Supplier Registration Process

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 Oracle Sourcing, Suppliers work area, and through Oracle 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's how the supplier registration process works:

1. For the external registration, the buying organization provides a supplier registration URL to the 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 Configure Procurement Business Function task:

   • Offering: Procurement

   • Functional Area: Procurement Foundation

2. The potential supplier 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.

   If its made required for suppliers who register by external registration, then they must attach the requested documents like W9, address proof, or bank account supporting documents for the company details and bank accounts pages respectively.

3. For the internal registration requests, users can navigate from the suppliers, sourcing, or self service procurement work areas, and submit the registration request on behalf of the suppliers.

   If Streamline B2B Document Sharing With Intelligent Oracle Business Network Connectivity is enabled, the requester can use the type ahead autosuggestion to search and select the company from a global directory to register as a supplier. Selecting from the global directory helps identify if the supplier has an OBN trading partner account.

   You can use intelligent matching to automatically check whether new suppliers are B2B-ready on Oracle Business Network (OBN). OBN matches new suppliers with trading partners to improve business agility and reduce supplier transaction costs with automated and streamlined B2B document sharing.

4. 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.

5. 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.

6. 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.

This 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.

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, LGBTQ+ owned, person with disability owned, 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.

It's ensured that the tax registration numbers meet the country-specific format requirements during supplier registration.

Supplier Registration Approval History

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

Oracle Supplier Model stores these details for supplier registration approval:

• Approval actions.

• Users who took the approval actions.

• Date the actions were taken.

• Comments entered by approvers.