Oracle ISupplier Guide - TJX Companies

Oracle iSupplier Guide

Table of ContentsContentsWelcome to iSupplier . 3Overview. 4Getting Assistance . 4In Scope . 4Out of Scope . 4Logging on to Oracle iSupplier . 5Portal Setup . 6Adding or Searching for an Attachment . 6Making Changes to Your Organization . 7Adding to or Modifying Your Company Address Book . 8Adding or Modifying a Company Contact. 10Providing New Business Classification Information . 11Updating Your Product or Service Information . 11Manage Orders . 13Viewing a Purchase Order. 13Requesting an Action on a Purchase Order . 14Requesting a Change to a Purchase Order . 15Manage Invoices . 16Viewing an Invoice. 16Viewing a Payment . 18Creating an Invoice from One or More Purchase Orders . 20Appendix. 25Invoice Requirements for CA – Expenses Payable . 26Invoice Requirements for US – Expenses Payable . 28Invoice Requirements for Europe – Expenses Payable. 30Month End Dates: . 32

Welcome to iSupplieriSupplier Portal can help you reduce the time and energy you put into your telephone andemail inquiries with TJX. It can also put information about your purchase orders, deliveries,and invoices right at your fingertips. We hope you find iSupplier an easy and convenient toolto use.Here’s a view of what you can expect with iSupplier:Immediate Transmission!Set UpPortal· Keep companyinformation up-to-date· Give TJX visibility toyour products andservices.· Make additions andchanges to yourcompany contactinformation.Round the Clock Access!ManageOrdersManageInvoices· Access the latest purchaseorder information—neededactions, acknowledgements,promise dates, and more.· Streamline your invoicecreation process—createand submit directly to TJXAccounts Payable.· View purchase order andshipment history.· View invoice status andcheck history.· Submit change order requestsand split shipmentsinstantaneously.· Track payments —status,dates and check numbers.

OverviewOnce you have completed your registration in Oracle, your company information will residein Oracle iSupplier. You will be able to access the following iSupplier responsibilities:·Portal Setup—View your company information, add and change your companycontacts, make changes to the way your business is classified, and make changes tothe products and services associated with your company.·Manage Orders—View and print your current purchase orders and purchase orderhistory.·Manage Invoices—View and print your current invoice and payment history, andreview payment status. Create and submit invoices from purchase orders.·Sourcing—Participate in an RFI, RFQ, or Auction when invited to do so.Getting AssistanceProblem Type:Contact:You forgot your password, or yourpassword is not working and a reset isneededoNorth America—866-573-3233, Option1 (Oracle), Option 1 (Password)oInternational—(1 )508-390-2052Other technical questions, such assupplier registration issues, randomerrors, worksheet uploads, attachmentuploads and navigation, etc.Please contact the TJX Supplier Help Deskat:·Supplier Helpdesk@tjx.com·North America—888-450-1524·International UK 44 (0) 1746 335002Help Desk Hours:···US / CAN (3AM – 7PM)UK (8AM – 12AM)PL (9AM – 1AM)In ScopeTJX Supplier Oracle Help Desk will provide training, assistance and clarify queries on TJX’sOracle iSupplier Application functional usage.Out of ScopeProviding answers and solutions on Business related / eRFX business requirement queries toSuppliers is out of scope.

Logging on to Oracle iSupplier1. Access the TJX Oracle iSupplier login screen.Note: You can also access the Login screen from the TJX home page (www.tjx.com). Click the “Not for Resale Suppliers” link; then look for the link ”If you havealready registered with TJX, please click here.”The login screen displays:Click here if youhave forgottenyour passwordTip: Save this URL in your Browser Favorites for easier access going forward.2. Enter your User Name and Password. Then click the Login button or press “Enter”on your keyboard.The Oracle Applications Home Page displays.

Portal SetupTo access your company information, you will access the Portal Setupresponsibility. Follow these steps:1. From the Oracle Home Page; click TJX ISUPPLIER PORTAL SETUP.The General tab of the Supplier Administration page displays.DUNS Number isUS and CA onlyEU uses TaxRegistration #for their VAT#This menuprovidesaccess to thedifferentpages in thePortal SetupUse thesesections tosearch for or addan attachmentNote US SUPPLIER ONLY: If you need to change companyinformation, such as Taxpayer ID or DUNS Number, you must send anemail to the Supplier Helpdesk@tjx.com with your W-9 form.·Note EU and CA SUPPLIERS ONLY: If you need to change anycompany information, you will need to obtain a ‘New Vendor Form’ fromyour business contact and submit that form into TJX.Adding or Searching for an AttachmentThe General tab has an Attachments section where you can:·Add a new attachment—click the Add Attachment button tobrowse for the attachment you wish to add.Please Note: attachments are viewable, but are not monitored byTJX. Based on this, documents of a confidential nature should notbe attached.·Search for an attachment that you have added to your record—enter asearch string or click the Show More Search Options link to search byother criteria. Then click the Go button to display the results.

Making Changes to Your OrganizationAny time you make changes to your organization, you should be sure tomake those updates in iSupplier. This includes the number of employees,the chief executive’s name, the annual revenue, and more.Follow these steps:1. From the Supplier Administration menu, click Organization in the ‘CompanyProfile’ group.The Organization page displays:2. Make any needed changes to the Organization and Total Employees information.3. In the Tax and Financial Information section, please note: ·US use the Taxpayer ID number, but you cannot change it here. Tochange your Taxpayer ID, you must send an email to theSupplier Helpdesk@tjx.com with an updated W-9 form.Europe and Canada uses the Tax Registration Number field for enteringthe VAT (e.g. GST, HST, QST). Note: Suppliers must submit their VATnumber on a New Vendor Form. Contact your Business Partner for the ‘NewVendor Form’ template.4. Click Save when your entry is complete.

Adding to or Modifying Your Company Address BookIf there are any changes, additions, or deletions to the addresses that TJX has on filefor you, it is important that you make those updates in iSupplier.Follow these steps:1. From the Supplier Administration menu, click Address Book in the ‘CompanyProfile’ group.The Address Book displays:2. To modify an address, click the pencil icon. The Update Address page willdisplay for you to make changes. Note: Modifications to the address should be fornon-mailing address changes, such as phone number, fax, or email address. If youneed to make any changes to the mailing address (street, city, etc), you mustcreate a new address.3. To remove an address, please make your request through your TJX representative.Do not use the Remove icondisplayed in your Address Book.4. To add a new address, click the Create button.The Create Address screen displays:

5. P rovi de t he fol l owi ng:Suppliers Invoicing for CA ONLY:Address Name—the format must be as follows:[2 characters currency code]-[2 characters Province Code]-[1st 3 characters of the city]-[1st 5characters of the location te: For the 6-digit location #, please use the following hierarchy to determinewhich number to use: (1) P.O. Box, (2) Building #, (3) Suite or Room #, (4) Floor#.Address Line 1—must be the “payment remit to” addressCity/Town/LocalityPostal CodeSuppliers Invoicing for US ONLY:·Address Name—the format must be as follows:[2 character state code] – [1st 5 characters of the city] – [location #], forexample:MA-BOSTO-1250Note: For the 6-digit location #, please use the following hierarchy to determinewhich number to use: (1) P.O. Box, (2) Building #, (3) Suite or Room #, (4) Floor#.·Address Line 1—must be the “payment remit to” address·City/Town/Locality·Postal CodeSuppliers Invoicing for EU SUPPLIERS ONLY:·Address Name—the format must be as follows:[2 digit country code] – [1st 5 letters of town based in] – [1st 5 characters ofpostcode], for example:GB-WATFO-WD171·Address Line 1—must be the “payment remit to” address·City/Town/Locality·Postal Code6. Click Save when your entry is complete.

Note: Once submitted, the address change goes to TJX Expenses Payable for approval. You willnot receive a communication about whether the change was accepted, however you can verifythe update(s) by querying your supplier address book (please allow 48 hours).Note – EU Supplier Only: Please attach, on letter-headed paper, a document signed by yourfinancial controller confirming your change of address, when attaching the document clearlydefine the intent of the document. Please note, you should also email the document to theExpense Payable team.Adding or Modifying a Company ContactThe person who registered your company in Oracle is automatically set up as a contact. However,if there are other individuals who should have access to TJX events, you want to be sure to setthem up as additional contacts. Doing so will allow their participation in events, visibility topurchase orders and invoices, and other types of access.To add an additional person or make changes to contact information, follow these steps:1. From the Supplier Administration menu, click Contact Directory in the ‘CompanyProfile’ group.The Contact Directory – Active Contacts page displays:Do not useClick thisbutton toadd a newcontact2. To edit an existing contact, go to the row containing that contact’s information, andproceed as follows:·Click the Removecompany.icon if this contact should no longer be associated with your·Click the Addresses iconto associate an address with the specified contact.You will be prompted to select from the current addresses that the companycurrently has on record.·Click the Updateicon to edit that contact’s information.3. To add a new contact, click the Create button.The Create Contact page displays.Be sure to use ALL CAPS and put nohyphens or spaces in phone number fields

4. Provide the contact’s name, job title and contact information. Enter as muchinformation as you can and double check the correctness of your entry.5. Click Save when your entry is complete.Providing New Business Classification InformationIf you have a new certification or a change to an existing certification, it’s important thatyou provide that information in iSupplier.Follow these steps:1. From the Supplier Administration menu, click Business Classifications in the‘Company Profile’ group.The Business Classifications page displays:2. Make sure the Applicable checkbox is selected next to any Classification that youwant to update.3. Enter or change the following certificate information:···Certificate NumberCertifying AgencyExpiration Date4. Click to select the “I certify ” checkbox.The name and date of the certification displays.5. Click Save when your entry is complete.Updating Your Product or Service InformationWhen we conduct a search for a particular commodity, only suppliers whose products andservices match our criteria will come up in our supplier results. Keeping your product orservice information up-to-date in iSupplier can be very beneficial to your business withTJX.To update your product or service information, follow these steps: