Oracle isupplier. Supplier User Guide

Transcription

1 Supplier User Guide

2 Table of Contents isupplier Application, Help and Support... 3 Registration... 3 For Help... 3 Overview... 4 User Registration... 5 Login to isupplier... 7 isupplier and Sourcing Responsibility Matrix... 8 Global Buttons Descriptions... 9 Tab Descriptions... 9 Quick Search Quick Links Notifications, Orders at a Glance Module 2: Purchase Orders and Shipments Section 2-1: Purchase Orders Section 2-2: Notifications Section 2-3: Viewing Purchase Orders Section 2-3: Acknowledging Purchase Orders Section 2-4: Submitting Change Requests Section 2-5: Splitting Shipments Section 2-6: Canceling Orders or Shipments Section 2-7: Purchase Order Revision History Section 2-8: Shipping Information Section 2-9: Viewing Receipts Section 2-10: Viewing Overdue Receipts Module 3: Admin Tab Section 3-1: General Section 3-2: Address Book Section 3-3: Contact Directory Section 3-4: Business Classifications Section 3-5: Add New Address Tips and Tricks Update History Page 2 of 31

3 isupplier Application, Help and Support Welcome to isupplier! The Dayton Power & Light isupplier Portal provides your company with an important electronic link that allows online communication of purchase orders, change orders, and shipments. As Supplier and Customer, we will look at the same information, and as approvals are incorporated into the change order processes, isupplier will help to minimize confusion and error, while improving the timeliness of communications. The result is that both your company and ours are able to operate more efficiently. This document will attempt to provide you with some general information about how the Dayton Power & Light isupplier Portal works and how to navigate through the various screens in order for you can accomplish your tasks. It is not intended to be all-inclusive. Registration Dayton Power & Light will be responsible for registering the suppliers to enable their use of the isupplier Portal. Prior to registration, each supplier will be asked to provide a contact name and phone number, as well as a address that can be used by isupplier for notifications and other communication. When you are registered by Dayton Power & Light, you will receive a system-generated from us indicating your username and password. This will be sent to the address you provided to us. It will indicate your username and a randomly generated initial password. For Help If you need help at any time, please don t hesitate to contact us! For help with purchase orders, dates, quantities, shipments, etc., please contact the appropriate Dayton Power & Light buyer. For system-related questions or problems, please feel free call Help DP&L Desk at (937) They will answer your question or forward your call to the appropriate contact person, as applicable. Page 3 of 31

4 Overview Oracle isupplier Portal is a communication tool that enables Dayton Power and Light and its suppliers to communicate with each other throughout the procure-to-pay process. It allows suppliers to view and manage purchase orders, receipts, invoices and Bids in a real-time system that is available 24 hours a day, 7 days a week (24x7). Benefits associated with using Oracle isupplier include: Offers suppliers an integrated experience by providing access to purchase orders (POs), invoices, payments and bids in one location. Improved efficiency by decreasing the number of calls between suppliers and Accounts Payable. Provides a central location for all PO information, and gives suppliers access to historical PO information. Increases on-time payment by using web invoicing which reduces time spent tracking down delayed or held payments. Eliminates mail float. Enhances the visibility of the transactions that occur between DP&L and its suppliers. Hardware Requirements Internet access 512 MB RAM 266 MHz Pentium processor Software Requirements A standard Web browser, such as Internet Explorer (version 6.0 or later). Your browser must have cookies enabled. A cookie is a small amount of information that a Web site uses to identify you. Your browser must support Secure Socket Layer (SSL) connections. SSL is a high-level security protocol which is used for protecting the confidentiality of data that is transmitted over the Internet. Adobe Reader is required to view and print formatted Purchase Orders etc. Page 4 of 31

5 User Registration 1 To use isupplier, users must first be registered with DP&L. The DP&L Buyer can invite a supplier user to register. They can also register the users directly. Invited suppliers will receive an notification from DP&L. 2 To respond to the invitation, click on the link in the body of the . Read the notice on the registration page. If this is acceptable, provide all the information requested on the form and click on Submit. 3 After you submit your information, you will receive a confirmation message. Page 5 of 31

6 4 Once the registration request is approved, the user will receive a message containing the username and password. Note You can also contact your DP&L buyer or DP&L Supplier Management Group for questions regarding the registration process. Page 6 of 31

7 Login to isupplier 1 Once registered, users can log on to isupplier and view transactions which occur between the supplier and DP&L. 2 To login to DP&L isupplier application, go to URL: Note 4 Please add this link to your Favorites for easy access in the future. After reviewing the DP&L policies click on I Agree link 5 Type in your Username and Password then click on the Login button. Passwords are case sensitive. You will be prompted to change your password the first time you log in to the system. Page 7 of 31

8 isupplier and Sourcing Responsibility Matrix There are 3 different responsibilities in isupplier and Sourcing that can be assigned to external users. 1 2 a) DPL isupplier PORTAL FULL ACCESS b) DPL isupplier PORTAL EXTERNAL USER c) DPL SOURCING SUPPLIER The Home Page lists the various responsibilities that have been assigned to you. If you do not see the responsibility, you were not given the access. Page 8 of 31

9 Global Buttons Descriptions 1 These help you to navigate to administrative functions. Each of these links appears on each page. Home Takes you back to home page. See 1 above Logout Logoff of isupplier. isupplier automatically logs you off after 15 min of inactivity, but if you are leaving your computer it is recommended that you log out manually. See 2 above Preferences Allows you to set the look and formatting of isupplier. See 3 above Help Provides help on isupplier. See 4 above Tab Descriptions 1 Home - Takes you back to homepage. See 1 above. 2 Orders - Takes you to your PO s and RFQ s. See 2 above. 3 Shipments - View a summary of your delivery schedules, past receipts, returns, historical delivery performance. See 3 above. 4 Finance - View the status of invoices and payments. See 4 above. 5 Admin - Update your supplier and contact information. See 5 above. Page 9 of 31

10 Quick Search 1 A method to quickly find a PO, Shipment, Invoice, or Payment. Quick Links 1 Another method to jump to pages within the tabs described above. The blue headings are the Tab names and the links below each of them are the sub-categories or regions within a form for a tab. Page 10 of 31

11 Notifications, Orders at a Glance 1 Summarizes the most recent entries for each of those categories. To see the complete list, click on the Full List button beside each title. Page 11 of 31

12 Module 2: Purchase Orders and Shipments Section 2-1: Purchase Orders When a Dayton Power & Light buyer enters and approves a purchase order in Oracle Purchasing, the purchase order details are immediately available to you in Oracle isupplier Portal. You will receive a notification indicating the PO has been issued, which can be viewed on the Home page. The Purchase Orders Details page enables you to view details of the entire purchase order. Oracle isupplier Portal enables you to track your purchase orders throughout the procure-topay flow. You can also submit adjustments to your purchase orders. Section 2-2: Notifications Much of the communication between DP&L and the Suppliers is done through the use of Notifications. When a DP&L buyer creates and approves a purchase order, you will receive a notification from them. When you acknowledge, change, or ship the order, the DP&L buyer gets a notification from you. Notifications can be reviewed on the Home page. Clicking on the Notification Subject Line will allow you to respond to the notification if required. After you have reviewed and/or responded to a notification, it will drop from the list. You may also choose to receive notifications. These notifications are sent in addition to the notification on the home page. You can set up this option in User Preferences. Generally, if the volume of orders from DP&L is high, you probably will not want to have the notifications sent via . Conversely, if you receive relatively few orders from DP&L, you will probably want to use the feature, so you know when you need to review or respond to something in isupplier. There are two general types of notifications. The first type is FYI, or informational, and does not necessarily require any action on your part meaning that you do not have to respond to the notification. An example would be notification from a buyer that they have accepted (or rejected) your recommended changes to a purchase order. The second type of notification is one that requires some action to be taken. An example of this type would be a request from a buyer for acknowledgement of the order. When a notification requires action on the part of either the Buyer or the Supplier, no further changes can be made to that order until the action has been completed generally meaning the change is either accepted or rejected. A notification requiring action will cause the purchase order status to change to Supplier (or Buyer) Change Pending. Because no further changes can be made to the order by either the Buyer or the Supplier until action has been Page 12 of 31

13 taken by the appropriate party on the notification, it is important that you check your notifications frequently, and act on them in a timely manner. Section 2-3: Viewing Purchase Orders You can view purchase order details such as terms and conditions, lines, shipments, and attachments. Click on the Orders tab. When you navigate to the View Purchase Orders page, all purchase orders are displayed. Alternatively, you can view all orders that require acknowledgment, and all orders pending supplier change. An advanced search is available to define your search even further. You also have the option to export the displayed data. To view purchase order header and line details, click the purchase order number. On the View Order Details page, you can view the order and shipment details. You can also view receipts, invoices, and payments related to the selected order by clicking the Receipts, Invoices or Payments in the Related Information section. Page 13 of 31

14 Note: In the PO Details sections, to view Details, click Show. To hide details, click Hide. In addition to viewing purchase order details, you can submit acknowledgments to orders for which a buyer has requested acknowledgment. You can view a history of change requests submitted, and also a buyer's response to each change request. Section 2-3: Acknowledging Purchase Orders When creating a purchase order, the DP&L buyer can request acknowledgment of the purchase order. If the buyer has requested acknowledgement, you will receive a notification requiring your response. The purchase order may include a date by which you need to acknowledge it. You acknowledge purchase orders to communicate to DP&L that you have received, reviewed the details of, and accepted or rejected a purchase order. You can also communicate changes to the purchase order during acknowledgment. Recommended Practice: While one of the options available to you is to Reject the purchase order, this option should rarely (if ever) be used. Instead, Accept the purchase order and then submit your recommended changes to the buyer. This will speed the processing of the order. If necessary, you can still cancel the order. At a minimum, please confer with the buyer prior to rejecting an order. You can either acknowledge the order on isupplier, or accept or reject the order using the notification. However, using the notification does not allow shipment level acknowledgment, which can only be entered in isupplier. When you respond, the purchase order is automatically updated, and a notice is sent to the buyer. Page 14 of 31

15 You can submit acknowledgments for an entire order, or for individual shipments. For example, if you can fulfill only part of a purchase order, accept the shipments you can fulfill, and reject the others (Note: see the Recommended Practice above). You can also communicate change requests during acknowledgment. For example, if you cannot fulfill a shipment on the given date, but can fulfill it a few days later, you can communicate a date change request instead of rejecting the shipment line. To acknowledge purchase orders: 1. Click the Orders tab, and then click Purchase Orders in the task bar below the tabs. 2. Select Purchase Orders to Acknowledge and then click Go. If you know the PO number of the purchase order you would like to acknowledge, you can use advanced search to display purchase orders. 3. Select a purchase order with a status of Requires Acknowledgment, and click Acknowledge. Note: To select the purchase order, click on the radio button (small circle) in the Select column. A colored dot will appear in the center of the circle to indicate it has been selected. Page 15 of 31

16 Order Level acknowledgment: To accept an entire order, click Accept Entire Order, enter a note to your buyer, and click Submit. To reject an entire order, click Reject Entire Order, enter a note to your buyer, and click Submit (Note: See recommended practice above!) Page 16 of 31

17 Shipment Level acknowledgment: To respond at a shipment level, in the PO Details section, make your changes. Enter the response reason, and click Submit. The available actions at the shipment level are Accept, Reject, and Change. After you have completely acknowledged the order, the buyer is notified of your acknowledgment response. Section 2-4: Submitting Change Requests Oracle isupplier Portal enables you to request changes to purchase orders when modifications are needed to fulfill an order. You can make changes during and after acknowledgment. To submit change requests: 1. Click the Orders tab, and then click Purchase Orders in the task bar below the tabs. 2. On the Purchase Orders page, search for and select a purchase order. Note: Select the purchase order by clicking on the radio button (circle) just to the left of the purchase order number. 3. Click Request Changes. Page 17 of 31

18 4. On the Change Purchase Order page, enter your changes. If you would like to make changes to shipment details, click Show. 5. You may request changes to: Price/Price Breaks on Blanket Agreements (contact buyer first!) Supplier Item Quantity Ordered Promised Date Supplier Order Number 6. Click the appropriate action button from the action list. Enter your reason for change, and then click Submit. Note: After submitting your changes, the purchase order status changes to Supplier Change Pending until the buyer approves the changes. You will not be able to make further changes until the buyer has responded to the changes already submitted. Page 18 of 31

19 To view change order history: This view enables you to view the history of change requests submitted on a document, and the corresponding buyer response. 1. Click the Orders tab, and then click Purchase Orders in the task bar below the tabs. 2. Search for and select a purchase order, and then click View Change History. View the change order history details on the PO Change Order History page. 3. Click OK to return to the Purchase Orders page. Section 2-5: Splitting Shipments You can request to split a shipment. For example, if you can only partially ship the quantity ordered for the given date, you can enter a split shipment change request. This request will let the buyer know the number of items you can deliver and what date you will deliver them. To request to split a shipment: 1. Click the Orders tab, and then click Purchase Orders in the task bar below the tabs. 2. Search for and select a purchase order, and then click Request Changes. 3. On the Change Purchase Order page, click Show to display shipment details. 4. Click the split icon on the desired shipment line. (Another row is added for your split shipment). 5. In the Quantity Ordered field of the first shipment line, enter a new quantity. 6. In the Quantity Ordered field of the second shipment line, enter the new quantity. 7. Change the Promised Date. 8. Enter the Supplier Order Line. 9. Enter a reason for splitting. 10. Select an action for change. 11. Click Submit. Page 19 of 31

20 Note: You can split a shipment as many times as needed. To create more shipment lines, click the split icon. Section 2-6: Canceling Orders or Shipments You can submit cancellation requests for an entire order or a particular shipment. You can also submit changes and cancellations at the same time. 1. Click the Orders tab, and then click Purchase Orders in the task bar below the tabs. 2. Search for and select a purchase order, and then click Request Cancellation. 3. On the Change Purchase Order page, enter a cancellation reason, and then click Submit. Note: To cancel a few shipments, but not the entire order, click Show in the PO Details section, and then select Cancel from the Action list of values (on the shipment line you want to cancel). Enter a cancellation reason, and then click Submit. Page 20 of 31

21 Section 2-7: Purchase Order Revision History The Purchase Order Revision History page enables you to search for details on the revision history of a purchase order. Using the search criteria, you can get a summarized list of purchase orders that have been revised. You may choose to compare each revised PO to the original PO, the previous PO, or last signed PO (if the revised PO has been signed). You can also view all changes made to the PO. Page 21 of 31

22 Section 2-8: Shipping Information Oracle isupplier Portal enables you to view your existing shipments. Using your shipments you can create or cancel advance shipment notices. The system also enables you to view other shipment information such as delivery schedules. Using shipping features, you can alert the buyer to upcoming shipments and expedite receipts and payments for DP&L. Shipping information details all of your shipping transactions on Oracle isupplier Portal. You can create or cancel shipment notices as well as view shipment delivery schedules and overdue shipment receipts. Page 22 of 31

23 Section 2-9: Viewing Receipts You can view receipts by navigating to Shipments > Receipts and entering search criteria. Then click on Go to show the Receipt History screen. Page 23 of 31

24 Section 2-10: Viewing Overdue Receipts The Overdue Receipts Results page enables you to view the details of past due purchase order shipments. Click the PO number, Ship-To Location, and/or Buyer to view further detail. Page 24 of 31

25 Module 3: Admin Tab Under the Admin tab, the user can view general information relating to the supplier. Section 3-1: General This page is used to add attachments to the supplier profile. Adding attachments allows the supplier to upload documents pertinent to the purchasing relationship or upload documents specifically requested by DP&L. Both buyer and supplier users can attach documents, text or files in this section. Recommended Practice: While it is possible to attach various types of files, DP&L highly recommends to ONLY upload PDF or Images like Tiff, jpg etc., Click on Add attachments to open up the page. Once you are done, click on the Apply button to save the attachment. Users have the option to Add, Edit or Delete an attachment. Page 25 of 31

26 When you delete an attachment, the system will request for confirmation before the attachment is deleted. Section 3-2: Address Book Address book shows the various sites associated with the supplier. Page 26 of 31

27 Section 3-3: Contact Directory Contact Directory shows all contacts associated with the supplier. A. To remove a supplier contact, click on the Garbage Can under Remove. B. To edit the information for an existing contact, click on the Pencil under Edit. C. To link the contact to a specific address on the address book, click on the icon under Manage Address Details. D. Users with Inquiry responsibility can add contacts information in isupplier. To add, click on the Add button. Provide the information requested and click on the Apply button to save Page 27 of 31

28 Section 3-4: Business Classifications Business classifications are used to identify attributes associated with the suppliers. It is also used to track documents that suppliers are required to provide to DP&L. Section 3-5: Add New Address To add a new address, click on the Add button. Page 28 of 31

29 Provide all the information requested. Those fields marked with an * are required fields. Click Apply to save and submit the information. You will get the confirmation message below: Page 29 of 31

30 Tips and Tricks 1. Make use of the Home Page. From here you can easily select purchase orders to work on and navigate to other pages on the site. 2. Develop a process for yourself do things in an orderly manner, and be consistent with your process. This will help to minimize both frustrations and errors, and you will be sure that you have completed all of the transactions necessary. 3. Don t be afraid to call for help! Page 30 of 31

31 Update History Date Section Change 07/05/11 All Initial Revision 08/29/11 All Added Correct DP&L Logo Page 31 of 31