Government of Saskatchewan Executive Council. Oracle Sourcing isupplier User Guide

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1 Executive Council Oracle Sourcing isupplier User Guide

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3 Contents 1 Introduction to Oracle Sourcing and isupplier Oracle isupplier Oracle Sourcing Customer Support Communications Services Website Finance MIDAS Helpdesk Login to Oracle Applications Oracle isupplier Basics Navigation Administration Managing Preferences Searching Purchase Orders Oracle Sourcing Basics Navigation Manage Personal Information Sourcing RFQ Checklist View RFQ Print RFQ Acknowledge Participation Respond to RFQ Add Attachments Save Draft Response Review and Submit Quote Notifications Preview Negotiation Open Negotiation Reminders Extended Close Disqualification of a Submitted Quote Early Close Paused Negotiation Cancelled Negotiation Award of Negotiation Amendments New Round Submit a New Quote (Re-Quote)...52 Appendix A: Respond to RFQ with Multiple Lines...56 Online...56 Export / Import Spreadsheet...57 Appendix B: Acknowledge Amendments...66 Appendix C: View Quote History for a Bid Summary...68

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5 1 Introduction to Oracle Applications

6 1 Introduction to Oracle Sourcing and isupplier Effective June 29 th, 2009, the Executive Council of the Government of Saskatchewan implemented Oracle isupplier and Oracle Sourcing applications to aid in online collaboration with Suppliers during the tendering process. This guide is intended to help Suppliers understand and use the Oracle applications. The diagram below captures the process flow for the EC Tendering Process using the Oracle applications. Ministry Client iprocurement START PROCESS Enter & Submit Request using Smart Forms Receive w/ link to Supplier Listing Identify Suppliers to Invite Submit Supplier Selection Receive w/ Supplier Quotes Identify Best Quote Send to EC Analyst w/ winning Supplier END PROCESS Receive with PO Yes EC Analyst Sourcing / Purchasing Buyer Edit Draft RFQ Publish RFQ Add Suppliers Notify Requestor No Review Responses Notification: Suppliers Selected Send to Requestor? Yes No Send responses to client (if needed) Award RFQ Receive Create PO Send with PO to Requestor Yes Send PO to Requestor? No Sourcing Supplier Notification: Invite to Participate Respond to RFQ Award Notification to Suppliers PO Notification to Supplier END PROCESS Process Flow Key: Start / End Process System Process Manual Process Manual System Entry Decision Optional Process 1.0 Oracle isupplier Oracle isupplier portal enables the Executive Council to communicate key procure-to-pay information with suppliers. As a supplier using Oracle isupplier Portal, you have real-time access to information (such as purchase orders, invoices, payments and your company s registered information with the Executive Council). For more information, reference the chapter entitled: Oracle isupplier Basics. 1.1 Oracle Sourcing Oracle Sourcing provides online collaboration related to the Executive Council Tendering Process. Supplier users will be able to view negotiations and respond to negotiations online. For more information, reference the chapter entitled: Oracle Sourcing Basics. 6 of 70

7 7 of 70 2 Customer Support

8 2 Customer Support There are two informative avenues to assist Suppliers with questions, issues, concerns, and requests: Executive Council Portal Finance MIDAS Helpdesk 2.0 Communications Services Website The Communications Services website is being redeveloped to provide the following resources: User Guides Process and Policy information News and Announcements Reference Materials A link is provided here for easy reference: If you can not find the resolution to your question or problem using the Executive Council Website, another option is to contact the Finance MIDAS Helpdesk. 2.1 Finance MIDAS Helpdesk Hours of Operation: Monday Friday (8:00 am 5:00 pm) Contact the Finance MIDAS Helpdesk by: a. Phone at (306) ; or b. at The Finance MIDAS Helpdesk is considered a Tier 1 support level. They will attempt to resolve the reported question or problem. If unable to do so, they will log the issue and forward to Tier 2 support. Tier 2 support should contact the end user within 1 hour. If the reported question or problem can not be resolved within the hour, the Tier 2 support individual will advise the end user the issue is being worked on. Once the issue is resolved, an will be sent to the end user documenting the resolution. Guidelines when reporting a question / problem: Provide contact details of end user with question or problem (Name, Phone & ). Provide module in question (Sourcing and/or isupplier). Provide document # (Requisition #, Purchase Order #, RFQ #, or Invoice #). Provide screenshots, if applicable. Provide any other applicable supporting documentation (steps taken). 8 of 70

9 3 Login to Oracle Applications 9 of 70

10 3 Login to Oracle Applications You will receive an notification addressed from Workflow Detail Mailer with your username, a system-generated password, and a link to the URL to access Oracle Applications. You can access Oracle applications by clicking the link provided in the or by typing the following URL into your web browser: The Oracle applications login page will be displayed. Enter your Username and Password and click on the button. The first time you log into the Oracle applications the system will prompt you to change your password. This is a security precaution, so that only you know your password. First, enter your current password in the Current Password field. Then enter your new password twice (once in the New Password field and then again in the Re-enter New Password field for verification). Once entered, click on the button. 10 of 70

11 Password Criteria: Must be at least 8 characters. Must be alphanumeric (containing letters and numbers). Must not contain the same number or letter consecutively (i.e. summer22 is not allowed). Must not have your User ID as part of your password. Must not be the same as the past 5 passwords you have used. Once logged in, the Oracle ebusiness Suite home page will be displayed with a list of responsibilities you have been given access. A responsibility is simply a way of accessing particular functions of information that you have been permitted to use within the Oracle system. For the Executive Council Tendering Process, you have been given two responsibilities: 010 isupplier Portal Full Access 010 Sourcing Supplier To access the responsibility, you click on the corresponding link. Each responsibility and all related functions are defined within this guide. For more information, reference the chapters entitled: Oracle isupplier Basics and Oracle Sourcing Basics. 11 of 70

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13 4 Oracle isupplier Basics 13 of 70

14 4 Oracle isupplier Basics The Oracle isupplier Portal home page is a central repository for all supplier-related data and functions. This chapter includes information to help you learn how to navigate and search in Oracle isupplier Portal. After you learn the basic techniques, you will be able to search for transaction information, and respond accordingly. 4.0 Navigation When accessing the Oracle isupplier Portal application with the username and password provided to you, the Oracle isupplier Portal Home page will be displayed. The home page is broken down into the following 6 regions: Header Title Bar Search Notifications Orders At A Glance Footer Header The header region of the isupplier Portal Home Page will remain constant when navigating through the Oracle isupplier application. It provides the following links: Home Logout Preferences Help Takes you out of the Oracle isupplier application back to the Oracle ebusiness Suite home page with a list of responsibilities you have been given access. Logs you out of the Oracle applications. Displays the Preferences Page. For more information, reference the section entitled: 4.2 Managing Preferences. Access the help index page applicable to the Oracle isupplier application. 14 of 70

15 Title Bar The title bar of the isupplier Portal Home page provides tabs for easy navigation. For example, if you want to view Purchase Order details, start by clicking the Orders tab, and then click Purchase Orders in the task bar directly below the tabs. Search The section enables you to enter a document number and quickly find information about Purchase Orders, Invoices and Payments. To search for a document: Select which type of document you would like to search and then enter the document number and click Go. Notifications This section displays the five most recent messages waiting for your review. To view a complete list of your notifications, click on the Full List button. Some notifications are view-only, while other notifications require action. To view your notifications, click the subject link to open the Notification Details page. This page provides complete notification details, as well as the appropriate action button. For more information, reference Chapter 7: Notifications. Orders at a Glance This section displays the five most recent purchase orders. Click a purchase order number to view purchase order details. To view a complete list of your orders, click on the Full List button. Footer The Footer region of the Oracle isupplier Home Page will remain a constant when navigating through the isupplier application. It provides duplicate links that are also available in the Title Bar and Header regions. 15 of 70

16 4.1 Administration Supplier Profile Management enables you to manage key profile details used to establish or maintain a business relationship with the Executive Council. This profile information includes attachments, address information, names of main contacts, business classifications, banking details, and category information about the goods and services you are able to provide. To add attachments specific to your business and view how your company has been registered with the Executive Council, click on the Admin Tab located on the Title Bar in the Oracle isupplier application; or the Admin link located in the footer region of the Oracle isupplier application. Here you can upload attachments with new contact information or registration forms to notify Executive Council that you require a change to your profile. Supplier Details The Supplier Details page is the introductory page to Supplier Profile Management. From this page, you can add, update and delete attachment. Adding attachments allows you to upload documents pertinent to your relationship with the Executive Council or upload documents that may have been specifically requested by the Executive Council (for example, tax documentation). Each time an attachment is added or updated, a notification is automatically sent to the Executive Council advising so. In addition to adding, updating and deleting attachments; this page provides links to the other areas of Supplier Profile Management: Address Book, Contact Directory, Business Classifications, Products and Services, Bank Accounts and User Accounts. Each of these areas is explained below. To access the other areas, click on the relative link. 16 of 70

17 Address Book The Address Book page provides visibility to the address details that have been setup within the Oracle applications. If this information is incorrect, please upload an attachment with your correct address details using the Supplier Details page. For more information reference the Supplier Details section of this Chapter. Contact Directory The Contact Directory page provides visibility to the contact information setup for the address(es) that have been setup within the Oracle applications. If this information is incorrect, please upload an attachment with the correct contact details and the address or addresses the contact should be affiliated with using the Supplier Details page. For more information reference the Supplier Details section of this Chapter. Business Classifications The Business Classifications page is only specific to Print Specialty suppliers. It provides visibility to the print categories your company has been registered with. If this information is incorrect, please upload corrected information using the Supplier Details page. For more information reference the Supplier Details section of this Chapter. Click on the Next 15 link to view more business classifications. 17 of 70

18 Products and Services The Products and Services page is only specific to Communications Specialty suppliers. It provides visibility to the communications categories your company has been registered with. If this information is incorrect, please upload corrected information using the Supplier Details page. For more information reference the Supplier Details section of this Chapter. Click on the Next 10 link to view more business classifications. Note: All Print Specialty suppliers are registered for all print categories, irrespective of their capabilities. The search conducted by the Executive Council Analyst is based solely on the Business Classifications the Print Specialty supplier is capable of. However, the Oracle application does not allow searching only on Business Classification. It requires Products and Services in conjunction with Business Classifications. 18 of 70

19 User Accounts The User Accounts page provides visibility to the Supplier Users that have been registered with access to your account. If this information is incorrect, please upload an attachment with the correct information using the Supplier Details page. For more information reference the Supplier Details section of this Chapter. 4.2 Managing Preferences You can change your user settings or preferences at any time by clicking on the Preferences link located in the Header and Footer regions of the Oracle isupplier Portal application. 19 of 70

20 The General Preferences page will be displayed. You can change the following preferences: General You can select your language, territory, time zone, client character encoding (the character set that s used in your page display), and accessibility features (such as screen reader use). Note: Date and time values are always displayed to you in the time zone you set in your user preferences, even if your buying company is in a different time zone. Notification Formatting Password You can select how you want to receive your notifications (for example, in HTML or plain text ). You can define your date format and number format. Enter your name in the Known As field (if not defaulted), then you can reset or change your password. Password Criteria: Must be at least 8 characters. Must be alphanumeric (containing letters and numbers). Must not contain the same number or letter consecutively (i.e. summer22 is not allowed). Must not have your User ID as part of your password. Must not be the same as the past 5 passwords you have used. Once information has been updated, click on the Apply button to save your changes; or click on the Cancel button to return to the isupplier portal application without making any changes. 20 of 70

21 4.3 Searching Oracle isupplier Portal provides extensive search criteria on all pages to help you retrieve information. The search results have a number of columns that you can sort for your data. Some common search fields are PO number, Invoice Number, Payment Number, Date, and Status. You can use the percent sign (%) as a wildcard to search for generic items. For example, to search for all orders beginning with 27 and end in a 5 (such as 275, 2715, 27125) enter 27%5. The% wildcard does not control the number of wild characters. Note: The search logic attempts to find matches containing values in any position. Using "Advanced Search," you can build and narrow searches with the available search operators. Search operators enable you to specify the matching conditions for a search. Available search operators are: is is not contains starts with ends with greater than less than after before Use this operator for an exact match. Use this operator to exclude a specific match. Use this operator to find a partial match. Use this operator to find a partial match only at the beginning. Use this operator to find a partial match that only ends with your criteria. Use this operator to include results greater in value than a value specified. Use this operator to include results lower in value than a value specified. Use this operator to include results with a date after the specified date. Use this operator to include results with a date before the specified date. 4.4 Purchase Orders When the Executive Council enters a purchase order in Oracle Purchasing, the purchase order details are available to you in Oracle isupplier Portal. The Purchase Orders Details page enables you to view details of the entire purchase order. Oracle isupplier Portal enables you to track your purchase orders throughout the procure-to-pay flow. Viewing Purchase Orders You can view details such as terms and conditions, lines, shipments, and attachments. When you navigate to the View Purchase Orders page, the most recent 25 purchase orders are displayed. An advanced search is available to define your search even further. You also have the option to export the displayed data. To view purchase order header and line details, click the purchase order number. 21 of 70

22 On the View Order Details page, you can view the order and PO details. Note: In the PO Details section, click on the Show link to view more details; click the Hide link to hide the details. Printing Purchase Orders You can view and print Portable Document Format (PDF) versions of purchasing documents, including blanket agreements. To print purchase orders, click the Orders tab, and then click Purchase Orders in the task bar below the tabs. Click the PO Number of the purchase order you would like to print. Click on the Printable View button. A PDF version of your purchase order will appear. Agreements Supplier agreements are purchase agreements you have made with the Executive Council. On the Supplier Agreements page, you can review the details of those agreements, and the corresponding releases (orders) that have been created for a particular agreement. To view agreements, click the Orders tab, and then Agreements in the task bar directly below the tabs. Use the search criteria to get a summarized list of agreements. For each agreement, you can select to view the releases created to date for that agreement. You can export details from any page. Purchase History The Purchase Order Revision History page enables you to search for details on the revision history of a purchase order. Using the search criteria, you can get a summarized list of purchase orders that have been revised. You may choose to compare each revised PO to the original PO, the previous PO, or last signed PO (if the revised PO has been signed). You can also view all changes made to the PO. 22 of 70

23 5 Oracle Sourcing Basics 23 of 70

24 5 Oracle Sourcing Basics The Oracle Sourcing home page provides a snapshot of all negotiation activity for your company with the Executive Council. 5.0 Navigation When accessing the Oracle Sourcing application with the username and password provided to you, the Oracle Sourcing Home page will be displayed. The home page is broken down into the following 6 regions: Header Search Open Negotiations Your Active and Draft Responses Your Company s Open Invitations Quick Links Information Footer Header The header region of the Sourcing Home Page will remain constant when navigating through the Oracle Sourcing application. It provides the following links: Home Logout Preferences Help Negotiations Takes you out of the Oracle Sourcing application back to the Oracle ebusiness Suite home page with a list of responsibilities you have been given access. Logs you out of the Oracle applications. Displays the Preferences Page. For more information, reference the section entitled: 4.2 Managing Preferences. Access the help index page applicable to the Oracle Sourcing application. Takes you back to the Oracle Sourcing Home Page. 24 of 70

25 Search Open Negotiations The section enables you to enter a document number and quickly find information about Purchase Orders, Invoices and Payments. To search, click on the drop down list and select Title, Number, Contact, Category, Line or Event, enter your search criteria and click Go. Note: this search is for open negotiations only and will not return any closed or awarded negotiations. Your Active and Draft Responses This section displays the five most recent negotiations that you have submitted a response (Active) or are in the process of creating a response (Draft). The Response Number is a system generated number assigned to each draft you have saved or response you have submitted. To view response details, click on the response number or to view a complete list of your notifications, click on the Full List button. Your Company s Open Invitations This section displays the five most recent negotiations that your company has been invited to participate in, but have not yet responded to. Click on the Negotiation Number to view or print negotiation details or to respond to a negotiation. To view a complete list of your orders, click on the Full List button. Quick Links This section provides quick links to manage drafts, personal information and view any past negotiations that your Company has responded to that may have been disqualified, awarded or rejected. Information This section (if enabled) will be displayed and contain information the Executive Council wants to communicate. 25 of 70

26 Footer The Footer region of the Oracle Sourcing Home Page will remain a constant when navigating through the Sourcing application. It provides duplicate links that are also available in the Title Bar and Header regions. 5.1 Manage Personal Information To manage your personal information, click on Personal Information Update any information that may need corrected and click on the Apply button. If no changes need to be made, click on the Cancel button. If changes were made and you click on the Apply button, you will receive a confirmation advising the changes have been saved. 26 of 70

27 6 Sourcing RFQ Checklist 27 of 70

28 6 Sourcing RFQ Checklist The negotiation process allows you to: 1. Receive notification to participate in a negotiation. 2. View or print the details of the negotiation. 3. Acknowledge your intent to participate in the negotiation. 4. Prepare a response, quote or bid as applicable. 5. Save a draft of your response. 6. Review and submit your response, quote or bid to Executive Council. 7. Monitor notifications and results. 6.0 View RFQ You will receive an addressed from Workflow Detail Mailer when you are invited to participate in a negotiation. You can click the link provided in the or type the following URL into your web browser: Enter your log in details and click on the Login button. 28 of 70

29 Headers (Attributes and Attachments) The Sourcing Application provides the ability to review the negotiation details prior to acknowledging your company will or will not participate in the negotiation. The negotiation is broken down into three sections: Headers (Attributes and Attachments); Lines (Attachments) and Controls. The Header Attributes will provide you with as much information as possible regarding the negotiation. (if more than 10 attributes exist, click on the Next 10 link to view more information). If more attributes exist, click on the Next x to view more information. 29 of 70

30 Once all attribute information has been review, next look at any Header Attachments that may exist. If so, click on the File Name link to view the attachment details. Attachments, if a File Type, a File Download window will appear. Click on the Save button to save the file to your computer or alternatively you can click Open to view the document without saving it. If Saving the file- navigate to the directory on your computer you want to save the file and click the Save button. If you saved the file, a Download complete window will appear. Click on Open to view the file. 30 of 70

31 Attachments; if a Text Attachment, a View Attachment page will be displayed with the attachment information. Once reviewed, click on the Return to RFQ: xxx link on the bottom left hand corner of the page. Lines (Attachments) To view Line details and any corresponding attachments, click on the Line link. If an attachment exists, it will be displayed in the Notes and Attachments section. If so, click on the File Name link to view the attachment details. 31 of 70

32 Attachments; if a Web Page Type, will open the URL of the website. Once line information and attachments have been reviewed, you can return to the RFQ by clicking on the Return to RFQ: xxx link on the bottom left hand corner of the page. Controls The Controls region allows you to view the response rules applicable to the negotiation. 32 of 70

33 6.1 Print RFQ To Print the RFQ, click on the drop down list next to Actions, select Print RFQ and click on the Go button. A File Download window will appear, click the Open button to view the negotiation. 33 of 70

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36 6.2 Acknowledge Participation To acknowledge participation, click on the drop down list next to Actions, select Acknowledge Participation and click on the Go button. Indicate whether or not your company will participate by selecting the button next to Yes or No. Optionally, you can enter a Note to Buyer and then click on the Apply button. 6.3 Respond to RFQ To Respond to the RFQ, click on the drop down list next to Actions, select Create Quote and click on the Go button. 36 of 70

37 If you have not already done so, review Headers (Attributes and Attachments), Lines (Attachments) and Controls to ensure the quote you are submitting meets negotiation criteria. Reference Number: Optional; enter your company s internal reference number (if applicable) Note to Buyer: Optional; enter any comments you may want to convey to the EC Analyst. Quote Price: Required; enter your quote price Promise Date: Required; enter the date you can deliver the goods and/or services by (note this field will default to the need by date from the Requestor, it can be changed to an earlier date) 6.4 Add Attachments To add an attachment applicable to your response, click on the Add Attachments button. 37 of 70

38 The Add Attachment page will be displayed. Enter the attachment description and then define the attachment and click on the Apply button. You can add more than one attachment by clicking on the Add Another button. Once you click on Apply. You will receive a confirmation that the attachment has been added successfully. The attachment will now be displayed in the Attachments section. 38 of 70

39 6.5 Save Draft Response To save a draft of your response, click on the Save Draft button. A confirmation will be displayed advising a draft response has been saved. Note: If you save a draft response and forget to go back in before the Sourcing negotiation is closed, you will receive an error: RFQ xxx is closed for quoting. 39 of 70

40 6.6 Review and Submit Quote To review and submit your quote, click on the Continue button. 40 of 70

41 The Create Quote xxx: Review and Submit (RFQ xxx) page will be displayed. This page gives you one last chance to review everything prior to submitting. If any changes need to be made, click on the Back button. If no changes need to be made, click on the Submit button. Once submitted, a confirmation will be displayed advising the response has been submitted. Note: Communications suppliers must submit a bid with a dollar value for each job in addition to submitting the hardcopy responses requested in the Request for Proposal (RFP). 41 of 70

42 42 of 70

43 7 Notifications 43 of 70

44 7 Notifications The notifications sent by Oracle Sourcing provide the recipient with high-level information about the negotiation as well as information related to the triggering event, including what action the recipient should take. Each notification contains the following regardless of the triggering event of the notification: Title From To Sent ID Company Title Number Negotiation Preview Negotiation Open Negotiation Close The title of the notification The person whose action initiated the notification. The person to whom the notification is sent. Date and time the notification was sent System generated number for this notification The buyer company conducting the negotiation The title of the negotiation The negotiation number The date and time the negotiation opens for preview (if specified) The date and time the negotiation opens for responding The date and time the negotiation is to be closed as of the time the notification was generated (the negotiation may have been closed early or extended after the negotiation was sent). Additionally, the notification will contain specific information related to the event that triggered the event. In some cases, the notification is for information only; in other cases, some type of action is required by the recipient. If action is required, the notification text will indicate what needs to be done. 7.0 Preview Negotiation Recipient: When: Possible Action: Next steps: invited suppliers when the negotiation is published acknowledge intent, and enter Oracle Sourcing to participate preview negotiation within Oracle Sourcing, wait until the negotiation is open for responding. 44 of 70

45 7.1 Open Negotiation Recipient: When: Possible Action: Next steps: invited suppliers when the negotiation is published acknowledge intent, and enter Oracle Sourcing to participate submit responses within Oracle Sourcing 7.2 Reminders Recipient: When: Possible Action: Next steps: respondents who have not acknowledged intent to participate one day after the open date/time acknowledge intent online none 45 of 70

46 7.3 Extended Close Recipient: When: Possible Action: Next steps: invited suppliers buyer has extended the negotiation none (information only) respondents may decide to resubmit responses 7.4 Disqualification of a Submitted Quote Recipient: When: Possible Action: Next steps: respondent whose response has been disqualified buyer has disqualified respondent s quote none (information only) respondent can view reason for disqualification and resubmit a new response 46 of 70

47 7.5 Early Close Recipient: When: Possible Action: Next steps: invited suppliers buyer has closed the negotiation early none (information only) none 7.6 Paused Negotiation A notification is not sent out if a negotiation is paused, but it will be evident within the Sourcing Application by the Pause icon next to the Negotiation Number. If you attempt to respond to a negotiation that is Paused, you will receive an informational notification advising that you can create a draft quote and a note from the EC Analyst as to why the negotiation has been paused. 47 of 70

48 7.7 Cancelled Negotiation Recipient When Possible Actions Next Steps all invitees and participants a buyer cancels a negotiation none (information only) none 7.8 Award of Negotiation Recipient When Possible Action Next Steps all respondents the buyer shares the award decision none (information only) none Awarded 48 of 70

49 Rejected 7.9 Amendments Recipient When Possible Action Next Steps all invitees and participants buyer creates an amendment to the negotiation review the details of the amendment and acknowledge it resubmit bids 49 of 70

50 7.10 New Round Recipient When Possible Action Next Steps all invitees and participants buyer creates an amendment to the negotiation review the details of the amendment and acknowledge it resubmit bids Invited Not Invited Recipient When Possible Action Next Steps all invitees and participants from previous round who have not been invited to the subsequent round buyer opens the negotiation for the subsequent round none (information only) none 50 of 70

51 8 Submit a New Quote (Re-Quote) 51 of 70

52 8 Submit a New Quote (Re-Quote) If the EC Analyst has allowed multiple responses on a negotiation, the Oracle Sourcing application will allow you to submit a new quote. To do so, click on the Negotiation Number link. Click on the drop down list of values next to Actions, select Create Quote and click on the Go button. 52 of 70

53 The Create Quote xx (RFQ xxx) page will be displayed with your previous quote information. You can change the Quote Price or you can utilize the Power Quote % tool to recalculate your quote price. For example, if you want to lower your quote price by 5%, enter 5% in the Power Quote field and click on the Recalculate button. The Quote Price field is updated with the new quote price. To accept, click on Continue or change the Quote Price appropriately. A confirmation will be displayed advising the quote has been submitted. 53 of 70

54 54 of 70

55 Appendix A Respond to RFQ with Multiple Lines 55 of 70

56 Appendix A: Respond to RFQ with Multiple Lines Online Enter the price for each line. 56 of 70

57 Export / Import Spreadsheet To Export a spreadsheet to enter quote prices on, click on the drop down list of values next to Actions, select Export to Spreadsheet, and click on the Go button. Select Lines Type. Click on the Open button. 57 of 70

58 Open the Exported Lines spreadsheet. Click on the Open button. Enter the Quote Price and the Promise Date (notice the date format). The format m/dd/yyyy h:mm is incorrect. 58 of 70

59 To correct the date format, open the Excel spreadsheet, highlight the dates and click on Format Cells. Select Custom and ensure the date format is dd-mmm-yyyy hh:ss:mm and click on the OK button. The date is now shown on the Excel spreadsheet in the correct format. 59 of 70

60 Save updated filed to your computer. Click on the Yes button to keep the format in text (tab delimited). 60 of 70

61 Log back into the Sourcing application and open the corresponding negotiation as if you were going to create the quote on line. Click on the Quote by Spreadsheet button. Select Lines Type and then click on the Browse button to identify the file to upload. 61 of 70

62 Navigate to the file directory where the file is saved, select the file and click on the Open button. The selected file will be displayed in the File to Import field. Click on the Import button. If the import errors, the application will advise why. In this example, the date format is incorrect. The steps to correct the date format are documented above. 62 of 70

63 If there are no errors, the lines are updated with the imported quote prices. Click on Continue to review and submit your response. 63 of 70

64 Confirm everything is correct and click on Submit. A confirmation will be displayed advising the quote has been submitted. 64 of 70

65 Appendix B Acknowledge Amendments 65 of 70

66 Appendix B: Acknowledge Amendments If there is an Amendment made to a RFQ, it is required that you acknowledge all amendments prior to submitting a quote. If you have previously submitted a quote, you must acknowledge the amendment and submit a new quote. A Summary of the Amendments will be displayed. To acknowledge them, click on the Acknowledge button. A confirmation will be displayed advising you have successfully acknowledged the amendment(s) and will ask if you would like to proceed with submitting a response. Respond by clicking on the appropriate button. 66 of 70

67 Appendix C View Quote History for a Bid Summary 67 of 70

68 Appendix C: View Quote History for a Bid Summary To receive a bid summary for an awarded RFQ, visit the Quote History in the Sourcing Supplier responsibility. Once logged in, click on 010 Sourcing Supplier and then on Sourcing Home Page. If you received the award, click on Awarded under View Responses. If you did not receive the award, click on Rejected under View Responses. Click on either the Response Number or the Negotiation Number. Select View Quote History in the drop down menu and click Go. 68 of 70

69 The quotes of the other suppliers who bid on the negotiation will be listed in the Quote column. The other supplier names remain anonymous within the system. To further compare the bids on a negotiation, click on your Quote Number. On the Quote History page, left-most column, click on the number of Active Quotes. Check the boxes of all the quotes for comparison and click Compare. 69 of 70

70 Additional information will be displayed. 70 of 70

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