Supplier as Customer in R12

Supplier as Customer in R12

How to Prevent Suppliers From Being Displayed in Search Results?

In Release 12, when a Supplier record is created in Accounts Payable, a record is created for it in HZ_PARTIES.
The presence of this record causes Supplier data to be returned during a Customer Search, when the Supplier data matches the filtering criteria.

Cause

This issue has been addressed in Bug 6703782 PROFILE OPTION TO RESTRICT SEARCH RESULTS IN CUSTOMER FORM AFTER R12 RUP3
Development introduced a new profile option: AR: Show Parties Without Accounts In DQM.

Solution:

This profile controls the display of all parties, valid values are:

• 'YES', Parties without any account records, such as Suppliers will be returned in the Search Results 
• 'NO', only parties with account records will be returned, Suppliers who have no account records will not be returned in the Search Results

Is it possible to use the TCA Party information for an existing Customer as the TCA Party information of a Supplier?

Cause

No.

The ability to query an existing TCA party and create them as a supplier is not yet available.

Solution

If the TCA party is first a supplier, you can query the party and create a customer account for it.
If the TCA party is first a customer, then yes - two parties will be created if a supplier is then created.

The reason is that unlike Customers, most of the options and details that define a supplier are not in TCA tables, but in separate tables AP_SUPPLIERS and AP_SUPPLIER_SITES. In order to enter these details the Supplier form or Supplier Open Interface must be used.

Why Do Accounts Payable Suppliers Show In Release 12 Receivables Customer Form?

This document discusses some of the commonly asked questions and notes regarding Accounts Payable (AP) Suppliers displaying  in Receivables (AR) for Release 12.

Questions and Answers

Why are suppliers (Accounts Payable Vendors) visible in the Receivables Customers User Interface in Release 12?

Representation of suppliers in the Trading Community Architecture (TCA) is new in R12.   By presenting suppliers as part of the Trading Community, you have access to the features provided by TCA.

Each time a supplier is created in Oracle Accounts Payable, a party record is also created in the HZ_PARTIES table.  That party created for the supplier will not have any account information.  Suppliers set up in Payables can be queried in Receivables even though they have no account information.  This is the same functionality as you saw in Release 11i Receivables.  The search in Receivables returns both parties and accounts.  Since suppliers now have a party record, the Customer Standard User Interface (UI) returns them in the search.  In Payables,  you see suppliers at the HZ Party level only.

In Release 11i, the Customer Standard Form provided a facility to query parties and create new accounts for the party.  This functionality remains intact in the Release 12 Customer UI. 

Creating suppliers creates duplicate parties in the Customer User Interface. How can this be avoided?

If you create the TCA party as a customer in Receivables and then go to Payables and create a supplier, a duplicate party is created on the Accounts Payable side. If you create the supplier (party) in AP and query it in AR, you will be able to create a customer account for the supplier.  It is recommended that users create suppliers in AP and then use AR to attach the account layer if desired.  This practice will avoid creating duplicate parties.

Can displaying suppliers on the Customers Search UI be controlled?

Please review Note 1080034.1, Customer Form, Search Issue: How to Prevent Suppliers From Being Displayed in Search Results

What tables are updated when creating a supplier record?  How can a supplier be distinguished from a customer?

Creating a supplier in AP now creates a record in HZ_PARTIES table.  In the Create Supplier Form, you will notice that the REGISTRY_ID is the PARTY_NUMBER  in the HZ_PARTIES table.

The  HZ_PARTY_USG_ASSIGNMENTS table stores the PARTY_USAGE_CODE, and also contains the given PARTY_ID for that Supplier.  You can run an SQL query against this table to see if the record is for a SUPPLIER or CUSTOMER.

Payment related details of  the supplier are also inserted into the IBY_EXTERNAL_PAYEES_ALL and IBY_EXT_PARTY_PMT_MTHDS tables.

The master record that replaces PO_VENDORS is AP_SUPPLIERS. 

The table that holds mappings between AP_SUPPLIERS.VENDOR_ID and HZ_PARTIES.PARTY_ID is POS_SUPPLIER_MAPPINGS. Query the table by PARTY_ID.

How To Create A Customer And A Supplier Under A Single Party? (Doc ID 1299828.1)

Here are the steps that you should follow to create a customer account and supplier account under one party.

Create a New Supplier

             This will create a new party record in HZ_PARTIES which is linked to the supplier record in vendors table.
             Responsibility: Payables User
             Navigation: Supplier > Supplier

Create a New Customer

             Here query the party by name you used when creating the supplier in step 1. The search results should show the party created.
             Responsibility: Receivables User
             Navigation: Customers  > Standard

            Select the party in question and click on the button 'Create Account' and continue to create the customer account under the same party.

Note:  You have to setup the profile option 'AR: Show parties without Accounts in DQM' to Yes before you can try the above solution.