Oracle iSupplier

Supplier User Guide

Oracle iSupplier

Page 2 of 31

Table of Contents

iSupplier Application, Help and Support ......................................................................................................... 3

Registration ....................................................................................................................................................... 3

For Help ............................................................................................................................................................. 3

Overview ............................................................................................................................................................ 4

User Registration .............................................................................................................................................. 5

Login to iSupplier .............................................................................................................................................. 7

iSupplier and Sourcing Responsibility Matrix ................................................................................................. 8

Global Buttons Descriptions ............................................................................................................................. 9

Tab Descriptions ............................................................................................................................................... 9

Quick Search ................................................................................................................................................... 10

Quick Links ...................................................................................................................................................... 10

Notifications, Orders at a Glance ................................................................................................................... 11

Module 2: Purchase Orders and Shipments................................................................................................. 12

Section 2-1: Purchase Orders ....................................................................................................................... 12

Section 2-2: Notifications................................................................................................................................ 12

Section 2-3: Viewing Purchase Orders ......................................................................................................... 13

Section 2-3: Acknowledging Purchase Orders ............................................................................................. 14

Section 2-4: Submitting Change Requests ................................................................................................... 17

Section 2-5: Splitting Shipments .................................................................................................................... 19

Section 2-6: Canceling Orders or Shipments ............................................................................................... 20

Section 2-7: Purchase Order Revision History ............................................................................................. 21

Section 2-8: Shipping Information ................................................................................................................. 22

Section 2-9: Viewing Receipts ....................................................................................................................... 23

Section 2-10: Viewing Overdue Receipts ..................................................................................................... 24

Module 3: Admin Tab ..................................................................................................................................... 25

Section 3-1: General ....................................................................................................................................... 25

Section 3-2: Address Book............................................................................................................................. 26

Section 3-3: Contact Directory ....................................................................................................................... 27

Section 3-4: Business Classifications ........................................................................................................... 28

Section 3-5: Add New Address ...................................................................................................................... 28

Tips and Tricks ................................................................................................................................................ 30

Update History................................................................................................................................................. 31

Oracle iSupplier

Page 3 of 31

iSupplier Application, Help and Support

Welcome to iSupplier!

The Dayton Power & Light iSupplier Portal provides your company with an important electronic link that allows online communication of purchase orders, change orders, and shipments. As Supplier and Customer, we will look at the same information, and as approvals are incorporated into the change order processes, iSupplier will help to minimize confusion and error, while improving the timeliness of communications. The result is that both your company and ours are able to operate more efficiently.

This document will attempt to provide you with some general information about how the Dayton Power & Light iSupplier Portal works and how to navigate through the various screens in order for you can accomplish your tasks. It is not intended to be all-inclusive.

Registration

Dayton Power & Light will be responsible for registering the suppliers to enable their use of the iSupplier Portal. Prior to registration, each supplier will be asked to provide a contact name and phone number, as well as a email address that can be used by iSupplier for notifications and other communication.

When you are registered by Dayton Power & Light, you will receive a system-generated email from us indicating your username and password. This email will be sent to the email address

you provided to us. It will indicate your username and a randomly generated initial password.

For Help

If you need help at any time, please don’t hesitate to contact us!

For help with purchase orders, dates, quantities, shipments, etc., please contact the appropriate Dayton Power & Light buyer. For system-related questions or problems, please feel free call Help DP&L Desk at (937) 331-4800. They will answer your question or forward your call to the appropriate contact person, as applicable.

Oracle iSupplier

Page 4 of 31

Overview

Oracle iSupplier Portal is a communication tool that enables Dayton Power and Light and its suppliers to communicate with each other throughout the procure-to-pay process. It allows suppliers to view and manage purchase orders, receipts, invoices and Bids in a real-time system that is available 24 hours a day, 7 days a week (24x7). Benefits associated with using Oracle iSupplier include:

Offers suppliers an integrated experience by providing access to purchase orders (POs), invoices, payments and bids in one location.

Improved efficiency by decreasing the number of calls between suppliers and Accounts Payable.

Provides a central location for all PO information, and gives suppliers access to historical PO information.

Increases on-time payment by using web invoicing which reduces time spent tracking down delayed or held payments.

Eliminates mail float.

Enhances the visibility of the transactions that occur between DP&L and its suppliers. Hardware Requirements

Internet access

512 MB RAM

266 MHz Pentium processor Software Requirements

A standard Web browser, such as Internet Explorer (version 6.0 or later).

Your browser must have cookies enabled. A cookie is a small amount of information that a Web site uses to identify you.

Your browser must support Secure Socket Layer (SSL) connections. SSL is a high-level security protocol which is used for protecting the confidentiality of data that is transmitted over the Internet.

Adobe Reader is required to view and print formatted Purchase Orders etc.

Oracle iSupplier

Page 5 of 31

User Registration

1 To use iSupplier, users must first be registered with DP&L. The DP&L Buyer can invite a supplier user to register. They can also register the users directly. Invited suppliers will receive an email notification from DP&L.

2 To respond to the invitation, click on the link in the body of the email. Read the notice on the registration page. If this is acceptable, provide all the information requested on the form and click on Submit.

3

After you submit your information, you will receive a confirmation message.

Oracle iSupplier

Page 6 of 31

4 Once the registration request is approved, the user will receive a message containing the username and password.

Note You can also contact your DP&L buyer or DP&L Supplier Management Group for questions regarding the registration process.

Oracle iSupplier

Page 7 of 31

Login to iSupplier

1 Once registered, users can log on to iSupplier and view transactions which occur between the supplier and DP&L.

2 To login to DP&L iSupplier application, go to URL: https://supplier.dplinc.com/OA_HTML/dplisupplierstartpg.htm

Note Please add this link to your Favorites for easy access in the future.

4 After reviewing the DP&L policies click on “I Agree” link

5 Type in your Username and Password then click on the Login button. Passwords are case sensitive. You will be prompted to change your password the first time you log in to the system.

Oracle iSupplier

Page 8 of 31

iSupplier and Sourcing Responsibility Matrix

1

There are 3 different responsibilities in iSupplier and Sourcing that can be assigned to external users.

a) DPL iSUPPLIER PORTAL FULL ACCESS b) DPL iSUPPLIER PORTAL EXTERNAL USER c) DPL SOURCING SUPPLIER

2 The Home Page lists the various responsibilities that have been assigned to you. If you do not see the responsibility, you were not given the access.

Oracle iSupplier

Page 9 of 31

Global Buttons Descriptions

1

These help you to navigate to administrative functions. Each of these links appears on each page.

Home – Takes you back to home page. See 1 above

Logout – Logoff of iSupplier. iSupplier automatically logs you off after 15 min of inactivity, but if you are leaving your computer it is recommended that you log out manually. See 2 above

Preferences – Allows you to set the look and formatting of iSupplier. See 3

above

Help – Provides help on iSupplier. See 4 above

Tab Descriptions

1 Home - Takes you back to homepage. See 1 above.

2 Orders - Takes you to your PO’s and RFQ’s. See 2 above.

3 Shipments - View a summary of your delivery schedules, past receipts, returns, historical delivery performance. See 3 above.

4 Finance - View the status of invoices and payments. See 4 above.

5 Admin - Update your supplier and contact information. See 5 above.

Oracle iSupplier

Page 10 of 31

Quick Search

1 A method to quickly find a PO, Shipment, Invoice, or Payment.

Quick Links

1 Another method to jump to pages within the tabs described above. The blue headings are the Tab names and the links below each of them are the sub-categories or regions within a form for a tab.

Oracle iSupplier

Page 11 of 31

Notifications, Orders at a Glance

1 Summarizes the most recent entries for each of those categories. To see the complete list, click on the Full List button beside each title.

Oracle iSupplier

Page 12 of 31

Module 2: Purchase Orders and Shipments

Section 2-1: Purchase Orders

When a Dayton Power & Light buyer enters and approves a purchase order in Oracle Purchasing, the purchase order details are immediately available to you in Oracle iSupplier Portal. You will receive a notification indicating the PO has been issued, which can be viewed on the Home page. The Purchase Orders Details page enables you to view details of the entire purchase order. Oracle iSupplier Portal enables you to track your purchase orders throughout the procure-to-pay flow. You can also submit adjustments to your purchase orders.

Section 2-2: Notifications

Much of the communication between DP&L and the Suppliers is done through the use of Notifications. When a DP&L buyer creates and approves a purchase order, you will receive a notification from them. When you acknowledge, change, or ship the order, the DP&L buyer gets a notification from you.

Notifications can be reviewed on the Home page. Clicking on the Notification Subject Line will allow you to respond to the notification if required. After you have reviewed and/or responded to a notification, it will drop from the list.

You may also choose to receive email notifications. These notifications are sent in addition to the notification on the home page. You can set up this option in User Preferences. Generally, if the volume of orders from DP&L is high, you probably will not want to have the notifications sent via email. Conversely, if you receive relatively few orders from DP&L, you will probably want to use the email feature, so you know when you need to review or respond to something in iSupplier.

There are two general types of notifications. The first type is “FYI”, or informational, and does not necessarily require any action on your part – meaning that you do not have to respond to the notification. An example would be notification from a buyer that they have accepted (or rejected) your recommended changes to a purchase order. The second type of notification is one that requires some action to be taken. An example of this type would be a request from a buyer for acknowledgement of the order.

When a notification requires action on the part of either the Buyer or the Supplier, no further

changes can be made to that order until the action has been completed – generally meaning

the change is either accepted or rejected. A notification requiring action will cause the

purchase order status to change to “Supplier (or Buyer) Change Pending”. Because no further

changes can be made to the order by either the Buyer or the Supplier until action has been

Oracle iSupplier

Page 13 of 31

taken by the appropriate party on the notification, it is important that you check your

notifications frequently, and act on them in a timely manner.

Section 2-3: Viewing Purchase Orders

You can view purchase order details such as terms and conditions, lines, shipments, and

attachments. Click on the Orders tab. When you navigate to the View Purchase Orders page,

all purchase orders are displayed. Alternatively, you can view all orders that require

acknowledgment, and all orders pending supplier change.

An advanced search is available to define your search even further. You also have the option

to export the displayed data.

To view purchase order header and line details, click the purchase order number. On the View

Order Details page, you can view the order and shipment details. You can also view receipts,

invoices, and payments related to the selected order by clicking the Receipts, Invoices or

Payments in the Related Information section.

Oracle iSupplier

Page 14 of 31

Note: In the PO Details sections, to view Details, click Show. To hide details, click Hide.

In addition to viewing purchase order details, you can submit acknowledgments to orders for

which a buyer has requested acknowledgment. You can view a history of change requests

submitted, and also a buyer's response to each change request.

Section 2-3: Acknowledging Purchase Orders

When creating a purchase order, the DP&L buyer can request acknowledgment of the

purchase order. If the buyer has requested acknowledgement, you will receive a notification

requiring your response. The purchase order may include a date by which you need to

acknowledge it.

You acknowledge purchase orders to communicate to DP&L that you have received, reviewed

the details of, and accepted or rejected a purchase order. You can also communicate changes

to the purchase order during acknowledgment.

Recommended Practice: While one of the options available to you is to Reject the purchase

order, this option should rarely (if ever) be used. Instead, Accept the purchase order and then

submit your recommended changes to the buyer. This will speed the processing of the order. If

necessary, you can still cancel the order. At a minimum, please confer with the buyer prior to

rejecting an order.

You can either acknowledge the order on iSupplier, or accept or reject the order using the

email notification. However, using the email notification does not allow shipment level

acknowledgment, which can only be entered in iSupplier. When you respond, the purchase

order is automatically updated, and a notice is sent to the buyer.

Oracle iSupplier

Page 15 of 31

You can submit acknowledgments for an entire order, or for individual shipments. For example,

if you can fulfill only part of a purchase order, accept the shipments you can fulfill, and reject

the others (Note: see the Recommended Practice above). You can also communicate change

requests during acknowledgment. For example, if you cannot fulfill a shipment on the given

date, but can fulfill it a few days later, you can communicate a date change request instead of

rejecting the shipment line.

To acknowledge purchase orders:

1. Click the Orders tab, and then click Purchase Orders in the task bar below the tabs.

2. Select Purchase Orders to Acknowledge and then click Go. If you know the PO number of

the purchase order you would like to acknowledge, you can use advanced search to display

purchase orders.

3. Select a purchase order with a status of Requires Acknowledgment, and click Acknowledge.

Note: To select the purchase order, click on the radio button (small circle) in the “Select”

column. A colored dot will appear in the center of the circle to indicate it has been selected.

Oracle iSupplier

Page 16 of 31

Order Level acknowledgment:

To accept an entire order, click Accept Entire Order, enter a note to your buyer, and

click Submit.

To reject an entire order, click Reject Entire Order, enter a note to your buyer, and click

Submit (Note: See recommended practice above!)

Oracle iSupplier

Page 17 of 31

Shipment Level acknowledgment:

To respond at a shipment level, in the PO Details section, make your changes. Enter

the response reason, and click Submit. The available actions at the shipment level are

Accept, Reject, and Change. After you have completely acknowledged the order, the

buyer is notified of your acknowledgment response.

Section 2-4: Submitting Change Requests

Oracle iSupplier Portal enables you to request changes to purchase orders when modifications

are needed to fulfill an order. You can make changes during and after acknowledgment.

To submit change requests:

1. Click the Orders tab, and then click Purchase Orders in the task bar below the tabs.

2. On the Purchase Orders page, search for and select a purchase order.

Note: Select the purchase order by clicking on the “radio button” (circle) just to the left of the

purchase order number.

3. Click Request Changes.

Oracle iSupplier

Page 18 of 31

4. On the Change Purchase Order page, enter your changes. If you would like to make

changes to shipment details, click Show.

5. You may request changes to:

Price/Price Breaks on Blanket Agreements (contact buyer first!)

Supplier Item

Quantity Ordered

Promised Date

Supplier Order Number

6. Click the appropriate action button from the action list. Enter your reason for change, and

then click Submit.

Note: After submitting your changes, the purchase order status changes to “Supplier Change

Pending” until the buyer approves the changes. You will not be able to make further changes

until the buyer has responded to the changes already submitted.

Oracle iSupplier

Page 19 of 31

To view change order history:

This view enables you to view the history of change requests submitted on a document, and

the corresponding buyer response.

1. Click the Orders tab, and then click Purchase Orders in the task bar below the tabs.

2. Search for and select a purchase order, and then click View Change History. View the

change order history details on the PO Change Order History page.

3. Click OK to return to the Purchase Orders page.

Section 2-5: Splitting Shipments

You can request to split a shipment. For example, if you can only partially ship the quantity

ordered for the given date, you can enter a split shipment change request. This request will let

the buyer know the number of items you can deliver and what date you will deliver them.

To request to split a shipment:

1. Click the Orders tab, and then click Purchase Orders in the task bar below the tabs.

2. Search for and select a purchase order, and then click Request Changes.

3. On the Change Purchase Order page, click Show to display shipment details.

4. Click the split icon on the desired shipment line. (Another row is added for your split

shipment).

5. In the Quantity Ordered field of the first shipment line, enter a new quantity.

6. In the Quantity Ordered field of the second shipment line, enter the new quantity.

7. Change the Promised Date.

8. Enter the Supplier Order Line.

9. Enter a reason for splitting.

10. Select an action for change.

11. Click Submit.

Oracle iSupplier

Page 20 of 31

Note: You can split a shipment as many times as needed. To create more shipment lines, click

the split icon.

Section 2-6: Canceling Orders or Shipments

You can submit cancellation requests for an entire order or a particular shipment. You can also

submit changes and cancellations at the same time.

1. Click the Orders tab, and then click Purchase Orders in the task bar below the tabs.

2. Search for and select a purchase order, and then click Request Cancellation.

3. On the Change Purchase Order page, enter a cancellation reason, and then click

Submit.

Note: To cancel a few shipments, but not the entire order, click Show in the PO Details

section, and then select Cancel from the Action list of values (on the shipment line you want to

cancel). Enter a cancellation reason, and then click Submit.

Oracle iSupplier

Page 21 of 31

Section 2-7: Purchase Order Revision History

The Purchase Order Revision History page enables you to search for details on the revision

history of a purchase order.

Using the search criteria, you can get a summarized list of purchase orders that have been

revised. You may choose to compare each revised PO to the original PO, the previous PO, or

last signed PO (if the revised PO has been signed). You can also view all changes made to the

PO.

Oracle iSupplier

Page 22 of 31

Section 2-8: Shipping Information

Oracle iSupplier Portal enables you to view your existing shipments. Using your shipments you

can create or cancel advance shipment notices. The system also enables you to view other

shipment information such as delivery schedules.

Using shipping features, you can alert the buyer to upcoming shipments and expedite receipts

and payments for DP&L.

Shipping information details all of your shipping transactions on Oracle iSupplier Portal.

You can create or cancel shipment notices as well as view shipment delivery schedules

and overdue shipment receipts.

Oracle iSupplier

Page 23 of 31

Section 2-9: Viewing Receipts

You can view receipts by navigating to Shipments > Receipts and entering search criteria.

Then click on “Go” to show the Receipt History screen.

Oracle iSupplier

Page 24 of 31

Section 2-10: Viewing Overdue Receipts

The Overdue Receipts Results page enables you to view the details of past due purchase

order shipments. Click the PO number, Ship-To Location, and/or Buyer to view further detail.

Oracle iSupplier

Page 25 of 31

Module 3: Admin Tab

Under the Admin tab, the user can view general information relating to the supplier.

Section 3-1: General

This page is used to add attachments to the supplier profile. Adding attachments allows the

supplier to upload documents pertinent to the purchasing relationship or upload documents

specifically requested by DP&L. Both buyer and supplier users can attach documents, text or

files in this section.

Recommended Practice: While it is possible to attach various types of files, DP&L highly

recommends to ONLY upload PDF or Images like Tiff, jpg etc.,

Click on Add attachments to open up the page. Once you are done, click on the Apply button

to save the attachment. Users have the option to Add, Edit or Delete an attachment.

Oracle iSupplier

Page 26 of 31

When you delete an attachment, the system will request for confirmation before the attachment

is deleted.

Section 3-2: Address Book

Address book shows the various sites associated with the supplier.

Oracle iSupplier

Page 27 of 31

Section 3-3: Contact Directory

Contact Directory shows all contacts associated with the supplier.

A. To remove a supplier contact, click on the Garbage Can under Remove.

B. To edit the information for an existing contact, click on the Pencil under Edit.

C. To link the contact to a specific address on the address book, click on the icon under

Manage Address Details.

D. Users with Inquiry responsibility can add contacts information in iSupplier. To add, click

on the Add button.

Provide the information requested and click on the Apply button to save

Oracle iSupplier

Page 28 of 31

Section 3-4: Business Classifications

Business classifications are used to identify attributes associated with the suppliers. It is also

used to track documents that suppliers are required to provide to DP&L.

Section 3-5: Add New Address

To add a new address, click on the Add button.

Oracle iSupplier

Page 29 of 31

Provide all the information requested. Those fields marked with an * are required fields. Click

Apply to save and submit the information. You will get the confirmation message below:

Oracle iSupplier

Page 30 of 31

Tips and Tricks

1. Make use of the Home Page. From here you can easily select purchase orders to work

on and navigate to other pages on the site.

2. Develop a “process” for yourself – do things in an orderly manner, and be consistent

with your process. This will help to minimize both frustrations and errors, and you will be

sure that you have completed all of the transactions necessary.

3. Don’t be afraid to call for help!

Oracle iSupplier

Page 31 of 31

Update History

Date Section Change

07/05/11 All Initial Revision

08/29/11 All Added Correct DP&L Logo