Registering Suppliers

This chapter provides an overview of supplier registration and discusses how to:

Create suppliers.
Create supplier administrators.
Define data and processing access.

Understanding Supplier Registration

A supplier represents an entity providing goods or services to a buyer in eSettlements. Each supplier must be registered in the system, and a valid agreement must exist before processing invoice transactions.

The system administrator first sets up a supplier administrator for each entity, and the supplier administrator, once created by the system administrator, is responsible for completing registration for his or her organization by specifying processing options specific to the organization. The supplier administrator can then create new user profiles for additional individuals.

At the setID level, email notifications are used by all suppliers having the same setID.

Instant messaging capability, when enabled, functions in eSettlements when the instant messaging providers' systems are operational. When the supplier administrator enables instant messaging access, users for whom they enable the feature must install the public version of Yahoo! Messenger, Sametime Connect, or America Online (AOL) instant messenger on their desktops (if one is not already installed) and must have a user ID for the chosen instant messaging provider.

Note. If users enabled for instant messaging attempt to initiate a conversation and it fails because the chosen provider's network is down, users should contact the instant messaging provider for assistance.

The steps necessary to register suppliers depend on the model you're implementing.

Buyer Direct Model

In the Buyer Direct model, you can create suppliers three ways:

Enable a batch of Payables vendors as eSettlements suppliers.

Note. Although you may have already run the processes to enable a batch of Payables vendors as eSettlements suppliers, you must still specify supplier system access (such as the instant messaging option) and reporting access, as well as add a logo. If you decide to use email notifications for this enabled vendor, first check to see whether the setID level is already set up. If it is not, you must set it up for the setID for the vendor. If the setID level is already set up, you can override and specify the routings at the supplier location or agreement levels.
Enable an existing Payables vendor by specifying registration information, such as email notifications and supplier logos.
Create a new supplier by defining all information, including address and bank information.

Business Service Provider Model

In the Business Service Provider model, you create suppliers one at a time, adding all necessary access and processing information.

Enabling Payables Business Units and Vendors as eSettlements Buyers and Suppliers

Administering Self-Service Security and Creating New Users

Defining eSettlements Installation Options

Creating Suppliers

To create a supplier, use the following components:

Review Supplier Details - Inquiry (EM_SELLER_INQUIRY)
Review Supplier Details - Registration (EM_SELLER_REGISTER)
Define Supplier Notifications (EM_S_NOTIFY_SETID)

This section provides an overview of supplier notifications, lists prerequisites, and discusses how to:

Register suppliers.
Enter address information.
(Optional) Enter contact information.
Enter location information.
Enter bank information.
Specify supplier location notifications.

The system administrator creates supplier IDs that are used as identifiers when accessing transactions throughout the system. The setID value appears by default from the system administrator's preferences in the Buyer Direct model, or from the exchange host's preferences in the Business Service Provider model.

Understanding Supplier Notifications

When setting up notifications at the supplier setID level, the system administrator nominates the notification types and specifies the roles to route the email notifications. These values then default to the supplier location. The supplier administrator can then specify other roles, user IDs, or both for these notification types by overriding them at either the supplier location level or at the agreement level.

Note. If the user selected does not have access to the supplier, the user will not receive the email notifications. You enable business unit access on the user profile.

If a notification is internal, it means only the supplier roles as specified on the Role Configuration page, or the user IDs created referencing those supplier roles, receive the notification.

Type	Internal or External
Payment Create and Cancel	Internal
Invoice Extract – Supplier	Internal
Cash Collections	External – Business Service Provider model only
Invoice Load – No Errors	Internal
Invoice Load – Errors	Internal

Note. The Invoice Load – Errors notification type is sent when a buyer denies an invoice using the Self-Service Invoice feature.

Prerequisites

You must set up vendor setID controls before you can use a setID. We discuss this setup in another PeopleBook.

See Also

Pages Used to Maintain Vendors

Pages Used to Create Suppliers

Page Name	Object Name	Navigation	Usage
Create a New Supplier	EM_SELLER_ADD	eSettlements, Supplier Information, Review Supplier Details, Create a New Supplier	Begin creating a new supplier.
Review Supplier Details - Registration	EM_SELLER_REG_PG1	Enter a SetID and Supplier ID and click Add on the Create a New Supplier page.	Enter supplier subscription, system access, payment extract, value-added tax (VAT) and business ID, and logo information.
Review Supplier Details - Addresses	EM_SELLER_ADDR_LST	Select the Addresses tab on the Review Supplier Details - Registration page.	View established addresses.
Maintain Addresses - Address Information	EM_SELLER_ADDR	Click the Add a New Address button on the Review Supplier Details - Addresses page.	Enter supplier address information.
Review Supplier Details - Contacts	EM_SELLER_CNT_LST	Select the Contacts tab on the Review Supplier Details - Registration page.	View established contacts.
Maintain Contacts - Contact Information	EM_SELLER_CNTCTS	Click the Add a New Contact button on the Review Supplier Details - Contacts page.	Enter supplier contact information.
Review Supplier Details - Locations	EM_SELLER_LOC_LST	Select the Locations tab on the Review Supplier Details - Registration page.	View established locations.
Maintain Locations - Location Information	EM_SELLER_OPRTG_RL	Click the Add a New Location button on the Locations page.	Enter supplier location information.
Supplier Bank Information - Maintain Banks	EM_SELLER_BANK	Click the Update Bank Information link on the Maintain Locations - Location Information page.	Define the bank accounts into which the supplier wants to have electronic payments deposited.
Define Supplier Notifications - Define Notification Types	EM_S_NOTIFY	eSettlements, Administration, Define Supplier Notifications, Define Supplier Notifications - Define Notification Types	Set up supplier email notifications.
Review Supplier Details - Define Notification Types	EM_LOCATION_NOTIFY	Click the Notifications button on the Locations page.	Set up supplier location email notifications.

Registering Suppliers

Access the Review Supplier Details - Registration page.

Supplier Subscription

Because the Supplier Name appears throughout the system, ensure that it is unique.

Supplier System Access

Voucher Processing	Select to enable the supplier's invoices to be loaded into the system.
Reporting Access Allowed	Select to subscribe to report processing. There is no PeopleSoft processing logic currently applied to this. This function is used for the Business Service Provider model, enabling the host to charge for subscription.
Instant Messenger Access	Select to enable this supplier to use instant messaging to discuss payment installment dispute resolution with buyers. Note. Selecting this check box enables access to all the instant messaging vendors; there is no specific security for a given provider at the supplier level. However, there is access at the PeopleTools level, and users with an instant messaging ID from a given provider will have access only to that provider's network. For example, if a user has only an ID set up with Sametime, that user cannot view users that have only a Yahoo! ID.
No Banner Management	Select to prevent host-defined banners from appearing on each web page.

Invoice and Payment Extract

These functions are described in the section in which we describe how to define buyer processing preferences.

See Creating Buyers.

VAT and Business ID Information

VAT Registration

Select this check box if the supplier operates in a VAT country.

VAT Registration Details

Country and VAT Registration ID	Select a country and enter a VAT ID number.
Add Additional VAT Information	Click this button to enter another country and ID number.

Business ID Number

The information in this group box is optional.

ID Type and ID Number	Associate the supplier with a reporting entity from the ID types available. If you do so, also enter the ID Number provided by the reporting entity.
Add New ID Number	Click this button to add additional numbers.

Supplier Logo

Click Add Logo to store a logo in the database and present it on the HTML invoice. Logos are optional.

Note. Supplier logo images must be in JPEG format.

Entering Address Information

Access the Maintain Addresses - Address Information page.

Description	Enter a description and any other relevant address information.
Country	Enter the country for this address. Changing the country may change the appearance of the page. You may then need to select the Update this Address link on the page to enter the address fields.
Add a Future Address	Click this link to add future address information.

Phone Information

You may add phone information, but it's not required.

Type	Select the type of number, such as: Business, Campus, Cellular, FAX, Pager 1, or Telex.
Add a New Phone Number	Click this button to add additional supplier phone numbers.

Note. You must establish at least one supplier address and corresponding payment terms before proceeding to the Review Supplier Details - Locations page. Doing so is also required in order to save the registration and create the new eSettlements supplier.

(Optional) Entering Contact Information

Access the Maintain Contacts - Contact Information page.

Contact Information

Description, Contact Name, and Email Address	Enter information for this contact.
URL (uniform resource locator)	Enter a web address for this contact's organization.
Address	Select the location for this contact. The only locations that appear are those currently established for the supplier. If the supplier is new and no locations have been established yet, none appear.
Contact Type	Select the most appropriate contact type, such as Accounts Payable, Billing Contact, or External Contact.

Entering Location Information

Access the Maintain Locations - Location Information page.

Note. If there are locations already set up, a description and current invoicing address appear on the Review Supplier Details - Locations page, along with a Notifications button. Click this button to view the setID-level default notification setup for the respective location. You can override the setID level setup on this page. If you want to override the setID-level notification setup for a new supplier location or new effective-dated location, you must do so on this page.

Location and Location Details

Supplier Location and Description	Enter a location, such as HEADQTRS (headquarters) or EAST, and description of the location for this supplier. Note. Because eSettlements displays the description you enter here throughout the system, ensure that you uniquely name it.
Default Location	Select this check box to define the current location as the supplier default.
Currency Code	Enter a currency code to use as the default currency on self-service invoices.
Invoicing Address and Remitting Address	Select an address for this supplier, such as Primary. Note. If the address established in the previous steps is the only address established for this supplier, it appears by default in the Invoicing Address and Remitting Address fields.

Payment Terms and Remitting Options

Locations enable you to designate that payments be made to a supplier other than the primary supplier.

Payment Terms	Select terms to govern transactions with this supplier, such as 10N, EOM, or Split.
Update Bank Information	Select this link to access the Supplier Bank Information - Maintain Supplier Banks page and enter bank details for this supplier location.
Remit to Location	Select this radio button to have payments made to the location that appear in the Remitting Address line. Note. This radio button text for this option reads Remit to This Location if you're setting up a brand new supplier and have not yet saved it.
Remit to this Supplier but a different Location	Select to have payments sent to an alternate location for this supplier.
Remit to Location and Remitting Address	Select a remit to location if you selected the Remit to this Supplier but a different Location radio button. The available choices are those that you previously established for this supplier. The associated remitting address appears.
Remit to a different Supplier	Select this radio button to have payments made to a different supplier.
Remit Supplier	Select the supplier to receive payments.
Remit to Location and Remitting Address	Select the location of the different supplier. The associated address appears.
Update this Location	Select this link to modify existing location details.
Add a Future Location	Select this link to specify a location that will take effect on a date that you designate. Note. If you select this link to set up a future location, you must specify a date in the Location effective as of field.

Entering Bank Information

Access the Supplier Bank Information - Maintain Banks page.

Accessible Bank Accounts

Default	Select to set the current information as the default bank for this supplier.
Bank Name and Branch Name	The values that you enter here appear in the payment file notification and on the HTML invoice.
Country and Bank ID Qualifier	Enter one of each to identify the Bank ID and Bank Account Number field format. Note. You must enter this information in the system before you can transfer money to the account.
IBAN Digit (international bank account number digit)	Enter your check digit if your organization has an IBAN. Note. If transacting with the United Kingdom and the Netherlands, you must enter Swift ID in the DFI Qualifier field to validate the IBAN entry.

See Also

Defining Vendor Bank Accounts

Setting Up Banks

Setting Up Counterparties

Specifying Supplier Location Notifications

Access the Define Supplier Location Notifications - Define Notification Types page or the Review Supplier Details - Define Notification Types page.

Note. Because you establish setIDs at such a high level, the system administrator can specify only the roles to which to route notifications. Users can later override these routings at lower levels, such as at the supplier location and agreement levels.

Five possible notification types appear on this page:

Invoice Load - Errors
Invoice Load - No Errors
Payment Create and Cancel
(Business Service Provider model) Cash Collections
Invoice Extract - Supplier

The routings and nominations from the setID level appear here by default. Click the Specify Overrides button to change the routings or to add additional routings.

Before creating email notifications for each supplier location, you must have already created notifications at the setID level.

Note. In either model, at the setID level only the system administrator can enable and define routings. At the location level only the administrator can enable routings, and both the system administrator and the supplier administrator have the authority to define routings.

The default routings set up at the setID level appear on this page. You can override and specify different routings for each location. If the administrator has enabled routings, the supplier administrator can nominate roles or user IDs to receive notifications.

Each notification type contains common fields. If you elect to change the default routings, you must specify the values for each field.

As with roles, when specifying user IDs, those that appear are internal users. The exception is the Cash Collections notification. This notification, which is available only in the Business Service Provider model, allows you to select external users (users outside of the supplier's organization).

See Also

Specifying Buyer Notifications

Specifying Cash Collection Notification Parameters

Understanding Self-Service Security Administration

Creating Supplier Administrators

To create a supplier administrator, use the Review User Profiles component (EM_SELLER_SECURITY).

This section provides an overview of the supplier administrator role type and discusses how to create supplier administrators.

Understanding the Supplier Administrator Role Type

The system administrator sets up user profiles and assigns suppliers to the local supplier administrator. Because user profiles define individual PeopleSoft users, profiles are linked to one or more role types.

Page Used to Create Supplier Administrators

Page Name	Object Name	Navigation	Usage
Review User Profiles - Supplier User Details	EM_SELLER_SECURITY	eSettlements, Supplier Information, Review User Profiles, Review User Profiles - Supplier User Details	The system administrator creates the supplier administrator profile.

Creating Supplier Administrators

Access the Review User Profiles - Supplier User Details page.

User Profile

Email Address	Enter an email address for the supplier administrator notifications.
Email User	Select this check box so that the supplier administrator will receive emails.
Language Code and Currency Code	Enter a language and currency code for the supplier administrator.

Instant Messaging IDs

Instant Messaging Domain and Instant Messenger ID

Select AOL (America Online), SAMETIME, or YAHOO to designate the provider, and enter the ID of the supplier administrator. Do not append the @ symbol or the domain name of the messaging provider in the Instant Messenger ID field.

Supplier User Roles

Role Name

Select Supplier Administrator. This role name must be tied to the Supplier Administrator role type.

Accessible Suppliers

Assign the Name of each supplier that this supplier administrator can access.

Creating Buyer Administrators

Creating New Buyer Users

Administering Self-Service Security and Creating New Users

Defining Data and Processing Access

Once a supplier administrator is set up, you define a vendor ID and processing preferences for the supplier administrator user. The supplier administrator can subsequently assign its users access only to the vendors that you specify here.

To define data and processing access, use the User Preferences component (OPR_DEFAULT).

This section discusses how to:

Define supplier administrator processing preferences.
(Optional) Define processing authority.

Pages Used to Define Data and Processing Access

Page Name	Object Name	Navigation	Usage
User Preferences - Overall Preferences	OPR_DEF_TABLE_FS1	Set Up Financials/Supply Chain, Common Definitions, User Preferences, Define User Preferences, User Preferences Click Overall Preference.	Specify the supplier administrator's default setID, as of date, and localization country.
Payables Online Vouchering	OPR_DEF_TABLE_AP1	Click the Procurement link on the User Preferences page. Click the Payables Online Vouchering link on the User Preferences - Procurement page.	Enter an origin code to be used when creating online vouchers.
Payables Online Vouchering - Voucher Styles	VCHR_AUTHORITY_SEC	Click the Security for Voucher Styles link on the Payables Online Vouchering page.	Ensure that the Allow Regular Voucher check box is selected for the local supplier administrator user.
Vendor Processing Authority	OPR_DEF_TABLE_VND1	Set Up Financials/Supply Chain, Common Definitions, User Preferences, Define User Preferences Click the Procurement link on the User Preferences page. Click the Vendor Processing Authority link on the User Preferences - Procurement page.	Specify additional vendor processing authority. Because a supplier may want payments sent to an alternate remit to vendor, the local supplier administrator can use this page to create these locations. The host administrator can use this page to enable authorities.

See Also

Defining User Preferences

Defining Supplier Administrator Processing Preferences

Access the User Preferences - Overall Preferences page.

Enable system access by specifying the default SetID, As of Date, and Localization Country.

(Optional) Defining Processing Authority

Access the Vendor Processing Authority page.

To enable alternate location setup, select the Authority to Enter, Authority to Approve, and Authority to Inactivate check boxes.