Oracle Procurement Supplier Portal Cloud is an application that

helps organizations to interact and communicate with their

suppliers. This manual guide will help suppliers to effectively
utilize the Oracle Fusion Supplier Portal to enhance their business
operations and foster a productive relationship with buying
organization.

Table of Contents

→Manage Supplier Portal Landing Page

→Manage Supplier Notifications

→Manage Purchase Orders

→Manage Negotiation Responses

→Manage Advanced Shipment Notice

→Manage Profile
Supplier Portal Landing Page
Login to Fusion Application with supplier username and password.
Select Supplier Portal from Home Page to open Supplier Landing
Page:

The landing page of the supplier portal application provides

access to tasks and infolets for quick analysis and action by
supplier.

Below screenshot shows supplier portal infolets from the

application. These infolets sum up information about key
transactions requiring attention, recent activity of the last 30
days, and transaction reports.
Manage Supplier Notifications
At the top right corner of the home page, a bell icon will display
your pending notifications. This includes new purchase orders
pending acknowledgement as well as invitations to a negotiation.
Note: Clicking on the notification brings you to the PO or
Negotiation in question. Supplier can Accept/Reject notification
right from the Bell icon notification.
The other way is supplier can to click on notification to create a
response to Negotiation Invitation. You can accept/reject
invitation inside the notification as well. You can see Negotiation
number. Click on Negotiation number to create a response for
invitation.
Note: This is one of the options how to create response from
negotiations. You will see another way of how to create a
response from <View Active Negotiations> tab in Manage
Negotiation section of this guideline.
Manage Purchase Order
When the company purchasing team enters a Purchase Order
(PO), suppliers are able to view and edit the order through the
‘Manage Orders’ area within the Supplier Portal. Select ‘Manage
Orders’ from the Supplier Portal Homepage.
You will arrive at the search page as shown below. You can
narrow down your search using the search parameters in the
header area of the screen. You can search by the Order Number,
Status or Supplier Site.

You can filter PO queries by status. By selecting any status, the

search results will display orders holding that status.
You can add more fields or search using more parameters by
using the advanced search. Click on Advanced button.

You can also add fields in the search parameters by clicking on

‘Add Fields’ and selecting any of the search parameters suitable
for you.
You can open the Purchase Order by clicking on the Purchase
Order Number. Click on Purchase Order Number in the search
results page to view the Purchase Order.

You can view Purchase Order Header details such as ‘Sold to Legal
Entity’, ‘Bill to Business Unit’, ‘Purchase order number’, ‘Purchase
Order Status’,‘Buyer’, ‘Ship-to & Bill-to Location’, ‘Ordered
Amount’, etc.
In Terms and Conditions, you can view details. You can also view
any notes or attachments.

You can view line level details from Lines tab. At the Line Level,
you can view any Attachments using the triangle to expand the
View tab. You can also view Schedule details from Schedules tab
as well.
If you click “Actions” a drop-down menu appears where you can
choose the following options:
Edit: If you have access, you can edit Purchase Orders here. This
will create a change order.
Cancel Document: Here you can cancel the document. (It is not in
below screenshot because we have disabled it for suppliers for
our company, but normally suppliers are able to cancel the
document)
View Document History: Here you can view the document
history.
View Change History: Here you can view the change order history
of the document.
View Revision History: Here you can view revisions made in the
document.
Select Edit to make changes to the PO. This will create a change
order. After clicking the Edit button, you will be asked for
confirmation to create a Change Order. Click Yes to create a
change order.

You will now be in the “Edit Change Order” screen. Mandatory

fields are marked with *. You will need to enter the description of
your change.
If you are changing the Quantity enter the Revised Quantity in the
highlighted field. If you are changing price enter the revised price
for your goods or services.

Once the document is amended, click on Save and then click on

Submit to submit the change order. A Confirmation popup will
appear as shown below. Once the PO Change Order is submitted,
it will go for approval as per organization hierarchy setup. Click on
OK.
Order Lifecycle: Managing the Purchase Order Lifecycle enables
you to track and monitor the execution cycle of the order and
changes to the order including cancellations. Click on the
highlighted Lifecycle icon to view details of the respective PO.

You can drill down into Receipts and Invoices from this screen by
clicking on the Receipt or Invoice number.
Manage Invoices

This feature enables suppliers to link invoices to a purchase order

(PO) and see all activity between them and the business.
This lesson will demonstrate how to enter an invoice within the
new Oracle Supplier Portal.

Click the Create Invoice Link under the Invoices and Payments
Heading from Supplier Portal
Enter the following fields:
Identifying PO *- When creating an invoice, you need to link it to
an existing PO, therefore, selecting the PO number associated
with the invoice is mandatory.
Supplier Site*- The primary payment site will automatically
populate in the Supplier Site Field. If there is no primary payment
site or there is more than one payment site, then select the
applicable payment site from the dropdown.
Address- This field appears when the Identifying PO is entered.
Remit-to Bank Account- Select Remit to Bank Account if there is
more than one bank account.
Invoice Number*- Use a unique invoice identifier.
Date*- Click the Calendar Icon, then select a date. The invoice
date must be a current or future date. You cannot backdate an
invoice in the new Oracle Supplier Portal.
Type*- Defaults to Invoice.

Note: Fields marked with an asterisk are mandatory, therefore a

value must be entered. Other fields will be auto-populated with
details already present on the PO and the associated data on the
system.

Click the + Icon next to Attachments to add an attachment.

Attachments are optional but may include documents such as a
PDF of the invoice from your system.
Click the Category Dropdown to choose a correct attachment
category. In this example, From Supplier.

Click the Choose File Button and follow the prompt to upload a
document. Optionally, enter a relevant Title and Description for
the attachment, then click OK to attach the document.
Go to the Lines Section, then click the Select and Add Button to
match to the PO lines.

The Select and Add: Purchase Orders Window will open. PO lines
should be returned (opened for matching against invoices).

Select the Line for which invoice is to be created.

Click Apply.
Invoice line information will appear with all information necessary
to create an invoice. Check that the details are populated
correctly.

Click Save and Submit.

Note: The supplier must click SUBMIT to finalize the invoice. If the
invoice is saved but not submitted, it will remain in “Incomplete”
status and will not be processed for payment.
Click Done to return to the Supplier Portal Dashboard.
Manage Negotiation Response

After you have registered to be a supplier you have the

opportunity to be directly invited to specific bids based on the
Products and Services you selected during your initial registration.
NEGOTIATION refers to a Request for Quotation (RFQ) or Tender
exercise sent by the Purchaser or Buyer of buying organization
where Suppliers need to response through Supplier Portal.
Supplier need to ensure the email registered for Supplier Portal is
valid and the person who is doing the transaction on behalf of the
Supplier is an authorized person.

Click on View Active Negotiations from Supplier Portal to see

active negotiations that require your response.
You can view the negotiation in more detail by clicking on the blue
negotiation number. If you are ready to respond simply select the
line of the negotiation and click Create Response. You can also
create a response while viewing the negotiation.

Enter the required fields. The fields can be customized for each
organization as per requirements. You need to fill in the required
sections and attach technical and commercial proposals to
Attachments section.
On the Requirements page you will need to either accept various
terms and conditions to the specific items that are being
bid/quoted or attach requested information.

Now it’s time to input your response to the line item. When
pricing your item be sure to use the UOM listed and note the
quantity being requested. Include your price and promised
delivery date when the goods/services will be delivered.
Note: You can edit the line and enter the price details from Edit
section as well.
Note: For Negotiation that contains many line items, optionally
you can upload your respond price via Spreadsheet (Excel).

Review all the entered information before click “Submit”. Award

decision will be notified to Supplier via email once evaluation and
award process completed.

Manage ASN (Advanced Shipment Notice)

An Advanced Shipping Notice (ASN) is an electronic notification of

an upcoming delivery which is sent directly from a supplier or
third-party logistics company to a buyer, in advance of the
shipment.

Navigate to Supplier Portal> Create ASN from Shipments Heading

Search for PO which you want to create ASN for and select the
line.

Initiate ASN Creation Process.

Enter ASN Header Information.
Enter the Shipped Date that represents the Date the
Goods/Services will be dispatched from your organization.
Enter Expected Receipt Date that represents when the Date the
Goods/Services will be received by the bank.
Enter Quantity of the Services and or Goods to be Delivered to
the organization and enter Comments if you have.
Once required information has been entered and confirmed.
Select Submit.

Confirmation Message will be received. Select Ok to close the

Window.

Manage Supplier Profile Changes

When a Supplier Registration is approved, a supplier record is

created, and the supplier will receive an email from the Fusion
Application with a link to the new Oracle Supplier Portal. The
Supplier Portal enables you, the supplier, to see activity between
you and the organization. It also allows you to enter changes to
your Supplier Profile, which will be reviewed and accepted or
rejected by the Vendor Data Management Unit within the buying
organization.
As a supplier, you are responsible for managing your profile
information including contact and address data. You are also
responsible for maintaining current banking information to ensure
you can be paid by the buying organization.

Go to the Supplier Portal tab and Select Manage Profile

This will bring you to your Company Profile page. Select Edit on
the upper right of the page
You will see a warning message that editing the profile will create
a change request. Select Yes.

Go to the Addresses tab to update Address Information.

A list of the addresses you have set up should display. To edit an
existing address: Select the Address Name of the address you
want to change.
The details of the selected address will be displayed, allowing you
to update the information. Make your edits and either select OK
to accept the change and go back to the list of addresses, or select
Cancel to return to the list of addresses without making a change.

To add an Address: Select +

A window will appear allowing you to enter a new address.
a. Enter a name to identify the address in the Address Name field
b. Select the country in which the address is located from the
Country field
c. Enter the street address in the Address Line 1 field
d. Enter additional address information in the Address Line 2 field
e. Enter the city name in the City field (you may use the list or
start entering the name)
f. Select the address state abbreviation from the State field
g. Enter the postal code associated with the address in the Postal
Code field

Address Purpose (minimum of one box must be checked)

Note: A single address may be tied to multiple Address Purposes,
or separate addresses may be created with differing Address
Purposes.
a. Select Ordering, if appropriate (the ordering address is used for
Purchase Orders)
b. Select Remit to, if appropriate (the Remit to address is used for
payments)
c. Select RFQ or Bidding, if appropriate (the RFQ or Bidding
address is used for solicitations, typically your sales or
administrative location)
d. Select Save and Close to add the Address
Select Contacts to add a Contact to the new address.
The screen will display the existing contacts that have been
created. You may edit an existing contact by selecting the name
from the list, or add a new contact. To add a new contact: Select +

A Create Contact pane will appear.

Enter the contact’s first name in the First Name field
Enter the contact’s last name in the Last Name field
Enter a Job Title (optional) in the Job Title field
Select Administrative Contact if the contact is an administrative
contact
Note: Every supplier account should have one administrative
contact set up to receive PLCB communications for the
organization.
e. Enter a phone number (optional) in the Phone or Mobile fields
f. Enter an email address in the Email field

Scroll to the Contact Address section of the screen to associate

the new contact to a Contact Address.
Select the Select and Add icon to create the association between
Contact and Contact Address.
A Select and Add Addresses pane will appear showing the existing
addresses that have been established for the supplier. Select one
or more lines from the list of addresses
Select Apply to create the relationship(s)
Select OK to close the window and return to the Create Contact
pane.

Scroll to the User Account section of the pane. In this section, you
can see the system access roles that are available to you as a
supplier. Request a user login for the new contact by selecting
Request User Account tickbox.

If additional contacts need to be added, select Create Another,

otherwise, select OK to return to the Edit Profile Change Request
pane.
Add banking information. Note: As a supplier, you are responsible
for adding and maintaining your banking information so you are
correctly paid by the organization.
Select Payments> Select Bank Accounts > Select + to add a bank
account

The Create Bank Account pane will display

Select the country where the bank account is located from the
Country field
a. Enter the bank account number in the Account Number field
b. Select Bank Name from the list
c. Select Bank Branch from the list
d. Select Allow international payments, if appropriate
e. From Date will default to today’s date
f. Enter IBAN if international payments are allowed
g. Select USD from the Currency list
h. Select Account Type from the list
I. Enter Description
j. Select OK to add the bank to your profile and return to the Edit
Profile

Change Request Note: Your supplier record will not be updated in

Oracle until you have reviewed your Change Request and selected
Submit to send it to the organization for review and approval
Review the changes that have been made and select Submit to
send the Change Request to the company for review.
Note: Your supplier record will not be updated in Oracle until you
have reviewed your Change Request and selected Submit to send
it to the organization for review and approval.

A summary screen will appear with a message that the Change

Request has been submitted for approval. Select OK.