There are several kinds of suppliers in eProcurement.
Adopted Suppliers – They can have catalog content in the system or not, but they use eProcurement with a similar interface as the buyers to log into the system to respond to POs and RFQs. They are on-line.
Off-line Suppliers – They can have catalog content in the system or not, but they only receive POs or RFQs via fax or email. They are off-line.
Punchout Suppliers - They have their own internet site. A buyer links to the Punchout site, selects items, and then are returned to the eProcurement site with the items in a Purchase Order.
Supplier-On-The-Fly (SOTF) – They are added to the system by the buyer and do not go through the supplier adoption process. They do not have catalog content. They receive POs or RFQs via fax or email.
SOTF suppliers are available from the Supplier Search window when creating a document. Information entered during SOTF creation is displayed. Note: The supplier type is displayed below the address.
There are two ways to create a SOTF record, from the SOTF Screen or on the Catalogs tab from the front page Supplier Search window.
Open the Supplier-On-The-Fly Screen from the Main Menu. Procurement > Supplier-On-The Fly
Search for the fax number using the Search Column in the navigation list to insure the fax number is not already being used. Note: Do not rely solely on the supplier name as it may have been changed.
Enter all required fields.
Click Save to save the record.
All information entered here will appear on the fax or emailed document.
Fax Number – Enter the fax number of the supplier with the area code.
Note: Please do not enter space, hyphen, etc. between the numbers. For example, the number should be entered as "1231231234" and not as "123-123-1234". International numbers are also allowed. See Add International SOTF.
IMPORTANT: The fax number is the key to the record. It is the supplier’s ID number. It is used to identify the SOTF when creating RFQs, REQs, POs and storing items in the Order Guide and Cart. See Modifying a SOTF Record below.
Supplier name - Enter the name of the supplier.
Attention - Enter the contact person for the supplier.
Job title - Enter the job title for this person. This is informational only.
Salutation - Enter the appropriate salutation for this person. This is information only.
Fax or Email PO to Supplier – Select whether the PO will be transmitted via fax or email. Note: Buyers outside the US may only have the Email option available to them.
Phone - Enter the phone number of the supplier.
Email - Enter the email address for this contact person. Multiple email addresses can be entered separated by a ; (semi-colon). Example: kathylee@abc.com;tomkelly@abc.com
Address line 1 - Enter the primary address of the supplier.
Address line 2 - Enter the secondary address of the supplier.
Address line 3 - Enter the tertiary address of the supplier.
Country – Select the country of the supplier.
Zip - Enter or select the 7-digit zip code from the Postal Code Lookup window.
City - Enter the city.
State - Enter or select the 2-character state code from the State ID Lookup window.
If the SOTF is located outside the US or Canada, there will not be a 10-digit fax number.
Select the Country first. This will allow a free-form field of entry into the Fax Number field. The country will then be disabled.
Enter the Fax Number.
Enter the complete address information in Address lines 1-3 only. The Zip, City and State are not displayed.
Open the Supplier-On-The-Fly Screen from the Main Menu. Procurement > Supplier-On-The-Fly
Load the fax number to be modified from the navigation list and all information corresponding to this fax number will be displayed in the appropriate fields.
Make the required changes (except the Fax number, it is the key to the record).
Click Save to save the record.
In reality, the SOTF Fax Number is not modified. Follow this procedure to change the Fax Number.
Load the fax number to be modified from the navigation list.
Modify the fax number to the new number.
Click Save to save the record. There will now be two records for the same SOTF supplier.
Load the original fax number from the navigation list using the Search feature.
Click Delete to delete the original fax number. This is important so that in the future, the old record is not selected.
IMPORTANT:
If there are SOTF records using the old fax number in the Order Guide, use the Update Fax feature to change the fax number on existing records.
If there are POs already created with a status of New, use Header Update to modify the fax number.
If there are POs already created, be aware when you used Copy PO that the old fax number will be copied. Use Header Update to modify the fax number.
On the Catalogs tab, while creating non-catalog items, you can do a Supplier Search. If the supplier is not found, you can add it on-the-fly.
From the Catalogs tab, click Select Supplier.
Enter a text search in the Supplier Search box. Click GO.
When the supplier is not found, No Supplier Found is displayed.
Click Add New Supplier. (This button is only available with security access.)
A new window will open. Select the Country (defaults to United States).
Type in the fax number. For the US and Canada, enter only a 10 digit number with no other characters.
Click Search. This is to insure that the same fax number is not already being used.
If the number is already being used, the information will be displayed. Click Cancel.
If it is not already being used, an entry screen similar to the SOTF Screen will appear. It will use the fax number and country already entered.
Complete the remaining information and click Save to save the record.
The newly added SOTF supplier will appear in the Supplier Search window.
Click Select and continue entry as normal to create the document.
