R12 SUPPLIERS ‘HOW TO’ DOCUMENTS ERROS

R12 Suppliers ‘How To’ documents

R12 SUPPLIERS ‘HOW TO’ DOCUMENTS

Supplier Entry

1. How to Resolve Error APP-SQLAP-10000: ORA-1 on Supplier Creation

This is occurring because the Supplier Numbering Method has been changed and this should not be done.
Set this as Manual and suppliers can be entered successfully
See Note 444200.1 for more information.

2. How to Use the Geography Code Override Field in the Supplier Entry Screen in R12

Geography Code Override’ is an internal code that is understood by the Vertex integration (Vertex is an External Tax Engine).
As per “Oracle E-Business Tax: Vertex Q-Series and Taxware Sales / Use Tax System Implementation Guide – Release 12”:
The geocode is a nine-digit numeric code that is composed of a two-digit state code, followed by a three-digit county code, followed by a four-digit code to identify a tax jurisdiction within a city. For example: 12-345-6789.
Vertex uses the term geocode for tax jurisdiction codes. The Vertex integration uses the Vertex GeoCoder API to retrieve the geocode for ship-to customer address, if a geocode is not available on the customer address and cannot be retrieved from the E-Business Tax jurisdiction setup.
So in Payables – Supplier – Address Book, if a user enters alphanumeric value in this field the system errors out “The GEOCODE for VERTEX must be between ’000000000′ and ’999999999′.
See Note 454368.1 for more information.

3. How to Use the R12 Supplier Form in Read Only Mode

This is done by excluding the function "Supplier Full Access: Buyer View" in the responsibility you want to use that will have the Supplier page as Read Only.
In System Administrator:
Navigate to the Responsibilities form (Security > Responsibility > Define)
Query: <Responsibility you want to use that will have the Supplier page as Read Only>
In the Menu Exclusions tab, enter Type: "Function", Name: "Supplier Full Access: Buyer View"
Save
See Note 455039.1 for more information.

4. How to Configure the R12 Supplier Form so that Only the Contact Directory may be Modified

This can be done by excluding certain functions and menus from a responsibility, create certain page personalizations for the same responsibility, and then assign that responsibility to the users who should have limited access. The required setup can’t be performed at the User level.
See Note 466699.1 for steps.

5. How to Prevent Suppliers from Being Created in Supplier Inquiry

R12 Supplier functionality is quite different than the supplier functionality in previous versions. According to Development, you need to exclude a responsibility from having the ability to create/update supplier records. To do this, you need to do the following:
a. Log into your System Administrator responsibility.
b. Navigate to Security -> Responsibility -> Define and query the Payables responsibility you want to only have Inquiry access.
c. Under Menu Exclusion area, set the following:
Type = function
Name = Supplier Full Access: Buyer View
Save and test this responsibility.
See Note 473346.1 for more information.

6. How to Exclude the Product and Services Page in Supplier Form

You can do this by excluding a function in the responsibility that is used to access the Supplier form.
System Administrator responsibility
Security > Responsibility > Define
In the Responsibilities form query the responsibility that is used to access the Supplier form
In the Menu Exclusions tab enter the following:
Type: Function
Name: Supplier: Buyer View: Product and Services Page
Save.
When next you enter the Supplier form, the Product and Services link will no longer be in that menu.
See Note 553985.1 for more information.

7. How to Remove Button ‘Update Suppliers’ from Supplier Inquiry Page

See Note 559510.1 for options and steps.

8. How to find the Tax Registration Number in the R12 Suppliers Form

The Tax Registration Number is in the Organization page of the Supplier form.
After you query or create a new Supplier, click on the Organization link in the left side menu.
Scroll down a bit until you see the Tax and Financial Information region. Tax Registration Number is one of the fields in that region.
See Note 554495.1 for more information.

9. How to define a Descriptive Flexfield at the Supplier level in R12

In R12 the Descriptive Flexfield (DFF) is defined the same way as in 11i, using the Descriptive Flexfield Segments form. Once it has been defined, you can see it in the Organization page of the Supplier form under the heading "Additional Information"
See Note 604825.1 for more information.

Supplier Address

1. How to Change the County Field as Required Field in the Supplier Address Book

Steps:
a. Login to Trading Community Manager
b. Navigate: Trading Community -> Administration -> Geography Hierarchy
c. In the Search look for code ‘US’ -> Click on Go
d. Choose the ‘Manage Validations’ option
e. For County, uncheck the Geography Validation
The system will stop validating the information for County.
In this screen also you may enter valid values for each segment.
Please note that since R12 is a more integrated product, this validation is also used across several other applications like Accounts Receivables; review your business requirements and make the necessary adjustments to your setup.
See Note 421142.1 for more information.

2. How to Get Supplier Alternate Address in R12

Development provided this functionality in the Patch 6493417 for release 12.
This is available now on MetaLink.
See Note 549751.1 for more information.

3. APXVDMVD: How change the address format to "United States"

Supplier from United States can not be created and the invoices or purchase orders can not be created as the address format is wrong.
1. Go to payables manager responsibility
2. Navigate to ->set up ->lookups ->countries
3. retrieve the "United States"
4. Make sure the address format is set correctly.
5. Save
This will allow the address format to be retrieved correctly in the supplier form.
See Note 470073.1 for more information.

4. How to Change Default Country for Supplier Addresses

In System Administrator, navigate to Profiles -> System.
Select Site, Application, and Responsibility.
Choose Default Country as the Profile. Click Find.
Use the list of values to change the default country at the level needed.
Save.
See Note 557227.1 for more information.

Employee

1. How to see ‘Create/Update employee supplier details’ function in Supplier Information Management

Development has explained the following: The default Menu for accessing the Supplier Search and Details pages should only allow access to non-employee-supplier type records. Thus customers must either update the Function Security for the seeded PO/AP/Supplier Profile Admin responsibilities to gain access to employee-supplier records or create/update their own custom responsibilities.
The seeded menu with ability to search employees and the seeded menu without the ability are the same except a new function. Existing customers can either update their existing menu to add the function or they need to create a new responsibility to use the new menu that has the function.
To access employee related information:
A. Create a new menu.
- Assign the sub menu: "Supplier Information Management (Buyer View)"
( Please specify prompt for this sub menu).
- Assign the function: "Create/Update employee supplier details"
B. Create a new responsibility using this menu.
C. Use this new responsibility to access the Supplier HTML ( the employee related information will now be available ).
See Note 472390.1 for more information.

2. How to Use Employee Type Supplier in R12 if Oracle HR is Not Installed or at Least Shared

The new Supplier model in R12 requires that an Employee type supplier be associated with an Employee in HR. An Employee type supplier takes address information directly from the HR tables rather than creating Addresses in TCA.
If you are not going to have HR installed in R12, you should create the suppliers that you will make expense reports with as non-employee type suppliers with some sort of user defined Supplier type ("AAAEMPLOYEE" for example).
If you have an 11i database you will be upgrading to R12, you should change all of your Employee type suppliers to some other type as a pre-upgrade step.
In 11i you would create a new Vendor Type lookup code in the PO Lookups form. It can have any name. For example "AAAEMPLOYEE" with a meaning Employee.
You would then update all of your Employee Type Suppliers in 11i such that they use this new vendor type and the Organization type "Individual". If a script is needed for the update, please contact Oracle Support for assistance.
See Note 603332.1 for more information.

3. How to Enter the Alternate Site Name for an Employee Type Supplier

Reference confirmation received from the Product Manager:
We should not allow the update of the employee suppliers details like supplier name, alternate supplier name, known_as and sic_code. This is because the data should be in sync with TCA and HR information. So the code has been changed to make those fields as read only for employee type supplier.
Therefore, the functionality is intended and users will not be able to update the Alternate Supplier Name field for Employee type suppliers.
See Note 602953.1 for more information.

Supplier Site

1. How to Create Supplier Site in R12

Please make sure you are doing these steps, after you have successfully created a supplier:
1. Select Address Book from the list on the right.
2. Choose the Create button
3. Enter supplier address information
4. Click on the Continue button.
5. Assign the address to your operating unit
6. Click on the Apply Button.
7. Now, choose the manage sites icon to the right.
See Note 464264.1 for more information.

2. How to get the Supplier Site to Accept Asset Type as a Liability Account

The form is specifically coded to allow only a code combination with a natural account of type "Liability" be used as the default liability account for a supplier site
See Note 464352.1 for more information.

3. How to Automatically Populate the Site Number for a supplier

The system profile option, HZ:Generate Party Site Number should be Yes, so the site number is automatically generated.
See Note 473045.1 for more information.

Bank

1. How to find Supplier Bank Information in Release 12

The supplier bank account information is in the table: IBY_EXT_BANK_ACCOUNTS, the bank and bank branches information is in the table: HZ_PARTIES.
The bank branch number can be found in the table: HZ_ORGANIZATION_PROFILES
The HZ_ORGANIZATION_PROFILES table stores a variety of information about a party. This table gets populated when a party of the Organization type is created. This table also contains data retrieved from Dun & Bradstreet using either the Dun & Bradstreet online or batch download methods. Historical data for the organization can also be stored in this table. Each time organization information is changed, the effective end date column for the original record is updated and a new record that contains the updated information is created.
The column name is BANK_OR_BRANCH_NUMBER VARCHAR2 (30) Stores bank number for banks and branch number for bank branches, primarily ABA number for US bank branches.
See Note 438262.1 for more information.

2. Where are Supplier (External) Bank Accounts Created?

Supplier (or External) bank accounts are created in Payables, in the Supplier Entry forms. Navigate to Suppliers -> Entry. Query or create your supplier. Click on Banking Details and then choose Create. After you have created the bank account, you can assign the bank account to the supplier site.
See Note 470646.1 for more information.

3. How to import Supplier Bank Accounts during Supplier and Supplier Site Open Interface

After the Supplier or Supplier Site is validated and a rows entered in the various AP and HZ tables, an IBY (the new Payments application) Payee is created for the Supplier or Supplier Site.
If the Payee is successfully created, we then check to see if there are any corresponding rows in
IBY_TEMP_EXT_BANK_ACCTS and if there are, we call an IBY API to create the Bank Account and associate it with the Payee. A row in IBY_TEMP_EXT_BANK_ACCTS is said to be associated with the Supplier or Supplier Site if the column IBY_TEMP_EXT_BANK_ACCTS.calling_app_unique_ref2 is equal to either vendor_interface_id for Suppliers or vendor_site_interface_id for Supplier Sites.
For details on how to populate the Bank Account Interface tables, please log an SR with the AP Payments group.
See Note 466334.1 for more information.

4. How to enable the Supplier bank Account default to the Payment Schedules tab

A review of the current code, underlying in ibydiscb.pls ie IBY_DISBURSEMENT_COMP_PUB, depicts that the Supplier bank Account defaults to the Payment Schedules tab in the remit to bank Account only if any of the below mentioned two conditions are satisfied;
1. The Supplier bank Account has no currency associated to it
Or
2. The currency code associated to the Supplier Bank Account is the same as the Payment Currency
at the Invoice level
See Note 579441.1 for more information.

5. How to find the Alternate Account holder for a Supplier bank account

In R12 there are major changes in how payments are made. One of the changes is in how Supplier Bank Accounts work. The Account Holder and Alternate Account holder for Supplier Bank Accounts are now taken directly from Supplier data. The Alternate Supplier Name field in the Organization page is automatically the Alternate Account Owner Name for all Supplier Bank Accounts for that supplier.
See Note 579264.1 for more information.

6. How to Query the Bank Account at the Supplier Site Level in SQL

In R12 a Supplier Site is stored, in TCA, as a Party_Site. The Party Site has the Party ID of the Party that represents the Supplier record.
SELECT BANK_ACCOUNT_NAME, BANK_ACCOUNT_NUM
FROM IBY_EXT_BANK_ACCOUNTS
WHERE EXT_BANK_ACCOUNT_ID IN
(SELECT EXT_BANK_ACCOUNT_ID
FROM IBY_ACCOUNT_OWNERS
WHERE ACCOUNT_OWNER_PARTY_ID IN
(SELECT party_id
FROM hz_party_sites
WHERE party_site_name = ‘<site name>’))
See Note 469459.1 for more information.

7. How to Add a Pay Group with more than 25 Characters to a Supplier

This is not possible as the lookup code that can be entered is only up to 25 characters according to the Oracle Payables User Guide for Release 12 page 1-55. See details below:
To define lookup codes:
1. Navigate to the Oracle Purchasing Lookups window from the menu.
2. Enter one of the following predefined lookup Types: 1099 Supplier Exception, Acceptance Type, FOB (free on board), Freight Terms, Minority Group, Pay Group, PO/Requisition Reason, Price Type, Quotation Approval Reason, Reply/Receive Via, and Supplier Type.
3. Enter up to 25 characters as a unique code you want to add to the lookup codes that is already provided.
So the lookup code can be entered for only up to 25 characters. If more than 25 characters are entered, you will encounter the following error:
oracle.apps.fnd.framework.OAException: java.sql.SQLException: ORA-06502: PL/SQL: numeric or value error: character string buffer too small
ORA-06512: at "APPS.POS_VENDOR_PUB_PKG", line 2398
ORA-06512: at line 1
See Note 567369.1 for more information.

Supplier Import

1. How to Upload Invoices into iSupplier

With Release 12, there is now the Invoice Open Interface Import program, as referenced in the Oracle Payables Reference Guide (available on Metalink under Doc ID: Note 412010.1 Oracle Payables Documentation, R12 ):
"The Invoice Open Interface Import program builds Payables invoices based on the invoice records in the Payables Open Interface tables. After the import program builds the invoices, they can be viewed, modified, and validated in the Invoice Workbench.
The invoice data includes EDI and XML invoices from your suppliers, invoice records that you entered in the Quick Invoices window, invoices that you loaded with Oracle SQL*Loader, lease invoices that were transferred from Property Managerd transaction data, and invoices that your suppliers entered and submitted online via Oracle iSupplier Portal."
See Note 430344.1 for more information.

2. How to validate the Employee ID in Supplier Import

Employee IDs in the Supplier Import are validated against HR_EMPLOYEES_CURRENT_V.
In short the Employee ID is validated against a list of current persons with current assignments of a specific type and are associated with the business group defined for the Operating Unit running the import.
See Note 566203.1 for more information.

3. How to Upload Tax Details to the Supplier Interface

The R12 Tax model does not allow for tax information to be stored on the Supplier records.
The Tax that is assigned to an Invoice is derived by the eTax setup itself. It is a location based taxation system rather than based on a discrete tax code like in 11i.
The basis for e-Tax is to be able to derive Tax without any need for user intervention.
There are a bunch of known facts i.e. where the supplier site is, where the goods have come from or gone to, where the service was performed and so on. Rules are then entered as Part of the Regime to Rate Flow or for the Jurisdiction or Tax Zone that then dictates which Tax must be applied.
The idea being that the initial configuration can be done by, or under the advice of, a Tax expert and thereafter it does not matter where in the world the transaction is entered. It can be done with little knowledge i.e. I could enter an invoice for a supply of goods that happened in Finland without any knowledge of Finnish Tax.
The Configuration of the Rules is of course of the utmost importance to a successful implementation of e-Tax and Guided and Expert configuration alternatives are provided.
The above is applicable for R12.
See Note 549624.1 for more information.

4. How to Setup the Payment Method when Creating a Supplier and Supplier Site

Payment methods are setup using the following:
Menu: Setup: Payment > Payment Administrator > Payment Methods > Payment Methods
Payments Setup assigned to "Product" Payables with "Automatically assign Payment Method to all
Payees" option set to Yes.
See Note 443554.1 for more information.

WebForms

1. How to tell if a Field is Required in R12 Webforms

Required fields in a web form are indicated by a small star like symbol ("*"). There is no color coding of such fields.
See Note 455303.1 for more information.

2. How to Remove the "Personalize Page" Link in a Webform

This is controlled by the profile option "Personalize Self-Service Defn"
To display the link enter "Yes" (This is the seeded default)
Enter "No" if you do not want the link displayed.
You could enter "No" at the Site level, and then give the ability to do webform personalizations to specific users by entering "Yes" for those users.
See Note 459266.1 for more information.

3. How to Remove Buttons on an R12 Webform Using Page Personalizations

To remove specific buttons (or any other page element) use the following process:
1) Open form and navigate to page
2) Click on the Personalize Page link in the upper right of the page
3) Click Expand all (Some page elements are nested and not visible at the top level. For instance the "Create" button in the Quick Update page of the Supplier form is in the Table Actions section of the Key Purchasing Setups and Key Payment Setups sections; 2 nested levels from the top)
4) Search through the various page elements until you find the one you’d like to change.
5) Click on the Personalize icon (yellow pencil)
6) For the "Rendered" element property, set the value to "false". The levels are like setting profile options, with inherit being sort of like NULL.
See Note 459261.1 for more information.

IMPORTANT

If you did not find the information you were searching for, please review the following Payables documents:
Note 578232.1 R12 Proactive Intelligence Center: Oracle Payables
Note 396084.1 Oracle Payables Documentation Resources, R12
Note 562887.1 R12 Helpful Tips for a Successful R12 Oracle Payables Implementation
Note 557869.1 EBS R12 Oracle Financials Critical Patches
Note 405627.1 Oracle Payables Release 12 Known Issues
Additional R12 documents:
Note 580299.1 R12 Best Practices for Adopting Oracle E-Business Suite
Note 461705.1 EBusiness R12 Upgrade Guide
Note 602615.1 How to Locate the Latest R12 Product-Specific Information using New MetaLink Features

References

Note 421142.1 – R12: How do you Change the County Field as Required Field in Supplier Address Book?
Note 430344.1 – R12: How Can Invoices be Uploaded into iSupplier?
Note 438262.1 – Where is Supplier Bank Information Stored in Release 12?
Note 443554.1 – What is the criteria for payment method that can be selected for defaults?
Note 444200.1 – R12: How To Resolve Error APP-SQLAP-10000: ORA-1 On Supplier Creation?
Note 454368.1 – What is the Purpose of the Geography Code Override Field in the Supplier Entry Screen in R12?
Note 455039.1 – How do You Use the R12 Supplier Form in Read Only Mode?
Note 455303.1 – How do you tell if a Field is Required in R12 Webforms?
Note 459261.1 – How to Remove Buttons on an R12 Webform using Page Personalizations
Note 459266.1 – How to Remove the "Personalize Page" link in a Webform
Note 464264.1 – How to Create Supplier Site in R12
Note 464352.1 – Supplier Site does not Accept Asset Type as a Liability Account
Note 466334.1 – R12: Assigning Bank Account to Supplier — Supplier Import
Note 466699.1 – How to Configure the R12 Supplier Form so that Only the Contact Directory may be Modified
Note 469459.1 – R12: How to Query the Bank Account at the Supplier Site Level in SQL
Note 470073.1 – APXVDMVD: ‘County’ And ‘State’ Fields Not Seen In Supplier Address
Note 470646.1 – R12 Where are Supplier (External) Bank Accounts Created?
Note 472390.1 – R12: Cannot Select Employee As Supplier Type When Creating A Supplier
Note 473045.1 – R12 Site Number for a Supplier is Required but Not Automatically Populated
Note 473346.1 – R12 How Can You Prevent Suppliers From Being Created in Supplier Inquiry
Note 549373.1 – Suppliers and Customers Referring to the Same Entity have Two Rows in HZ_PARTIES
Note 549624.1 – R12: How to Upload Tax Details to the Supplier Interface?
Note 549751.1 – How to Get Supplier Alternate Address in R12
Note 553985.1 – R12: How to Exclude the Product and Services Page in Supplier Form
Note 554495.1 – Where is the Tax Registration Number in the R12 Suppliers Form?
Note 557227.1 – Change Default Country for Supplier Addresses
Note 559510.1 – How to Remove Button ‘Update Suppliers’ from Supplier Inquiry Page
Note 566203.1 – How is the Employee ID Validated in Supplier Import?
Note 567369.1 – Cannot Add a Pay Group with more than 25 Characters to a Supplier
Note 579264.1 – R12 Where does the Alternate Account Holder for a Supplier Bank Account Come From?
Note 579441.1 – Supplier Bank Account Not Defaulting When Enter Invoice Even After Patch 6804773
Note 602953.1 – R12: How to Enter the Alternate Site Name for an Employee Type Supplier
Note 603332.1 – How to Use Employee Type Supplier in R12 if Oracle HR is Not Installed or at Least Shared
Note 604825.1 – Is It Possible To Enable A DFF For the Supplier Form in R12?