Author: Andy Curley, P2P/SCM Practice Lead at Namos Solutions
Levelling Up Blog Series Overview
It is inevitable that amidst the heat and noise of an Oracle Cloud implementation certain nice to haves can end up falling out of scope. Whether through time, budget, or simply capacity for your team to adopt substantial changes, anyone has gone live will be familiar with those difficult considerations of which modules to take, and which to leave on the table.
Alas, the rub – those optional modules, those nice to haves, can often provide some of the most transformational changes and drive the greatest improvements or efficiencies.
This series of blog posts will discuss some of those modules sometimes not taken as part of an initial implementation, and offer some considerations on how best to retrofit that functionality onto a live Oracle Cloud instance.
This first few blogs in this series will consider the Advanced Procurement modules. Virtually every Oracle Cloud ERP implementation will include the Procurement basics for raising orders, receiving goods, and paying suppliers – every organisation buys stuff! However, leveraging the Supplier Portal, Supplier Qualification Management, Procurement Contracts and Sourcing can help your organisation deliver procurement savings which far outweigh the costs of implementing those modules.
Overview of Supplier Portal
The Supplier Portal is the gateway to leveraging the Advance Procurement suite (Sourcing, Supplier Qualification Management & Procurement Contracts). Once the Portal is implemented and suppliers are onboarded, the portal provides a wide variety of functionality:
- Suppliers can access a complete summary of all transactions that require attention. Suppliers can view the status of negotiations, agreements, purchase orders, advance shipment notifications, and invoices. This enables supplier self-service, reducing volumes of basic queries raised with your Procurement team, enabling them to focus their time on value adding activities.
- Supplier catalogue authoring allows suppliers to maintain item pricing and descriptions with minimal intervention by procurement staff. This can not only save time maintaining catalogues on behalf of your suppliers, but also ensures accurate vendor item pricing which supports 3-way match invoicing and reduces the volume of price variances caused by orders having been placed against old price lists.
- Suppliers can manage their own order-related tasks, such as acknowledgments, advanced shipping notices, and change requests. This can be a game changer if your organisation has deliveries across a range of sites rather than a dedicated goods inwards location, which can easily result in loss of delivery notes.
- Suppliers can submit invoices electronically and manage their own data quality, reducing both effort and oversight of data entry quality in your Payables and Procurement teams.
- Supplier registrations are managed through an online process, and once onboarded, all supplier change requests are tracked, routed, and approved to ensure controls are maintained.
If implementing the Supplier Portal post go-live, there are a number of additional considerations for how best to deploy this functionality cognisant of the configurations already in place:
- Supplier Master data – do you already hold email addresses for your existing suppliers that can be used for Supplier Portal registrations, or do you need to complete an exercise to update these contact details?
- Onboarding process – do you want to onboard all new suppliers for use of the Supplier Portal, and how can you best leverage the Supplier Portal to streamline your existing supplier onboarding process?
- Payables set ups – do you want suppliers to self-serve raising Payables invoices, and how will this interact with your existing Payables processes for creating and validating invoices?
- Catalogue maintenance processes – how can you best align suppliers authoring and updating their catalogues with your Procurement processes to ensure prices are always accurate and at agreed levels?
- Supplier data approvals processes – do you need to change your existing approval rules for changes to supplier master data to account for suppliers self-serving their own changes?
Namos Solutions have extensive experience of implementing the Advance Procurement suite, both during an initial implementation and after go-live to level up an existing solution. So we are happy to help you work through all these considerations no matter where you are on your Oracle journey.
Look out for a follow up blog post coming soon on how to implement Supplier Qualification Management and the opportunities it creates for managing and monitoring the suppliers from which you procure.
Get in touch with Namos and we’d be happy to discuss Levelling Up your Oracle Cloud Deployment – Contact Us