Summary
If a supplier is not registered in IC Finance Cloud, you will need to submit a request to begin the supplier registration process before ordering from this supplier in Procurement or paying them through the Invoicing system.
This article contains instructions for how to search for a supplier to see if they are registered, and how to submit a supplier registration request.
Audience
This article is intended for all faculty and staff.
Platform
IC Finance Cloud
Contents
- Searching to See if a Supplier is Registered
- Requesting a New Supplier
- Changing Existing Supplier Contact Information
Searching to See if a Supplier is Registered
Before requesting a new supplier, make sure that the supplier is not already registered.
To search for a supplier:
1. On the IC Finance Cloud home page, click the Procurement tab, then click the Purchase Requisitions app.
2. Near the top of the Requisitions screen, click the More Tasks dropdown menu, then click Request Noncatalog Item. This will take you to the Create Noncatalog Request screen.
3. In the Supplier field, begin typing the name of your supplier. If the supplier is a person, begin typing their first name first. A list of matches should appear below the field. If you are able to find your supplier, do not complete the registration process as this will create duplicate supplier records. If you are not able to find your supplier, complete the registration process below.
4. Click the Cancel button, then click the Done button in the top right corner to return to the Requisitions screen.
Requesting a New Supplier
To request registration for a new supplier:
Please be as accurate as possible when entering all information
1. On the IC Finance Cloud home page, click the Procurement tab, then click the Purchase Requisitions app.
2. Near the top of the Requisitions screen, click the More Tasks dropdown menu, then click Request New Supplier. This will take you to the Request New Supplier screen.
3. Type the name of the company, or person's name if the supplier is an individual, in the Company field. Please make sure the name is capitalized correctly and contains no special characters (e.g. commas, periods, hyphens, colons, accents, ampersands).
4. Click the Request Reason dropdown menu and select Check Request.
5. A justification is required to register a new supplier. Type the purpose of the supplier registration in as much detail as possible in the Justification field. PLEASE NOTE: This field helps determine whether the supplier is taxable/not taxable; therefore, please be sure to provide as much detail as possible for the purpose of this new supplier. Examples: SERVICES, STIPENDS, TEACHING, CONSULTING, HONORARIUMS, REIMBURSEMENT, ETC.
6. Click the Tax Organization Type dropdown menu and select the type of supplier you are registering.
7. Click the Supplier Type dropdown menu. If the supplier is a student, select Student. For all other types of suppliers, select Supplier.
8. At least one contact for your supplier will need to be created. To add a contact person, scroll down to the Contacts section and click the icon. Type the contact person's First Name, Last Name, Email, and any other known contact information into the corresponding fields. PLEASE NOTE: Legal names must be used - they cannot be nicknames or abbreviations. Click the Administrative Contact and Create user account checkboxes to allow this person to update their supplier record, then click the OK button. Repeat this step if you would like to create additional contacts.
9. An address will need to be created for your supplier. To add an address, scroll down to the Addresses section and click the icon. Type "REMT" in the Address Name field. Type the supplier's address information into the Address Line 1 and Address Line 2 fields. Type the zip code into the Postal Code field and hit the Tab key. A list of locations will appear in the City, County, State format - Click the correct location and Click the OK button. Click the Ordering and Remit to checkboxes, then click the OK button.
10. Click the Register button in the top right corner of the screen to submit your request. A confirmation message should appear. Your request will be reviewed by Accounts Payable and sent to the supplier for completion. You will receive a notification from Accounts Payable when this has been completed.
11. Email the supplier you are registering to let them know they will be receiving two separate emails from Oracle and Ithaca College and will need to follow the instructions in the emails to complete their registration as soon as possible. The emails will come from ehwy@workflow.mail.us2.cloud.oracle.com and suppliersofc@ithaca.edu. Suppliers may need to check their Spam folders.
Changing Existing Supplier Contact Information
To update the contact information for a supplier that has already been registered, please email all updated information (e.g. name, mailing address, phone) to suppliersofc@ithaca.edu. The Accounts Payable team will then reach out to the supplier and work with them to get their information updated.