REGESTIRED SUPPLIER GUIDE. Abu Dhabi Education Council

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1 REGESTIRED SUPPLIER GUIDE Abu Dhabi Education Council Advanced Procurement

2 Table of Contents Introduction... 3 Purpose... 3 Overview... 3 Supplier Activities... 3 Supplier Profile Management... 3 Supplier Portal Activities Accessing Purchase Orders View PO View Returns View Invoices View Payments Create Work confirmation Create invoice Supplier Profile Management Purpose Overview General Company Information Company Profile Address Book Contact Directory Business Classifications Banking Details Tendering Process Submission of RFQ Responses Open and Closed Issues for This Deliverable... Error! Bookmark not defined. Open Issues... Error! Bookmark not defined. Closed Issues... Error! Bookmark not defined. Page 2 of 55

3 Introduction This document contains a brief overview of how various tasks are to be performed in the isupplier Portal module in Oracle Applications. The specific functionality as may be relevant to the isupplier Portal operations has been discussed in the Solution Definition document with reference to the ADEC business Processes. This document has been organized as per the structure given in the Table of Contents, providing procedures/information relevant to the ADEC Operations as well as certain general information / guidance about the functions of Oracle isupplier Portal. Purpose This document provides the operating procedures for carrying out isupplier Portal operations in ADEC using Oracle isupplier Portal. Overview This document covers the following isupplier Portal operations in ADEC. 1. Suppliers activities 2. Buying Company View 3. Supplier Profile Management Supplier Activities The operations involved in supplier activities are: 1. Accessing Purchase Orders 2. View Receipts 3. View Returns 4. View Invoices 5. View Payments 6. Create work confirmation 7. Create Invoice Supplier Profile Management The operations involved in supplier profile management are: 1. General Company information 2. Company Profile 3. Address Book 4. Contact Directory 5. Business Classifications 6. Banking Details Page 3 of 55

4 Supplier Portal Activities 1. Accessing Purchase Orders When the buyer company enters a Purchase Order in Oracle Purchasing, the PO details are available to the supplier in the isupplier Portal which enables the supplier to track the PO s throughout the entire procure-to-pay flow. Supplier logs into isupplier Portal Navigation Path: ADEC isupplier Portal full access > Home Page > Orders > Purchase Orders As a supplier you can open any PO by clicking on its number It is important to notice the status next to the PO, if the status shows as requires acknowledgment; then select the PO and click Acknowledge Page 4 of 55

5 Click the Accept Entire Order if you want to proceed with this PO else Reject Purchase Order Click Submit > This will navigate to PO summary page and you can give a note to buyer Page 5 of 55

6 After the PO is acknowledged the status will become Accepted Page 6 of 55

7 2. View PO Navigation Path: ADEC isupplier Portal Full Access > Home Page > Orders > Purchase Order > choose the desired PO number Page 7 of 55

8 You will see the details of the PO You can interact with this PO now from the Action menu; Request changes, in order to ask the buyer to approve changes you might require. Request cancellation, in order to ask the buyer to cancel this order. View changes history; to check the changes that was done for this PO View PDF, in order to view the PO, or contract in a PDF format, you might require this to print the contract sign it manually and send it back to buyer. Create work confirmation, this appears only for service POs where you as a supplier need to initiate the completion certificate of a certain milestone by creating a work confirmation for that milestone, in this case the requester and his manager will need to approve this work confirmation and the system will automatically issue a receipt voucher to this milestone so you invoice that milestone if your payment term allows this. View work confirmation, to view the work confirmation that was done for this PO View receipts; this allows you to check the receipts that was done for this PO View invoices ; this allows you to check the invoices that was done for this PO Page 8 of 55

9 View payments; this allows you to check the payment that was done for this PO, please note that the payment will hit your account, or you will receive the payment cheque only 5-6 days after the payment is shows as done (paid) in this preview. 3. View Returns Navigation Path: ADEC isupplier Portal Full Access > Home Page > Shipments > Returns Now you can search your PO number or simply click on go to see a list of your returns Page 9 of 55

10 4. View Invoices Navigation Path: ADEC isupplier Portal Full Access > Home Page > Finance > View Invoices Now you can search your PO number, invoice number or simply click on go to see a list of your invoices Page 10 of 55

11 5. View Payments Navigation Path: ADEC isupplier Portal Full Access > Home Page > Finance > View Payments Now you can search your PO number, invoice number or simply click on go to see a list of your invoices Page 11 of 55

12 6. Create Work confirmation Work confirmation in Oracle terminology is the meant to be the receipt of a certain service / or any part of it (milestone) where it starts by supplier to declare that he completed that service/milestone and wishes the requester and his management to confirm the receipt, the step by step description below starts from entering PO in isupplier portal to which the work confirmation is to be done: 1. Navigate to ADEC isupplier portal full access > Orders> search the PO (advanced Search) or choose from the list 2. Choose the desired PO by clicking on the PO number Page 12 of 55

13 The purchase order information shows 4. Notice on the summary the total of the PO as well as the approved amount which means the earlier milestone that you have achieved. 5. Click on the (+show ) below the PO details to see the details of the service that was requested including the milestones Page 13 of 55

14 The milestones will show 7. Notice the approved amount next to each milestone for the previous work confirmation you have created Now click on actions > create Work confirmation Page 14 of 55

15 8 9. From view choose all pay items and click go 10. Notice that you cannot create work confirmation for milestones that were previously created whether approved or not yet approved 11. In order to create a work confirmation for a milestone or more choose that milestone(s) 12. Click next Page 15 of 55

16 Enter the work confirmation number 14. You can attach any related document 15. When you are done click submit Notice the confirmation that your work confirmation has been submitted Page 16 of 55

17 17. Notice the status is processing, the status will be changed into pending approval in the time it reached the requester and you will be notified once the work confirmation is approved, then the status will be processed Create invoice After the service is completed (work confirmation is approved) and/ or the items is delivered to the requester (after being inspected), supplier can create his invoice and submit it to the payable to process it. It is very important to know that the supplier will not be able to create invoice before that, the following steps will guide you to create an invoice 1. Navigate to ADEC isupplier portal full access > finance> click on go Page 17 of 55

18 1 2. Enter the PO number to which you want to create the invoice 3. Click go, you will find the ready items to be invoiced 4. Check the box next to the item 5. Click next Page 18 of 55

19 6. Enter the invoice number 7. Add a scanned copy of the original invoice without which your payment will not be processed by clicking on add 8. Once you are done click next Review the invoice and click submit Page 19 of 55

20 9 10. Confirmation that your invoice was submitted Page 20 of 55

21 Supplier Profile Management Purpose Supplier Profile Management enables the supplier to manage key profile details used to establish or maintain a business relationship with the buying company. This profile information includes address information, names of main contacts, user accounts (if you have the Supplier Profile and User Management responsibility), business classifications, banking details, and category information about the goods and services the supplier is able to provide to the buyer. Buyer administrators will review the details that the supplier provides and use them to update the appropriate records in the buyer's purchasing transaction system. The Supplier benefits from managing his profile himself. Supplier Profile Management enables the supplier to effectively represent themself to the buying company and update their profiles details as necessary, making important information accurate. Overview This section describes the following topics: General Company Information Company Profile Address Book Contact Directory Business Classifications Banking Details Responding to Buyer Surveys Page 21 of 55

22 General Company Information Management of Supplier Company s profile information involves the use of two high-level pages. The General information page provides a quick, highlevel display of information at the company level. The supplier can use the General information page to add an attachment to his profile. Adding attachments allows the supplier to upload documents pertinent to their relationship with the buying company or upload documents that may have been specifically requested by the buying company (for example, tax documents). Supplier logs into isupplier Portal Navigation Path: ADEC Supplier Profile Manager Supplier Details or ADEC isupplier portal full access > admin Page 22 of 55

23 Company Profile Use the Company Profile pages to define the detailed information about the supplier company. Use the navigation bar on the left to access the different pages of the Company Profile. The Organization page defines high-level details about the supplier company. To access the Organization page, click Organization in the Company Profile navigation tree. Address Book Use the Address Book page to enter information on your company sites. You can create and modify the multiple addresses used in transactions with the buying company (for example, purchasing locations, payment sites, and addresses for RFQs). You can provide a comment for each address entry to describe how it is used. For example, you can enter an address record and indicate that this is an address for a location from which goods or services may be purchased. After you enter address information, buyer administrators are notified of the changes. Buyer administrators must review the updates and decide how to use the details to update the purchasing system. Therefore, any changes you make may not be promoted to the system for a few days. Page 23 of 55

24 The Address Book page displays the current addresses defined for your company. From this page you can Delete an address by clicking the trash can icon. Update an address by clicking the pencil icon. Add a new address by clicking Create. Page 24 of 55

25 Contact Directory 1. On the Create Address page, enter the appropriate information for the new address (required fields are marked with an asterisk). 2. When finished, click Save. The Contact Directory lists the employees at your company who function as contacts between you and your buyer. After entering the contact details, you can link the contacts to the appropriate address (described below). As people move within your organization, you can also revise the address details for a contact. You can create multiple contacts and link each one to as many addresses as needed. Each contact must be unique based on first name, last name, and phone number. Contacts that are obsolete can be removed. After you enter the information, buyer administrators are notified so they can review the details and use then to update their purchasing system. Therefore, your changes may not be promoted to the purchasing system for a few days. On the Contact Directory Page, you can o Delete a contact by clicking the trash can icon. o Update contact information by clicking the pencil icon. o Manage address information for a contact by clicking the Addresses icon. Page 25 of 55

26 Business Classifications Buying companies establish a list of business classifications they want to use to classify their supply base. In some regions, these classifications are required by government regulations. You can claim classifications that are appropriate to your business and add any required classification details. Buyers can then audit your qualifications. Once you claim the appropriate classifications, buyer administrators are notified so they can review the details. To claim business classifications: 1. On the General information page, click Business Classifications. 2. On the Business Classifications page, check Applicable for all classifications that apply to your Company. Banking Details To simplify the process of capturing bank account related details and to improve data quality, you can create and maintain your own bank account details and assign these accounts to multiple addresses within your company. Buying companies can then access and approve these details for propagation into their payables systems. You can create and maintain bank account details that you want the buying company to use when they make payments to you. The system captures all relevant information. Since bank accounts are defined for a particular bank, branch and account number, you have the ability to enter all this information when creating your account entries. When you enter your account information, the system validates for duplicate entries. Page 26 of 55

27 Page 27 of 55

28 Tendering Process Submission of RFQ Responses This process lists the steps to be followed by a Supplier user to submit Quotes online in Oracle. Step No. 1 Description: Logging into Oracle Application The Supplier user logs into the Oracle Application using steps outlined in The Navigation & Generic Functions training manual (DO.070_Gen)using his User Login and Password. Step No. 2 Description: Acknowledge participation in the Tender In the Login page, the Supplier User can see his role related Responsibilities on the left and the Worklist in the Home page. 1. In the worklist, the Supplier user gets a Notification that he has been invited for participation in the Tender. The notification shows the information like a) Who has sent the RFQ - Buyer who has published the RFQ b) Subject Subject of the Notification (in this case, invitation to participate in the Tender) c) Sent Date - Date on which the RFQ was published Page 28 of 55

29 1. Page 29 of 55

30 1. Click on the Notification link to open the notification. 2. Click on Yes to send an acknowledgement of participation in the RFQ. Click No to decline participation. 2 3 This will return control to the Homepage. Page 30 of 55

31 Step No. 3 Description: Navigating to Sourcing Supplier Homepage 1. From the Homepage, navigate to the Sourcing Supplier page Navigation: [R] ADEC Sourcing Supplier > Sourcing > Sourcing Homepage Sourcing Homepage opens. The Supplier user s Sourcing Home page has the following sections: 3. Your Active and Draft Responses section which shows the details of all the RFxs for which the Supplier has participated and submitted Quote responses. 4. Your Company s Open Invitations section which shows the details of RFxs for which the Supplier has been invited to participate but yet to respond. This section also shows the Time Left for the RFx to close. 5. Quick Links section which allows the Supplier to manage his Drafts, Deliverables, Personal Information and Also view other information related to negotiations. Page 31 of 55

32 3 4 5 Step No. 4 Description: Navigating to RFQ 1. To create a Quote Response to an RFQ, click on the Negotiation Number link under the section Your Company s Open Invitations. Page 32 of 55

33 3 Page 33 of 55

34 Step No Description: Viewing the RFQ 1. In the RFQ page, to view the Printable PDF view of the RFQ, select the option Printable view from the Actions dropdown and press Go 1 2. This will open a popup from which the RFQ can be opened or saved in the local computer for review. Page 34 of 55

35 2 Page 35 of 55

36 5.2 Viewing Deliverables 1. In order to view the deliverables associated with the negotiation (RFQ) click on Contract Terms Tab 2. Click on the Deliverable Name to view the deliverables details and attachment The below snapshot shows the deliverable details 4. Click on the attachment title to download the deliverable attachment. Page 36 of 55

37 5.3 Description: Creating an online Quote Response 5. The Negotiations page opens. This page contains the information of the RFQ under the tabs Header, Lines, Controls and Contract terms. The Supplier user can review the RFQ by clicking on the specific tabs. 6. To create a Quote, from the Actions dropdown, select the option Create Quote and press Go. 1 2 Continue to Step6 for creating Online Quote. The section 5.2 shows the steps for creating quote through spreadsheet. Page 37 of 55

38 5.4 Description: Creating a Spread sheet Quote Another option for the Supplier is to download the Quote Response spreadsheet and enter the Quote response online. Once done, the same can be imported into the RFQ response. 1. From the Actions dropdown, select the option Export to Spreadsheet and press Go In the Export to Spreadsheet page, select the appropriate export options and press Export. Page 38 of 55

39 The sample template is downloaded as zip file and can be saved to your desktop. 4. Open the.xml file in the Zip 4 5. Enter the Quote responses in the excel document which would open. Enter the Headers and Line information in the individual sheets and SAVE it on the local computer. Page 39 of 55

40 Continue to Step6 for continuation of Quote creation. The filled up spreadsheet can be imported into the RFQ in Step7. Page 40 of 55

41 Step No. 6 Description: General Terms and Conditions 1. The General Terms and Conditions page opens. 2. Click on Accept to proceed. If the terms are not acceptable, click on Cancel. 1 2 Page 41 of 55

42 Step No Description: Quote Response Entry - Header 1. The Create Quote page opens. 2. Under the Header s tab, enter the Quote Validity information. 3. Enter the Quote Reference Number 4. Optionally, enter a Note to Buyer. 5. To add any attachments, click on Add Attachment button In the Add Attachment page which opens enter the i. Title of attachment ii. Description of attachment 7. In the Define Attachment section, select the file using the Browse button. [Select the appropriate radio button depending on the type of attachment] 8. To add additional attachment, click on Add another. 9. To return to the Quote entry page, click on Apply. Page 42 of 55

43 Updating the deliverables during negotiation is open 1. In the RFQ Header we can see the deliverables at the bottom of the page. 2. Click on update icon to update the deliverable 1 2 Page 43 of 55

44 3. Enter the notes (optional) 4. Click on Update icon to select the attachment of deliverable from the desktop 5. Once the file is uploaded select the status as submitted 6. Click on Done Page 44 of 55

45 7.3 Description: Import Spread sheet Quote 7. In the Create Quote page, click on Quote by Spread sheet button In the Quote by Spread sheet page, under Step2: Import Spread sheet, click on Browse and select the file from your local computer. 9. Click Import. Page 45 of 55

46 2 3 This will populate the spreadsheet response values onto the RFQ response in Oracle. Note: If there are any errors in import, the same is showed in the Import Error section. The user has to correct the errors in the spreadsheet and re-import the same. Proceed to Step 8 to review the imported values. Page 46 of 55

47 Step No. 8 Description: Quote Response Entry Header - Requirements 1. Under the Requirements section, enter the Response to the Requirements under the field Quote Value in the boxes provided. In case of multiple choice entries, select the response from the List of Values. 1 Page 47 of 55

48 Step No. 9 Description: Quote Response Entry Header Contract Terms and Deliverables 1. Under the Contract Terms section, click on Preview Contract Terms to open the PDF containing the Contract Terms A popup window will open allowing the user to Open / Save the Contract Terms file. 2 Page 48 of 55

49 Step No. 10 Description: Quote Response Entry Lines 1. In the Create Quote page, click on the Lines tab to view and enter quote responses against the Lines. 2. If an RFQ line has the icon, it means that more information is to be entered in the Quote Response against the lines other than the Quote Price. To enter addition information, click on the icon. 3. Click on the Update icon Page 49 of 55

50 Step No. 11 Description: Quote Response Entry Line Information Entry 1. In the Create Quote: Line page which opens, enter the Quote Price. 2. If the RFQ Line has additional Attributes to be responded to, enter the Quote Value under the Attributes section. 3. Optionally, enter a Note to Buyer To navigate to the RFQ Lines page, click on Apply. 5. In the Create Quote page, click Continue. Page 50 of 55

51 5 6. Review the Quote. 7. Submit the Quote Confirmation message is displayed. 9. Click on the link Return to Sourcing Home Page to return to the Home page. Page 51 of 55

52 The submitted quote response is seen under the section Your Active and Draft Responses section. 1 Page 52 of 55

53 Step No. 12 Description: Manage Deliverable (After submitting the quote) 1. Navigate to Negotiation Home Page 2. Select Deliverables under Quick Links > Manage Enter the search criteria by status/document type/status/document Number(response number) Page 53 of 55

54 4. Click on Go 5. Click on Update to update the deliverable Enter the deliverable notes (optional) Page 54 of 55

55 7. Click on update icon to upload the attachment from desktop 8. Click on Delete icon if deliverable to be deleted 9. Select the status Submitted 10. Click on Apply Page 55 of 55

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