R12 Suppliers User Manual

Accellent Suppliers
Accellent Oracle Competency Center

Suppliers Operations Manual
Accellent
Version 1.0
Document prepared by
Rick Hall Accellent OCC
Senior Planning Trainer
1
Table of Contents
SUPPLIERS OVERVIEW ......................................................................
SUPPLIER GENREAL CONCEPTS ............................................................................3
SUPPLIERS ........................................................................................
ENTER A NEW SUPPLIER.......................................................................................7
APPROVED SUPPLIER LIST .............................................................
ASL OVERVIEW ................................................................................................17

APPROVED SUPPLIER LIST ..................................................................................19
NEW SUPPLIER DFF .............................................................................
NEW SUPPLIER DFF OVERVIEW ..........................................................................26

SUPPLIER SITE DFF REPORT..............................................................................33
SUPPLIER PROCESSES
UPDATE EXISTING SUPPLIERS .............................................................................35

MERGE SUPPLIERS ............................................................................................40
APPROVED SUPPLIER LISTS ................................................................................48

Supplier Operations Manual
Suppliers Overview
Version 1.0
Oracle Supplier Training CHP 1 - Overview
Oracle Suppliers General Concepts

Enter New Suppliers

Version 1.0
Oracle Supplier Training CHP 2 Enter and Maintain Suppliers
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 Name for the new supplier being entered.
2. Optionally enter the suppliers tax identification number in the Taxpayer ID
field, for example, an individual's social security number, or a corporation
or partnership's federal identification number/federal tax ID.
3. Click
, the save icon on the toolbar
message
4. Verify the
received.
The Supplier Number will be automatically generated.
You can record the relationship between a supplier and its parent company by
populating the Parent Supplier field.
5. Use the list of values and select the Parent Supplier that needs to be
linked to the supplier. The Number (Supplier Number) corresponding to
the parent supplier is populated
6. Click the Payments tab and be sure that the following data is defaulted:
Terms Net 45. This is used to schedule payments for an invoice and to
automatically calculate due dates, discount dates and discount amounts.
Terms Date Basis Invoice
Pay Date Basis Due
Payment Method Check
Payment Priority 99 (low)
Invoice Currency Enter the currency that the supplier will invoiced in e.g.
USD, EUR etc.
Payment Currency Enter 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 required fields on this
screen.
Ship-To Location and Bill-To Location are not currently being used
at 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 to
determine whether you or the supplier pays for freight charges on
goods you order from a supplier.
Enter the Purchasing Hold Reason. This is used if the Purchase
Order Hold field is enabled and indicates the reason POs for this
supplier are not being approved.
Ship Via: Freight carrier you use with a supplier.
10
8. Click the Tax Reporting Tab

If the supplier should receive a Form 1099, click the Federal Reportable
box.
Enter the Income Tax Type or select from the LOV. For a 1099 vendor
enter MISC7.
9. Click the Classification tab to enter classifying information for suppliers.
11
Type: Use the LOV () for the available classifications. Use Supplier
unless another classification is more appropriate. These are used for
reporting purposes.
Employee Name: Select the name of an active employee to link an
employee to the supplier. The employee name can be selected only if the
supplier type is set as employee.
Minority Owned: The minority group if the supplier is a minority-owned
business.
Number: This is the employee number of the supplier is an employee
One Time: This indicates the supplier with whom business is intended not
be 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 Sites to set up Supplier sites. Each site will be either a purchasing
or a pay site.
11. The Supplier Sites screen will display. Data will be defaulted to the sites
from the Supplier header information that was just entered but may be
changed if necessary.
12
12. Enter the supplier site name and address.

13. Check the Site Uses box for either Pay or Purchasing site. This will
indicate the type of site.
The Purchasing Site naming rules are to use the three letter Accellent
site name followed by an underscore and the first nine characters of the
city 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 site
needs to be renamed by adding -1.
The Pay Site name is set as PAY-1. If there are multiple pay sites, use -2,
-3, etc for additional ones.
14. Change Supplier Notification Method to Printed Document
15. It is easier to setup the Pay site first as this information will be used in the
Purchasing site set up.
13
On the Purchasing tab, for a pay site ONLY be sure to check the box to Create
Debit Memo from RTS transaction.
On the Purchasing tab, for a purchasing site ONLY the associated Pay site must
be entered in the Alternate Pay Site field.
Enter any additional supplier site information you want to record in the
appropriate tabs Contacts, Payment, Invoice, EDI etc. Fields are defaulted
automatically from the supplier header and can be changed if necessary.
Alternate Name. You can enter an alternate name for your supplier or supplier
site 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 be
recorded for reference purposes.
Inactive On: Date on which a supplier or supplier site will no longer be used.
Language: Language spoken at the site.
14
Accounting Region of Supplier 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 item
distributions
The supplier default for this field is the Financials option for the organization.
16. Click
, the save icon on the toolbar
17. Verify the

received.
message
15

Approved Supplier List

Version 1.0
Oracle Supplier Training CHP 3 Approved Supplier List
16
17
18

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 the
approved supplier list in order to be purchased. An item can be tied to the ASL
directly or through a commodity (purchasing category).
N > Supply Base > Approved Supplier List
1. Click Open
2. Select the appropriate organization and Click OK
19
3. The Approved Supplier List screen

4. In the Type field, select either item or commodity. If you select Item, the
Item 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 the
Suppliers section of the field.
6. The Business field defaults to Direct. This indicates this is a supplier from
whom you purchase directly. The other options are Distributor for
suppliers that sell products from manufacturers, or Manufacturer for
companies that manufacture and sell through distributors,
7. Enter a Supplier for the item entered on the top portion of the screen, or
select from the List of Values (LOV)
Note: Suppliers and Sites must be created before adding them to
the Approved Supplier List.
20
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 site
should start with TRN.
9. Change the Status to Approved.
10. Click the
icon
message
11. Verify
received.
12. Click Attributes button
21
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 VMI

Enabled. 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 approved

supplier follows exactly the same process. The only difference is that
when you click on the (LOV) for the commodity the following screen
appears.
17. Enter the Commodity and click Combinations. The screen will appear in
query mode with all the fields in blue
22
18. Click OK to view the valid combinations for the commodity selected
19. Select the combination of Commodity, Product and Form and Click OK
20. Proceed to the Supplier section of the screen to enter the Approved
Supplier for all items that are within this Purchasing Category.
23
21. Click the
icon to save your changes.
22. Verify
received.
message
24

New Supplier DFF

Version 1.0
Oracle Supplier Training CHP 4 New Supplier DFF
25
New Accellent Supplier DFF

Objective:
Explanation of data entry for the new DFF on Supplier sites form.
Prerequisites:
Supplier Master Admin access
Overview
This instruction is intended to highlight the Supplier Site Header DFF. Navigation
to and data entry will be discussed and previewed.
KEY POINTS:
1.
2.
3.
4.
DFF data entry is for Purchasing sites only

If a site is Debarred it does not affect other sites for that specific Supplier.
There are 2 free form entry segments in the DFF.
None of the DFF segments are required at this time.
26
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 box
ASL functionality delivers.
As a matter of business process only the DFF on the PURCHASING site
should be maintained.
Navigation = Purchasing Inquiry > Suppliers
27
The Find Suppliers form will appear.
28
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 field
Latest QBR Date Date validated field
Latest Survey Date Date validated field
Other information Free text field
Report Card List of Values (Yes/No)
Critical Supplier List of Values (Yes/No)
29
Approval Status field:

The Approval Status field provides additional functionality to control supplier site
level 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 Site Changing the approval status on the supplier site DFF will
automatically change the status at the ASL level (if ASL entry exists). This is
primarily used as a master level control for the supplier.
Tier 2 ASL This level functionality will not change. Controls whether or not an
item can be purchased. However you will not be able to add an item to the ASL
if the supplier site (Tier 1) is in a debarred status.
Approval Status Defined
Approval Status of Approved. This will allow for full purchasing capability.
Changing the status to Approved at this level also changes all of the ASL level
statuses to Approved for that supplier site. ASL level supplier status can be
modified without changing the supplier site status. In other words you can have
an approved supplier site but a debarred item or category at the supplier ASL
level.
30
Approval Status of Debarred. This will debar the supplier from all new
purchasing activity. Changing the status to Debarred at this level also changes
all of the ASL level statuses to Debarred for that supplier site. ASL level supplier
status cannot be modified if the supplier site status is debarred.
Attempt to change ASL level status for a debarred supplier will result in this error
message.
Attempt to enter a PO will result in an error message.
31
2. Debarment control of the supplier site for non-inventory purchases

Standard Oracle ASL functionality only controls item based purchasing. This Approval
Status field will give you the ability to debar purchasing for non-item based purchases as
well. If Debarred is selected in the DFF for the supplier site a user will not be able to
enter a non-item based purchase order for that supplier site.
Click the
Click the
button to add Supplier site data.
icon to complete changes.
message received.
Verify
END Supplier DFF Entry
32
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 name
prefix (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 site
information.
END ASL DFF Discoverer report

33

Accellent Supplier Processes

Version 1.0
Oracle Supplier Training CHP 5 Accellent Supplier Processes
34
Update Existing Suppliers
Navigation = Supply Base Suppliers
Find Existing Suppliers Using the Find Icon

1. Click the Find icon
on the Toolbar
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.
35
2. Click the
will be displayed.
button to run; all suppliers that match the criteria
To review the supplier information in detail, select the appropriate supplier and
click the Open button.
3. To change site information click the
button.
4. The
your supplier appears.
form for
5. Make changes to the site information. If there are more than 1 site simply
down arrow on the keyboard to find the site you need to make changes
too.
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
7. Click on the save icon
8.
icon on the tool bar.

to save your work.
Message received.
36
Find Existing Suppliers by Entering a Query

Navigation = Supply Base Suppliers
1. From the Query menu, select Enter. (Or, with the cursor in the Supplier
field, press the F11 key on the keyboard.)
37
2. Enter the criteria directly into the listed fields. For complex criteria search
enter 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.
38
4. Make changes to the site information. If there are more than 1 site simply
down arrow on the keyboard to find the site you need to make changes
too.
5. 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
6. Click on the save icon
7.
icon on the tool bar.

to save your work.
Message received.
END Update Existing Suppliers
39
Merge Suppliers
There are two steps to merging suppliers. The first step is to identify duplicate
suppliers by running the Supplier and Supplier Audit Reports. The second step
is to actually merge the suppliers.
Navigation = Reports Run
Submit Suppliers Report

form appears. Click the
1. The
button and then the
2. The
parameters.
radio
button.
form will appear for you to enter request
3. With the cursor in the Name field, click the List of Values
to select Suppliers Report. Click the
button.
40
4. Fill in appropriate parameters for the report.
5. Click the
button to submit report.
6. Verify
received.
message
View Report On-line

7. Navigate to the View Requests form (View Requests)
41
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.
42
Submit Suppliers Audit Report

11. The
form appears. Click the
button and then the

12. The
parameters.
radio
button.
form will appear for you to enter request
13. With the cursor in the Name field, click the List of Values
to select Suppliers Audit Report. Click the
button.
43
14. Fill in appropriate parameters for the report.
15. Click the
button to submit report.

message
16. Verify
received.
Note: This report lists active suppliers whose names are the
same up to the number of characters specified as a parameter. It
ignores case, spaces, special characters, etc. To fine tune the
search, run this report with different sets of parameters.
View Report On-line

17. Navigate to the View Requests form (View Requests)
44
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
45
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
supplier.
to transfer all purchase orders from the old supplier to the new
Select Old Supplier Name, Site, and the New Supplier Name. Purchasing will
transfer information from the old supplier to the new supplier.
23. Check the COPY SITE to reassign the old supplier site to the new
supplier, and do not enter a new supplier site. This will create a new site
for the new supplier with the information you selected to transfer.
46
To merge the old supplier site with the new supplier site information, do not
check the Copy Site box. Instead, enter one of the new suppliers existing sites
in the Site field. This will combine the old supplier site information with the new
supplier site information.
24. Click the

. Purchasing automatically prints the
Purchase Order Header Updates Report and the Supplier Merge Report to
review the merged transactions.
25. A caution message will appear.
26. Click
to proceed.
27. Request note will appear.
28. Click
to proceed.
message
29. Verify
received.
END Merge Suppliers
47
Approved Supplier Lists

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 the
approved supplier list in order to be purchased. An item can be tied to the ASL
directly or through a commodity (purchasing category).
N > Supply Base > Approved Supplier List
1. Click
2. The
button.
form appears. Choose the organization to work in.
3. Select the appropriate organization and Click
button.
48
4. The
form appears.
In the Type field, select either item or commodity. If you select Item, the Item
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.
Enter the Item or select from the List of Values (LOV). Click in the Suppliers
section of the field.
The Business field defaults to Direct. This indicates this is a supplier from whom
you purchase directly. The other options are Distributor for suppliers that sell
products from manufacturers or Manufacturer for companies that manufacture
and sell through distributors,
Enter a Supplier for the item entered on the top portion of the screen, or select
from the List of Values (LOV)
Note: Suppliers and Sites must be created before adding them to the
Approved Supplier List.
Select a Site for the supplier. Based on Accellents purchasing processes, the
site should start with the org code. For example, for Trenton the site should start
with TRN.
Change the Status to Approved.
49
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
8. Click
9. Verify
received.
message
50
Using the Commodity (Purchasing Category) to set up an approved supplier

follows exactly the same process. The only difference is that when you click on
the (LOV) for the commodity the following screen appears.
Enter the Commodity and click

with all the fields in blue
10. Click
. The screen will appear in query mode
to view the valid combinations for the commodity selected
11. Select the combination of Commodity, Product and Form and Click
51
Proceed to the Supplier section of the screen to enter the Approved Supplier for
all items that are within this Purchasing Category.
12. Click
13. Verify
received.
message
END Approved Supplier Lists

52

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Accellent Suppliers

Accellent Oracle Competency Center

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

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

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

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

ASL OVERVIEW ................................................................................................17

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

NEW SUPPLIER DFF OVERVIEW ..........................................................................26

UPDATE EXISTING SUPPLIERS .............................................................................35

Accellent Oracle Competency Center

Oracle Supplier Training CHP 1 - Overview

Oracle Suppliers General Concepts

Oracle Supplier Training CHP 1 - Overview

Oracle Supplier Training CHP 1 - Overview

Oracle Supplier Training CHP 1 - Overview

Accellent Oracle Competency Center

Enter New Suppliers

Oracle Supplier Training CHP 2 Enter and Maintain Suppliers

Enter new Suppliers

Enter new Suppliers

, the save icon on the toolbar

Oracle Supplier Training CHP 2 Enter and Maintain Suppliers

The Supplier Number will be automatically generated.

Oracle Supplier Training CHP 2 Enter and Maintain Suppliers

Oracle Supplier Training CHP 2 Enter and Maintain Suppliers

Oracle Supplier Training CHP 2 Enter and Maintain Suppliers

8. Click the Tax Reporting Tab

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

Oracle Supplier Training CHP 2 Enter and Maintain Suppliers

Oracle Supplier Training CHP 2 Enter and Maintain Suppliers

12. Enter the supplier site name and address.

Oracle Supplier Training CHP 2 Enter and Maintain Suppliers

Oracle Supplier Training CHP 2 Enter and Maintain Suppliers

Accounting Region of Supplier Site

, the save icon on the toolbar

17. Verify the

Oracle Supplier Training CHP 2 Enter and Maintain Suppliers

Accellent Oracle Competency Center

Approved Supplier List

Oracle Supplier Training CHP 3 Approved Supplier List

Approved Supplier List

Oracle Supplier Training CHP 3 Approved Supplier List

Oracle Supplier Training CHP 3 Approved Supplier List

Approved Supplier List

2. Select the appropriate organization and Click OK

Oracle Supplier Training CHP 3 Approved Supplier List

3. The Approved Supplier List screen

Oracle Supplier Training CHP 3 Approved Supplier List

8. Select a Site for the supplier. Based on Accellents purchasing processes,

10. Click the

Oracle Supplier Training CHP 3 Approved Supplier List

14. If the item is in a Vendor Managed Inventory Program, check VMI

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

16. Using the Commodity (Purchasing Category) to set up an approved

Oracle Supplier Training CHP 3 Approved Supplier List

21. Click the

icon to save your changes.

Oracle Supplier Training CHP 3 Approved Supplier List

Accellent Oracle Competency Center

New Supplier DFF

Oracle Supplier Training CHP 4 New Supplier DFF

New Accellent Supplier DFF

DFF data entry is for Purchasing sites only