Financial Services and Budget - Create and Manage Suppliers

Purpose

This reference guide is intended for Supplier Administrator and provides the steps to set up a supplier and merge suppliers in Oracle

Actions

Create a Supplier
Merge Suppliers
Search for an Existing Supplier
Update Supplier to Allow Payments in Non-Local Currency
Process for Inactivating Supplier Sites

Note: If you are looking to create a supplier for Internal Billing, please refer to the Create an Internal Supplier QRG

Terminology

Prospective Supplier: Prospective suppliers are provisional suppliers that can participate in sourcing activities, suppliers that wish to do business with the University, or suppliers who are set up in Oracle for current contracts that do not have suppliers and will never have spend (i.e., travel suppliers used in Concur) Prospective suppliers will not be available for requesters to select when creating a requisition or payment request.
Spend Authorized Supplier: New suppliers onboarded to do business with the University will be onboarded as Spend Authorized. Additionally, if a Procurement Contract Administrator decides to award business to a prospective supplier, that supplier is authorized in Oracle and the University can conduct spend transactions. Spend authorized suppliers are available for requesters to select when creating a requisition or payment request.
Supplier: A person or organization that provides something needed such as a product or service.

Create a Supplier

Log into Oracle using the Company Single Sign-On.

Navigate and select the Procurement module.
Select Suppliers.

Select the Taskbar.
Select Create Supplier.

Add Supplier, Business Relationship, Tax Organization Type, Tax Country, D-U-N-S, and select Create.

See Appendix 1 below for definitions of each field.

Select Alternate Name (the name that appears on payment) under the Profile tab.

Fill out applicable DFF fields under the Additional Information section.

See Appendix 1 below for definitions of each field.

Select Business Classifications.
Select the + icon.
Select Classification, Certifying Agency, Start Date, and Expiration Date. Attach a business classification certificate.

Select Income Tax.
Select Federal reportable checkbox (if applicable) and add Federal Income Tax Type (if applicable).
Check Use withholding tax and add Withholding Tax Group (if applicable – foreign suppliers only).

Select Payments.
Highlight the default Payment Method.
Select the ✔ icon.

Select Bank Accounts.
Select the + icon.

Select the Country. Add an Account Number, Bank Name, and Bank Branch.

Note: Bank and Bank Branch need to be configured prior to adding a bank account to a supplier record.

Select Addresses.
Select the + icon.

Note: We can add multiple addresses, if needed, by selecting the + icon.

Enter Address Name, Country, Address Line 1, City, State, Postal Code, and Address Purpose.
Select Save and Close.

Select Sites.
Select the + icon.

Note: We can add multiple Sites, if needed, by selecting the + icon.

Select Procurement BU (University General), Address Name, Site, and Site Purpose.

Supplier Site Naming Conventions

Payment Request Only: Supplier site with no PO communication method. Should be added for suppliers that are going to available for both Purchase Orders and Payment Requests.
Punchout Only: Supplier site associated with xCML communication setups.
Subaward Only: Supplier site with no PO communication method. Should be added for subrecipient suppliers. Payment Terms for Subaward sites should be immediate.
Contract – Contract Description: Supplier site associated with a contract purchase agreement. When a requester selects this supplier/supplier site combination, the agreement will auto-populate on the requisition.

Select the Purchasing tab.
Select Communication Method from the dropdown as Email and enter the email address. This is also where you would update a Purchase Order Communication email if requested by the Procurement Solutions team.
Select Shipping Method as OptiFreight Logistics.

Select Site Assignments.
Select Autocreate Assignments.

Select Save and Close.

Select Contacts.
Select the + icon.

Add the First Name, Last Name, and Email of the supplier contact.

Note: If a user account should be created for this contact, make sure to check the user account check box and select Save.

Select Save and Close.

Select Submit.

You have now completed the process of Creating a Supplier.

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Appendix 1

Supplier: A person or organization that provides something needed such as a product or service.
Business Relationship: Spend Authorized or Prospective.
Tax Organization Type: The type of organization such as corporation, partnership, etc.
DUNS Number: The Date Universal Number System is a special nine-digit identification number provided by Dun & Bradstreet.
UCM Supplier Number: Supplier number from the medical center’s instance of Oracle. Used for joint spend reporting.
Preferred?: Denotes whether the supplier is a University preferred supplier. A preferred supplier has been awarded a University-wide agreement to supply specific goods and services at negotiated terms and pricing for the University’s ongoing operations. Preferred suppliers are the recommend sources for the acquisition of goods and services.
Contracted Supplier?: Denotes whether a supplier is under contract with the University.
UChicago Legacy Vendor ID: The vendor ID from UChicago’s legacy APS system. Will only be available for converted suppliers.
Payment Works Supplier ID: Number that helps facilitate the integration between Payment Works and Oracle Suppliers.
Board of Trustees: Denotes whether this supplier is related to the Board of Trustees.
Faculty Startup: Denotes whether this supplier is a faculty startup.
Facilities: Denotes whether this supplier will be interfaced to facilities related systems.
Press: Denotes whether this supplier will be interfaced to Press related systems (CISPUB).
Polsky: Denotes whether this supplier will be interfaced to Polsky related systems.
ServiceNow Ticket Number: The ServiceNow Ticket Number that was used to request the supplier.
Minimum Order?: Denotes whether this supplier has a minimum order requirement.
Minimum Order Amount: Defines the minimum order amount for supplier with a minimum order requirement.
DOB: “Date of Birth.” Specific to foreign suppliers.
LOB: “Limitation of Benefits.” Specific to foreign suppliers for 1042 reporting purposes.
Chapter 3 Status: Specific to foreign suppliers for 1042 reporting purposes.
Chapter 4 Status: Specific to foreign suppliers for 1042 reporting purposes.
Commodities: A listing of goods/services provided by the supplier.

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Merge Suppliers

Log into Oracle using the Company Single Sign-On.

Navigate and select the Procurement module.
Select Suppliers.

Select the Taskbar.
Select Merge Suppliers.

Select the + icon.
Select From Supplier, From Supplier Site, To Supplier, To Supplier Site, and Transfer Options.

See Appendix 2 below for definitions of each field.

Select Submit.

Select Yes.

Select OK.

You have now completed the process of Merging Suppliers.

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Appendix 2

From Supplier: Old supplier name.
From Supplier Site: Old supplier site.
Copy Site: Sites can be either moved between suppliers as-is, or the data associated with one site copied over to another specified site. This is controlled by the Copy Site checkbox.
To Supplier: New supplier name.
To Supplier Site: New supplier site.
Transfer Options: All invoices, None, Purchase order, Purchase orders and all invoices, Purchase orders and unpaid invoices, and unpaid invoice.

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