Supplier Portal FAQ's

ABOUT SUPPLIER PORTAL

What is the Supplier Portal?

The Oracle Supplier Portal is a cloud-based tool that allows you to access and interact with South Ayrshire Council (SAC). The Portal is a platform for suppliers to maintain their Supplier Accounts, receive SAC purchase orders and create, transmit and monitor invoices electronically.

Why has South Ayrshire Council changed its ways of working?

As part of our digital transformation, we are implementing a Procure-to-Order tool for improving and harmonising our procurement activities. We have selected Oracle Fusion to implement an efficient, easy-to-use cloud-based solution as our primary supplier collaboration system for purchase orders and invoice management.

What benefits will we see as a Supplier?

As an approved supplier on the Portal, you will be able to:

• Receive electronic Purchase Order notifications and other documents
• Easily convert Purchase Orders into Invoices
• Reduction of paperwork and improved visibility of all your POs and invoices on the electronic platform
• Electronic submission of invoices providing more reliability and speed in payments
• Access invoices you have submitted and view their payment status
• Ability to update and maintain your Supplier Information record, i.e., contacts, addresses and Bank details easily and securely

ACCESS & REGISTRATION

When will I be able to access the portal?

You will be able to register Spring 2023. You will receive an email from an Oracle email address, containing the link to our Supplier Portal. If you are an existing SAC Supplier, you should check the link when you receive it to ensure you can view your SAC Supplier Record. You are encouraged to do this immediately so that you can take advantage of the Portal benefits from day one.

How do I log on to Supplier Portal?

You will receive an initial registration e-mail containing your username and password as well as a link that will allow you to access the Supplier Portal. To log on to Supplier Portal for the first time, either click on the link or copy the link's URL (web address), paste it into your browser. Please log in using the username and password contained in your registration email. You will be prompted to change your password from the system generated password that you received. You must reset your password to ensure maximum account security.

Do I need special hardware or software to use the Supplier Portal?

Oracle Fusion is a Cloud based solution, so you do not need any special equipment. You will need a laptop or desktop computer, internet access, and an up-to-date web browser (Chrome, Firefox, IE, or Edge) to use Supplier Portal. You will also need a valid e-mail address to receive notifications.

Which browser should I use?

Chrome, Firefox, Internet Explorer (IE) or Edge.

I have forgotten my username or password. What should I do?

Click 'Forgot Password' and follow the steps to re-create a new one.

We cannot access the system link you have issued; how can we resolve this and who should we speak to?

We encourage you to contact the procurement team if you have face issues via procurement@south-ayrshire.gov.uk

How do I change my company details in the Supplier Portal?

To change company details, navigate to Manage Profile in the Supplier Portal and update your details.

What should I do if the main "named" Supplier contact has left the business / is on holiday and we need to access the portal?

You can update or add additional contacts in the Supplier portal. To do this:

• Navigate to Manage Profile
• Click Edit
• Go to the Contacts tab
• Click on the '+' icon to add a new contact
• Add a user account
• Populate details and save

You will then need to assign the new contacts the correct roles when adding a user account. The name and description of each role will be seen when adding a new contact. Delete any roles that are not relevant to the new contact.

Why can't I change my bank account details in the system?

You will need to request a change to your bank details via the Portal. We subject any such request to a rigorous check to ensure the request is valid before approving it within our system.

INVOICES

How and where should I send my invoices to be processed? In which format?

We highly recommend and prefer you to use our Supplier Portal to submit your invoices. It is the fastest and safest way to send your invoices. In addition, after the invoice is submitted and approved, you will be able to see the status of your invoice and the payment date. If you have any access issues, you can contact our Supplier team on capteam@south-ayrshire.gov.uk

You can also send your invoices direct to: FusionSuppliers@south-ayrshire.gov.uk

Using this method of submission, the time needed for the invoices to be processed is longer and is not the preferred method to submit invoices.

Where can I follow up on the status of my invoices?

Once you send your invoices to be processed, you can follow up the status of the invoices, the payments date, etc, through the supplier portal.

What is the preferred format for invoices?

The preferred format for invoices is PDF.