oracle supplier management effective date managing oracle
TRANSCRIPT
REVISION: J
EFFECTIVE DATE: 5/11/21
Purpose The purpose of this job aid is to explain how to manage and perform various activities in Oracle iSupplier.
Audience This job aid applies to:
Electric Boat Suppliers
Topics The job aid will provide step by step instructions to perform the following topics.
Topic 1: Supplier Notifications
Topic 2: Favorites
Topic 3: Respond to Assessment o Sub-Topic: Export Assessments to PDF
Topic 4: View Purchase Order o Sub-Topic: Acknowledge a Purchase Order o Sub-Topic: Request Changes to a Purchase Order o Sub-Topic: Export Purchase Order to PDF o Sub-Topic: Review Purchase Order Revisions
Topic 5: Respond to a Request for Quote (RFQ) o Sub-Topic: Using Online Discussions o Sub-Topic: Export RFQ to PDF
Topic 6: Create an Invoice o Sub-Topic: Rejected Invoices o Sub-Topic: Credit Memos
Topic 7: Create an Advanced Shipping Notice
Document Revisions
Note: All data and values that appear in this Job Aid have been produced for the purpose of training.
No actual system data appears in this document.
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Key Features The following table provides information on key features used by suppliers.
Feature Description
Use this responsibility to access negotiations (RFQs) and respond to assessments.
EB iSup Admin Ext
Use this responsibility to manage your company profile including addresses, contacts, business classifications, and products & services.
EB iSup User 2.0
Use this responsibility to view and acknowledge purchase orders, view agreements, view shipments, view receipts, and create invoices.
Global Links The top of the Oracle EBS page includes five buttons that are visible on any page in the Web forms. These buttons are:
o Favorites – store links to functions you perform often
o Settings – change preferences, like language, format for dates, screen reader
settings, and time zone
o Worklist – access the entire list of Worklist notifications, not just the short list on
the home page
Online Discussion Feature
Suppliers will have a new collaboration tool to communicate with the EB Buyer in Oracle. Refer to the Using Online Discussions sub-topic below.
Search Features
Use the Search features to locate documents o A Wildcard search enables you to enter the percent (%) sign before, after, or
during a keyword. For example, a search using “mo%” may return “Monitor” and “Mouse”
o You can do a blind search to find all options using only a Wildcard where applicable
o Not all fields of the search criterion need to be filled out
Tips
Use the magnifying glass on form fields to search for values
Use the Actions menu to view sections of information, or take action on the document. Message buyers from the Online Discussions using this feature
Favorites Worklist Logout
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Topic 1: Supplier Notifications When you are added to a purchase order, you will receive a notification with details about the PO via
email and in Oracle.
Note: When you respond to an Oracle notification (for RFQ participation or PO acceptance) it will
close the notification in the worklist. This does not close the RFQ or the PO.
Steps Action
1. Once logged in to Oracle, you will see the home screen listing your Navigator of responsibilities and your Worklist. Use the Navigator to respond to assessments, view purchase orders, respond to RFQs, and create invoices.
When a buyer adds you to a purchase order, you will receive an email notification and a notification in Oracle displayed on your home page Worklist.
2. Notifications can also be viewed from the notification icon on the main menu.
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Steps Action
3. When you select the bell, a drop down list of My Worklist items is displayed. You can also go to the Full Worklist from the drop down list.
4. The Worklist displays all work items. Use the View feature to see the type of notification. You can open for more information, reassign to only users within your supplier organization, or close the notification from this page. Select a Notification to view.
5. Once selected, you can Accept, Reject, or Reassign the document. To view the document details, use your Navigator to access your iSupplier home page.
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Steps Action
Reassign Notifications – Use this feature to reassign notifications only to other user accounts within your supplier organization.
6. From the Worklist, select the notification that you would like to reassign.
7. Click Reassign.
8. In the Assignee drop-down list, select Oracle Applications User. Click the Magnifying Glass to search for user accounts.
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Steps Action
9. Search for the user by their first name in the Search By field. A list of results is displayed. Select the desired user with the Quick Select icon.
10. The user is populated in the Assignee field. Use “Delegate” to give another user authority to respond to a notification on your behalf, while still retaining ownership, or “Transfer” to give another user complete ownership of and responsibility for that notification. Enter any notes in the Comments field and click Submit to send the notification.
11. Once submitted, the notification is sent to the desired user account and removed from your Open Notifications Worklist.
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Topic 2: Favorites Instead of using the Navigator for frequently-used functions, you can store links to the functions in the
Favorites menu.
Steps Action
1. From the Home page, click the Favorites button.
2. If you have not created any Favorites yet, this list will be blank. Click the Edit button.
3. Use the upper part of the screen to search for the function you want to add. Select a
Responsibility and click the Go button.
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Steps Action
4. A list of all the functions under that responsibility is displayed. Select the checkbox to the
left of the function you want to add to Favorites. Click the Add to Favorites button.
5. The functions you selected are now at the bottom of the screen under the Favorites
header. The display name can be modified under the Favorite column. Repeat steps 3-4
for each function you would like to add. Click the Apply button to maintain your changes
to your Favorites for easy access later.
6. Your favorites will now display when you click the icon for easy access.
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Topic 3: Respond to Assessment This will explain how a supplier will access and respond to an assessment in iSupplier.
Steps Action
1. To locate an Assessment you must first navigate to the iSupplier Home Page. Click the EB iSUP USER 2.0 drop-down link and select Home Page.
2. From the iSupplier Home page click the Assessments tab.
3. Under Your Company’s Open Invitations you can see each assessment along with the
site it’s assigned to, what type of assessment it is, and how much time you have left to
complete it.
Click the Assessment Number of the Assessment you wish to open.
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Steps Action
4. Before you can create a response you must acknowledge participation.
Click the Actions drop-down list and select Acknowledge Participation.
5. Click the Go button to continue.
6. From the Acknowledge Participation page you can indicate whether you want to
participate and add notes you want to provide for the buyer.
Click the Apply button.
7. To create a response click the Actions drop-down list and select Create Response.
8. Click the Go button to continue.
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Steps Action
9. From the Create Response page scroll down to the Questionnaire.
10. Complete all the required assessment questions provided in the Questionnaire.
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Steps Action
11. When complete with the Questionnaire scroll back up to the top of the page and click the
Save Draft button.
Then click the Continue button.
12. A warning may appear, such as this one indicating the buyer is requesting only a single
best response.
14. A confirmation message will appear.
Click the link to bring you back to the Assessments Home Page.
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Sub-Topic: Export Assessment to PDF You can export your completed assessment to PDF. This will allow you to view, save, and send
assessment details in a user friendly format.
Steps Action
1. From the Assessments tab in iSupplier click on the desired Assessment Number.
2. From the Assessment page click the Actions drop-down list and select the Printable
View option.
Click the Go button.
3. Your browser should ask you if you want to download or open the file.
Click the Open button.
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Topic 4: View Purchase Order This will explain how a Supplier can view purchase orders in iSupplier. Limited information about the
purchase order is available in Oracle. To access all of the details associated with the purchase, view
the PDF print of the PO. This PDF print was designed to have the same information as the MRP PO
print. You should always do a print view of the PO when reviewing, as there is data visible on the print
view that is not available on the regular Oracle view.
Note: In EB’s legacy PO management system the GPA’s had the same numbers as the PO releases.
Oracle does not allow a GPA and the PO release to have the same number. In order to keep the PO
correct we slightly changed the numbering scheme on GPA’s for conversion into Oracle.
Rules: On converted GPA’s we changed the ‘=’ to a ‘+’ and the ‘-‘ to a ‘_’.
For example, if we converted a GPA and PO release with the previous number of
GPE148=068, the GPA is now in Oracle as ‘GPE148+068’ and the PO release is in Oracle as
‘GPE148=068’.
Another example, if we converted a GPA and PO release with the previous number of
GPE148-068, the GPA is now in Oracle as GPE148_068 and the PO release is in Oracle as
‘GPE148-068’.
Steps Action
1. From the Oracle home page click the EB iSUP USER 2.0 drop-down list and select the Home Page link.
2. From the iSupplier portal click the Orders tab.
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Steps Action
3. From here you can see the Purchase Orders work area. This page contains a
searchable history of your organization’s purchase orders (PO).
Click on the desired PO Number to open it.
4. Under Order Information you can view basic information regarding:
General Information: Includes basic information about the supplier, the buyer, the
site, and product details
Terms and Conditions: Contains the terms and conditions of the order including
shipping terms and carrier
Ship-To-Address: Displays where the purchase is going
Bill-To-Address: Where the PO is billed to
Summary: Includes total cost, amount received and invoiced, and the overall
payment status
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Steps Action
5. Under the PO Details you can see the individual lines for the purchase order. The line
includes the item, description, quantity and price.
Click the drop-down arrow to open the Shipments details associated with each line.
The Shipments details show where the item is going, when it’s needed by, and its
shipping status.
Sub-Topic: Acknowledge a Purchase Order By acknowledging a Purchase Order you are informing the buyer the order has been seen and either
accepted or rejected.
Steps Action
1. From the Purchase Orders work area under the Orders tab select a PO Number for a
purchase order with a status of Requires Acknowledgement.
2. From the Standard Purchase Order page select Acknowledge from the Actions drop-
down menu.
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3. Click the Go button.
4. This will take you to the Acknowledge for Standard Purchase Order page where the
details of the PO will be displayed. From the Actions drop-down list you have several
options:
5. Click the Go button.
6. Click the Submit button.
7. A confirmation will appear.
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Sub-Topic: Request Changes to a Purchase Order
Changes can be requested for purchase orders after they have been accepted.
Steps Action
1. From the Purchase Orders work area in the Orders tab click on a PO Number for a
purchase order you wish to change.
2. From the Purchase Order click the Actions drop-down list and select Request
Changes.
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Steps Action
4. Scroll down to the line level under PO Details where you can request changes to each
item. The types of changes you can make are:
Supplier item
Quantity ordered
Promised date
Additional changes that do not fall under the standard categories can be requested by
typing them into the Additional Changes field.
Add desired changes to the available fields.
5. After adding the changes at the line level scroll to the right. Click the Actions drop-down
menu and select either Change or Cancel.
Select the Reason field to type a reason for the change. Note: You must complete this
step or your change will not be submitted.
6. A confirmation will appear verifying the request was made.
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Sub-Topic: Export Purchase Order to PDF
You can export your purchase order details to a PDF for a user friendly view that can easily be saved
or sent. You should always do a print view of the PO when reviewing, as there is data visible on the
print view that is not available on the regular Oracle view.
Steps Action
1. From the Purchase Orders work area in the Orders tab click on a PO Number for a
purchase order you wish to export to PDF.
.
3. Then click the Go button.
4. Your browser will display a window asking if you want to Open or Save the PDF file.
Click the Open button.
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Steps Action
5. A PDF will open displaying the purchase order you selected. This file will have all the
features and usability of a standard PDF document and can be saved to your computer
for easy access or shared with someone else.
Sub-Topic: Review Purchase Order Revisions
You can view previous revisions of the purchase order to compare document changes.
Note: Please note the original revision in Oracle is based on data converted at the time of Go-live
(January 2021). Closed POLI’s were not converted to Oracle ERP from legacy system. Only revisions
in Oracle are viewable.
Steps Action
1. Use the following navigation to get to the Purchase Order Revision History Page: EB
iSUP USER 2.0 > Orders > Purchase History.
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Steps Action
2. Enter the PO Number to search and click Go. There are 3 options:
Compare to Original PO – Compares the current revision to revision 0
Compare to Previous PO – Compares the current revision to the revision before
Show all PO Changes – Lists all changes that were made between revision 0 and
the current revision
.
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Steps Action
4. Use the Print Approved Document Revisions field to view a PDF print of any revisions.
Enter the Revision Number you would like to view and click Go.
5. Your browser will display a window asking if you want to Open or Save the PDF file.
Click the Open button.
6. A PDF will open displaying the purchase order revision you selected. This file will have all
the features and usability of a standard PDF document and can be saved to your
computer for easy access or shared with someone else.
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Topic 5: Respond to a Request for Quote (RFQ) This topic will explain how a Supplier can respond to a Request for Quote in iSupplier.
An amended RFQ will display as “RFQ 1XXXX, X”. To respond, you will need to Acknowledge
Participation once again, and will need to resubmit your quote.
A new round RFQ will display as “RFQ 1XXXX-X”. To respond, you will need to Acknowledge
Participation once again, and will need to submit a new quote. However, your previous
response will auto populate into the fields.
If an amendment is created to a new round the RFQ will display as “RFQ 1XXX-X,X. Proceed
as you are responding to an amendment.
Steps Action
1. From the Oracle home page click the EB EXT SRC SUPPLIER drop-down list, select the Sourcing drop-down list, and select Sourcing Home Page.
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Steps Action
2. This takes you to the Negotiations work area. Here you can see current drafts from your
organization and current open invitations for RFQs. Notice the open invitation contains the
specific supplier site, the title, and the time left for a response.
If the negotiation has been amended, a yellow triangle will notify you that
resubmission is required for your response. The Negotiation Number will display as
XXXXX, X in Your Company’s Open Invitations and you must acknowledge
participation.
If a new round has been created, you will have to resubmit your response.
However, your previous response will auto populate into the fields. The Negotiation
Number will display as XXXXX-X in Your Company’s Open Invitations and you
must acknowledge participation.
Under Your Company’s Open Invitations click the Negotiation Number for the RFQ
you’d like to respond to.
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Steps Action
3. The RFQ page will show you the details, terms, lines, and requirements for the RFQ.
Click the Actions drop-down menu and select Acknowledge Participation.
4. Click the Go button.
5. From the Acknowledge Participation page select whether your company intends to
participate in this RFQ and click the Apply button.
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Steps Action
6. The tabs within the RFQ provide additional information for the quote.
Header Tab – Displays the terms, the currency information, and the requirements
that must be addressed prior to completing a quote
Lines Tab – Shows the individual item lines
Controls – Provides the rules and restrictions that must be followed for the quote
(i.e. Negotiation is restricted to invited suppliers)
Contract Terms – A PDF version of Electric Boats contract terms are provided by
clicking the Preview Contract Terms button
After you acknowledge the RFQ you can create a quote. Click the Actions drop-down list
and select Create Quote.
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Steps Action
8. Beneath the Header tab you can see the header information, the Attachments section,
and the Requirements section. Scroll down to the Requirements.
9. Expand the Requirements and provide the required answers and information.
Note: The desired answers are provided in the Target Value.
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Steps Action
10. When completed, provide a Signing Officer’s name, company, and phone number as a
signature.
11. At the top of the page select the Lines tab. This will bring you to the individual item lines.
Use the Search icon to search for an Item.
12. Search for a specific item or click the Go button to view a general list of items on the
RFQ.
Click the Quick Select icon for the item you wish to add.
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Steps Action
13. When your item appears in the search field, click the Go button to add the selected item.
Note: Additional search parameters can be added (see below).
14. Enter a Quote Price and a Promised Date into the required fields. Click the Update icon
to add more information.
Note: If you would not like to quote on a line, leave the Quote Price and Promised Date
blank, and leave Quote as No.
15. Add any Notes or Attachments to be provided for the buyer. These attachments often
include drawings or PDF versions or a proposal. Click the Apply button.
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16. Click the Continue button.
Note: Depending on how the RFQ was created there may be additional questions at the
Line or Header level that must be answered.
17. A warning may appear at the top of the page indicating important information and advising
you to Validate your RFQ quote prior to submitting.
Click the Validate button to check for errors.
18. If no errors are present, click the Submit button.
19. When the Confirmation box appears, click the Return to Sourcing Home Page link.
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Sub-Topic: Using Online Discussions You can use the Online Discussions feature in Oracle to communicate with the buyers and
collaborators on RFQs and Assessments. New message notifications will display in your Oracle
Worklist. You will have different options for Online Discussion recipients based on whether it is a
Sealed bid or a Blind bid.
Sealed Bid: You can send a message to all participants, meaning other suppliers on the RFQ will also receive the message, or to General Dynamics Electric Boat for internal viewing only. You should not reveal any company information in your message to all participants.
Blind Bid: You can only send messages to General Dynamics Electric Boat for internal
viewing.
Steps Action
1. Go to the Negotiations work area to see current drafts from your organization and
current open invitations for RFQs. If there are Online Discussion messages on the RFQ,
they will be available in the Negotiations work area for you to view or respond to under
Unread Messages. Click the Negotiation Number to view additional details.
2. If there are any Unread Messages, a green icon is displayed in the upper right hand
corner.
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Steps Action
3. In some cases, you will send a message to the Buyer with information about the RFQ. To
do this, use the Actions drop-down and select Online Discussions.
4. Click New Message to create your message.
Sealed Bid
5. Select the Send To recipient for your message. You can send a message to “All Participants”, meaning other suppliers on the RFQ will also receive the message, or to “General Dynamics Electric Boat” for internal viewing only. Enter the Subject, Message, and add any Attachments if necessary. When finished, click Send. Note: If you select “All Participants”, you should not reveal any company information in your message. Other suppliers on the RFQ will see the message as sent from “A Respondent”.
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Blind Bid
6. Select the Send To recipient for your message. You can only send a message to “General Dynamics Electric Boat” for internal viewing. Enter the Subject, Message, and add any Attachments if necessary. When finished, click Send.
7. The message is now displayed on the Online Discussions page. Use the Reply button
to respond to prior messages. Click the Message to open it for more information. There,
you can view any attachments on the message.
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Sub-Topic: Export RFQ to PDF
You can export an RFQ to a PDF for a user friendly view that can easily be saved or shared.
Steps Action
1. From the Negotiations work area under Your Active and Draft Responses select the
Negotiation Number of the RFQ you wish to export.
2. Once in the RFQ, select the Actions drop-down list and select Printable View.
3. Click the Go button.
4. A window will open from your browser asking if you want to Open or Save the PDF file.
Click the Open button.
5. A PDF will open displaying the RFQ you selected. This file will have all the features and
usability of a standard PDF document and can be saved to your computer for easy
access, or shared with someone else.
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Topic 6: Create an Invoice This topic will explain how to create an Invoice in iSupplier.
Steps Action
1. To create an Invoice you must first navigate to the iSupplier Home Page. Click the EB iSUP USER 2.0 drop-down link and select Home Page.
2. From the iSupplier Home page click the Finance tab. Then click to open the Create
Invoices work area.
3. From the Create Invoices work area click the Go button to begin creating your invoice.
Notice the drop-down list next to Create Invoice says With a PO, indicating we will be
creating this from a purchase order.
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Steps Action
4. At the top of the page you will see a progress bar indicating what you still need to do to
complete the invoice. Enter search criteria for the purchase order you want to use and
click the Go button. This search feature does not require all fields to satisfy a search.
Note: It is sometimes useful to look up your purchase order first and copy the PO Number
and paste it directly into the Purchase Order Number field. Alternatively, you can search
for the PO based on the Buyer alone. The Organization field represents the EB
organization and departments, and will not be used as a search criterion.
5. Check a PO Number to create an invoice.
Note: You can add multiple purchase orders to an invoice.
6. Click the Next button in the top right corner of the page.
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7. Under the Details page note the required fields marked with an asterisk *. Several of
these fields are automatically populated but can be modified. Invoice fields include:
Supplier – This field cannot be changed
Remit To – Select the desired Supplier Site
Unique Remittance Identifier – This field is for Electronic Payments. Some
vendors will be asked to sign up with Wells Fargo and EB will provide ACH
payments, allowing direct deposits for invoices. You will not be populating the
banking information in Oracle. This field should always be blank
o If interested in ACH payments, please speak with your buyer to sign up
o Note: Do NOT send EB your banking information in iSupplier (or any
other way).
Invoice Number – You create this number. This number is typically chosen to
match the invoice from your organization
Invoice Date – This field auto-populates with today’s date but can be modified
Invoice Description – Enter information about the invoice. For example, a work
order number can be entered here
Special Handling – You can select a special handling request for a check to be
sent overnight or in 2 days and you are responsible for paying for this option if
selected. This field should only be filled out if you have signed up for Wells Fargo
and provided your FedEx account to pay for this service. EB reserves the right to
remove if you do not have this setup
Customer Tax Payer ID – This field should be populated with the EB Tax Payer ID
Attachments – This is commonly used to attach Supplier Invoices or other
supporting documentation
Enter the Invoice Number and adjust other fields if desired. Scroll down to Items and
Shipping and Handling.
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Steps Action
8. Under the Items section verify the PO Details are correct and enter the item Quantity.
Amount Based Line: An amount based purchase order line total price is the amount ($)
chosen by the Buyer. When you need to submit a partial payment (milestone or progress
payment) you must input the amount desired to be invoiced.
Quantity Based Line: A quantity based purchase order line determines the total price by
multiplying the unit price and the quantity of material on the line (i.e. UP of $3 and QTY of
3 = total price of $9). When submitting an invoice on a QTY based line you will select the
QTY for which you are invoicing and it will calculate the invoiced amount by multiplying
the quantity chosen and the unit price (i.e. UP of $3 and QTY of 3 = total price of $9).
Important: On some occasions amount based lines had to be converted into Oracle as
QTY based lines. In this case when you need to submit a partial payment (milestone or
progress payment) you must input a decimal of the total of “1” equivalent to the amount
you need to invoice. For example, if you want to pay 10% of a QTY based purchase order
line with the total line value of $100,000 you must enter 0.1 into the QTY field. The
resulting invoice will be for $10,000.
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Steps Action
9. Under the Shipping and Handling section, click the Add Row icon and enter the Charge
Type, Amount, and Description.
Note: Special charges are now lines on the PO. The buyer is going to be adding lines for
special charges and the vendor should select that line to apply the special charge, just
like they do for the material or service.
10. When complete with the Invoice Details click the Next button.
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Steps Action
11. On the Manage Tax page, enter information in the Summary Tax Lines to submit taxes
on the invoice. Tax lines are grouped by State and Tax Status Code.
Tax Status Code – Standard or Exempt
Tax Rate Code – populates automatically based on selected Tax Status Code
Tax Rate – enter tax rate and press Calculate
Tax Amount – Automatically updated based on Tax Rate
Note: No action is required for Connecticut (CT) tax information.
Scroll down to the Cost Totals. Click Recalculate Total. This information is calculated
automatically. If you see an error, return to the Details page and make the required
corrections.
Note: The miscellaneous line in the total is a standard Oracle feature. We will look to
personalize post go live.
If correct, click the Next button to move on to the Review and Submit page.
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Steps Action
12. From the Review and Submit page you can review the Supplier Information, Invoice
Details, Customer Data, Items, Shipping and Handling, Summary Tax Lines, and
Invoice Summary.
Review your Invoice and click the Submit button.
13. If you receive the following warning message upon submittal of the invoice, click Yes and
the invoice will be submitted.
Message: “You can match this supplier invoice to the PO. However, you must resolve the
following errors to successfully interface this supplier invoice cost to Oracle Projects: 1.
No assignment. Do you want to continue matching the supplier invoice to PO?”
14. A confirmation will appear at the top of the page along with options to Print or Create
Another invoice.
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Sub-Topic: Rejected Invoices If your invoice is rejected, the value of your invoice is counted in the purchase order lines billed to
date (BTD) amount until updated to the “cancelled”. Once the invoice is in “cancelled” status the
supplier can resubmit a new invoice. The supplier will NOT be able to resubmit invoice if original
invoice is in “rejected” status.
The Oracle system does not let you over bill. To check your BTD amount or QTY before invoicing,
review the steps below.
Steps Action
1. Go to the iSupplier Finance tab and click to open the Create Invoices work area. Enter
the Purchase Order Number for the invoice information you would like to view and click
Go.
Quantity Based Line
2. For quantity based lines, the Ordered column displays the total quantity on the PO and
the Invoiced column displays the quantity that has been invoiced.
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Amount Based Line
3. For amount based lines, the Ordered column displays the total amount on the PO and the
Invoiced column displays the amount that has been invoiced.
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Sub-Topic: Credit Memos As the BTD could have been purposely left in MRPII during PO conversion, create manual credit
memos if no BTD amount is in Oracle.
Steps Action
1. Go to the iSupplier Finance tab and click to open the Create Invoices work area. Enter
the Purchase Order Number for the invoice you would like to credit and click Go.
Quantity Based Line
2. In the Quantity field, enter a “-“ followed by the quantity you would like to credit.
Amount Based Line
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Steps Action
3. In the Amount field, enter a “-“ followed by the amount you would like to credit.
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Topic 7: Create an Advanced Shipping Notice This topic will explain how to create a shipping notice in advance of shipment.
Steps Action
1. Access the Shipment tab from the Supplier Home.
2. Select the Create Advanced Shipment Notices link. If you need to review or cancel any
notices slect the View/ Cancel Advance Shipment and Billing Notices link.
3. From the Views page, select a View option and click Go. A list of PO Shipments will be
displayed. Select a PO, if applicable. To search for POs, use the Avanced Search button.
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Steps Action
4. Click on the Advanced Search button. The Advanced search form will be displayed.
Enter the any of the fields to locate the items to add to your shipment.
5. In this case, we searched by PO number. Click the Go button.
6. Select the PO Number(s) to create a shipping notice. Click the Add to Shipment Notice
button.
7. The Shipment Header and Shipment Lines tabs will be displayed. Complete the
Shipment Lines information, and then enter the Shipment Header information.
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Steps Action
8. Select the Shipment Lines tab. Enter all the required fields (*).
Enter the following fields:
Enter Packing Slip, MSDS & Comments if applicable
Note: If mulipte items are selected and have the same shipping details use Default to All Lines.
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Steps Action
9. Click on the Shipment Header tab and enter all the Required (*) fields.
Complete the following fields:
Enter non-required fields, if important information about the shipment
Note: Use the magnifying glass and the % to search for values as needed.
10. Click the Preview button to review before submitting the shipment notice.
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12. Once all details are confirmed, click the submit button.
13. The Advance Shipment Notice # has been generated and the notice submitted.
Return to Top
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Revision Revision Date Revision Change
A 9/14/2020 Updated job aid to included Key Features, Topic 1:
Supplier Notifications, and Topic 2: Favorites
B 10/14/20 Updated job aid to include Using Online Discussions
sub-topic
Supplier Notifications
amended and new round RFQs
C 10/27/20 Added no quote details to Topic 5: Respond to a Request
for Quote (RFQ) step 14
D 11/17/20 Updated Topic 6: Create an Invoice step 8 to add
information about amount based vs quantity based PO
lines
E 1/19/21 Added note about converted GPAs to Topic 4: View
Purchase Order
Create an Invoice
an Invoice
Topic 4: View Purchase Orders
G 2/3/21 Added note about closed notifications to Topic 1:
Supplier Notifications
H 3/4/21 Updated Topic 6: Create an Invoice, step 11 to add
information about the Manage Tax page and added step
13 for warning message after invoice submittal
I 3/16/21 Updated Topic 6: Create an Invoice, step 7 to emphasize
that banking information should not be sent to EB
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Purpose The purpose of this job aid is to explain how to manage and perform various activities in Oracle iSupplier.
Audience This job aid applies to:
Electric Boat Suppliers
Topics The job aid will provide step by step instructions to perform the following topics.
Topic 1: Supplier Notifications
Topic 2: Favorites
Topic 3: Respond to Assessment o Sub-Topic: Export Assessments to PDF
Topic 4: View Purchase Order o Sub-Topic: Acknowledge a Purchase Order o Sub-Topic: Request Changes to a Purchase Order o Sub-Topic: Export Purchase Order to PDF o Sub-Topic: Review Purchase Order Revisions
Topic 5: Respond to a Request for Quote (RFQ) o Sub-Topic: Using Online Discussions o Sub-Topic: Export RFQ to PDF
Topic 6: Create an Invoice o Sub-Topic: Rejected Invoices o Sub-Topic: Credit Memos
Topic 7: Create an Advanced Shipping Notice
Document Revisions
Note: All data and values that appear in this Job Aid have been produced for the purpose of training.
No actual system data appears in this document.
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Key Features The following table provides information on key features used by suppliers.
Feature Description
Use this responsibility to access negotiations (RFQs) and respond to assessments.
EB iSup Admin Ext
Use this responsibility to manage your company profile including addresses, contacts, business classifications, and products & services.
EB iSup User 2.0
Use this responsibility to view and acknowledge purchase orders, view agreements, view shipments, view receipts, and create invoices.
Global Links The top of the Oracle EBS page includes five buttons that are visible on any page in the Web forms. These buttons are:
o Favorites – store links to functions you perform often
o Settings – change preferences, like language, format for dates, screen reader
settings, and time zone
o Worklist – access the entire list of Worklist notifications, not just the short list on
the home page
Online Discussion Feature
Suppliers will have a new collaboration tool to communicate with the EB Buyer in Oracle. Refer to the Using Online Discussions sub-topic below.
Search Features
Use the Search features to locate documents o A Wildcard search enables you to enter the percent (%) sign before, after, or
during a keyword. For example, a search using “mo%” may return “Monitor” and “Mouse”
o You can do a blind search to find all options using only a Wildcard where applicable
o Not all fields of the search criterion need to be filled out
Tips
Use the magnifying glass on form fields to search for values
Use the Actions menu to view sections of information, or take action on the document. Message buyers from the Online Discussions using this feature
Favorites Worklist Logout
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Topic 1: Supplier Notifications When you are added to a purchase order, you will receive a notification with details about the PO via
email and in Oracle.
Note: When you respond to an Oracle notification (for RFQ participation or PO acceptance) it will
close the notification in the worklist. This does not close the RFQ or the PO.
Steps Action
1. Once logged in to Oracle, you will see the home screen listing your Navigator of responsibilities and your Worklist. Use the Navigator to respond to assessments, view purchase orders, respond to RFQs, and create invoices.
When a buyer adds you to a purchase order, you will receive an email notification and a notification in Oracle displayed on your home page Worklist.
2. Notifications can also be viewed from the notification icon on the main menu.
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Steps Action
3. When you select the bell, a drop down list of My Worklist items is displayed. You can also go to the Full Worklist from the drop down list.
4. The Worklist displays all work items. Use the View feature to see the type of notification. You can open for more information, reassign to only users within your supplier organization, or close the notification from this page. Select a Notification to view.
5. Once selected, you can Accept, Reject, or Reassign the document. To view the document details, use your Navigator to access your iSupplier home page.
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Steps Action
Reassign Notifications – Use this feature to reassign notifications only to other user accounts within your supplier organization.
6. From the Worklist, select the notification that you would like to reassign.
7. Click Reassign.
8. In the Assignee drop-down list, select Oracle Applications User. Click the Magnifying Glass to search for user accounts.
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Steps Action
9. Search for the user by their first name in the Search By field. A list of results is displayed. Select the desired user with the Quick Select icon.
10. The user is populated in the Assignee field. Use “Delegate” to give another user authority to respond to a notification on your behalf, while still retaining ownership, or “Transfer” to give another user complete ownership of and responsibility for that notification. Enter any notes in the Comments field and click Submit to send the notification.
11. Once submitted, the notification is sent to the desired user account and removed from your Open Notifications Worklist.
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Topic 2: Favorites Instead of using the Navigator for frequently-used functions, you can store links to the functions in the
Favorites menu.
Steps Action
1. From the Home page, click the Favorites button.
2. If you have not created any Favorites yet, this list will be blank. Click the Edit button.
3. Use the upper part of the screen to search for the function you want to add. Select a
Responsibility and click the Go button.
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Steps Action
4. A list of all the functions under that responsibility is displayed. Select the checkbox to the
left of the function you want to add to Favorites. Click the Add to Favorites button.
5. The functions you selected are now at the bottom of the screen under the Favorites
header. The display name can be modified under the Favorite column. Repeat steps 3-4
for each function you would like to add. Click the Apply button to maintain your changes
to your Favorites for easy access later.
6. Your favorites will now display when you click the icon for easy access.
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Topic 3: Respond to Assessment This will explain how a supplier will access and respond to an assessment in iSupplier.
Steps Action
1. To locate an Assessment you must first navigate to the iSupplier Home Page. Click the EB iSUP USER 2.0 drop-down link and select Home Page.
2. From the iSupplier Home page click the Assessments tab.
3. Under Your Company’s Open Invitations you can see each assessment along with the
site it’s assigned to, what type of assessment it is, and how much time you have left to
complete it.
Click the Assessment Number of the Assessment you wish to open.
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Steps Action
4. Before you can create a response you must acknowledge participation.
Click the Actions drop-down list and select Acknowledge Participation.
5. Click the Go button to continue.
6. From the Acknowledge Participation page you can indicate whether you want to
participate and add notes you want to provide for the buyer.
Click the Apply button.
7. To create a response click the Actions drop-down list and select Create Response.
8. Click the Go button to continue.
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Steps Action
9. From the Create Response page scroll down to the Questionnaire.
10. Complete all the required assessment questions provided in the Questionnaire.
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Steps Action
11. When complete with the Questionnaire scroll back up to the top of the page and click the
Save Draft button.
Then click the Continue button.
12. A warning may appear, such as this one indicating the buyer is requesting only a single
best response.
14. A confirmation message will appear.
Click the link to bring you back to the Assessments Home Page.
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Sub-Topic: Export Assessment to PDF You can export your completed assessment to PDF. This will allow you to view, save, and send
assessment details in a user friendly format.
Steps Action
1. From the Assessments tab in iSupplier click on the desired Assessment Number.
2. From the Assessment page click the Actions drop-down list and select the Printable
View option.
Click the Go button.
3. Your browser should ask you if you want to download or open the file.
Click the Open button.
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Topic 4: View Purchase Order This will explain how a Supplier can view purchase orders in iSupplier. Limited information about the
purchase order is available in Oracle. To access all of the details associated with the purchase, view
the PDF print of the PO. This PDF print was designed to have the same information as the MRP PO
print. You should always do a print view of the PO when reviewing, as there is data visible on the print
view that is not available on the regular Oracle view.
Note: In EB’s legacy PO management system the GPA’s had the same numbers as the PO releases.
Oracle does not allow a GPA and the PO release to have the same number. In order to keep the PO
correct we slightly changed the numbering scheme on GPA’s for conversion into Oracle.
Rules: On converted GPA’s we changed the ‘=’ to a ‘+’ and the ‘-‘ to a ‘_’.
For example, if we converted a GPA and PO release with the previous number of
GPE148=068, the GPA is now in Oracle as ‘GPE148+068’ and the PO release is in Oracle as
‘GPE148=068’.
Another example, if we converted a GPA and PO release with the previous number of
GPE148-068, the GPA is now in Oracle as GPE148_068 and the PO release is in Oracle as
‘GPE148-068’.
Steps Action
1. From the Oracle home page click the EB iSUP USER 2.0 drop-down list and select the Home Page link.
2. From the iSupplier portal click the Orders tab.
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Steps Action
3. From here you can see the Purchase Orders work area. This page contains a
searchable history of your organization’s purchase orders (PO).
Click on the desired PO Number to open it.
4. Under Order Information you can view basic information regarding:
General Information: Includes basic information about the supplier, the buyer, the
site, and product details
Terms and Conditions: Contains the terms and conditions of the order including
shipping terms and carrier
Ship-To-Address: Displays where the purchase is going
Bill-To-Address: Where the PO is billed to
Summary: Includes total cost, amount received and invoiced, and the overall
payment status
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Steps Action
5. Under the PO Details you can see the individual lines for the purchase order. The line
includes the item, description, quantity and price.
Click the drop-down arrow to open the Shipments details associated with each line.
The Shipments details show where the item is going, when it’s needed by, and its
shipping status.
Sub-Topic: Acknowledge a Purchase Order By acknowledging a Purchase Order you are informing the buyer the order has been seen and either
accepted or rejected.
Steps Action
1. From the Purchase Orders work area under the Orders tab select a PO Number for a
purchase order with a status of Requires Acknowledgement.
2. From the Standard Purchase Order page select Acknowledge from the Actions drop-
down menu.
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3. Click the Go button.
4. This will take you to the Acknowledge for Standard Purchase Order page where the
details of the PO will be displayed. From the Actions drop-down list you have several
options:
5. Click the Go button.
6. Click the Submit button.
7. A confirmation will appear.
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Sub-Topic: Request Changes to a Purchase Order
Changes can be requested for purchase orders after they have been accepted.
Steps Action
1. From the Purchase Orders work area in the Orders tab click on a PO Number for a
purchase order you wish to change.
2. From the Purchase Order click the Actions drop-down list and select Request
Changes.
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Steps Action
4. Scroll down to the line level under PO Details where you can request changes to each
item. The types of changes you can make are:
Supplier item
Quantity ordered
Promised date
Additional changes that do not fall under the standard categories can be requested by
typing them into the Additional Changes field.
Add desired changes to the available fields.
5. After adding the changes at the line level scroll to the right. Click the Actions drop-down
menu and select either Change or Cancel.
Select the Reason field to type a reason for the change. Note: You must complete this
step or your change will not be submitted.
6. A confirmation will appear verifying the request was made.
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Sub-Topic: Export Purchase Order to PDF
You can export your purchase order details to a PDF for a user friendly view that can easily be saved
or sent. You should always do a print view of the PO when reviewing, as there is data visible on the
print view that is not available on the regular Oracle view.
Steps Action
1. From the Purchase Orders work area in the Orders tab click on a PO Number for a
purchase order you wish to export to PDF.
.
3. Then click the Go button.
4. Your browser will display a window asking if you want to Open or Save the PDF file.
Click the Open button.
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Steps Action
5. A PDF will open displaying the purchase order you selected. This file will have all the
features and usability of a standard PDF document and can be saved to your computer
for easy access or shared with someone else.
Sub-Topic: Review Purchase Order Revisions
You can view previous revisions of the purchase order to compare document changes.
Note: Please note the original revision in Oracle is based on data converted at the time of Go-live
(January 2021). Closed POLI’s were not converted to Oracle ERP from legacy system. Only revisions
in Oracle are viewable.
Steps Action
1. Use the following navigation to get to the Purchase Order Revision History Page: EB
iSUP USER 2.0 > Orders > Purchase History.
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Steps Action
2. Enter the PO Number to search and click Go. There are 3 options:
Compare to Original PO – Compares the current revision to revision 0
Compare to Previous PO – Compares the current revision to the revision before
Show all PO Changes – Lists all changes that were made between revision 0 and
the current revision
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Steps Action
4. Use the Print Approved Document Revisions field to view a PDF print of any revisions.
Enter the Revision Number you would like to view and click Go.
5. Your browser will display a window asking if you want to Open or Save the PDF file.
Click the Open button.
6. A PDF will open displaying the purchase order revision you selected. This file will have all
the features and usability of a standard PDF document and can be saved to your
computer for easy access or shared with someone else.
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Topic 5: Respond to a Request for Quote (RFQ) This topic will explain how a Supplier can respond to a Request for Quote in iSupplier.
An amended RFQ will display as “RFQ 1XXXX, X”. To respond, you will need to Acknowledge
Participation once again, and will need to resubmit your quote.
A new round RFQ will display as “RFQ 1XXXX-X”. To respond, you will need to Acknowledge
Participation once again, and will need to submit a new quote. However, your previous
response will auto populate into the fields.
If an amendment is created to a new round the RFQ will display as “RFQ 1XXX-X,X. Proceed
as you are responding to an amendment.
Steps Action
1. From the Oracle home page click the EB EXT SRC SUPPLIER drop-down list, select the Sourcing drop-down list, and select Sourcing Home Page.
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Steps Action
2. This takes you to the Negotiations work area. Here you can see current drafts from your
organization and current open invitations for RFQs. Notice the open invitation contains the
specific supplier site, the title, and the time left for a response.
If the negotiation has been amended, a yellow triangle will notify you that
resubmission is required for your response. The Negotiation Number will display as
XXXXX, X in Your Company’s Open Invitations and you must acknowledge
participation.
If a new round has been created, you will have to resubmit your response.
However, your previous response will auto populate into the fields. The Negotiation
Number will display as XXXXX-X in Your Company’s Open Invitations and you
must acknowledge participation.
Under Your Company’s Open Invitations click the Negotiation Number for the RFQ
you’d like to respond to.
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Steps Action
3. The RFQ page will show you the details, terms, lines, and requirements for the RFQ.
Click the Actions drop-down menu and select Acknowledge Participation.
4. Click the Go button.
5. From the Acknowledge Participation page select whether your company intends to
participate in this RFQ and click the Apply button.
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Steps Action
6. The tabs within the RFQ provide additional information for the quote.
Header Tab – Displays the terms, the currency information, and the requirements
that must be addressed prior to completing a quote
Lines Tab – Shows the individual item lines
Controls – Provides the rules and restrictions that must be followed for the quote
(i.e. Negotiation is restricted to invited suppliers)
Contract Terms – A PDF version of Electric Boats contract terms are provided by
clicking the Preview Contract Terms button
After you acknowledge the RFQ you can create a quote. Click the Actions drop-down list
and select Create Quote.
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Steps Action
8. Beneath the Header tab you can see the header information, the Attachments section,
and the Requirements section. Scroll down to the Requirements.
9. Expand the Requirements and provide the required answers and information.
Note: The desired answers are provided in the Target Value.
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Steps Action
10. When completed, provide a Signing Officer’s name, company, and phone number as a
signature.
11. At the top of the page select the Lines tab. This will bring you to the individual item lines.
Use the Search icon to search for an Item.
12. Search for a specific item or click the Go button to view a general list of items on the
RFQ.
Click the Quick Select icon for the item you wish to add.
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Steps Action
13. When your item appears in the search field, click the Go button to add the selected item.
Note: Additional search parameters can be added (see below).
14. Enter a Quote Price and a Promised Date into the required fields. Click the Update icon
to add more information.
Note: If you would not like to quote on a line, leave the Quote Price and Promised Date
blank, and leave Quote as No.
15. Add any Notes or Attachments to be provided for the buyer. These attachments often
include drawings or PDF versions or a proposal. Click the Apply button.
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16. Click the Continue button.
Note: Depending on how the RFQ was created there may be additional questions at the
Line or Header level that must be answered.
17. A warning may appear at the top of the page indicating important information and advising
you to Validate your RFQ quote prior to submitting.
Click the Validate button to check for errors.
18. If no errors are present, click the Submit button.
19. When the Confirmation box appears, click the Return to Sourcing Home Page link.
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Sub-Topic: Using Online Discussions You can use the Online Discussions feature in Oracle to communicate with the buyers and
collaborators on RFQs and Assessments. New message notifications will display in your Oracle
Worklist. You will have different options for Online Discussion recipients based on whether it is a
Sealed bid or a Blind bid.
Sealed Bid: You can send a message to all participants, meaning other suppliers on the RFQ will also receive the message, or to General Dynamics Electric Boat for internal viewing only. You should not reveal any company information in your message to all participants.
Blind Bid: You can only send messages to General Dynamics Electric Boat for internal
viewing.
Steps Action
1. Go to the Negotiations work area to see current drafts from your organization and
current open invitations for RFQs. If there are Online Discussion messages on the RFQ,
they will be available in the Negotiations work area for you to view or respond to under
Unread Messages. Click the Negotiation Number to view additional details.
2. If there are any Unread Messages, a green icon is displayed in the upper right hand
corner.
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Steps Action
3. In some cases, you will send a message to the Buyer with information about the RFQ. To
do this, use the Actions drop-down and select Online Discussions.
4. Click New Message to create your message.
Sealed Bid
5. Select the Send To recipient for your message. You can send a message to “All Participants”, meaning other suppliers on the RFQ will also receive the message, or to “General Dynamics Electric Boat” for internal viewing only. Enter the Subject, Message, and add any Attachments if necessary. When finished, click Send. Note: If you select “All Participants”, you should not reveal any company information in your message. Other suppliers on the RFQ will see the message as sent from “A Respondent”.
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Blind Bid
6. Select the Send To recipient for your message. You can only send a message to “General Dynamics Electric Boat” for internal viewing. Enter the Subject, Message, and add any Attachments if necessary. When finished, click Send.
7. The message is now displayed on the Online Discussions page. Use the Reply button
to respond to prior messages. Click the Message to open it for more information. There,
you can view any attachments on the message.
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Sub-Topic: Export RFQ to PDF
You can export an RFQ to a PDF for a user friendly view that can easily be saved or shared.
Steps Action
1. From the Negotiations work area under Your Active and Draft Responses select the
Negotiation Number of the RFQ you wish to export.
2. Once in the RFQ, select the Actions drop-down list and select Printable View.
3. Click the Go button.
4. A window will open from your browser asking if you want to Open or Save the PDF file.
Click the Open button.
5. A PDF will open displaying the RFQ you selected. This file will have all the features and
usability of a standard PDF document and can be saved to your computer for easy
access, or shared with someone else.
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Topic 6: Create an Invoice This topic will explain how to create an Invoice in iSupplier.
Steps Action
1. To create an Invoice you must first navigate to the iSupplier Home Page. Click the EB iSUP USER 2.0 drop-down link and select Home Page.
2. From the iSupplier Home page click the Finance tab. Then click to open the Create
Invoices work area.
3. From the Create Invoices work area click the Go button to begin creating your invoice.
Notice the drop-down list next to Create Invoice says With a PO, indicating we will be
creating this from a purchase order.
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Steps Action
4. At the top of the page you will see a progress bar indicating what you still need to do to
complete the invoice. Enter search criteria for the purchase order you want to use and
click the Go button. This search feature does not require all fields to satisfy a search.
Note: It is sometimes useful to look up your purchase order first and copy the PO Number
and paste it directly into the Purchase Order Number field. Alternatively, you can search
for the PO based on the Buyer alone. The Organization field represents the EB
organization and departments, and will not be used as a search criterion.
5. Check a PO Number to create an invoice.
Note: You can add multiple purchase orders to an invoice.
6. Click the Next button in the top right corner of the page.
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7. Under the Details page note the required fields marked with an asterisk *. Several of
these fields are automatically populated but can be modified. Invoice fields include:
Supplier – This field cannot be changed
Remit To – Select the desired Supplier Site
Unique Remittance Identifier – This field is for Electronic Payments. Some
vendors will be asked to sign up with Wells Fargo and EB will provide ACH
payments, allowing direct deposits for invoices. You will not be populating the
banking information in Oracle. This field should always be blank
o If interested in ACH payments, please speak with your buyer to sign up
o Note: Do NOT send EB your banking information in iSupplier (or any
other way).
Invoice Number – You create this number. This number is typically chosen to
match the invoice from your organization
Invoice Date – This field auto-populates with today’s date but can be modified
Invoice Description – Enter information about the invoice. For example, a work
order number can be entered here
Special Handling – You can select a special handling request for a check to be
sent overnight or in 2 days and you are responsible for paying for this option if
selected. This field should only be filled out if you have signed up for Wells Fargo
and provided your FedEx account to pay for this service. EB reserves the right to
remove if you do not have this setup
Customer Tax Payer ID – This field should be populated with the EB Tax Payer ID
Attachments – This is commonly used to attach Supplier Invoices or other
supporting documentation
Enter the Invoice Number and adjust other fields if desired. Scroll down to Items and
Shipping and Handling.
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Steps Action
8. Under the Items section verify the PO Details are correct and enter the item Quantity.
Amount Based Line: An amount based purchase order line total price is the amount ($)
chosen by the Buyer. When you need to submit a partial payment (milestone or progress
payment) you must input the amount desired to be invoiced.
Quantity Based Line: A quantity based purchase order line determines the total price by
multiplying the unit price and the quantity of material on the line (i.e. UP of $3 and QTY of
3 = total price of $9). When submitting an invoice on a QTY based line you will select the
QTY for which you are invoicing and it will calculate the invoiced amount by multiplying
the quantity chosen and the unit price (i.e. UP of $3 and QTY of 3 = total price of $9).
Important: On some occasions amount based lines had to be converted into Oracle as
QTY based lines. In this case when you need to submit a partial payment (milestone or
progress payment) you must input a decimal of the total of “1” equivalent to the amount
you need to invoice. For example, if you want to pay 10% of a QTY based purchase order
line with the total line value of $100,000 you must enter 0.1 into the QTY field. The
resulting invoice will be for $10,000.
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Steps Action
9. Under the Shipping and Handling section, click the Add Row icon and enter the Charge
Type, Amount, and Description.
Note: Special charges are now lines on the PO. The buyer is going to be adding lines for
special charges and the vendor should select that line to apply the special charge, just
like they do for the material or service.
10. When complete with the Invoice Details click the Next button.
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Steps Action
11. On the Manage Tax page, enter information in the Summary Tax Lines to submit taxes
on the invoice. Tax lines are grouped by State and Tax Status Code.
Tax Status Code – Standard or Exempt
Tax Rate Code – populates automatically based on selected Tax Status Code
Tax Rate – enter tax rate and press Calculate
Tax Amount – Automatically updated based on Tax Rate
Note: No action is required for Connecticut (CT) tax information.
Scroll down to the Cost Totals. Click Recalculate Total. This information is calculated
automatically. If you see an error, return to the Details page and make the required
corrections.
Note: The miscellaneous line in the total is a standard Oracle feature. We will look to
personalize post go live.
If correct, click the Next button to move on to the Review and Submit page.
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Steps Action
12. From the Review and Submit page you can review the Supplier Information, Invoice
Details, Customer Data, Items, Shipping and Handling, Summary Tax Lines, and
Invoice Summary.
Review your Invoice and click the Submit button.
13. If you receive the following warning message upon submittal of the invoice, click Yes and
the invoice will be submitted.
Message: “You can match this supplier invoice to the PO. However, you must resolve the
following errors to successfully interface this supplier invoice cost to Oracle Projects: 1.
No assignment. Do you want to continue matching the supplier invoice to PO?”
14. A confirmation will appear at the top of the page along with options to Print or Create
Another invoice.
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EFFECTIVE DATE: 5/11/21
Sub-Topic: Rejected Invoices If your invoice is rejected, the value of your invoice is counted in the purchase order lines billed to
date (BTD) amount until updated to the “cancelled”. Once the invoice is in “cancelled” status the
supplier can resubmit a new invoice. The supplier will NOT be able to resubmit invoice if original
invoice is in “rejected” status.
The Oracle system does not let you over bill. To check your BTD amount or QTY before invoicing,
review the steps below.
Steps Action
1. Go to the iSupplier Finance tab and click to open the Create Invoices work area. Enter
the Purchase Order Number for the invoice information you would like to view and click
Go.
Quantity Based Line
2. For quantity based lines, the Ordered column displays the total quantity on the PO and
the Invoiced column displays the quantity that has been invoiced.
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Amount Based Line
3. For amount based lines, the Ordered column displays the total amount on the PO and the
Invoiced column displays the amount that has been invoiced.
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EFFECTIVE DATE: 5/11/21
Sub-Topic: Credit Memos As the BTD could have been purposely left in MRPII during PO conversion, create manual credit
memos if no BTD amount is in Oracle.
Steps Action
1. Go to the iSupplier Finance tab and click to open the Create Invoices work area. Enter
the Purchase Order Number for the invoice you would like to credit and click Go.
Quantity Based Line
2. In the Quantity field, enter a “-“ followed by the quantity you would like to credit.
Amount Based Line
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Steps Action
3. In the Amount field, enter a “-“ followed by the amount you would like to credit.
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EFFECTIVE DATE: 5/11/21
Topic 7: Create an Advanced Shipping Notice This topic will explain how to create a shipping notice in advance of shipment.
Steps Action
1. Access the Shipment tab from the Supplier Home.
2. Select the Create Advanced Shipment Notices link. If you need to review or cancel any
notices slect the View/ Cancel Advance Shipment and Billing Notices link.
3. From the Views page, select a View option and click Go. A list of PO Shipments will be
displayed. Select a PO, if applicable. To search for POs, use the Avanced Search button.
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Steps Action
4. Click on the Advanced Search button. The Advanced search form will be displayed.
Enter the any of the fields to locate the items to add to your shipment.
5. In this case, we searched by PO number. Click the Go button.
6. Select the PO Number(s) to create a shipping notice. Click the Add to Shipment Notice
button.
7. The Shipment Header and Shipment Lines tabs will be displayed. Complete the
Shipment Lines information, and then enter the Shipment Header information.
3
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Steps Action
8. Select the Shipment Lines tab. Enter all the required fields (*).
Enter the following fields:
Enter Packing Slip, MSDS & Comments if applicable
Note: If mulipte items are selected and have the same shipping details use Default to All Lines.
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Steps Action
9. Click on the Shipment Header tab and enter all the Required (*) fields.
Complete the following fields:
Enter non-required fields, if important information about the shipment
Note: Use the magnifying glass and the % to search for values as needed.
10. Click the Preview button to review before submitting the shipment notice.
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12. Once all details are confirmed, click the submit button.
13. The Advance Shipment Notice # has been generated and the notice submitted.
Return to Top
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Revision Revision Date Revision Change
A 9/14/2020 Updated job aid to included Key Features, Topic 1:
Supplier Notifications, and Topic 2: Favorites
B 10/14/20 Updated job aid to include Using Online Discussions
sub-topic
Supplier Notifications
amended and new round RFQs
C 10/27/20 Added no quote details to Topic 5: Respond to a Request
for Quote (RFQ) step 14
D 11/17/20 Updated Topic 6: Create an Invoice step 8 to add
information about amount based vs quantity based PO
lines
E 1/19/21 Added note about converted GPAs to Topic 4: View
Purchase Order
Create an Invoice
an Invoice
Topic 4: View Purchase Orders
G 2/3/21 Added note about closed notifications to Topic 1:
Supplier Notifications
H 3/4/21 Updated Topic 6: Create an Invoice, step 11 to add
information about the Manage Tax page and added step
13 for warning message after invoice submittal
I 3/16/21 Updated Topic 6: Create an Invoice, step 7 to emphasize
that banking information should not be sent to EB
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