Isupplier Guide Invoice Functionality PDF

Oracle iSupplier
Vendor Application
Version 1.4
Updated 3/18/2008
Contents
Chapter 1
|Understanding iSupplier................................................. 4
Registering Your iSupplier Account................................................................... 4
Navigating in iSupplier................................................................................... 7
Chapter 2
|Working with Purchase Orders...............................9
Acknowledging New Purchase Orders.............................................................. 9
Viewing Purchase Order Details.................................................................... 10
Searching for a PO by number..................................................................................................10
Finding a PO in a list..................................................................................................................11
Requesting a Purchase Order Cancelation....................................................... 11

Canceling the entire Purchase Order........................................................................................12
Canceling individual lines in the Purchase Order...................................................................13
Chapter 3
|Submitting Invoices..................................................... 15
Chapter 4
|Tracking and Reporting................................................ 20
Viewing Shipment Schedule........................................................................... 20
Viewing Receipts......................................................................................... 21
Viewing Returns.......................................................................................... 22
Viewing Overdue Receipts............................................................................ 22
Viewing On-Time Performance...................................................................... 23
ais.training@pgcps.org Page 2
Chapter 5
|Administrative Tasks.................................................... 25
Attaching Files to the Company profile........................................................... 25
Working with the Address Book.................................................................... 26
Working with the Contact Directory.............................................................. 27
Viewing Business Classifications.................................................................... 29
Adding Products and Services....................................................................... 30
Chapter 1
|Understanding iSupplier
iSupplier is a web-based Oracle application that gives vendors of Prince George’s County Public
Schools direct online access to the purchasing process. With iSupplier, you can:
• Accept or reject new purchase orders
• Request that the Purchasing Department cancel an accepted PO or individual lines in a PO.
• Submit invoices and credit memo invoices
• View reports based on shipments, receipts, or returns
• Manage information for your company profile
Registering Your iSupplier Account

Before you can use iSupplier, you must register your company with the PGCPS Oracle database.
1. Go to http://www1.pgcps.org/purchasing/index.aspx?id=33388. The Vendor portal page appears.
2. Click iSupplier Registration. The iSupplier registration page appears.
Technology Training Team Oracle iSupplier
Prince George’s County Public Schools
3. Enter your company information in the Company Details section. Required fields are marked with
an asterisk (*).
NOTE: The Site Name field must match the City address field.
4. Specify the type of address in the Note to Approver field. “P” for Pay site, “Purch” for Purchasing
site and “PP” for Pay and Purchasing site.
5. Click the W-9 Form and Conflict of Interest Form links to download the electronic forms to your
Desktop.
6. Minimize the Registration page and open up the download PDF files. You can fill out the forms in
a PDF reader such as Adobe Reader (Windows) or Preview (Mac OS X). When you have filled out
the forms completely, return to the second half of the registration page.
7. Click the Add Attachments button. The Add Attachments page appears.
8. Enter a brief description of the one of the forms you filed out in the Description field.
9. In the Define Attachment section, click the Browse... button. Your computer file navigation win-
dow appears.
10. Select the PDF form you filled out and click OK. The file path appears in the Type field.
11. Click Add Another. The file is attached to your registration form and a new Add Attachment
page appears.
12. Follow steps 8-10 to attach the other form.
13. When finished, click Apply. The Registration form reappears.
14. In the User Details section, enter information for the primary administrator of the account.
Additional profile logins can be added later.
15. Click Register. The confirmation page appears.
Navigating in iSupplier
Once the Purchasing Department receives and processes the correct forms, you receive an email
notification that your account has been authorized and you can log in.
1. Follow the link in the notification or go to http://www1.pgcps.org/purchasing/index.aspx?id=33388
2. Click iSupplier Login. The Oracle Login page appears.
3. Enter the Username you selected at registration and the Password provided by the confirmation
email
4. Click Login. The iSupplier Vendor main page appears.
Search
Use the search feature to search for orders. Select PO Number, Shipment Number, Invoices, or
Payments from the drop down list, enter the number and click Go.
Notifications
This sections shows the five most recent events in your account. Anything that requires your
action, such as acknowledgement of new purchase orders, appears here. Click on the link in the
Subject column to view the notification details. Click Full List to go to the Notifications page.
Orders At A Glance
This section shows the five most recent purchase orders. Click the PO Number link to view the
PO details. Click Full List to go to the Purchase Orders page.
Navigation Tabs and Sidebar

You can also find orders, invoices, payments or other records by using the tabs at the top right
side of the page, or the sidebar on the right side of the Home page.
Chapter 2
|Working with Purchase Orders
iSupplier notifies you of new purchase orders and allows you to accept or reject them. It also lets
you search for past orders or request that an accepted purchase order be canceled.
Acknowledging New Purchase Orders

When the PGCPS Purchasing department submits a new purchase order to your company, you
receive a notification request to acknowledge the PO. This gives you the opportunity to notify the
Purchasing Department if you are unable to fulfill the order. For example, if an item on the PO is
back ordered or no longer in stock, you can request that the PO be changed or canceled.
To acknowledge a PO:
1. Log in to iSupplier and click the notification in the Notifications section of the Home page. The
Notification details page appears.
2. Review the PO. To download and view attached references, click the document name link in the
References section.
3. To accept the PO, click Accept. To reject the PO, click Reject.
Viewing Purchase Order Details

You can view PO details at any time. You can search for a PO by number, or you can browse
through a list.
Searching for a PO by number

1. Go to the Home tab.
2. Select PO Number from the Search drop-down list.

3. Type the PO number in the Search field
4. Click Go. The PO Selection page appears.
5. Click the PO Number link to view the PO details or select the PO and choose which action you
want to take.
Finding a PO in a list
1. Click the Orders tab, then click the Purchase Orders subheading. The Purchase Orders page ap-
pears.
2. From the View drop-down lists select one of the following:

• Last 25 Purchase Orders - shows the twenty-five most recent POs
• All Purchase Orders - shows all POs
• Purchase Orders to Acknowledge - shows POs that require your acknowledgement.
• Purchase Orders Pending Supplier Change - any PO that requires action from you.
3. Click Go.
4. By default, the list is sorted by the Order Date column. To sort the list by a different column, click
the column name.
5. Click the PO Number link to view the PO details or select the PO and choose which action you
want to take.
Requesting a Purchase Order Cancelation

iSupplier allows you to request a PO cancelation after you have acknowledged it. This may be neces-
sary if the item becomes back ordered or no longer in stock after the initial acceptance. When you
request a cancelation, the request is submitted to the Purchasing Department. If the Purchasing
Department approves the request, then the PO is canceled.
You can request a cancelation for the entire PO or only specific lines.
Canceling the entire Purchase Order

To request that the Purchasing Department cancel the entire PO:
1. Follow the steps to view a PO in the previous section.
2. Choose the PO you want the Purchasing Department to cancel.

3. Click Request Cancellation. The Request Cancelation page appears.
4. Click Cancel Entire Order. The Reason for Cancelation page appears.
5. Enter the reason for the cancelation in the Reason for Cancellation field.
6. Click Submit. The Cancelation Request Confirmation page appears.
Canceling individual lines in the Purchase Order

You can specify which line or lines you want the Purchasing Department to cancel.
1. Follow steps 1-3 in the previous section, “Canceling the entire Purchase Order” to get to the
Request Cancelation page.
2. Find the Line item you want to cancel and click Show. The line item expands.
3. Type the reason you want to cancel the line item in the Reason column.
4. Select Cancel from the Action drop-down list.
5. Click Submit. The Cancelation Request Confirmation page appears.
Chapter 3
|Submitting Invoices
iSupplier allows you to create and submit standard invoices and credit memo invoices to PGCPS
electronically. A standard invoice is submitted to request payment from PGCPS. A credit memo in-
voice is submitted when PGCPS has a negative balance with a vendor and the vendor needs to issue
a refund.
To create and submit a standard invoice or credit memo invoice:
1. Navigate to Account > Create Invoices.
2. To create a standard invoice, click Create Standard Invoice. To create a credit memo invoice, click
Create a Credit Memo Invoice. The Create Invoice: Purchase Orders page appears.
3. To add acknowledged POs to the invoice, type your company name in the Supplier field and press
the TAB key on your keyboard (to learn how to acknowledge a PO, see the previous chapter).
4. To search for a specific PO, enter the number in the Purchase Order Number field.
5. To limit the PO search results to specific date, type the date in the Purchase Order Date field in
DD-MON-YYYY format, or click the calender icon and select the date from the pop-up menu.
6. Click Go.
7. Select the check box next to each PO you need to add to the invoice, then click Add items to
Invoice list.
8. When finished, click Next. The Create Invoice: Lines to Invoice page appears.
9. Verify each line of the invoice. To remove a line from the PO, click the trash can icon in the
Remove column.
10. To modify the invoiced quantity, enter the new quantity in the Quantity to Invoice column. If it
is a credit memo invoice, you must enter a negative quantity using the hyphen (-).
11. To see the invoice total, click Calculate.
12. When finished, click Next. The Create Invoice: General Information page appears.
13. Enter your invoice number in the Invoice Number field.

14. Enter the date in the Invoice Date field in the format DD-MON-YYYY, or click the calender
icon and select the date from the pop-up menu.
15. The Invoice Description field is optional. This field is only seen by the Accounts Payable
Department.
16. The Attachment section is optional. You can attach a PDF or Word file to the invoice. If you do
not want to add an attachment, skip to step 19. If you want to add an attachment, click the Add
button to select an attachment. The Attachment pop-up window appears.
17. Type a brief description of the attachment in the Description field.

18. You can attach a file in one of three ways:
• To choose a file from your local computer hard drive, choose File, then click Browse and navi-
gate to the file location on your hard drive.
• To choose a file that is publicly available online, select URL and type the address in the URL
field.
• To attach a simple text message, choose Text and type the message in the Text field.
• When finished, click Add Another to add another attachment, or click Apply to attach the cur-
rent file or files to the invoice. The Create Invoice: General Information page reappears.
19. Verify that the Remit to section is correct. To change the name and address to receive payment,
click Change and select the correct address. The address must already be associated with the ven-
dor profile. If you need to add a new address or change an address, see Chapter 5 to learn how to
request an address addition or modification.
20. Click Next. The Create Invoice: Review and Submit page appears.
21. To save the invoice and submit at another time, click Save. To make changes, click Back. To sub-
mit, click Finish. The Invoice Confirmation page appears.
NOTE:
Once you submit an invoice, you cannot view or edit it until it is processed by Accounts Payable.
Chapter 4
|Tracking and Reporting
In addition to viewing current purchase orders and invoices, you can use iSupplier to keep track of
other current and past shipment information, such as:
• Receipts
• Overdue Receipts
• Returns
• Payments
• Past transaction performance
All reports can be viewed in iSupplier, or exported to a format that can be read by a spreadsheet ap-
plication such as Microsoft Excel. On any report page, click Export to save the report as a comma-
separated value (.csv) file. Launch your spreadsheet application, then go to File > Open and select
the exported file.
Viewing Shipment Schedule

To see an overview of your current shipment schedule:
1. Click the Shipments tab, then click the Delivery Schedules subheading. The Delivery Schedules
page appears.
2. To limit your results, enter search criteria such as Due Date, Item Number, or Ship-To Location.
Click the flashlight icon to view a list of options, or type the information in the text field and
press the TAB key. You can also use the percent symbol (%) as a wild card.
3. Once you enter search criteria, click Go. The results list appears.
4. Click on a link to see details for that order or click Export to save the list for your spreadsheet ap-
plication (see the introduction to this chapter for more details).
Viewing Receipts
To see shipments that have been received:
1. Click the Shipments tab, then click the Receipts subheading. The Receipts page appears.
2. To limit your results, enter search criteria such as Receipt Date, Item, or Receipt Location. Click
the flashlight icon to view a list of options, or just type the information and press the TAB
key. You can also use the percent symbol (%) as a wild card.
Viewing Returns
To see items that have a valid Return Material Authorization (RMA) number:
1. Click the Shipments tab, then click the Returns subheading. The Returns page appears.
2. To limit your results, enter search criteria such as Receipt Number, PO Number, RMA Number, or
Item. Click the flashlight icon to view a list of options, or just type the information and press
the TAB key. You can also use the percent symbol (%) as a wild card.
Viewing Overdue Receipts

To view a list of items that have been received by the due date:
1. Click the Shipments tab, then click the Overdue Receipts subheading. The Overdue Receipts page
appears.
2. To limit your results, enter search criteria such as PO Number, Item, or Due Date. Click the flash-
light icon to view a list of options, or just type the information and press the TAB key. You
can also use the percent symbol (%) as a wild card.
Viewing On-Time Performance

To see an overview of your company’s performance metrics:
1. Click the Shipments tab, then click the On-Time Performance subheading. The On-Time
Performance page appears.
2. To limit your results, enter search criteria such as Due Date, Receipt Number, Item, Delivery
Status, or PO Number. For example, to view a list of all late deliveries, select Late from the
Delivery Status drop-down list. To enter information in the text fields, click the flashlight icon
to view a list of options, or just type the information and press the TAB key. You can also use the
percent symbol (%) as a wild card.
Chapter 5
|Administrative Tasks
Once your iSupplier profile is created, you maintain it. Click the Admin tab to:
• View company details such as tax information
• Add attachments to your company profile
• Update or add address information
• Add employees to the contact directory
• Add business classifications
• Add product or service categories
Attaching Files to the Company profile

You can attach files to your company profile. These files are then accessible from any computer by
anyone with a valid iSupplier login for your company.
To attach a file:
1. Click the Admin tab, then click Supplier Details in the left navigation sidebar. The Supplier Details
page appears.
2. In the Attachments section, click Add Attachments. The Add Attachments page appears.
3. You must type a brief description of the attachment in the Description field.
4. You can attach a file in one of three ways:
• To select a file from your local computer hard drive, choose File, then click Browse and navigate
to the file location on your hard drive.
• To select a file that is publicly available online, choose URL and type the address in the URL
field.
• To attach a simple text message, choose Text and type the message in the Text field.
• When finished, click Add Another to add another attachment, or click Apply to attach the cur-
rent file or files to the invoice.
Working with the Address Book

You can request that the Purchasing Department add or edit an address for your company. These are
the addresses that Oracle uses to route payments, so it is important to keep them up to date.
To request an additional address be added, or to edit an address:
1. Click the Admin tab, then click Address Book from the left navigation sidebar. The Address Book
page appears.
2. To remove an address, click the trash can icon in the Remove column.
3. To edit an address, click the pencil icon in the Edit column.
4. To request that the Purchasing Department add an address, click the Add button. The Add
Address page appears.
5. All fields marked with an asterisk (*) are required.

6. Use the Note field to indicate why you need to add the address. For example, “Change of
Address” or “New Remit to Address”.
7. Click Apply. The address request is submitted to the Purchasing Department for approval.
Working with the Contact Directory

You can add, remove, or edit employee contacts associated with the company profile. Then you can
link the contact to an address that you added to the Address Book in the previous section.
To add or edit contacts

1. Click on the Admin tab, then click Contact Directory in the left navigation sidebar.
2. To remove a contact, click the trash can icon in the Remove column.
3. To edit an existing contact click the pencil icon in the Edit column.
4. To add a new contact, click the Add button. The Add Contact page appears.
5. All fields marked with an asterisk (*) are required.

6. When finished, click Apply. The Contact Directory reappears.
7. Locate the contact and click the data icon in the Manage Address Details column. The Manage
Address Details page appears.
8. In the Address Type drop-down list, select Addresses available to be linked to the contact.
9. Click Go. The list of available address appears. If you do not see the address you want, see the
previous section, “Working with the Address Book” to add an address.
10. Select the check box next to the address you want to add.
11. Click Add Link to Contact.
NOTE:
If you want a separate username for this contact, you must submit an email request to the
Purchasing Department at purchasing@pgcps.org.
Viewing Business Classifications

You can view and modify business classifications such as “Minority Owned” in your company pro-
file. Most classifications require certification.
1. Click the Admin tab, then click Business Classifications in the left navigation sidebar. The
Business Classifications page appears.
2. Select the check box next to each applicable classification.

3. If you select Minority Owned, choose the minority type from the Minority Type drop-down list.
4. Enter your certificate number in the Certificate Number field.
5. Select the Certifying Agency from the drop-down list.
6. Enter the certificate expiration date in DD-MON-YYYY format in the Expiration Date field, or
click the calender icon to open the calender pop-up window.
7. When finished, click Save.
Adding Products and Services

You can add products and services to your company profile from a predefined list created by the
Purchasing Department. These definitions appear when employees search for products.
To add a product or service:
1. Click the Admin tab, then click Products and Services in the left navigation sidebar. The Products
and Services page appears.
2. To remove a product or service, select the check box next to the name and click Remove.
3. To add a product or service, click Add. The Add Products and Services page appears.
4. Select the check box in the Applicable column across from any Products and Services that you
want to add.
5. To view additional products and services, click Next 10.
6. When finished, click Apply.

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Oracle iSupplier

Requesting a Purchase Order Cancelation....................................................... 11

Registering Your iSupplier Account

2. Click iSupplier Registration. The iSupplier registration page appears.

2. Click iSupplier Login. The Oracle Login page appears.

Navigation Tabs and Sidebar

Acknowledging New Purchase Orders

Viewing Purchase Order Details

Searching for a PO by number

2. Select PO Number from the Search drop-down list.

2. From the View drop-down lists select one of the following:

Requesting a Purchase Order Cancelation

Canceling the entire Purchase Order

2. Choose the PO you want the Purchasing Department to cancel.

Canceling individual lines in the Purchase Order

1. Navigate to Account > Create Invoices.

13. Enter your invoice number in the Invoice Number field.

17. Type a brief description of the attachment in the Description field.

Viewing Shipment Schedule

Viewing Overdue Receipts

Viewing On-Time Performance

Attaching Files to the Company profile

Working with the Address Book

5. All fields marked with an asterisk (*) are required.

Working with the Contact Directory

To add or edit contacts

5. All fields marked with an asterisk (*) are required.

Viewing Business Classifications

2. Select the check box next to each applicable classification.

Adding Products and Services

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