Options to Configure Supplier Registration and Supplier Profile Change Request

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 Oracle 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 isn't 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: Internal users can register and add a supplier as part of negotiation creation.
Internal Supplier Request: Internal Supplier Request can be raised by registering from the Suppliers work area or by requesting a new supplier from the Self Service Procurement work area.
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.

Require Supplier Identifier

Use this option to configure if requesters must provide at least one of these attribute values: D-U-N-S Number, Taxpayer ID, or Tax Registration Number. You can configure this for all the supplier registration sources including external supplier request, internal supplier request, self-service request, and sourcing invitation.

The setup for registration options includes the Default Business Relationship and Require Supplier Identifier.

You can configure to enforce suppliers, who register through the self-service registration option, to upload company details or bank account related attachments.

For company details attachments, you can configure this option for prospective supplier registration requests, spend authorized registration requests, or both. Use this option to ensure that suppliers submit the required documents that you want from them, like W9, address proof, quality certificates, and so on.

For bank account attachments, you can configure this option for both the prospective and spend authorized business relationships in the next-generation self-service supplier registration. Use this option to ensure that suppliers submit the required documents to validate their bank accounts like canceled bank account cheque, bank letter, and so on.

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. The encryption key is regenerated for the registration URLs used for spend authorization, saved for later, and returned for resubmission. However, if you regenerate the encryption key, the registration request URL for spend authorization business relationship available through the setup page Configure Procurement Business Function changes and therefore old and saved URLs won't work. Also, registrations that were saved for later or returned for resubmission will no longer be accessible to potential suppliers.

If the next-generation self-service supplier registration is opted in, the regeneration of encryption key will change both the registration request URLs, for prospective and spend authorization business relationships, available through the setup page Configure Procurement Business Function. With the new URLs, requesters can still complete and submit their pending registration requests by using their emails.

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 and the bank account attachments required option.

The approval requirement settings apply to supplier-initiated profile change requests and to change requests resulting from Oracle Supplier Qualification or Oracle Sourcing questionnaires.

The values you set here apply to supplier profile change requests from the sources:

Suppliers
Supplier Qualification
Supplier Negotiation

Supplier profiles can also be changed by internal users. Updates to bank account, organization details, income tax, and address updates by internal users are submitted to an approval process. See Internal Supplier Profile Change Request Approvals.

The Configure Supplier Registration and Profile Change Requests task doesn't configure supplier profile changes made by internal users.

You can specify approval requirements for prospective and spend authorized suppliers for these 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 isn't available.

Require Attachments

You can configure to enforce users to upload bank account related attachments for the bank account change requests. This option will enforce an attachment whenever a new bank account is created or when any of these bank account attributes are modified: country, account number, bank, branch, IBAN and currency.

You can configure this option for both the internal and supplier initiated profile change requests.

Use this option to ensure that users submit the required documents like canceled bank account cheque, bank letter, and so on to verify the bank account change request.