Oracle isupplier Guide Migrated Suppliers A guide to getting started Version 2 Inside this guide Logging in and Changing your Password Amending your Address Updating your Contact Details Updating your Bank Details View Orders, Receipts, Invoices and Payments
Welcome Oracle isupplier is our new portal for Home Group suppliers. It will allow you to log in and manage purchase orders and ensure swift payment of the goods and services you have provided. Suppliers are also able to create invoices and manage their company details. This e-magazine has been designed to help you get started with the basics of Oracle. This is an interactive guide and includes pop-up screens and videos to demonstrate some of the functions of the system. Look for the highlighted areas to click and see more information. All of your details should have been migrated from our legacy system. Click here for a link to our Site which includes Frequently Asked Questions and Terms and Conditions. If you require technical assistance Please call our Helpdesk on 0845 155 3222 and choose option 5. Or alternatively you can email us on ISservicedesk@homegroup.org.uk Previous page
What s inside PAGE 4-5 PAGE 6-7 PAGE 8-9 PAGE 10-11 PAGE 12-13 PAGE 14-17 PAGE 18-19 PAGE 20-23 PAGE 24-25 PAGE 26 Logging In Getting access to isupplier and setting your own password Access the Details screen and Organisations Address Book Updating the Address Contact Directory Set up a Contact Directory Business Classification Assigning the correct business classification Banking Details and Additional Details View Orders How suppliers can view their Purchase Orders Create Invoice How suppliers can view previous and create new invoices View Invoices and Payments How suppliers can view their previous Invoices and Payments View Receipts How suppliers can view their Receipts Click on the page numbers to go directly to that page, or turn the pages to browse the magazine Get started
Logging In Your User name will be the email address you received your notification on. Once you have typed in your User Name and Password click on Login If you have forgotten you password you can use Login Assistance to rese your password Try it! The first thing you must do as part of the process is to create your own password. Type in the Current Password you were provided with. Select a new password which must be at least 8 characters long and is case sensitive. Re-enter the New Password in the field Click Submit Your password will change every 42 days, in line with Home Group policy. Previous page
Click on the icon to see how to Log in and change your password r Your password is provided for you in the notification email t Next page
Access the Details Screens Once you have logged in to Oracle and set up a New Password, you will be presented with the Oracle Home Page. The screen is split into two sections: Main Menu The Main menu displays a list of all of the responsibilities within Oracle that you have been given access to. Worklist The Worklist contains notifications. These contain messages that may require you to take some type of action. In Oracle click on the Supplier Profile and User Manager link to access the screens to view your details. To see this link more clearly in this e-magazine click on the highlighted sections. Previous page
Organisation Company Profile You will begin the process by clicking on the Company Profile option and select Organization. In this screen you should check the following details to ensure they are correct: Type in the D-U-N-S number in the field if applicable. Check the Tax Registration Number in the field. If you have changed any of the details, click Save in the top right corner of the screen Next page
Address Book Create an Address Book Once you have had confirmation that the changes have been saved, click on the Address Book link. You should check that all of the details are correct and make any amendments if necessary. If you need to add another Address click the Create button Try it! Click on the highlighted Update to see the screen where you can make changes and the Confirmation message to show when an address has been added to the Address Book. Previous page
Check the address details, if they are incorrect, click Update to make the amendments If you need to delete this address, click Remove Next page
Contact Directory The next step is to click the Contact Directory list option. Check the details are correct - if we did not have a contact name on file then your company name will be displayed here. Please update this with a relevant contact name. To create a contact directory, click Create Click on the image to see what the screen looks like Create a Contact Directory Type in the Surname of the contact you want to create in the Last Name field Type in the e-mail address of the contact you want to create in the Email Address field Click on the image to see what the screen looks like when the fields have been populated. Tick the Create User Account for this Contact box Previous page
Attach the Contact to your Account Type in the name of the Supplier in the Supplier Name search field and any possible matches will display as a drop down. Select the correct Supplier Name from the list The Create Contact and Attach to your Account process can be duplicated to add multiple contacts to a Supplier. This can include purchasing and invoicing contacts, both with separate login details. Click on the image to see what the screen looks like when the fields have been populated. Click on Apply to update the changes Next page
Business Classification Update a Business Classification The next step is to update the Business Classification details. Select the Business Classification list option. 3. Tick the I certify I have reviewed the classification box 1. If you are a CIS Supplier select this 4. Review and select (if appropriate) the Supplier Details Not to Be Published option: On a monthly basis, we now publish on our web-site all individual transactions over 500 in value. This information will cover: Supplier name Transaction reference number (this is internal to Home and unique) Transaction date this is not the invoice date but the date that the spend was reflected in our systems Transaction value Company in which spend was incurred (i.e. HGL, Home Scotland, HGDL, Live Smart) Expense type derived from our internal expense code structure (as attached) This box should be ticked if you DO NOT wish the details to be published. Previous page
2. Select the relevant Terms and Conditions that apply Click on the image to see what the screen looks like when the fields have been populated. 5. Click Save to update the changes Next page
Banking Details Check Bank Details The next step is to check Bank Details. Select the Banking Details list option, then change the drop down to All Accounts Click on the screen to see a larger version 2. Search for the Bank Name and select from the list that is presented 1. Click the Existing Bank option 5. Type in the Bank Account Number Click on the icon to see how to Create Banking Details Previous page
Once you have checked the All Accounts screen select All Assignments from the drop down and check the details. Click on the screen to see a larger version If any details are incorrect on either of the screens, you will need to create new bank details and remove the old ones. 4. Search for the Branch Name and select from the list that is presented 3. Click the Existing Branch option 6. Type in the Bank Account Name Click Save to complete the process Next page
Additional Details The supplier additional details form has been designed to allow you to request changes or validate details that you cannot view or amend via isupplier portal. Once completed you will need to attach this to your company account within isupplier portal. The form is used for details such as remittance advice email address, building society roll number and additional data needed if you are CIS registered. Click this link for further information. Click on the pages to see Word document version of the form. Previous page
Attach Supplier Additonal Details Form From the isupplier portal ensure you select the General tab. From here you can attach your form by clicking the Add Attachment button. Please fill in the Title and Description fields with relevant details. See the example opposite. Then browse to where you saved your Supplier Additional Details Form Choose your file then click Open Finally click Apply to upload Next page
View Orders Select Purchase Orders To view any orders that have been created, select Supplier Portal Full Access from the Main Menu, you will also receive e-mail notifications of any new or amended purchase orders From the right hand menu on the isupplier Portal Home screen, select the Purchase Orders list option. This will take you to the Purchase Orders screen where you will see a View of all Purchase Orders. Click on the hyperlink to select the relevant Purchase Order and view more information Previous page
You can view a PDF version of the Purchase Order by clicking on the Action: Request Changes drop down list. Select the View PDF option then click Go. More details of the Order can be seen by clicking on the Show option in the PO Details field Click on the View PDF list item to view a PDF version of the Purchase Order Click on the highlighted Show option to view the additional Purchase Order information Click on the icon to see how to View Orders Next page
Create Invoice Select Invoices To view any Invoices that have been created, select Supplier Portal Full Access from the Main Menu. From the right hand menu on the isupplier Portal Home screen, select the Invoices list option. This will take you to the Finance screen where you can search for previous Invoices or create a new Invoice. To view all Invoices, Click Go. To search for a specific Invoice, type in the Invoice Number or Purchase Order (PO) number. Click on the hyperlink to see the screen with the list of Invoices. Previous page
To create a new invoice, click the Create Invoice hyperlink at the top of the page. Click on the Go button on the Create Invoice to create an Invoice using the PO number. Click on the screen to see a larger view Search for a full or part PO number to raise the Invoice against then click Go. Alternatively, you can leave this blank and click Go to search for the most recent purchase order raised. Next page
Select the relevant PO Number by ticking the box then click Next Type the Invoice Number into the field Click on Search to find the relevant bank details, then click Next Previous page
Check the details of the Invoice then click Submit Click on the screen to see a larger image A confirmation message will appear across the top of the screen. Once this has been seen you can return to the Home page Click on the screen to see a larger image Click on the icon to see how to Raise an Invoice Next page
View Invoices To view any Invoices that have been created, select Supplier Portal Full Access from the Main Menu. From the right hand menu on the isupplier Portal Home screen, select the Invoices list option. This will take you to the Finance screen where you can view previous Invoices. Ensure the View Invoices tab is selected. From this page, suppliers can see their submitted invoices and payment status. Click on the screen to see a larger image Previous page
View Payments Within the Finance tab you also have an option to View Payments. Click on this tab to view any Payments you have received. Click on the screen to see a larger image You can search for Payments using the Simple Search tool. Any payments received by the Supplier will be displayed in the list. Information on this page can be exported using the Export button Next page
View Receipts Select Receipts To view any receipts that have been created, select Supplier Portal Full Access from the Main Menu. From the right hand menu on the isupplier Portal Home screen, select the Receipts list option. This will take you to the View Receipts screen where you can search for Receipts. Click on Go to see the Receipt list. Once this is available you can select the Receipt to view more information Click on the icon to see how to View Receipts Previous page