PROCESSIT 7.3 R3

New Supplier Creation Workflow

©2025 Copyright ReadSoft AG (publ). All rights reserved. The contents of this document are subject to change without notice. ReadSoft is a registered trademark of ReadSoft AB. Other product and company names herein may be the trademarks or registered trademarks of their respective owners.
Questions or comments about this document may be emailed to documentation@readsoft.com.

ReadSoft AB (Head office) | Södra Kyrkogatan 4 | SE-252 23 Helsingborg | Sweden | Phone: +46 42 490 21 00 | Fax: +46 42 490 21 20
ReadSoft AG | Falkstrasse 5 | 60487 Frankfurt | Germany | Phone: +49 69 1539402-0 | Fax: +49 69 1539402-13
info@readsoft.com | www.readsoft.com

New Supplier Creation WorkflowNew supplier in INVOICES VerifyNew supplier workflowCreating supplierUsing Already Existing SupplierFind supplierERP Entry SettingsValidationInvoice workflow and supplier creationIf the new supplier workflow failsSupplier administrator configuration

New Supplier Creation Workflow

New supplier in INVOICES Verify

If a supplier for a scanned invoice does not exist in INVOICES it cannot be identified by the Interpret module. The INVOICES Verify operator can select a supplier called New Supplier and complete the verification process for the invoice. This launches a new supplier workflow in PROCESSIT.

New supplier workflow

New suppliers are created in the Supplier Creation window.

When the invoice with New Supplier is transferred to PROCESSIT a New Supplier Request is sent to a purchasing agent who can create a new supplier by completing the workflow. The purchasing agent receiving the notification is configured in the Configuration Manager.

Creating supplier

The purchasing agent can enter information to create the supplier. The invoice image with the new supplier is available for reference:

  1. Fill in main supplier information - Name, number, active date, segment, registration number
  2. Fill in the supplier details by navigating the tab structure in the Supplier Details segment of the Supplier Creation window.
  3. Select OK in the Action selector.
  4. Click Submit

The task is then completed and the notification to routed to create the supplier. The supplier is created as a vendor in Oracle E-Business Suite.

Using Already Existing Supplier

In case the supplier for the invoice already exist, you should check the Existing Supplier check-box.

This could be the case if you want to create a New Site for an existing supplier, or if you have mistakenly received a Create Supplier request.

When Existing Supplier is checked, a Supplier Search icon is displayed by the Supplier Name field, all main supplier information is read-only, and the Supplier Detail segment is hidden.

The ERP supplier entry setting must be set to MANUAL to use pre-existing supplier numbers and names.

Find supplier

If you wish to locate an existing supplier to use or create a new site for an existing supplier:

  1. Click the Search Supplier button next to the Supplier Name field.
  2. Select an existing supplier from the pop-up selection list. The Search dialog displays all of the existing Sites, so you may view existing sites.
  3. Click Add.
  4. Supplier Name, Supplier Number, and Site Name are populated.

You do not have to fill in all the required Supplier detail entries when adding a New Site to an Existing Supplier.

ERP Entry Settings

You can only enter Supplier Name and Supplier Number for a new supplier and site if the Oracle E-Business Suite is configured to allow MANUAL supplier number entry.

The entry type is controlled in Payables System Setup → Supplier → Supplier Number in the Entry field.

The Supplier Number entry method and type can be viewed from the supplier number information button.

Both Oracle E-Business Suite 11i and R12 support either MANUAL or AUTOMATIC Supplier Number Entry methods for either NUMERIC or ALPHANUMERIC Supplier Numbers.

Validation

Validation checks Supplier Number according to settings and check type.

Validations for MANUAL entry settings include Supplier Number required and Numeric checks.

Validations for AUTOMATIC entry settings ensure the Supplier Number is blank for New Suppliers.

Validations are skipped when using an existing supplier.

Invoice workflow and supplier creation

The invoice workflow waits for the supplier request to be completed or rejected. When the supplier is created, the new supplier information is delivered to the invoice. The invoice is updated with the new supplier information and sent to the standard contact person. The regular workflow then continues with the accounting and approval process.

If the new supplier workflow fails

If the supplier creation fails and is not imported to Oracle E-Business Suite, the request is returned along with an error reason to the purchasing agent who submitted the supplier request. This user has the option to correct the issue and re-submit the request.

Supplier administrator configuration

The supplier workflow administrator receives task notifications about creating new suppliers. The supplier workflow administrator is defined in the Supplier Administrator configuration parameter.