Purpose: The "Automatically Inactivate Suppliers Based on Activity" feature in Oracle Cloud Procurement helps maintain a clean, efficient, and secure supplier master by automatically inactivating suppliers who are no longer active or are one-time vendors after payment. This reduces fraud risk, improves transaction processing, and lowers administrative overhead .
How it Works:
It's a scheduled process that identifies suppliers with no recent procure-to-pay activity (POs, invoices, sourcing) within a specified period, or one-time suppliers who have been paid .
The process stamps the current date as the "inactive date" and also inactivates associated supplier contacts and user accounts .
An output report is generated, detailing successful inactivations and any errors .
Key Parameters: Users can configure criteria such as "Suppliers with No Transactions," "Months Since Last Transaction," and "Paid One-Time Suppliers." A crucial "Generate Inactivation List Only" option allows for a dry run to preview changes before actual inactivation .
Implementation & Scheduling:
Specific privileges are required to set up and run the process .
Monthly scheduling is recommended, preferably after work hours. The initial run should be a single instance due to potential large record updates .
Operational Impact:
Inactivation occurs at the supplier header level, not individual supplier sites, which is a current limitation.
Existing open purchase orders, invoices, or contracts are not automatically closed or altered; they follow their own lifecycles .
To prevent accidental inactivation, use the "Generate Inactivation List Only" preview, or set a future inactive date on critical supplier profiles .
Reactivation: An inactivated supplier can be reactivated by simply removing the inactive date from their profile .
Challenges: Common issues include the lack of automated supplier site inactivation, suppliers not deactivating due to pending change requests, and privilege visibility problems
