The document outlines the process for a new supplier to self-register through an iSupplier portal and for a buyer to review and approve the registration. It includes steps for the supplier to enter registration information, for the buyer to review and approve the registration, and to update the supplier, supplier site, and supplier user records in the system. The overall process allows new suppliers to register online and notifies buyers to approve and qualify the supplier before they can be used for transactions.

1. Khalil Rehman – CoSocius New Supplier Registration Proof of Concept
iSupplier Portal - New
Supplier Registration
Khalil Rehman
4-Mar-15
Vertex_Thurrock Council
iSupplier Portal - New Supplier Registration
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2. Khalil Rehman – CoSocius New Supplier Registration Proof of Concept
Table of Contents
iSupplier Portal - New Supplier Registration [EDUP0021] 11-Oct-2004...................................................1
iSupplier Portal - New Supplier Registration.............................................................................................................1
Register New Supplier................................................................................................................................................2
Review and Approve New Supplier Registration.......................................................................................................4
Update Supplier, Supplier Site, and Supplier User.....................................................................................................6
Update Supplier User Password................................................................................................................................10
Flowchart..................................................................................................................................................................11
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3. Khalil Rehman – CoSocius New Supplier Registration Proof of Concept
iSupplier Portal - New Supplier Registration
Document Control
Date Owner App
Release
Version Change Reference
04-Mar-2015 Khalil Rehman 12.1.3 V1.0 CoSocius Brainstorm Meeting
Objective
The purpose of this Product Feature Functionality demo script is for a new Supplier to self
register and for the buyer to review and approve the registration.
What's New?
Supplier Registration is part of iSupplier Portal product. Supplier Registration allows new
suppliers to register online. Once granted secure access to the system, suppliers can inform
buying organizations of detailed, accurate, and up-to-date information about themselves and their
capabilities.
Assumptions
• This new flow does NOT replace the current process to add suppliers and site info
directly into the core purchasing "Supplier" form . This script is to demo a supplier
representative registering online; as opposed to a buyer adding the supplier directly into
core purchasing. Please be aware of this distinction when explaining this new flow to
customers.
• Supplier Registration assumes the new supplier is going to register only against one
"Operating Unit Group". There are separate Registration links for each Group (ex.
Cheshire East, West, CoSocius and ASDV’s).
• Registration page url includes an (encrypted) OU reference so that supplier registrations
can be channeled for different parts of the company. Therefore we have multiple supplier
registration links for those operating units that have been set up with new supplier
registration
• In all cases, any new supplier and site that is added will come over into core purchasing
supplier form as "RFQ only". Therefore, the site will still require the buyer to update the
attributes so that site can be used to create POs and other transactions.
• Supplier Registration and Supplier Management allows for a "Global" view of supplier
sites and contacts. This means that buyers and supplier users for specific orgs will see
supplier site names and address for all other orgs
Begin Demo
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4. Khalil Rehman – CoSocius New Supplier Registration Proof of Concept
Register New Supplier
Register New Supplier
1. Supplier access Registration Page
The main Portal Logon Page has a portlet at bottom right edge of portal page titled
"iSupplier Registration". The hyperlinks in the portlet are for specific operating units
in which a new supplier can register against that op unit to create a new supplier/site.
For a real business/company, this portlet would be on the company's public website (ex.
www.oracle.com). Since the ADS Vision env does not have a public website, the portlet
was added to main sign on page.
This script assumes you are creating a new supplier/site against Vision Operations.
• (H) Click on hyperlink "Vision Operations"
Separate session opens with Supplier Registration form.
2. Enter in Supplier Information
In Supplier Registration form, fill in the following fields:
Field Value
Company Name Ex. ACME Inc
Taxpayer ID Ex. 76-54321
Address Name (this shows up as Site Name in
core purchasing supplier form)
Ex. ACME-VO
Address Ex. 4545 Henderson Rd
City/Town Ex. Mountain View
State Ex. CA
Postal Code Ex. 94040
E-mail address (This becomes the supplier
user ID for access iSupplier Portal)
Ex. vo@acme.com (Suggest using format of
"op unit @ supplier name . com". This will
make it easier to identify multiple supplier
users for the various operating units.)
First Name Ex. John
Last Name Ex. Doe
Phone Number Ex. 650 444-5555
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5. Khalil Rehman – CoSocius New Supplier Registration Proof of Concept
•
• (B) Register
Receive a confirmation page that registration has been submitted. "Thank you for
registering your company. Your registration has been submitted for approval and you will be
notified of your registration status via email in due course."
• Close session.
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6. Khalil Rehman – CoSocius New Supplier Registration Proof of Concept
Review and Approve New Supplier Registration
Review and Approve New Supplier Registration
3. Log in as buyer to review and approve new supplier
The supplier registration will only go to the specific operating unit that it was registered
against. Therefore, only the buyer for that specific operating unit will see the registration.
For example: cbaker is buyer user for Vision Operations, services is buyer user for Vision
Services, projmfg is buyer user for Vision Project Mfg.
All buyer admins that are assigned to OU groups that include the OU used for the
registration will receive a notification about the new supplier registration.
Field Value
Username / password cbaker / welcome
Responsibility Supplier Profile Administrator
• (N) New Supplier Registrations > Review Supplier Registrations
If you did not choose Vision Operations link to add the new supplier, you can use the
following buyer users against the following operating units ( SERVICES - Vision
Service ; PROJMFG - Vision Project Mfg ; GERMANY - Vision Germany ;
JPALMER - Master Progress )
A workflow notification will be visible to state new supplier registration request from
supplier name (ex. ACME).
NOTE: Due to OA Framework changes, this page will NOT do an auto query of
new suppliers. You also cannot do a blank query to find new suppliers. You must
know the name of the new supplier and search specifically on that name. You can
view the workflow notifications to find new suppliers that have registered.
• Enter in supplier name (ex AMCE) in the Supplier Name field.
• (B) Go
• (I) Click View Details icon for new supplier.
Supplier Information is listed.
• (B) Approve
Get following confirmation message: Supplier XXXXX has been approved. A notification
providing registration details has been mailed to XXXX XXXX at XX@XXXX.com.
• (I) Return to Portal
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7. Khalil Rehman – CoSocius New Supplier Registration Proof of Concept
Main portal menu page appears.
At this point the supplier record has been created in core purchasing supplier form with
a site name and address tied to the operating unit. In all cases, the supplier is created as
RFQ only. So the supplier CANNOT be used to create POs or other transactions. It is a
requirement for the buyer to then open the supplier form and update the supplier and
site with the appropriate attributes.
This is done because supplier is only a prospect at this time and the buyer wouldn’t
need to do the rest of the Forms setup until they knew they would do business with
them. As a ‘prospect’, the supplier can be invited to participate/bid in Sourcing events
but until they are successful and the buying organization is ready to do business with
them, they shouldn’t be enabled for Purchasing. Most companies will go through
some form of qualification process with a prospective supplier (banking
references, quality audits, contract negotiations) and only when this has been
completed and they are ready to place their first order with them should they do
the Forms setup.
The supplier user has also been created where the e-mail address is the user ID. The
user is given the default responsibility of "iSupplier Portal Full Access". Again, it is up
to the buyer to update the user with additional responsibilities and to update the
password.
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8. Khalil Rehman – CoSocius New Supplier Registration Proof of Concept
Update Supplier, Supplier Site, and Supplier User
Update Supplier, Supplier Site, and Supplier User
4. Buyer access core purchasing supplier form.
• (H) From main portal page, click on Purchasing, Vision Operations (USA) to open
core applications.
• (N) Supply Base > Suppliers
Supplier forms appears.
• Do find on new supplier
5. Buyer updates supplier and site attributes.
Update supplier with following values for the various tabs:
Tab Field Value
Classification Type Supplier
Payment
Terms 45 Net(terms date+45)
Pay group Standard
Terms Date Basis Invoice
Pay Date Basis Discount
Invoice Currency USD
Payment Currency USD
Receiving
Receipt Routing Direct Delivery (This is critical if you
want to receive items in IP)
Invoice Match 2 Way
uncheck Allowed
Substitute Receipts
uncheck Allowed
Unordered Receipts
After the supplier header tabs have been completed, click on the SITES button to enter
in site specific attributes
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9. Khalil Rehman – CoSocius New Supplier Registration Proof of Concept
• (B) Sites
Sites form appears with Site name that was added in supplier registration. Update
supplier site with following values for the various tabs:
Tab Field Value
General Uncheck RFQ Only box.
(This is critical if you
want to create
transactions against this
supplier site)
Check Pay box
Check Purchasing box
Contacts
Last (Same name as used in supplier reg)
First (Same name as used in supplier reg)
Phone Number (Same number as used in supplier reg)
Payment
Terms 45 Net(terms date+45)
Pay group Standard
Terms Date Basis Invoice
Pay Date Basis Discount
Invoice Currency USD
Payment Currency USD
Bank Accounts
Name Use LOV to choose BofA-EDI. The
account number will fill in. (This is
required if you want Invoice payment
type to be electronic.)
Check the primary box.
Purchasing
Pay On Receipt (This is critical if you want to
use ERS)
Invoice Summary Level Receipt (This is critical if you want to
use ERS)
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10. Khalil Rehman – CoSocius New Supplier Registration Proof of Concept
• (I) Click Save icon to save updated to supplier and site information. At this point the
supplier is now set up for that POs and other transactions can be created against the
supplier.
• Close supplier form.
6. Buyer updates supplier user information and password.
• (L) From Core Applications, click on File/Switch Responsibility. Choose "System
Administrator"
• (N) Security > User > Define to open up Users form.
• Click View / Find from toolbar to search for the new user
Search on the e-mail address (Ex. vo@acme.com)
• At header, enter in for the Description field: ex. Welcome Acme Rep
Since you do NOT know the system generated password, you will need to change as
sysadmin. Enter new password (twice)
• For password field, enter in: welcome1
• Then enter in again: welcome1
After you first log in as the new user, the system will say that password expired and to
re-enter a new password. For his reason, DO NOT choose “welcome” in the form. You
should change it to “welcome” AFTER your initial login.
• At direct responsibilities tab verify the correct default resp is present (iSupplier Portal
Full Access).
• Add new resp: "Preferences SSWA". This responsibility is REQUIRED for integration
with portal.
• If required for demo, add other resps (ie. Sourcing Supplier). NOTE: There is also a
resp, "Plan, Source, Pay Supplier View", that combines iSP, Sourcing, and CP all into
one homepage which you can use.
NOTE: For the other operating units (Vision Services, Vision Project Mfg, etc) you
should end date the default resps "iSupplier Portal Full Access" and add resps
that are specific to your operating unit. For example: Vision Services resps ->
iSupplier Portal, Vision Services; Sourcing Supplier, Vision Services; etc.
• Click the Securing Attribute tab.
Attribute = ICX_SUPPLIER_ORG_ID should have defaulted and is for the supplier.
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11. Khalil Rehman – CoSocius New Supplier Registration Proof of Concept
• Go to 2nd
line. Use LOV to choose ICX_SUPPLIER_SITE_ID under Attribute
Column. There will be two attributes with same name. Choose the one tied to
“iSupplier Portal".
• Under the Value Column, use LOV to choose the Supplier Site Name, which will default
in the ID number. Ex. Supplier Site Name = ACME-VO
NOTE: The above steps are critical since this is to add the attribute specific to the
supplier site. Therefore the data your see in iSP will be specific to that supplier
site/operating unit.
• (I) Save Changes by clicking on DISK icon
• Exit Core Apps and Self Service as cbaker user
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12. Khalil Rehman – CoSocius New Supplier Registration Proof of Concept
Update Supplier User Password
Update Supplier User Password
7. Log in as new supplier user and update password
Field Value
Username / password ex. vo@acme.com / welcome1
(change password to "welcome" after
initial login
Responsibility iSupplier Portal Full Access
• Change to new password: Old Password = welcome1; New = welcome ; New =
welcome
• Click OK button
Taken to the "Welcome" tab in portal where you should now see the resps: iSupplier Portal
Full Access and Preferences SSWA. If you do NOT see the resps under the Welcome tab,
that most likely means you did NOT add the Preferences SSWA resp to the user. You can
either click on the hyperlink at top right "Navigator" to view all resps, or go back to user
form and add the Preferences SSWA resp AND bounce the apache server on your demo
instance.
As needed, customize your portal page for your demo needs.
8. Access iSupplier Portal Home Page
• (N) iSupplier Portal Full Access > Home Page
• (T) Click the Admin Tab
Admin page appears with links for Address Book, Contacts, Business Classifications,
and Product and Services.
For details on how to update Supplier Profile, please refer to separate demo script:
iSupplier Portal - Supplier Profile Management. This script covers both the supplier
user and buyer process for updating new supplier information.
• (I) Return to Portal
Portal main menu page appears.
End of activity.
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Process Flowchart
Additional Audit Requirements:
1.Daily Supplier Creation Report
2.Daily Supplier Creation Error Report
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