AP Supplier Upload – Enginatics

AP Supplier Upload Help

AP Supplier Upload creates and updates Oracle Payables suppliers, supplier sites (with their addresses), supplier contacts and supplier bank accounts from Excel, through the standard Oracle supplier, TCA and bank account APIs. One row can carry a supplier, one of its sites, a contact and a bank account at supplier and at site level. Download existing suppliers to change them in bulk, or start from an empty sheet to create new ones.

When to use it

Load new suppliers with their sites and addresses, for example when onboarding suppliers or migrating from another system.
Mass-update supplier or site attributes such as payment terms, pay group, payment method, holds, tax and withholding settings.
Create or update supplier bank accounts, at supplier level or at site, address or address and operating unit level.
Assign a bank account the supplier already owns to another site or level.
End date a bank account assignment and move the unpaid invoices to the next applicable bank account.
Maintain supplier site contacts.
Create suppliers for employees.

Before you start

Access to the upload in Blitz Report, in a responsibility with access to the operating units of the sites you maintain.
Know whether supplier numbering is automatic or manual in your Payables setup: with automatic numbering leave Supplier Number blank on new suppliers, with manual numbering enter it.
Payment terms, pay groups, payment methods, locations, accounts and other reference values must already exist; the columns offer them as lists of values.
Bank accounts are validated by the Oracle Cash Management country rules (for example the routing transit number check for the United States and Canada).

Choose a template

Template	Use it for
Create Suppliers – all fields (default)	Creating new suppliers and supplier sites with their address, contact and bank account columns. Opens an empty sheet.
Create or Update Suppliers – all fields	Downloading existing suppliers to change any supplier, site, contact or bank account value, including the descriptive flexfields.
Create or Update Supplier Level Details	Supplier header values and supplier level bank accounts, without sites.
Create or Update Supplier Site Details	Site, address, site contact and site bank account values.
Create or Update Supplier Site Contacts	Site contacts only.
Create or Update Assigned Bank Accounts	Supplier and site bank accounts together.
Create or Update Supplier Level Bank Accounts	Bank accounts assigned at supplier level.
Create or Update Supplier Site Bank Accounts	Bank accounts assigned at site, address or address and operating unit level.
Assign Existing Bank Accounts	Assigning bank accounts the supplier already owns to another level, without entering bank details.
Update Supplier Site Hold Flags	Setting or releasing the site invoice and payment holds.
Create Suppliers from Employees	Creating employee suppliers with their site and site bank account.

Step 1 – Set the parameters

Open AP Supplier Upload in Blitz Report, choose the template and set the parameters. With the default template the run screen shows:

Parameter	Meaning
Upload Mode	Create opens an empty sheet for new records; Create, Update downloads existing records for editing and lets you add new ones; Update only changes existing suppliers, sites, contacts and bank accounts and rejects any row that would create one, including a bank or bank branch.
Allow Update on Create	Yes processes a Create row that matches an existing supplier or supplier site as an update. Otherwise such a row is rejected.
Exclude Employee Suppliers	Leaves employee suppliers out of the download.
Bank Account Status, Contact Status	Downloads active or inactive bank account assignments and contacts.
Update Supplier Bank Accounts, Update Supplier Sites, Update Site Bank Accounts, Update Site Contacts	Include supplier bank accounts, sites, site bank accounts and site contacts in the download.
Default Site Bank Acct Assign Lvl	The level a new site bank account is assigned at (Site, Address – Operating Unit, Address) when Site Bank Assignment Level is blank.
Default Tax Rounding Rule, Default Inclusive Tax, Default Allow Offset Taxes, Default Pay Each Document Alone	Values new rows default to.

The update templates also offer filters to select the suppliers to download: Operating Unit, Supplier Type, Supplier Name, Supplier Number (single values or ranges), Payment Method, Tax Registration Number, Supplier Site and Supplier/Site Status.

Step 2 – Run to download the Excel file

Click Run. The Excel file downloads and opens: empty for Create, otherwise with one row per supplier, site, contact and bank account combination.

Step 3 – Enter or change the supplier data

For a new supplier enter the Supplier Name, Vendor Type and the supplier values you need, such as Payment Terms. To create a site on the same row, enter the Address Name, Site Name, Operating Unit, Country and the address lines, and set Purchasing Address/Pay Address and Purchasing Site/Pay Site. For a second site of the same supplier, add another row with the same Supplier Name. To link a new supplier or site to an existing TCA party or party site, enter its Party Number or Party Site Number. Supplier Number and Site Name of an existing record cannot be changed.

Bank accounts are entered in the Vendor Bank … columns (supplier level) and the Site Bank … columns (level set by Site Bank Assignment Level). A new bank account needs the Bank Country, Bank Name, Bank Branch Name and Bank Acct Num, and the Bank Branch Type when the branch does not exist yet; banks and branches that do not exist are created. Enter the alternate bank and branch names where the country requires them, for example Japan.

Add Existing Bank Acct assigns an account the supplier already owns at this level, as the Add button on the supplier Banking Details page does. Leave the bank, branch and account columns blank on that row.
Bank Branch Change is required when you change a bank or branch column of an existing assignment: Move to another Bank/Branch points only this account at the bank and branch named, creating them if needed; Rename this Bank/Branch renames the bank and branch the account is on, for every supplier using them. Bank Branch Type, BIC and the alternate names can only be changed by renaming.
Update Unpaid Invoices = Yes on an assignment whose Bank Acct Assign End date has been reached moves the supplier’s unpaid invoices to the next applicable bank account, as the Supplier page offers. Invoices already selected for payment keep the old account, and invoices for which no other account applies are left without one.

Step 4 – Validate and Save

Click Validate and Save. This checks for missing required values and invalid list of values entries and saves the file. Correct any rows it flags before uploading.

Step 5 – Upload the file

In Blitz Report click Upload and select the saved file. This submits the upload request, which creates or updates the suppliers, sites, contacts and bank accounts row by row.

Step 6 – Review the result report

When the request completes, a result report opens listing every uploaded row with its status and message.

What’s produced

Suppliers, supplier sites with their addresses, site contacts and supplier bank accounts with their assignments, created or updated.
Banks and bank branches created where a new bank account refers to one that does not exist.
Unpaid invoices moved to the next applicable bank account where Update Unpaid Invoices is Yes.
A result report listing every row with a status (success or error) and a message.

Common questions

Can I create a bank or branch without a bank account?
No. Banks and branches are created only together with a supplier bank account. Use the CE Bank and Branch Upload to maintain banks and branches on their own.

Why is my bank account rejected by a routing number or check digit validation?
The Oracle Cash Management country validations apply, for example the routing transit number check for United States and Canadian branches. Correct the branch or account number; your system administrator can switch the validations off with the profile option CE: Disable Bank Validations if required.

Can I move an existing bank account assignment to another level?
No. Site Bank Assignment Level cannot be changed on an existing assignment. End date it and assign the account at the new level with Add Existing Bank Acct.

How do I deactivate a supplier, site or contact?
Set its Inactive Date, Site Inactive Date or Contact Inactive Date. The upload does not delete records.

Can I create suppliers for employees?
Yes, with the Create Suppliers from Employees template. Pick the Employee Name; Vendor Type must be Employee, and an employee can be a supplier only once.

Why does a future end date not move the unpaid invoices?
Invoices move only once the assignment end date has been reached, because the end dated account still applies until then. Upload the row again with Update Unpaid Invoices = Yes after that date.

Troubleshooting

Message	Cause	What to do
Supplier with this name and/or number already exists	A Create row for a supplier that exists.	Download the supplier and update it, or set Allow Update on Create to Yes.
Supplier Number should be left blank when Automatic Numbering is enabled	A Supplier Number on a new supplier with automatic numbering.	Leave Supplier Number blank.
Supplier Number is required when manual Supplier Numbering is enabled	Manual numbering and no Supplier Number.	Enter the Supplier Number.
Suppliers cannot be created in Update Mode (also Supplier Sites, Contacts, Banks, Bank Branches, Bank Accounts, Bank Account Assignments)	Upload Mode is Update and the row would create a record.	Correct the identifying values, or upload in Create, Update mode.
Party Site Number or Address Name, Site Name, and Operating Unit are required to create or update Supplier Sites	Site columns are partly filled.	Enter Address Name (or Party Site Number), Site Name and Operating Unit.
Address details must be specified to create a new Address	A new Address Name without country and address lines.	Enter the Country and address columns.
Supplier Site Code already exists for Supplier and Operating Unit	A Create row for a site that exists.	Update the existing site, or use another Site Name.
Another Address with this Address Name already exists for this Supplier Party	The Address Name is used by another address of the supplier.	Use a unique Address Name, or the existing address.
Vendor (or Site) Bank Name is required to create a bank account (also Bank Country, Bank Branch Name, Bank Acct Num, Bank Branch Type)	A new bank account without its mandatory bank details.	Fill the named column.
Bank Branch Change must say whether to move the account to another bank and branch or to rename the one it is on	A bank or branch column of an existing assignment was changed.	Set Bank Branch Change to Move to another Bank/Branch or Rename this Bank/Branch.
Add Existing Bank Acct assigns the account as it stands, so the bank, branch and account columns must be left blank	Add Existing Bank Acct together with bank details.	Clear the bank, branch and account columns on that row.
Site Bank Assignment Level cannot be changed on a bank account assignment that already exists	A changed assignment level on a downloaded row.	End date the assignment and assign the account at the new level.
Update Unpaid Invoices requires a Bank Account Assignment End Date	Update Unpaid Invoices = Yes without an assignment end date.	Enter the Bank Acct Assign End date.
The Bank Account already exists and is owned by a different party	The account number belongs to another supplier or party.	Check the account number.
Liability Account is Invalid (also Prepayment Account, Bills Payable Account, Distribution Set)	The value is not a valid account or distribution set.	Pick the value from the list.
This employee already exists as a Supplier	A supplier for this employee exists.	Update the existing employee supplier instead.