BABY	$1.00	$1.23

Localization Settings

The following table indicates the source of localization settings for Supplier Direct Fulfillment screens, print output, and emails. The currency, if indicated, is always from the purchase order.

See the Order Broker Routing Engine Overview for information on localization settings used Order Broker foundation, and see Store Connect Overview for information on localization settings used for Store Connect.

	Language	Data Formats
emails to retailer	organization; see the Edit Organization screen	N/A
emails to vendor	vendor; see Edit Vendor screen	vendor
screens	locale appended to URL (for example, `?locale=fr`)	vendor
pack slips	organization	organization
pull sheets	vendor	vendor