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Learn how to efficiently manage supplier profile change requests in Oracle Fusion. This guide covers best practices, key features, and step-by-step instructions to streamline your supplier management process.
Oracle Fusion provides a comprehensive solution for managing supplier profiles, ensuring that organizations can keep their supplier information accurate and up-to-date. One of the essential features within Oracle Fusion is the ability to handle Supplier Profile Change Requests. This feature enables businesses to update supplier details such as contact information, tax details, bank account information, and more while ensuring security, compliance, and efficiency throughout the process.
In the Oracle Supplier Portal, supplier users can request changes to various parts of their supplier profile, including:
Supplier administrators, assigned the Supplier Self Service Administrator predefined job role, have the ability to manage these profile updates.
All changes made are subject to review and approval by the buying organization, following the configured approval requirements for profile change requests. Supplier users also have the option to cancel a pending request or withdraw it to make additional edits before resubmitting it.
Oracle Fusion provides an efficient and structured way to handle supplier profile changes through the following key steps:
Once a change request is submitted, Oracle Fusion validates the request to ensure that the new information complies with organizational standards and data integrity requirements. Some key factors verified include:
Validation checks help avoid errors that could cause disruptions in payment or procurement processes.
Oracle Fusion’s approval workflows ensure that all supplier profile changes are reviewed by the appropriate stakeholders before being implemented. These workflows can be configured to route requests for approval based on various criteria, such as:
This step ensures that only authorized changes are made to the supplier profile, maintaining security and compliance.
Once the change is approved, Oracle Fusion automatically updates the supplier profile in the system. The changes are reflected across the relevant modules, such as:
Upon successful update, stakeholders are notified of the changes. This includes both internal team members and suppliers, ensuring that everyone involved is kept in the loop regarding the updated information.
Oracle Fusion keeps a comprehensive audit trail of all changes made to supplier profiles. This includes the details of the request, approvals, and the specific changes implemented. The audit log provides a transparent record for compliance and can be used in future reviews or audits.
Steps for Managing Supplier Profile Change Requests in Oracle Fusion
1. First, navigate to the Home page > Click on profile.
Fig 1: Home page
2. Then, navigate to Setup and Maintenance > Select Global Search.
Fig 2: Setup and Maintenance
3. Then search “Manage Supplier profile change Approvals”.
Fig 3: Manage Supplier profile change Approvals
4. In the Manage Supplier Profile Change Approvals section, first disable the “Parallel Approval First Responder Wins,” “Parallel Approvals,” and “Serial Approvals” options.
Fig 4: Parallel Approvals, and Serial Approvals options
5. Next, in the Edit Approval Rules section, select the edit option to modify the rules and enter our desired rule.
Fig 5: Edit Approval Rules section
6. Next, apply your custom rule and make the necessary changes as per your requirements.
Fig 6: Apply your custom rule
7. Then, set the Single Approver and specify the name of the worker who will receive the notification when a Supplier registers or creates a supplier profile.
Fig 7: Set the Single Approver
8. Next, in the Edit Approval Rules section, select the edit option to modify the rules and enter our desired rule.
Fig 8: Edit Approval Rules section
9. Then, set the Single Approver and specify the name of the worker who will receive the notification when a Supplier registers or creates a supplier profile. Then Deploy all the changes.
Fig 9: Set the Single Approver and specify the name
10. Then navigate to Procurement > Suppliers.
Fig 10: Navigate to Procurement
11. Then Navigate to Create Suppliers.
Fig 11: Navigate to Create Suppliers
12. Then, provide the correct details for the Supplier.
Fig 12: Correct details for the Supplier
13. After creating the supplier, a pending approval notification will appear, and the approval status will be assigned to the designated person.
Fig 13: A pending approval notification
14. We need to log in with the user account that has been granted access in order to approve or reject the creation of the supplier profile.
Fig 14: To log in with the user account
15. Here, we can see that the user has the option to approve or reject the request made by the supplier.
Fig 15: The user has the option to approve or reject
16. Next, we log in as the regular user and search for the created supplier to check whether it has been approved or rejected.
Fig 16: Log in as the regular user
17. Here, we can see that the pending status has been updated to “Spend Authorized.”
Fig 17: Pending status has been updated to Spend Authorized
Managing Supplier Profile Change Requests in Oracle Fusion is an essential process for ensuring that your supplier data remains accurate, secure, and compliant. With its efficient approval workflows, centralized data management, and automated notifications, Oracle Fusion simplifies the task of maintaining up-to-date supplier information. By leveraging Oracle Fusion’s comprehensive tracking and audit capabilities, organizations can reduce errors, streamline procurement processes, and improve supplier relationship management. With the added benefit of real-time updates and flexibility in defining approval rules, businesses can confidently manage supplier data changes while maintaining robust security and compliance standards.
Looking to streamline your supplier profile management and optimize your Oracle ERP solutions? Kovaion offers best-in-class Oracle ERP services tailored to your business needs. Our expert team ensures seamless integration, enhanced data accuracy, and efficient workflows to elevate your operations. Get in touch today to see how we can help you unlock the full potential of Oracle Fusion and transform your enterprise processes!
Author: Smruti Samruddha, Software Engineer
Simplify Processes, Improve Productivity, & Increase ROI with the future-proof & AI-driven Oracle ERP Cloud.
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