R12 Suppliers User Manual

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Accel lent Suppliers

Accellent Oracle Competency Center

Suppliers Operations Manual

AccellentVersion 1.0

Document prepared by

Rick Hall Accellent OCC

Senior Planning Trainer

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Table of Contents

SUPPLIERS OVERVIEW ......................................................................

SUPPLIER GENREAL CONCEPTS ............................................................................3

SUPPLIERS ........................................................................................

ENTER A NEW SUPPLIER.......................................................................................7

APPROVED SUPPLIER LIST.............................................................

ASLOVERVIEW ................................................................................................17

APPROVED SUPPLIER LIST..................................................................................19

NEW SUPPLIER DFF .............................................................................

NEW SUPPLIER DFFOVERVIEW..........................................................................26

SUPPLIER SITE DFFREPORT..............................................................................33


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SUPPLIER PROCESSESUPDATE EXISTING SUPPLIERS.............................................................................35

MERGE SUPPLIERS ............................................................................................40

APPROVED SUPPLIER LISTS ................................................................................48


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Oracle Supplier Training CHP 1 - Overview


Supplier Operations Manual

Suppliers OverviewVersion 1.0

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Oracle Suppliers General Concepts

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Oracle Supplier Training CHP 2 Enter and Maintain Suppliers



Enter New SuppliersVersion 1.0

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Enter new Suppliers

Enter new Suppliers

Prior to entering a new supplier, be sure to check to see if the supplier exists.

Navigation = Supply Base > Suppliers

1. Enter a Unique Supplier Namefor the new supplier being entered.

2. Optionally enter the suppliers tax identification number in the Taxpayer IDfield, for example, an individual's social security number, or a corporationor partnership's federal identification number/federal tax ID.

3. Click , the save icon on the toolbar

4. Verify the messagereceived.

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The Supplier Number will be automatically generated.

You can record the relationship between a supplier and its parent company bypopulating the Parent Supplier field.

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5. Use the list of values and select the Parent Supplier that needs to belinked to the supplier. The Number (Supplier Number) corresponding tothe parent supplier is populated

6. Click the Payments tab and be sure that the following data is defaulted:

TermsNet 45. This is used to schedule payments for an invoice and toautomatically calculate due dates, discount dates and discount amounts.

Terms Date Basis Invoice

Pay Date BasisDue

Payment MethodCheck

Payment Priori ty 99 (low)

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Invoice CurrencyEnter the currency that the supplier will invoiced in e.g.USD, EUR etc.Payment CurrencyEnter the currency that the supplier will be paid in e.g.USD, EUR etc.

7. Click the Purchasing tab if you need to enter freight terms, purchasing

hold reason, FOB or Ship via. There are no requiredfields on thisscreen.

Ship-To Location andBill-To Location are not currently being usedat the Supplier Header level. They are entered at the site level.

FOB: Free-on-Board (FOB) code for a supplier.

Freight Terms:You negotiate freight terms with a supplier todetermine whether you or the supplier pays for freight charges ongoods you order from a supplier.

Enter thePurchasing Hold Reason. This is used if the PurchaseOrder Hold field is enabled and indicates the reason POs for thissupplier are not being approved.

Ship Via: Freight carrier you use with a supplier.

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8. Click the Tax Reporting Tab

If the supplier should receive a Form 1099, click the FederalReportablebox.

Enter the Income Tax Typeor select from the LOV. For a 1099 vendorenter MISC7.

9. Click the Classification tab to enter classifying information for suppliers.

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Type: Use the LOV () for the available classifications. Use Supplierunless another classification is more appropriate. These are used forreporting purposes.

Employee Name: Select the name of an active employee to link anemployee to the supplier. The employee name can be selected only if thesupplier type is set as employee.

Minority Owned: The minority group if the supplier is a minority-ownedbusiness.

Number: This is the employee number of the supplier is an employee

One Time: This indicates the supplier with whom business is intended notbe done in the future

SIC: Standard industry code

Small Business: Use this designation to indicate small business

Woman Owned: This is to track the woman owned organizations

10. Click Sitesto set up Supplier sites. Each site will be either a purchasingor a pay site.

11. The Supplier Sites screen will display. Data will be defaulted to the sitesfrom the Supplier header information that was just entered but may bechanged if necessary.

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12. Enter the supplier site nameand address.

13. Check the Site Usesbox for either Payor Purchasingsite. This willindicate the type of site.

The Purchasing Sitenaming rules are to use the three letter Accellent

site name followed by an underscore and the first nine characters of thecity name. For example: TRN_CHATTANOO.

If there is more than one site in the same city use the -(dash) 1, 2 etc.Ex: TRN_ATLANTA-1, TRN_ATLANTA-2

If a site exists and an additional site needs to be added, the first siteneeds to be renamed by adding -1.

The Pay Sitename is set as PAY-1. If there are multiple pay sites, use -2,-3, etc for additional ones.

14. Change Supplier Notification Methodto Printed Document

15. It is easier to setup the Pay site first as this information will be used in thePurchasing site set up.

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On the Purchasing tab, for a pay site ONLY be sure to check the box to CreateDebit Memo from RTS transaction.

On the Purchasing tab, for a purchasing site ONLY the associated Pay site mustbe entered in the Alternate Pay Site field.

Enter any additional supplier site information you want to record in theappropriate tabs Contacts, Payment, Invoice, EDI etc. Fields are defaultedautomatically from the supplier header and can be changed if necessary.

Alternate Name. You can enter an alternate name for your supplier or suppliersite if required. This is for reference only.

Alternate Address :An alternate address can be entered for the supplier site.This is particularly useful if there is another supplier site address that needs to berecorded for reference purposes.

Inactive On:Date on which a supplier or supplier site will no longer be used.

Language: Language spoken at the site.

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Accounting Region of Suppl ier Site

Accounting values are defaulted from the supplier window

Liability: The Liability Account and description for a supplier sites invoices.Prepayment Defines the prepayment account for the prepayment itemdistributions

The supplier default for this field is the Financials option for the organization.

16. Click , the save icon on the toolbar

17. Verify the messagereceived.

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Oracle Supplier Training CHP 3 Approved Supplier List



Approved Supplier ListVersion 1.0

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Approved Supplier List

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One of the characteristics of an item when it is defined in the Item Master is if it

requires an approved supplier. If this is the case, the item must be tied to theapproved supplier list in order to be purchased. An item can be tied to the ASLdirectly or through a commodity (purchasing category).

N > Supply Base > Approved Supplier List

1. Click Open

2. Select the appropriate organization and Click OK

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3. The Approved Supplier List screen

4. In the Type field, select either item or commodity. If you select Item, theItem field will be required. If you select Commodity (Purchasing Category)the Commodity (Purchasing Category) field will be required. The first

example will be setting up an Approved Supplier for an item.

5. Enter the Item or select from the List of Values (LOV). Click in theSuppliers section of the field.

6. The Business field defaults to Direct. This indicates this is a supplier fromwhom you purchase directly. The other options are Distributor forsuppliers that sell products from manufacturers, or Manufacturer forcompanies that manufacture and sell through distributors,

7. Enter a Supplier for the item entered on the top portion of the screen, orselect from the List of Values (LOV)

Note: Suppliers and Sites must be created before adding them tothe Approved Supplier List.

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8. Select a Site for the supplier. Based on Accellents purchasing processes,the site should start with the org code. For example, for Trenton the siteshould start with TRN.

9. Change the Status to Approved.

10. Click the icon

11. Verify messagereceived.

12. Click Attributes button

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13. The Supplier Item Attribute screen will display. Click on the Inventory tab

14. If the item is in a Vendor Managed Inventory Program, check VMIEnabled. Enter the minimum and maximum quantities

15. Click , the save icon on the toolbar to save this approved supplier.

16. Using the Commodity (Purchasing Category) to set up an approvedsupplier follows exactly the same process. The only difference is thatwhen you click on the (LOV) for the commodity the following screenappears.

17. Enter the Commodity and click Combinations. The screen will appear inquery mode with all the fields in blue

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for the commodity selected18. Click OK to view the valid combinations

19. Select the combination of Commodity, Product and Form and Click OK

20. Proceed to the Supplier section of the screen to enter the ApprovedSupplier for all items that are within this Purchasing Category.

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21. Click the icon to save your changes.


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Oracle Supplier Training CHP 4 New Supplier DFF

Accellent Oracle Competency CenterSupplier Operations Manual

New Supplier DFFVersion 1.0

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New Accellent Supplier DFF

Objective:

Explanation of data entry for the new DFF on Supplier sites form.

Prerequisites:Supplier Master Admin access

OverviewThis instruction is intended to highlight the Supplier Site Header DFF. Navigationto and data entry will be discussed and previewed.

KEY POINTS:

1. DFF data entry is for Purchasing sites only2. If a site is Debarred it does not affect other sites for that specific Supplier.

3. There are 2 free form entry segments in the DFF.4. None of the DFF segments are required at this time.

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ASL Supplier DFF entry

To enter Supplier DFF data you need to open the Supplier to get o the DFF.The vendor site descriptive flexfield has been enabled to:

1. Collect additional supplier site information

2. Provide additional approval/debarment controls than the out of the boxASL functionality delivers.

As a matter of business process only the DFF on the PURCHASING siteshould be maintained.

Navigation = Purchasing Inquiry > Suppliers

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The Find Suppliers form will appear.

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Supplier Risk Level List of Values (Level 1, Level 2 or Level 3)Approval Status List of Values (Approved, Debarred, New).This is a functional field which is explained in more detail later in this document. Supplier Performance List of Values (Approved, Conditional, Preferred)Evaluation Used Free text fieldLatest QBR Date Date validated fieldLatest Survey Date Date validated field

Other information Free text fieldReport Card List of Values (Yes/No)Critical Supplier List of Values (Yes/No)

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Approval Status f ield:The Approval Status field provides additional functionality to control supplier sitelevel purchasing. It provides (1.) Tiered approval control of the Oracle ASL and(2.) Debarment control over non-item purchase orders

1. Tiered Approval Control of ASL

Tier 1 Supplier SiteChanging the approval status on the supplier site DFF willautomatically change the status at the ASL level (if ASL entry exists). This isprimarily used as a master level control for the supplier.

Tier 2 ASLThis level functionality will not change. Controls whether or not anitem can be purchased. However you will not be able to add an item to the ASLif the supplier site (Tier 1) is in a debarred status.

Approval Status DefinedApproval Status of Approved. This will allow for full purchasing capability.

Changing the status to Approved at this level also changes all of the ASL levelstatuses to Approved for that supplier site. ASL level supplier status can bemodified without changing the supplier site status. In other words you can havean approved supplier site but a debarred item or category at the supplier ASLlevel.

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Approval Status of Debarred. This will debar the supplier from all newpurchasing activity. Changing the status to Debarred at this level also changesall of the ASL level statuses to Debarred for that supplier site. ASL level supplierstatus cannot be modified if the supplier site status is debarred.

Attempt to change ASL level status for a debarred supplier will result in this errormessage.

Attempt to enter a PO will result in an error message.

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2. Debarment con trol of the supplier site for non-inventory purchases

Standard Oracle ASL functionality only controls item based purchasing. This ApprovalStatus field will give you the ability to debar purchasing for non-item based purchases aswell. If Debarred is selected in the DFF for the supplier site a user will not be able toenter a non-item based purchase order for that supplier site.

Click the button to add Supplier site data.

Click the icon to complete changes.

Verify message received.

END Supplier DFF Entry

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Supplier Site DFF report

A discoverer report has been created to display the information entered into the

supplier site DFF. The report results are grouped by the supplier site nameprefix (ARV, BRF, etc).

To run the report:

ACC Discoverer Reports>Purchasing>ACC-Supplier Performance Report

Select Parameters to limit results or select GO for all supplier purchasing siteinformation.

END ASL DFF Discoverer report

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Oracle Supplier Training CHP 5 Accellent Supplier Processes

Accellent Oracle Competency CenterSupplier Operations Manual

Accellent Supplier ProcessesVersion 1.0

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Update Existing Suppliers

Navigation = Supply Base Suppliers

Find Existing Suppliers Using the Find Icon on the Toolbar

1. Click the Find icon to navigate to the Find Suppliers window.

Enter the criteria directly into the listed fields. For a complex criteria search,enter values into multiple fields.

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2. Click the button to run; all suppliers that match the criteriawill be displayed.

To review the supplier information in detail, select the appropriate supplier andclick the Open button.

3. To change site information click the button.

4. The form foryour supplier appears.

5. Make changes to the site information. If there are more than 1 site simplydown arrow on the keyboard to find the site you need to make changestoo.

6. If you want to add a site, either down arrow with your cursor in the SITE

NAME field until you get to a blank form or with your cursor in the SITE

NAME field click on the icon on the tool bar.

7. Click on the save icon to save your work.

8. Message received.

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Find Existing Suppliers by Entering a Query

Navigation = Supply Base Suppliers

1. From the Query menu, select Enter. (Or, with the cursor in the Supplierfield, press the F11 key on the keyboard.)

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2. Enter the criteria directly into the listed fields. For complex criteria searchenter values into multiple fields.

Execute the query by selecting Query Run from the menu. (Or press Ctrl+F11 on

the keyboard.)

3. To review the supplier information in detail, select the appropriate supplier

and click the button.

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4. Make changes to the site information. If there are more than 1 site simplydown arrow on the keyboard to find the site you need to make changestoo.

5. If you want to add a site, either down arrow with your cursor in the SITENAME field until you get to a blank form or with your cursor in the SITE

NAME field click on the icon on the tool bar.

6. Click on the save icon to save your work.

7. Message received.

END Update Existing Suppliers

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Merge Suppl iers

There are two steps to merging suppliers. The first step is to identify duplicatesuppliers by running the Supplier and Supplier Audit Reports. The second stepis to actually merge the suppliers.

Navigation = ReportsRun

Submit Suppliers Report

1. The form appears. Click the radio

button and then the button.

2. The form will appear for you to enter requestparameters.

3. With the cursor in the Name field, click the List of Values

to select Suppliers Report. Click thebutton.

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4. Fill in appropriate parameters for the report.

5. Click the button to submit report.


View Report On-line

7. Navigate to the View Requests form (ViewRequests)

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8. Click the button in the Find Requests window.

9. With the cursor on the report, click the button.

10. Report output can now be reviewed or exported to Excel.

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Submit Suppliers Audit Report

11. The form appears. Click the radio

button and then the button.

12. The form will appear for you to enter requestparameters.

13. With the cursor in the Name field, click the List of Values

to select Suppliers Audit Report. Click thebutton.

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14. Fill in appropriate parameters for the report.

15. Click the button to submit report.


Note: This report lists active suppliers whose names are thesame up to the number of characters specif ied as a parameter. Itignores case, spaces, special characters, etc. To fine tune thesearch, run this report with d ifferent sets of parameters.

View Report On-line

17. Navigate to the View Requests form (ViewRequests)

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18. Click the button in the Find Requests window.

19. With the cursor on the report, click the button.

20. Report output can now be reviewed or exported to Excel.

Enter Supplier Merge Information

Navigation = Supply Base Supplier Merge

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21. The form will appear.

22. Enter which Invoices to transfer from the old supplier to the new supplier.The choices are: All, Unpaid or None.

Check the to transfer all purchase orders from the old supplier to the newsupplier.

Select Old Supplier Name, Site, and the New Supplier Name. Purchasing willtransfer information from the old supplier to the new supplier.

23. Check the COPY SITE to reassign the old supplier site to the newsupplier, and do not enter a new supplier site. This will create a new sitefor the new supplier with the information you selected to transfer.

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To merge the old supplier site with the new supplier site information, do notcheck the Copy Site box. Instead, enter one of the new suppliers existing sitesin the Site field. This will combine the old supplier site information with the newsupplier site information.

24. Click the . Purchasing automatically prints thePurchase Order Header Updates Report and the Supplier Merge Report toreview the merged transactions.

25. A caution message will appear.

26. Click to proceed.27. Request note will appear.

28. Click to proceed.

29. Verify message

received.

END Merge Suppliers

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Approved Supplier Lis ts


One of the characteristics of an item when it is defined in the Item Master is if itrequires an approved supplier. If this is the case, the item must be tied to the

approved supplier list in order to be purchased. An item can be tied to the ASLdirectly or through a commodity (purchasing category).

N > Supply Base > Approved Supplier List

1. Click button.

2. The form appears. Choose the organization to work in.

3. Select the appropriate organization and Click button.

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4. The form appears.

In the Type field, select either item or commodity. If you select Item, the Itemfield will be required. If you select Commodity (Purchasing Category) theCommodity (Purchasing Category) field will be required. The first example willbe setting up an Approved Supplier for an item.

Enter the Item or select from the List of Values (LOV). Click in the Supplierssection of the field.

The Business field defaults to Direct. This indicates this is a supplier from whomyou purchase directly. The other options are Distributor for suppliers that sellproducts from manufacturers or Manufacturer for companies that manufactureand sell through distributors,

Enter a Supplier for the item entered on the top portion of the screen, or selectfrom the List of Values (LOV)

Note: Suppliers and Sites must be created before adding them to theApproved Supplier List.

Select a Site for the supplier. Based on Accellents purchasing processes, thesite should start with the org code. For example, for Trenton the site should startwith TRN.

Change the Status to Approved.

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5. Click button.

6. The form appears

7. Click on the tab.

If the item is in a Vendor Managed Inventory Program, check VMI Enabled.Enter the minimum and maximum quantities



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Using the Commodity (Purchasing Category) to set up an approved supplierfollows exactly the same process. The only difference is that when you click onthe (LOV) for the commodity the following screen appears.

Enter the Commodity and click . The screen will appear in query mode

with all the fields in blue

10. Click to view the valid combinations for the commodity selected

11. Select the combination of Commodity, Product and Form and Click

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Proceed to the Supplier section of the screen to enter the Approved Supplier forall items that are within this Purchasing Category.



Documents

R12 Suppliers User Manual