Online trading with

Thurrock Council

Oracle iSupplier
user guide

thurrock.gov.uk/isupplier
 Contents

3. Useful links for I-Supplier

4. How to view an order.

14. How to flip and order to create an invoice.

32. How to view an invoice.

36. How to see if an order has been receipted.

40. How to create a Credit Memo

47. How to create a new user.

50. How to amend your bank details.

54. Month End Closure

If you have any queries or issues relating to using the Oracle I-Supplier
please use the main contact details below:

Telephone: 01375 652370 or 01375 652851

Email: I-Supplier@thurrock.gov.uk

Alternatively if these numbers are unavailable, please contact the

Creditors team

Telephone: 01375 652239, 01375 652771, 01375 652190 or

01375652171
Email: creditorsenquiries@thurrock.gov.uk

P.S: For easy readability and to view all fields and text, please zoom this
document to either 150 or 200%.

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 Useful links for iSupplier

To access Thurrock’s I-Supplier portal, please enter the following link into your
browser

https://manage.thurrock.gov.uk

We suggest saving the link to the portal to your favourites in your browser, this then
allows you easy access any-time you need to use the portal

Our full range of training guides which will assist you with using the portal can be
downloaded by visiting the link below

www.thurrock.gov.uk/isupplier

The main guides needed are the I-Supplier User guide, this provides a step-by-step
process on how to flip your Purchase Orders into an e-invoice and also shows many
other uses of iSupplier.

The other guide is the how to upload an invoice document.

Each time you flip a Purchase Order into an e-invoice, a scanned copy of the invoice
generated your side will need to be uploaded onto the portal. The reason for this is
it then allows the requestor of the PO in the Authority to check the goods/service
against the invoice to allow them to receipt the PO ready for payment.

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 How to view an order

Log into Oracle i-Supplier. The username is your email address. Below shows the
login screen you should see.

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When you have logged in, the Oracle Home Page will now be displayed as shown
below.

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The last 5 orders received will be displayed under the Orders at a Glance Header:

To see a list of ALL PURCHASE ORDERS, click Full List or on the Orders tab at the top
of the page:

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Click on the Order Number (blue underlined number) you request to view to see full
details of that order:

The Order Detail screen shows you the lines on the order and a PO Summary Box.

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The PO Summary box tells you the total amount that the order was raised for, the
amount that has been invoiced, the amount that has been receipted by the
department (Please note if the receipt amount doesn’t match the invoiced amount
the invoice will remain on hold and payment delayed) and lastly the payment
status.

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If you click on the word Show at the beginning of each line you can see the Shipment
details of each line.

As you can see from the diagram, the order has been receipted in the I-Procurement
system and there has been an invoice submitted against this PO:

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This also tells you the cost of this line of the order, the amount received and the
amount you have invoiced for:

You can also see the Ship to Location and the name of the Requestor (please note
the name of the requestor does not show on the example below as it is only the test
system)

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Another way to view the requestor who raised the Purchase Order is by clicking on
the Actions tab as shown below and selecting VIEW PDF from the drop down box.

This will then prompt a file download to pop up in Internet Explorer, Mozilla firefox
and safari browsers. Simply click open and you can view the Purchase order details.

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In Google Chrome browsers when clicking Actions>View PDF, the pdf document will
drop into the bottom of the screen as shown below and just simply click on this and
you can view the Purchase order and requestor.

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The Purchase order will show as seen below, the contact name is the requestor and
you can also see the original details of the order:

If there are any queries in relation to the order, you MUST contact the Requestor. A
list of all requestors and their direct line contact numbers would have been emailed
to each contact set up to use the I-Supplier to enable you to contact them directly.

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 How to flip an order to submit/create an invoice on Oracle I-Supplier

(You need to have the relevant Purchase Order Number to hand at this point)
From the Oracle I-Supplier home page, click on the Finance tab:

Click on GO next to Create invoice with a PO:

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Type in the Purchase Order Number in the relevant field and click Go.

The order details will now appear as below

If there is more than 1 line to the order, they will be listed under each other.

N.B: this screen will only show the 1st 10 lines to the order. If your order has more
than 10 lines and you are invoicing for items on both pages you will need to select
the items on the 1st page and then click onto the next page and select the items on
that page too.

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Select the lines you wish to invoice for:

(Or click Select All if relevant to the invoice)

Once you have selected the lines to be invoiced, click Add to Invoice or Next

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Your items will then show at the bottom of the screen as Added to Invoice:

At this point you can also add another order to the invoice (if you have
multiple orders to invoice for). Just repeat the process above and once you
have clicked on Add to Invoice for the second PO, all lines for both orders
will be shown at the bottom of the screen.

Once you have all of your items added to the invoice, click next.

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This will take you into the next screen which is step 2 of 4, below is the process you
need to follow to enter the details of the invoice

The first part is to enter your bank account number in the Remit to Bank Account
field below. A quick option is to enter the first 4 digits of the account number into
the field and it should say loading, then just click on the account number when it
displays to populate the box. Alternatively follow the step below.

To populate the field, click on the magnifying glass to the right of the box, this will
bring up a pop up box as shown below. To turn off Pop-up blockers please see the
separate guide.

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Then click on the Go button, this should then bring up the correct bank details. Click
the Quick select button if this is correct and this will then automatically populate the
field for you.

Now you are ready to create the invoice. Please see below.

Enter your unique Invoice Number and check the Quantity you are invoicing
For is correct: The quantity box should be set for the net amount of your invoice as
the tax will be added on step 3 of 4 of the process. You can amend the quantity box
if needed as sometimes the departments will raise a blanket order to cover services
for the financial year so the amount in the quantity box will sometimes differ to your
invoice.

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If you cannot supply the full quantity immediately, amend the Quantity field to read
the amount you are supplying as we will only pay for what we have received. You
can repeat this process and invoice us for the remaining items once they are sent,
you will just have to use a different invoice number (putting a letter after the
original number is accepted. ie: invoice number for 1st item – DS001, invoice for
remaining item – DS001a)

You will also have to enter the invoice date and an invoice description (just a brief
description of what you are invoicing for)

The last part will be to add a copy of your invoice, to do this follow the
steps below

Firstly a copy of the invoice will need to be saved to your PC (preferably on the
desktop or My Documents, this will enable it be attached later in the process.

Click the ADD button

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When the ADD button has been clicked it will then bring up the screen below,

You will now need to find the invoice you saved earlier to your PC by clicking the
‘Browse’ button.

This will then bring up the box below; you will now need to select the document as
to where you saved it.

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Just for this example I have saved this document ‘How to attach a document’ to my
desktop so I will then click on the document so it is highlighted as shown below.

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Now click the Open button on the above diagram and it will then bring you back into
the screen below but with the file path for the invoice attachment entered in the
row as shown below.

Now click the Apply button and this will take you into the next screen which will
show a confirmation message saying the document has been successfully attached
as shown below. You have now successfully added your invoice

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Now that you have entered all the information, including Bank account number,
invoice number, invoice date, invoice description, invoice quantity (Net) and added
an invoice you can click Next.

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The next screen is step 3 of 4, this is the Manage Tax screen.
This is where you check to make sure the VAT has been added correctly to the
quantity amount (Net) you entered on step 2.

The following screen shows you the Tax Lines and calculates the total of the order
including tax: The tax rate is defaulted to 20 – standard rate tax, check the amounts
in the bottom right are correct, and then just press ‘Next’

(If you have a different Tax rate to 20% on your invoice, please see the next page
on how to amend your Tax code and Tax rate)

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How to change Tax code when processing an invoice on iSupplier

We understand some of our suppliers have different tax code requirements, i.e 20 %
standard rate, 5% power, zero rated, exempt from VAT or Out of Scope. Please find
below instructions for adjusting your tax code when processing your invoices within
iSupplier.

Click on the magnifying glass next to the Tax Status Code field.

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The screen below will appear and the field next to the tax status code will
automatically be populated with ‘’Standard TC’, you will need to delete this out so
the field is blank. Now click the ‘Go’ button

When you have clicked go, all the tax status codes will appear, please select the one
that is applicable to your invoice. For this example I will select Exempt TC. Click the
Quick Select button on the chosen Tax code that relates to you.

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This will now populate the tax status code field with the desired VAT code as shown
below.

Please now complete the same process for the Tax Rate Code field.

Click on the magnifying glass next to the field, delete out the ‘Standard TC’ and click
the go button. The tax code you selected in the previous field should now show as
the only option as shown below. Click the Quick select button.

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Both fields will now be populated with the correct Tax code selected as shown
below.

Now click the calculate button and this will change the amount in the Tax amount
field to the correct amount depending on what Tax code you have selected. This is
shown below. Then click the recalculate button at the bottom of the page

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When you have clicked the recalculate button this will change the tax at the bottom
of the screen to the correct amount dependant on the tax code you have chosen, as
shown below. For my example, I chose Exempt; therefore tax has changed to zero.

Now the last step is to click the ‘Calculate’ button again as otherwise you will not be
able to submit your invoice

Check that your tax has been recalculated correctly and then click the Next button

Step 4 of 4 is just a final check of the details you have already entered,
this gives you a last chance to ensure everything is correct as once you
have submitted an invoice it cannot be changed.

When you have confirmed all the details are correct, just press submit

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When you have pressed submit, you will receive a ‘Confirmation’ message as below
confirming the invoice has been submitted to the Accounts Payable team
electronically.

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 How to view an invoice on Oracle I-Supplier

From the Oracle I-Supplier Portal Home Page click on Invoices under
the ‘Invoices’ heading on the right hand side of the page:

Type in the relevant search field the information you have available ie:
Invoice Number / Purchase Order Number and then click Go:

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The invoice details will be displayed:

Click on the Invoice Number:

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The next screen will default to the Scheduled Payments screen. This tells
you the date your invoice is due to be paid, the amount of the payment and
the Status of the payment:

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Invoice Lines – shows you exactly that and if you’re Status says ‘On Hold’,
clicking on Hold Reasons will tell you why.

Below is an example of an order that will currently not be paid. The order has
been invoiced but currently, that invoice will not be paid as the items have
not been receipted.

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 To See if an order has been receipted on Oracle I-Supplier

From the Self Service I-Supplier Portal Home Page, click on the Orders
tab:

Click Advanced Search:

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Type the relevant Purchase Order Number into the search field and click GO:

Click on the Purchase Order Number:

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Click on Show at the beginning of each line…………………

……………and the full details will be displayed as shown below.

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You will be able to see from here the quantity ordered, the quantity received, the
quantity invoiced for……………

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 Creating a credit memo on Oracle I-Supplier

(You need to have the relevant Purchase Order Number to hand at this point)
From the Oracle I-Supplier home page, click on the Finance tab:

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Click on Go next to Create Invoice with a PO:

Type in the Purchase Order Number in the relevant field and click Go.

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The order will appear under the search fields:

If there is more than 1 line to the order, they will be listed under each other.

N.B: this screen will only show the first 10 lines to the order. If your
order has more than 10 lines and you are invoicing for items on both
pages you will need to select the items on the first page and then click
onto the next page and select the items on that page too.

********** ‘Select All’ DOES NOT add all items on the order to the invoice
– it ONLY adds the items on the page you are looking at **********

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Select the lines you wish to issue a credit for:

(Or click Select All if relevant to the credit note)

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Once you have selected the lines to be credited, click Add to invoice:

Your items will then show at the bottom of the screen as Added to Invoice: Then
Click Next

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Enter your unique Credit Note Number and enter the Quantity you are crediting /
refunding for: (be sure to put a minus (-) sign in front of the amount)

Change Invoice Type from ‘invoice’ to Credit Memo:

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If these fields are correct, click Next:

The following screen shows you the Tax Lines and calculates the total of the refund
(including tax):

If all is correct, click Submit and you will see a confirmation screen that your Credit
memo has been submitted.

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 Creating a new user on Oracle I-Supplier

Creating a new user / contact can ONLY be done by the person who has TC I-Supplier
Portal Full Access Responsibility. (The Primary contact)

From the Oracle I-Supplier home page, click on the ADMIN tab:

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Click on the CONTACT DIRECTORY:

Click on CREATE:

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Enter the relevant details of the user you are setting up: (The key information to
provide when setting up the user is their name and contact email)

And now click SAVE.

A notification has now been sent to Thurrock Council asking them to approve your
request and create an account for the new user.

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 How to Amend Your Bank Details

You will only be able to amend your banking details providing you are the PRIMARY
contact who has TC I-Supplier Full Access Responsibility.

From your home page click on the ADMIN tab at the top of the screen on the right
hand side and then select ‘BANKING DETAILS’ and then select the CREATE button.

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Make sure you select the EXISTING BANK and EXISTING BRANCH.

Click on the magnify glass next to the ‘BANK NAME’ field and the type in % and then
the name of your bank. For example %Santander and then click GO.

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You will then be given a list of the sort codes for this bank. Select the sort code
required and then click the SELECT button as show below.

Now click on the magnify glass symbol next to the branch name and type in a % the
search field in the pop up box and click on GO.

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It should then self populate the correct branch as shown below. Select the
populated branch if it is correct and then click SELECT.

It will then take you back to the original screen where you can now type in your bank
account number in the ACCOUNT NUMBER field, once entered click SAVE.

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 Month End/Year End Closure

Please be aware that on the last working day of the month the portal will be
unavailable for use. This is due to the Authority carrying out its monthly
reconciliations.

An email will be sent a few days before on each month as a reminder, we will
then notify by email again when the month end closure has been completed
successfully and the portal is available for use again.

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