Suppliers and subcontractors are defined and/or maintained on the P.20.01 Suppliers/Subcontractors screen. Here you find all available suppliers/subcontractors on the corporate and project level, with detailed information such as nearest port of entry, preferred currency, bid transfer medium, addresses, contact persons, qualifications, delivery material groups, manufacturers project history, supplier performance, client preference, and so forth.
This screen is a core workflow screen. For more information, see Core Workflow Screens.
Quick search and advanced search capabilities allow you to find information about suppliers and companies. For a quick search, enter a search string in the Search for field, and click Search. For an advanced search, click Advanced Search to open Window 3.
Enter a search string in the Search for field, select the check boxes of the fields to be included in the search, select a search option from the radio group, and click Search to start the search.
You can also use the Additional Filter button to open Window 20, where you can specify filter criteria to filter the supplier list.
You can specify countries and states, material/work groups, and questions on the company registration questionnaire with their answers to be used as filter criteria by selecting the Sel check boxes.
A light blue background in the Question box indicates that the question is not available in the login language.
To restrict the number of displayed answers, enter a criterion in the Filter Criterion for Answers field (wildcards are allowed, like %) in the third block and click the Apply to Answers button. Finally, click Apply Filter to apply the defined criteria as a filter. Click Clear Filter if you want to delete the specified filter. Click Change Sort to view all selected criteria first followed by the rest of the data sorted in alphabetical order. After applying the filters, close this window to return to the main screen where the displayed suppliers are now restricted based on the defined filter criteria. The applied filter appears in the Additional Filter Criteria field.
To create a new supplier, enter the supplier name in the Supplier field. If the company is already registered in the system, use the LOV in the Company Name field to select it. Otherwise, enter the company name in this field. The message displayed below will appear.
Click Yes to continue. The new company will be registered on the A.10.23 Companies screen. For more information, see Company Setup. After saving the new supplier, you can double-click in the Company Name field to open the A.10.23 Companies screen.
Enter the first and last name in the corresponding fields. When a new supplier is created, the name entered here is automatically defined as the default contact. This default can be changed by either entering a different name or by clearing the Default check box on the Contacts tab of A.10.23 Companies. If you clear the First Name and Last Name fields, the contact will not be deleted from the company; only the Default check box will be cleared. To delete a contact person, you must use the A.10.23 screen.
Select the communication type from the LOV in the Communication Type field. Communication types are pre-defined on A.10.26 Communication Types. With this communication type, you define the default communication method to be used when contacting the supplier's employee. For example, the communication type can be set to FAX, E-MAIL, or PHONE. When a new supplier is created, the communication type entered here is automatically defined as the default means of communication. This default can be changed by either entering a different type or by clearing the Default check box in the second block on the Contacts tab of the A.10.23 Companies screen. The address value related to the communication type has to be entered in the Address Value field.
If you double-click on the First Name, Last Name, Phone Number, Communication Type, or Address Value field, the Contacts tab of the A.10.23 Companies screens is opened.
Address
Enter the first address line in the Address field and the second line in the field next to it. When a new supplier is created, the address entered here is automatically defined for the default address type. The supplier's default address type is defined on the A.10.25 Address Types screen where different types such as BILL TO, MAIL TO, or SHIP TO are maintained. To maintain addresses of other types or to delete an address, you can call the Addresses folder of the A.10.23 Companies screen.
Then enter the name of the city in the City field and select the country from the LOV in the Mailing Country field and the state or province from the LOV in the State or Prov field. Countries, states, and provinces are pre-defined on the A.10.34 Countries/States/Provinces screen.
Enter the zip or postal code of the supplier's address into the Zip or Postal Code field.
Using the option selected from the drop-down list in the Allowed for field, you specify how the supplier can be used in the system. The available options are listed below.
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Agreements - This supplier can be assigned to agreements and inquiries.
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Inquiries - This supplier can only be assigned to inquiries, but it cannot be used to create agreements.
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None - You cannot use this supplier for agreements or for inquiries.
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Hold - The supplier approval is pending and the supplier cannot be assigned to inquiries or agreements.
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Only users with the DEFINE_INQ_SUPPLIER privilege can set the Inquiries option.
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Only users with the DEFINE_PO_SUPPLIER privilege (includes the DEFINE_INQ_SUPPLIER privilege) can set the Agreements option.
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If the supplier is created using the Portal and the DBA setting COMP_REG_QLF is set to 2-Step (alt.), the Allowed for default value is set to Hold.
In the Budget Code field, you can define an accounting code name cross reference.
Define the highest overall value an agreement may have for the selected supplier in the Sales Limit field.
The Sales Limit value is for information only; the system does not perform any checks when creating
or modifying agreements. It is up to the buyer to ensure that this value is not exceeded.
You can select the preferred currency for the selected supplier from the LOV in the Preferred Currency field. When you create a new supplier (not a project supplier), the currency assigned to the project default ZX_CURCY is used as the default for the currency, which can be overwritten.
The total amount purchased from the selected supplier over all projects is shown in the Total Amount Purchased field.
The average rating of the supplier covering all projects is shown in the Overall Rating field. Only projects with a rating > 0 are taken into account.
Enter the vendor rating type from the LOV in the VR Type field and the vendor rating name from the LOV in the Vendor Rating field. The vendor ratings are pre-defined on the P.10.23 Vendor Rating Types screen.
Select the Project Supplier check box to mark the selected supplier as a project supplier, which restricts the use of the supplier to the current project. This project is automatically filled in the Project field when selecting the check box. If you clear the check box, the Project field is cleared and this supplier is available for all projects when working with project suppliers. When inserting a new project supplier, this check box is automatically selected so that in the beginning the use of a new project supplier is restricted to the current project. This check box will only be considered if the project default ZP_PROJSUP is set to Y, which means you are working with project suppliers in the current project.
Select the Approved check box to indicate that the supplier has been approved. Depending on the setting of project default ZP_SUP_NA, only suppliers that have been approved are available on the P.50.01 Agreements and P.50.07 Maintain Agreements screens. If ZP_SUP_NA is set to N (default), only approved suppliers can be selected. If this project default is set to Y, suppliers that are not approved so far are also available.
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Only users with the ALLOW SUPPLIER APPROVAL privilege granted can set the Approved check box.
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When you select Approved and save, the CIPs M_PCK_COMPANY_CUSTOM.UPDATE_COMPANY_CODE and M_PCK_COMPANY_CUSTOM.UPDATE_SUPPLIER_CODE are executed. The CIPs can be used to update the company code and the supplier code.
The Approved Date is automatically set with the current date when selecting the Approved check box. The date when this supplier was created is displayed in the Supplier Created field, and the date of the most recent update of this supplier is shown in the Last Modified field.
You can see all modifications of the supplier on the Supplier History tab on Window 2.
You can select Small Business or Large Business from the drop-down list in the Business Size field to describe the business volume of the supplier.
The SDB indicator shows whether the supplier business can be qualified as a Small Disadvantaged Business (SDB).
The HUBZone indicator shows that the supplier is certified in the HUBZone (Historically Underutilized Business Zone) Empowerment Contracting Program. The HUBZone Empowerment Contracting Program is part of the Small Business Reauthorization Act of 1997.
Select the WOSB check box to indicate that the supplier is a Women-Owned Small Business (WOSB) company. Women-owned small businesses are firms that are at least 51 percent owned, controlled, and operated by a woman or a group of women.
The selected VOSB check box indicates the suppliers’ business identified as Veteran-Owned Small Business (VOSB). The term "veteran" describes a person who served in the active military, naval, or air service, and who was discharged or released under conditions other than dishonorable.
The SDVO SB indicator identifies the suppliers’ business as Service Disabled Veteran-Owned Small Business (SDVO SB). This designation means 51% of the company must be unconditionally and directly owned by one or more service-disabled veterans or in the case of any publicly owned business, not less than 51% of the stock of the company is owned by one or more service-disabled veterans; and the management and daily business operations must be controlled by one or more service-disabled veterans.
Select the Other Business indicator if the suppliers’ business is identified as other or a minority-owned business (MOB). This designation means the company is owned or controlled by one or more socially and economically disadvantaged persons. Such disadvantage may arise from cultural, racial circumstances, or background. Ownership is defined as 50% owned by minority group members or, in the case of a publicly owned business, at least 51% is owned by minority group members.
You can select a diversity code from the LOV in the SDB Business Type field. Double-click in this field to open the P.10.24 Diversity Codes screen, where the diversity codes are maintained. Select the Use EDI check box if the supplier uses Electronic Data Interchange to transfer data.
The RFQ Email indicator shows whether notification emails should be sent automatically when inquiries are approved or email answers from the supplier should be received or processed. To use this feature, the supplier must have a communication link defined on A.10.23 Companies on the Addresses tab that is of the communication type RFQ_EMAIL and contains the destination email address.
Select the data transfer medium from the LOV in the Data Transfer Medium field. The data transfer media are pre-defined on the A.10.16 Data Transfer Media screen. The medium value, for example, the email address, is entered in the Medium Value field.
Select the Secrecy Agreement check box if a secrecy agreement exists with the supplier.
The nearest port of exit for the suppliers’ shipping location is entered in the Port of Exit field.
Enter the tax identification number (Federal ID/Business Registration) of the supplier in the Tax Id field. If the supplier was registered through Smart Materials Portal and the login request has been submitted/approved, you cannot change the tax ID. If the Federal ID Mandatory check box is selected on A.10.34 for the selected country, you must enter a unique federal ID.
Enter the suppliers’ commercial registration number in the Commercial Registration field.
You can select the suppliers’ country from the LOV in the Country Code field. The country codes are defined on the A.10.34 Countries/States/Provinces screen.
The type of the company must be selected from the LOV in the Company Type field. Double-click in the field to open the A.10.22 Company Types screen.
The Parent Company, Parent Company Name, and the Project Context values are entered on the A.10.23 Companies screen and displayed here.