Metrolinx iSupplier Portal Resources

Oracle iSupplier Portal is a secure internet-based portal that enables two-way collaboration between Metrolinx and vendors, helping vendors submit / update their profile data, submit invoices, and track invoice processing notices. It helps enhance efficiency, reduce processing time, and improve our partnering experience. 

As a member of the Metrolinx vendor community, we value our partnership with your organization and are constantly seeking ways to improve our shared experience. We are adopting the iSupplier solution to help standardize our processes, and drive efficient, transparent, and timely invoice and payments processing. 

To support our vendors throughout this Change Journey, we have adopted a phased roll-out approach for the Oracle iSupplier system, structured over multiple waves beginning in May 2022. Communication on vendor onboarding will be phased accordingly. Please check your inbox for future onboarding information and support resources / material. 

Submitting invoices through iSupplier is not mandatory, but highly encouraged. Existing contracts include no obligation to submit invoices through the portal. However, kindly note that: 

• Terms and conditions of future contracts will require invoices to be submitted via the portal, so if you will be engaging in future contracts and Purchase Orders with Metrolinx, they will ultimately need to be submitted via iSupplier. Not adopting the solution for your existing contracts would consequently create a situation where you would have to adopt two different processes to submit your invoices. 
• There are several features and benefits that come along with the iSupplier solution, including enhanced traceability on your end and ours; these would only be realized for invoices submitted via iSupplier. 
• We will be allocating resources and adjusting our internal processes to fully support this initiative. This is driven by our commitment to improve process efficiency and enhance our partnering experience. 

The iSupplier portal can be accessed here: https://isupplier.metrolinx.com You will need to set up your username and password to access the iSupplier Portal. Please contact iSupplierSupport@metrolinx.com for a password reset link to be sent to you. The password reset link is valid for 8 hours and will be sent from erpprod@metrolinx.com.

After attempting to log in with the incorrect log in information: 

• Select the link for "Login Assistance" 
• You will be promoted to enter your username, which should be your email address. 
• An email will be sent to the email address associated with your username to reset your password. 

The Reset your Password link expires after 8 hours of being sent. 

• The MX iSupplier Profile Administrator needs to contact (iSupplierSupport@metrolinx.com) to reset their password. 
• All other users need to contact their MX iSupplier Profile Administrator to reset the password. 

• All passwords are changed every 90 days. 
• For users who do not log in for an extended period, the system will automatically expire their password and be prompted automatically by the system to update their login credentials the next time they login. 
• The same password cannot be reused until the 6th time in a password lifecycle. 

Your iSupplier password must be at least 8 characters in length and must contain at least one letter and one number. It must not contain any two or more consecutive, repeating characters (e.g., 1SupplierPassw0rd). Note that when updating your password, the same password cannot be reused until the 6th time in a password lifecycle. In addition to the above criteria, here are some of the best practices to ensure password security when creating or updating your iSupplier password:

Do:

• ✔️ Create a password of 8 or more unique characters containing alphanumeric and at least 1 special character (e.g., @, #, etc.)
• ✔️ Create unique and complex passwords for every site
• ✔️ Log out of shared computers
• ✔️ Create passwords that can be easily remembered. For example, the phrase might be "This May Be One Way To Remember" and your password could be "TmB1w2R!" or some other variation

Don't:

• ❌ Use personal information like birthday, address, etc. in your password
• ❌ Use the same password across several accounts
• ❌ Save your password in browsers
• ❌ Share your password or write it down on a sticky note

To find a specific invoice: 

• Click the menu icon. 
• Click the MX iSupplier Portal Supplier PO Invoice Admin or MX iSupplier Portal Supplier Invoice Admin option. 
• Click the Home Page option. The Supplier Home page is displayed. 
• Click the Finance tab. 
• Click the View Invoices option. 
• In the Simple Search section, you can search for an invoice using one or multiple criteria including Invoice Number, PO Number, Invoice Status, Payment Status, etc. 

To find a specific Purchase Order (PO): 

• Click the menu icon. 
• Click the MX iSupplier Portal Supplier PO Inv Admin or MX iSupplier Portal Supplier Inv Admin option. 
• Click the Home Page option. The Supplier Home page is displayed. 
• Click the Orders tab. 
• Click the Purchase Orders option. 
• In the Advanced Search section, you can search for a PO using one or multiple criteria including PO Number, Document Type, Order Date, Buyer, etc. 
• In case there are any discrepancies found on the PO and Supplier wants to review those with MLX an offline communication to the buyer should be sent 

If you’ve searched for your PO and it is not appearing in the search results, it may be because it is a Regime 3 (R3) Construction Act contract. Regime 3 (R3) Construction Act contracts are currently not available in iSupplier, and you should continue to submit R3 invoices through existing procedures. 

If your PO is not appearing and it is not a Regime 3 (R3) Construction Act contracts, please reach out to your business contact at Metrolinx for assistance. 

To view the status of an invoice: 

• Click the menu icon. 
• Click the MX iSupplier Portal Supplier PO Inv Admin or MX iSupplier Portal Supplier Invoice Admin option. 
• Click the Home Page option. The Supplier Home page is displayed. 
• Click the Finance tab. 
• Click the View Invoices option. 
• In the Simple Search section, you can search for an invoice using one or multiple criteria including Invoice Number, PO Number, Invoice Status, Payment Status, etc. 
• From the search results, identify the status of the invoice in the Status column.

The status will display whether the invoice is approved, cancelled, in-progress, on hold, rejected, or unsubmitted. 

Please do not submit an invoice with an incorrect tax calculation. If you notice that the tax calculation on an iSupplier invoice submission is incorrect, please reach out to your MX contact, cc’ing iSupplierSupport@metrolinx.com.

Submitting an invoice with incorrect information may lead to processing delays or cancellation. Please ensure your invoice number, total, and PO lines are correct prior to submission.

Only one invoice should be submitted per submission. Each invoice should have its own unique invoice submission. Combining invoices into one submission will lead to a cancellation, which may cause delays in payment.

Non-PO invoices can only be created on an exception basis. You must speak to your Metrolinx contact person for approvals and more details. If appropriate, the “MX iSupplier Portal Supplier Invoice Administrator” role will be assigned to you, which will enable you to do this. 

Note: You can also refer to the Submit a Non-PO Invoice “how-to” video for detailed step by step instructions. 

Search for the non-PO invoice in the Finance tab of the iSupplier Portal and view the reason for rejection in the Rejection Comments column in the search results. Click the pencil icon to be able to “Update” the non-PO invoice addressing the reason for rejection and resubmit the invoice.

Your Metrolinx contact will advise you if there is a need to add/update attachments after the invoice is submitted.

You will need to upload relevant files to iSupplier during the registration and invoicing process. When uploading files, you can upload only the following file types on iSupplier: docx, xlsx, pptx, pdf, csv, jpg, jpeg, png, txt. 

If you attempt to upload any other file type, you will receive an error stating “This file type is not allowed. Please choose another file.” 

If you have a file type that is different from this list, you can perform the following steps to convert your file to an approved file type. 

• Click the File menu option. 
• Click the Save As option. 
• Select the appropriate file type from the drop-down menu. 
• Click the Save button. 

Once the file is saved as an approved file type, you can upload the file to iSupplier. If you are unable to convert your file type, or if you have a file type different from this list, please convert the file as a PDF document and upload it. 

If you prefer to be paid by a method other than EFT, such as ACH, Wire Transfer, cheque, etc., you must enter dummy banking details in the Banking Details section when completing your registration as this is a system requirement. Follow these steps to choose your preferred mode of payment as ACH, Wire Transfer, or Cheque:

• Select the Existing Bank and Existing Branch options.
• Keep the Bank Number and Tax Payer ID fields blank.
• Select the dummy bank name in the Bank Name field.
• Select the dummy branch in the Branch Name field. For example, SWIFT Code (BOFAUS035 SWIFT) for Wire Transfer, or ABA routing number (121000098 ABA) for ACH payment.
• Select the “ABA” option for ACH payment or the “SWIFT” option for Wire Transfer payment in the Branch Type dropdown field.
• Enter your phone number in the Account Number field.
• Enter the legal business name under which the account is registered in the Account Name field.
• Enter relevant notes for Metrolinx in the Note to Buyer field, for example, the details around your preferred payment method.
• Click the Apply button.

The dummy banking details are now saved in the Banking Details section. You can also refer to the “Payment Method” user guide for detailed step-by-step instructions."

When submitting the new bank account for approval, utilize the Note to Buyer field in profile setup to add comments about bank account associations as required. The iSupplier Support team will then associate the bank account indicated with the specific address/site you’ve designated. 

Every time your banking details are updated or created, it will go through two levels of approval at Metrolinx. At the first level, the banking details are verified manually and approved, and you will receive a notification that the banking detail change is in process. At the second level, Metrolinx will deposit a nominal amount into your bank account to verify the account. On successful receipt of payment, Metrolinx will send an email to you to inform you about the approval of bank details.

In some cases, you may need to create credit memos to refund Metrolinx for goods and/or services. The credit memo submission should be done separately from a normal invoice so that no credit line items should be included with invoice charge items. 

Note: You can also refer to the Submit a Credit Memo “how-to” video for detailed step by step instructions. 

Profile Administrators can assign specific roles for each of their users in iSupplier. The various roles and responsibilities are: 

• MX iSupplier Profile Admin: These users are commonly known as Profile Admins, and are responsible for: 
• Completing the registration and profile creation process for their organization 
• Setting up and managing account settings for their organization such as adding addresses, updating banking information, uploading relevant documents regarding their organization, etc. 
• Adding (and deactivating) users from their organization to the iSupplier Contact Directory and assigning relevant roles to them 
• MX iSupplier Portal Supplier PO Inv Admin: These users are commonly known as PO Invoice Admins, and are responsible for: 
• Viewing POs linked to their organization 
• Submitting PO-based invoices for the goods and services provided to Metrolinx 
• Submitting credit memos
• Uploading PO-based invoice and credit memo supporting documentation, as required 
• Viewing and resubmitting cancelled PO-based invoices 
• MX iSupplier Portal Supplier Inv Admin: These users are commonly known as Invoice Admins, and users in this role can perform all the tasks of the PO Invoice Admin as well as the following: 
• Submitting non-PO invoices for the goods and services provided to Metrolinx 
• Viewing and resubmitting rejected non-PO invoices 

Once the Profile Administrator submits their organization’s registration, Metrolinx will review the registration. Once the registration is approved, the Profile Administrator will be able to start using iSupplier to add PO Invoice Administrators, who will be primarily responsible for submitting PO-based invoices for their organization. 

The MX iSupplier Profile Administrator has access to view all users associated to the account. To perform this task: 

• Log onto iSupplier. 
• Click the menu icon. 
• Click the MX iSupplier Profile Administrator option. 
• Click the Supplier Details option. Your organization’s profile is displayed. 
• Click the Contact Directory option. 

The MX iSupplier Profile Administrator can add additional users. To perform this task: 

• Click the menu icon. 
• Click the MX iSupplier Profile Administrator option. 
• Click the Supplier Details option. Your organization’s profile is displayed. 
• Click the Contact Directory option. 
• Click on Create New Contact. 
• Assign relevant responsibilities. 

The username is automatically defaulted to the email address of the contact and can not be changed from the supplier side. Please reach out to iSupplierSupport@metrolinx.com if you need any assistance in changing the username.

You cannot delete a user from your iSupplier Contact Directory. Users added to the Contact Directory can only be made inactive. The MX iSupplier Profile Administrator is responsible for deactivating contacts within their organization that are not directly or actively involved with Metrolinx. To perform this task: 

• Click the menu icon 
• Click the MX iSupplier Profile Administrator option. 
• Click the Supplier Details option. Your organization’s profile is displayed. 
• Click the Contact Directory option. 
• Click the update icon corresponding to the contact details you want to update. The Update Contact page displays for the contact. 
• In the Inactive Date field, enter the date to inactivate the user account. 
• Click the Apply button to save your changes. This will deactivate the contact’s iSupplier user account by the date indicated. 

Yes, there can more than one Profile Administrator per office location. 

To add a new MX iSupplier Profile Administrator, reach out to a current MX iSupplier Profile Administrator within your organization or contact Metrolinx at (iSupplierSupport@metrolinx.com). As the MX iSupplier Profile Administrator, to perform this task: 

• Click the menu icon. 
• Click the MX iSupplier Profile Administrator option. 
• Click the Supplier Details option. Your organization’s profile is displayed. 
• Click the Contact Directory option. 
• Click on Create New Contact. 
• Assign all relevant responsibilities including Mx Supplier Profile Administrator. 

Note: You can also refer to the Managing Profile and Account Settings “how-to” video for detailed step by step instructions. 

Users with the MX iSupplier Profile Administrator role will also be able to submit invoices ONLY if an Invoice Administrator role is also assigned to them. Note that both roles can be assigned to a single user from a vendor organization, thereby allowing them to perform both sets of responsibilities in iSupplier.