Supplier Portal User Guidance
We use Oracle Cloud eProcurement system, which has a dedicated Supplier Portal. Below, we have some video tutorials to help you work through our system.
Supplier Portal video tutorials
Video tutorial to help suppliers with the registration process for the Fife Council Supplier Portal
Back To TopVideo tutorial designed to help suppliers login to the Fife Council Supplier Portal for the first time.
Back To TopVideo tutorial aimed at providing a brief overview of the main functionality available to suppliers using the Fife Council Supplier Portal.
Back To TopVideo tutorial designed to provide a brief overview of the Purchase Orders section within the Fife Council Supplier Portal.
Back To TopVideo tutorial designed to help suppliers obtain information in relation to Contract and Blanket Purchase Agreements in the Fife Council Supplier Portal.
Back To TopVideo tutorial designed to help suppliers obtain information in relation to Contract and Blanket Purchase Agreements in the Fife Council Supplier Portal.
Back To TopVideo tutorial designed to help suppliers obtain information from the Fife Council Supplier Portal in relation to invoices and payments.
Back To TopVideo tutorial designed to help suppliers create an invoice in the Fife Council Supplier Portal and submit it directly into Fife Council's payables system.
Back To TopVideo tutorial designed to help suppliers view and make changes to their financial and organisational information held within the Fife Council Supplier Portal.
Back To TopVideo tutorial designed to help suppliers submit a request to change their bank details in the Fife Council Supplier Portal.
Back To TopVideo tutorial designed to help suppliers add additional contacts with Supplier Portal access.
Back To TopSupplier Portal troubleshooting and additional information
It is important that you click the Submit button when creating an invoice in the supplier portal otherwise the invoice will remain in an incomplete status. This means it will not be entered in the Fife Council payables system and will potentially impact the matching of any further invoices against the purchase order.
If you have any incomplete invoices that need to be cancelled, please follow the video tutorial below:
Common reasons for incomplete invoices:
- Supplier has clicked either the Save button or Save and Close button instead of Submit when creating their invoice
- Supplier has started to create an invoice then has navigated to another area of the portal without submitting the invoice
- The portal has timed out or been closed accidentally in the middle of creating an invoice
- Supplier did not realise that as soon as they have matched a purchase order line when creating an invoice, it will save as 'incomplete' if not submitted
Video tutorial designed to help suppliers search for any incomplete invoices which they have created in the supplier portal.
It is important that you progress any incomplete invoices which you have created to prevent problems matching future invoices against the purchase order.
Back To TopEdit and submit incomplete invoice - (Add a line)
Video tutorial to help suppliers edit and submit an incomplete invoice when they need to add a line to the invoice.
Edit and submit incomplete invoice - (Amount-based)
Video tutorial to help suppliers edit and submit an incomplete invoice when they have matched the full line amount in error.
Edit and submit incomplete invoice - (Quantity-based)
Video tutorial to help suppliers edit and submit an incomplete invoice when they have matched the full line quantity in error.
Back To TopCredits should not be processed via the supplier portal. Instead, they must be processed manually by emailing to invoices.accountspayable@fife.gov.uk
Back To TopAt the moment, it's not possible to overbill via the supplier portal. If you need to invoice for a higher value or quantity than the invoice line allows, please contact the named contact from the order PDF. You need to request that the order is increased accordingly, prior to submitting an invoice.
Back To TopIf you have chosen to submit your invoice via the Supplier Portal, it is important that you do not also email a copy of the invoice. Invoices should be submitted via one route only to reduce the risk of duplication.
Back To TopWhen creating an invoice in the supplier portal please only use the Select & Add button to create an invoice line. If you need to add freight or additional lines to the invoice, please contact the requisitioner to add them on to the order, this will then make them available to select for invoicing.
Please do not click 'Plus' to create invoice lines or this will result in the invoice being automatically rejected and cancelled after submission.
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