12.3 Creating Multiple Supplier Profiles

PECOS P2P allows for a supplier to have multiple profiles. This provides for scenarios where a supplier may have different geographic branches or multiple customer accounts for your organisation.

Organisational Assignment

When the supplier is created the profile is saved to an Organisation Level. If a further profile is required with different supplier details it may be saved to a different Organisation level, thereby creating a second profile. One supplier profile may be created for each level of your organisation. This organisational assignment is therefore different to the assignment of other PECOS P2P data records which dictates the organisational access of the record for administration purposes only. The organisational assignment of a Supplier record therefore also defines the actual supplier profile used by users within your organisation.

The Supplier profile used by a user’s requisition is dependant upon the organisational assignment of the user and the supplier. PECOS P2P will find a supplier profile by looking at the user’s organisation membership (in their user profile) and use the supplier profile that is saved to the same level of the Organisation. In the absence of a supplier profile existing at the same organisation level as the user, PECOS P2P will look up the organisational hierarchy, to parent organisations, until one is found. Each supplier profile can be independently edited and maintained and can share the same catalogue.

Setup Summary

The following fields must remain consistent across supplier profiles for the supplier to be identified as a single supplier and share the same catalogue:

• Supplier Name
• Supplier Key
• Short Name
• Currency
• Payment Method

Quick Setup

Create the supplier at your top organisational level as detailed above. This supplier profile can then be used to create a copy profile by opening, editing and selecting a different Organisation assignment before saving. PECOS P2P will always display the organisation that the supplier profile is assigned to on the Supplier Information page. For example: “Maintenance to this Supplier Profile will be assigned to Organisation: Professional Services”.

Example

A buying organisation purchases all its computer consumables from a single supplier called PC Supplies Ltd from a single catalogue. The buying organisation has two divisions that are geographically dispersed in the North and South and these divisional offices use a sales branch of PC Supplies Ltd that is local to them.

Two supplier profiles are required, one for the Northern branch of PC Supplies Ltd and one for the Southern branch of PC Supplies Ltd. Each profile must contain a different phone number, fax number, address and supplier customer number. PECOS P2P users in the North and South must use the appropriate supplier profile to ensure their orders are received by the correct supplier branch.

Solution

Create a supplier called PC Supplies Ltd containing default profile information. This profile is saved to the top level organisation.

Open this top level supplier profile, edit the profile using the details of the Northern branch of PC Supplies Ltd and click on the Organisation button. Choose the Northern organisation division in the organisation explorer window and save this profile. A copy of the profile now exists that will be used by all users who are assigned to the Northern level of your organisation.

Open the top level supplier profile once more, edit the profile using the details of the Southern branch of PC Supplies Ltd and click on the Organisation button. Choose the Southern organisation division in the organisation explorer window and save this profile. A copy of the profile now exists that will be used by all users who are assigned to the Southern level of your organisation.