cosocius new supplier registration proof of concept

Khalil Rehman – CoSocius New Supplier Registration Proof of Concept

iSupplier Portal - New Supplier Registration

Khalil Rehman

4-Mar-15

Vertex_Thurrock Council



Table of Contents

iSupplier Portal - New Supplier Registration [EDUP0021] 11-Oct-2004...................................................1iSupplier Portal - New Supplier Registration.................................................................................................1Register New Supplier....................................................................................................................................3Review and Approve New Supplier Registration...........................................................................................5Update Supplier, Supplier Site, and Supplier User.........................................................................................7Update Supplier User Password.....................................................................................................................11Flowchart........................................................................................................................................................12

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i-Supplier Portal - New Supplier RegistrationPage i



Document Control

Date Owner AppRelease

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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i-Supplier Portal - New Supplier RegistrationPage 1


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. [email protected] (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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mailto:[email protected]


(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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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 [email protected].

(I) Return to Portal

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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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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

PaymentTerms 45 Net(terms date+45)

Pay group Standard

Terms Date Basis Invoice

Pay Date Basis Discount

Invoice Currency USD

Payment Currency USD

ReceivingReceipt Routing Direct Delivery (This is critical if you

want to receive items in IP)Invoice Match 2 Way

uncheck Allowed Substitute Receiptsuncheck 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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(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

ContactsLast (Same name as used in supplier reg)

First (Same name as used in supplier reg)

Phone Number (Same number as used in supplier reg)

PaymentTerms 45 Net(terms date+45)

Pay group Standard

Terms Date Basis Invoice

Pay Date Basis Discount

Invoice Currency USD

Payment Currency USD

Bank AccountsName 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.

PurchasingPay On Receipt (This is critical if you want to

use ERS)Invoice Summary Level Receipt (This is critical if you want to

use ERS)

(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.

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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. [email protected])

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.

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".

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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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Update Supplier User Password

Update Supplier User Password

7. Log in as new supplier user and update passwordField Value

Username / password ex. [email protected] / 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

Start

Register NewSupplier

Supplier accessRegistration Page (1)Enter in Supplier Info(2)

Review & ApproveNew SupplierRegistration

Log in as buyer toreview & approve newsupplier (3)

Update Supplier,Supplier Site, &Supplier User

Buyer access corepurchasing supplierform. (4)Buyer updates supplier& site attributes. (5)Buyer updates supplieruser info & password.(6)

Update SupplierUser Password

Log in as new supplieruser & update password(7)Access iSupplier PortalHome Page (8)

End

Additional Audit Requirements:1.Daily Supplier Creation Report2.Daily Supplier Creation Error Report

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cosocius new supplier registration proof of concept

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