Oracle iSupplier Portal enables you to request changes to purchase orders when modifications are needed to fulfill an order. You can make changes before and after acknowledgment. You can change a single purchase order, or, depending on the change you need to make, you can update multiple change orders at the same time.
To submit a single change request:
Click the Orders tab, and then click Purchase Orders in the task bar below the tabs.
On the View Purchase Orders page, search for and select the purchase order for which you wish to request changes.
Select the purchase order and Click Request Changes.
On the Request Changes page, enter your changes.
You may request changes to the following values :
Price/Price Breaks on Blanket Agreements
Supplier Item
Supplier Order Reference Number
In the reason text box, enter a reason for your change request.
If you wish to request changes to shipments or pay items, click Show. You can request changes to
Price/Price Breaks on Blanket Agreements
Quantity Ordered
Promised Date
Supplier Order Line
Note that you can also enter change request information in the Additional Change Request text box.
Enter the changed values as appropriate.
Enter a reason for your change.
Select the appropriate action.
Click Submit.
The supplier can submit an order without selecting an action (or providing acknowledgement) for all the shipments. In such a case the supplier is supposed to provide acknowledgement for all the shipments for which he either requested change or did not select any value for, once the buyer has provided his response on the change request.
Example: An order that consists of a line and four shipments was sent to a supplier for acknowledgement. The supplier performs the following action before submitting the change request:
1st shipment - Accepted
2nd shipment - Change
3rd shipment - Rejected
4th shipment - No value selected
On receiving this request, the buyer approved all the changes. The purchase order was sent again to the supplier for acknowledgement.
The supplier acknowledged shipment numbers 2 and 4. The supplier could not change the shipment number 1 and 3 because his decision (Accepted and Rejected) were final for those shipments. The shipments 1 and 3 were displayed to the supplier in read-only mode.
When the supplier provided his acknowledgement (Accept/Reject) for all the shipments and submitted the order, only then the order was considered to be completely acknowledged.
When the supplier clicks the Save button, the order is saved in an intermittent state and supplier is allowed to work on it later. The supplier can save an order without selecting a value in the Actions dropdown for all the shipments.
Later when the supplier returns to this order to work on it, he can modify all the responses that he has entered earlier for the shipments, and also to enter the response for those shipments which he didn't acknowledge/change the previous time.
Please note that buyer cannot take any action on an order that has been saved by the supplier, until the supplier submits the order.
Submitting change requests for complex-work purchase orders
If Oracle Services Procurement is licensed and implemented, then a supplier can submit the following change requests for order documents for which Progress Payments and Schedules are enabled:
Request changes to goods with milestones for the order document that has lines with pay items.
Request changes to services with milestones or lump sum for the order document that has lines with pay items.
Request changes to services with rate based milestone for the order document that has lines with pay items.
Request changes to Ordered Quantity for the Order document that has lines with schedules.
Request changes to Need By date for the Order document that has lines with schedules.
Cancelling purchase order lines that have both pay item lines and shipment lines.
Canceling pay items and schedules.
Splitting of payment schedule.
Splitting shipment schedule.
View the changes and Change history.
Once the supplier submits the changes, the supplier user can view the latest approved revision of the purchase order. In addition, the supplier user can view details of the changes and the history of changes requested and the corresponding responses from both the supplier user and the buyer.
Changing complex-work purchase orders
If this is a complex-work purchase order you can only change the supplier item at the line level. If progress payments are treated as delivery, price updates are only allowed at the pay item level (any changes roll up to the line level). If pay items are considered contract financing, then price updates at both the line level and pay item level are allowed.
Price changes - For milestone and rate, price changes are not allowed if the pay item has been partially received or invoiced (that is, retroactive price changes are not allowed). For a lump sum, if the pay item has been partially received or invoiced, the new price should equal or greater than the amount received or invoiced to date.
Changes in price are prorated to the distributions if the shipment has multiple distributions. The buyer can change the distribution amounts during response.
Quantity changes -
Quantity changes are only allowed for Rate pay items. If the pay item has been partially received or invoiced, the new quantity should be greater than or equal to the larger of either the quantity received or the quantity invoiced. A change in quantity is prorated to distributions, if the pay item has multiple distributions. The buyer can enter new quantities when responding.
Note: After submitting your changes, the purchase order status changes to Supplier Changes Pending until the buyer approves the changes.
To update multiple purchase orders simultaneously:
Many times, you may need to make the same change to a group of purchase orders. Depending on the type of change you need to make, you may be able to update multiple purchase orders simultaneously. You can perform multiple changes to standard purchase orders, agreements, and releases.
For purchase order lines, you can change:
Unit Price (only for goods lines)
Supplier Part Number
For purchase order shipments, you can change:
Promised Date
Quantity Ordered (only for goods shipments)
Price (only for shipments with lines where value basis is fixed price).
To update multiple purchase orders:
On the Purchase Orders page, click Multiple PO Change.
You can search for shipments to acknowledge or change by selecting
Overdue Shipments
Shipments Dues in One Week
Shipments Requiring Acknowledgments
All Shipments
from the View menu and clicking Go.
You search for a group of purchase orders, click the Lines tab and use the advanced search option to identify the group of purchase orders you wish to change.
If you wish to change the same attribute for multiple purchase orders to the same value,
Enter the new value in the Default Value field.
Select the appropriate purchase orders.
Click Apply Default Values.
If you wish to update multiple purchase order attributes to different values, enter the new values directly into the fields in the Lines table.
Enter a short text explanation for the change in the Reason field.
Click Apply.
Change Requests for Services
Suppliers can request changes to the price for service lines and create new service schedules by splitting an existing schedule.
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.
Click the Orders tab, and then click Purchase Orders in the task bar below the tabs.
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.
Note: If Oracle Services Procurement is licensed and implemented, then when the order document has both "Schedules" and "Progress Payments" enabled, the column name "Pay item" in the multiline changes to "Schedule/Pay item".
Click OK to return to the Purchase Orders page.
The following table outlines the statuses for the Acknowledgement and Change Request processes for both the buyer and the supplier:
| Action Taken | Supplier Status | Supplier Change Request Status | Buyer Status | Buyer Acknowledgment Status |
|---|---|---|---|---|
| PO Submitted (Supplier Acknowledgement required) | Requires Acknowledgement | - | Approved | Requires Acknowledgement |
| Supplier Saves Order | Requires Acknowledgement | Draft | Approved | Supplier Locked |
| Supplier Requests Change | Requires Acknowledgement | Changes Submitted | In Process | Requires Acknowledgement |
| Buyer Accepts All Changes | Requires Acknowledgement | - | Approved | Requires Acknowledgement |
| Buyer Rejects All Changes | Requires Acknowledgement | Changes Rejected | Approved | Requires Acknowledgement |
| Buyer Approves Few Changes | Requires Acknowledgement | - | Approved | Requires Acknowledgement |
| Supplier Accepts Entire Order | Accepted | - | Approved | Accepted |
| Supplier Rejects Entire Order | Rejected | - | Approved | Rejected |
| Supplier Acknowledges Complete Order (Accepts few shipments and Rejects others | Accepted | - | Approved | Acknowledged |
When you submit a change request for a drop ship purchase order shipment, where you need to update or change the Promised Date, the following validations occur in the system. A drop ship purchase order integrates with Oracle Order Management, thus the following validations take place:
When you make a change to the Promised Date and the change is within the Buyer Auto-Acceptance Tolerances set for Supplier Change Order, an Oracle Order Management API is called to validate if the requested changes can be allowed on the sales order. If the validations are successful, the change order request by the supplier is automatically approved and the modified Promised Date is updated as Scheduled Ship Date in the sales order. If the validations are not successful, the error message from the Oracle Order Management API is displayed in the Change Request page for the supplier to take corrective action.
When you make a change to the Promised Date, and the change is not within the Buyer Auto-Acceptance Tolerances set for Supplier Change Order (Setup > Tolerances and Routings > Supplier Change Order), an Oracle Order Management API is called to validate if the requested changes can be allowed on a sales order. If the validations are successful, the change order request by the supplier is routed to the buyer/requester for approval. When the buyer/requester accepts/rejects the changes from the workflow notification the following scenarios occur during the submission check of the purchase order:
An Oracle Order Management API is called and if all the validations are successful, the value of the updated Promised Date is carried over to the Scheduled Ship Date of the sales order.
If the call to the Oracle Order Management API is not successful, the error message from the Oracle Order Management API is displayed at the top of the notification.
When you make a change to the Promised Date, and the change is not within the Buyer Auto-Acceptance Tolerances set for Supplier Change Order, an Oracle Order Management API is called to validate if the requested changes can be allowed on a sales order. If the validations are successful, the change order request by the supplier is routed to the buyer for approval. When the buyer accepts/rejects the changes from the "Respond to Supplier changes" page the following scenarios occur during the submission check of the purchase order:
An Oracle Order Management API is called and if all the validations are successful, the value of the updated Promised Date is carried over to the Scheduled Ship Date of the sales order.
If the call to the Oracle Order Management API is not successful, the error message from the Oracle Order Management API is displayed in the page for the buyer to take corrective action.