Oracle Applications. Using the isupplier Portal And Sourcing

Transcription

1 Oracle Applications Using the isupplier Portal And Sourcing Instructions to Supplier Page 1 of 45

2 Getting a Userid and Password... 3 isupplier Portal... 7 Receiving an Invitation to an ALLETE Sourcing Event... 9 Viewing the ALLETE Sourcing Event Bid Documents (RFQ) Your Sourcing Home Page Viewing the 4 Section of the Bid documents Header Downloading Bid documents (Attachments): Lines Controls Contract Terms Acknowledging Your Intent to Participate: Creating Your Quote Amendments Acknowledge Amendments: Other: Page 2 of 45

3 Getting a Userid and Password 1. ALLETE will register you to the Oracle System You will receive an notification of your registration with the ALLETE Supplier Collaboration Network (SCN). The will be From: P1 Oracle Applications. (The example below is a bit different as it is an example from our test system) Click. This link will take you to the log on page. (logging on is covered in section 3 viewing bid documents Make note of your userid and password contained in the . HINT: You may want to Copy (ctl-c) the password, so it s easy to enter into the log on page (make sure no spaces, or the period, as the password is at the end of the sentence. Note: The notifications could be blocked by your system. Please add Minnesota Power P1 Oracle Applications as a trusted site. Page 3 of 45

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5 HINT: Bookmark or Favorite the log on page web address for quick reference!!! This userid and password will be used for all souring events you are invited to in the future! Enter your as your username Enter the password you received on your initial registration notification. The first time you login to the system, you will need to change your password. Click Suppliers can have multiple user names and passwords but notifications for purchase orders will need to go to one address. We recommend a front office type address like abcsupplier@supplier.com. Page 5 of 45

6 The first time you log on, you will need to change your password. Enter the temporary password provided in the registration you received. NOTE: It is a system generated password, and therefore may contain some unique characters. It may work best to copy (ctl-c) the password from your registration . Then paste (ctl-v) the password into the password field. Enter a new password. NOTE: Must be at least 6 characters long, must NOT start with a number, but must contain a number. Re-enter your new password. Click Page 6 of 45

7 Click on the AlT isupplier User Home Page. Under the Worklist, you will see notifications for your company. Page 7 of 45

8 Suppliers can log in to isupplier and view their purchase orders, agreements, invoices, and payments. At the top of the page, there are three tabs: Orders, Shipments, Finance. To the right of the screen under the Orders tab, view Agreements, Purchase Order, Purchase History, Shipments, Advance Shipment Notices, Receipts, Invoices, Payments. At the bottom of the screen there may be pending change order requests. Please refer to the DVD for instructions on isupplier Portal. Page 8 of 45

9 Receiving an Invitation to an ALLETE Sourcing Event 2. Invitation to ALLETE Sourcing Event Once you are registered to the ALLETE isupplier Portal, you are eligible to respond to sourcing events electronically. You can only respond to sourcing events to which you have been invited by the ALLETE buyer. You will receive an notifying that you have been invited to Bid. View the bid documents: click Negotiations Detail link. This will bring you to the isupplier Portal login page. Acknowledge participation: Click either Yes or No to indicate whether you will be bidding. NOTE: YOU MAY NOT BE ABLE TO ACKNOWLEDGE PARTICIPATION FROM THE . YOU MAY RECEIVE AN ERROR. See #4 below, Acknowledging Participation while viewing bid documents to log on to our system to acknowledge. Page 9 of 45

10 Viewing the ALLETE Sourcing Event Bid Documents (RFQ) 3. View the bid documents From the invitation to bid, click Negotiation Details. Page 10 of 45

11 Your Sourcing Home Page 4. View the Bid Documents, cont. Oracle home page: Oracle Home Page: Main menu: Displays your security access. For sourcing, expand the folders to show Sourcing Home Page Click Sourcing Home Page to View your open RFQ s and historical RFQ s Worklist: Displays a list of your open notifications. These are the same notifications that are also sent out to your address. Page 11 of 45

12 Click on Your Active and Draft Responses: Lists your quotes that are active or in draft format. Your Company s Open Invitations: Lists all RFQ s that you have been invited to participate in. HINT: Text in BLUE and underlined are links that take you to the source information. In the below example, the Negotiation Number, click on the number and it will take you directly to the RFQ. Page 12 of 45

13 Viewing the 4 Section of the Bid documents There 4 Sections to the Bid Documents. Each section is contained on its own tab. 1. Header 2. Lines 3. Controls 4. Contract Terms Header Page 13 of 45

14 Header General information Buyer Name: Buyer responsible for the bid Style: All sourcing events for ALLETE are blind Description: general description of what is being bid Outcome Event: What will be issued when the sourcing event is complete Payment and Shipping Terms Page 14 of 45

15 Proposed Shipping and Payment terms Downloading Bid documents (Attachments): Notes and Attachments Notes: Notes will give you information/instructions NOTE: Attachments: Attachments can be either on the header or the lines. Please be sure to check both places so that you do not miss any attachments. Attachments can be bid forms, or any other type of documents pertaining to the sourcing event. Download Attachments to your personal computer Click on the file name of the attachment A window will pop up asking if you want to open or save the file. Click. Page 15 of 45

16 Choose the location on your personal computer to save the file Click. Page 16 of 45

17 When the file is finished downloading, you will get the following message. Either Open the document to view it now, or click Close to return to view the rest of the bid. Page 17 of 45

18 Lines Click the Lines tab Some Sourcing events will have multiple lines. In the example shown, there is only one line, where there is a separate spreadsheet (as an attachment) for the bid details to be entered. Page 18 of 45

19 Click on the description of the line to view detailed line information Click the description of the line to view details Page 19 of 45

20 Line Details Provides detailed information on the service or material being requested Notes to Suppliers: Detailed line notes to Suppliers Click on the Ship to Address Name to display the entire ship to address Need by From and To dates Page 20 of 45

21 Click Return to RFQ xxxx to return to a summary view of the bid Attachments: Line specific attachments such as drawings and specifications. Lines can have many attachments Ship to address: Click on the name of the ship to address to open up the details. Click to the lines. to go back HINT: Do not use the Browser s forward and back buttons!! On each page, there should be a link to return to the previous page. Attachments: Download the Line Attachments to your personal computer the same way the Header attachments were downloaded. When done reviewing the lines, click to return to a summary view of the bid Page 21 of 45

22 Controls Click the Controls Tab The Controls Tab allows you to view general information regarding the bid o Bid Close Date o Bid Open Date o Rules Page 22 of 45

23 Contract Terms Click the Contract Terms Tab To preview the proposed Contract Terms, click Page 23 of 45

24 You can either Open the Contract Terms, or Save them to your personal computer as a pdf file. Page 24 of 45

25 Acknowledging Your Intent to Participate: Acknowledgement of Intent to Participate There are two ways to acknowledge your participation in the bid 1. As a response to the invitation (this method may not work for all suppliers and you may receive an error. If so, use method When viewing the bid documents Responding to RFQ Opening From the you received notifying that the RFQ has opened: Click Yes to Participate, No to decline A response will pop up Page 25 of 45

26 Click Send to Send your response Do NOT change the To address! Click Send, to send your response. NOTE: All information will default into the response , all you need to do is click SEND! NOTE: Do not change the To address. The response is sent to the system and logs the response in the system. NOTE: If you receive an error message when trying to respond, please acknowledge participation using the application (instructions on next page). Page 26 of 45

27 Acknowledge participation when viewing the bid documents When you are logged on viewing the bid documents, you can acknowledge participation On each of the 4 tabs, there is a section called Actions From the Actions section, choose Acknowledge Participation. Click Click Page 27 of 45

28 Creating Your Quote Creating your Quote: From the Actions menu (on any of the 4 tabs), select Create Quote Click. Page 28 of 45

29 Header Tab Complete the following fields : Quote Valid Until: Reference Number Note to Buyer Page 29 of 45

30 Attachments: Upload attachments. This is the place to upload any bid forms, SOW s, specifications, etc requested to accompany any quotes Upload Attachments: To upload an attachment, click Add a description of the attachment To attach a document from your personal computer click to select it from a location on your pc Name type a name for the attachment Click Page 30 of 45

31 Review, Submit or Save To save your draft quote to work on at a later time, click. To continue to the page to submit your quote, click Page 31 of 45

32 Lines Tab Enter: Quote Price Promised Date (Use calendar icon to select date) Page 32 of 45

33 NOTE: Quote Quantity defaults to the Target Quantity. Only change this if your quote price is dependent on a quantity discount. Click Submit your Quote. Click to submit your quote Page 33 of 45

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35 Confirmation You will receive a confirmation that your quote has been submitted. Click to go to the main page Printing your Quote: Prior to Submitting your quote, you may click on to generate a pdf document with your quote information on it. Page 35 of 45

36 Sourcing Home page You can always return to your Oracle home page by clicking on that is in the upper right corner of all pages NOTE: Once you have created a quote, it moves from the Open Invitations section, to the Active and Draft Responses section, along with a link to your quote, and to the RFQ (negotiation). NOTE: make note of your Quote number (response number) Page 36 of 45

37 Amendments An will be sent to the supplier when an amendment to the RFQ has been made by the buyer: Click to log on to ALLETE s Supplier bid site. (if the supplier is already logged on, it will go directly to the page to do the acknowledgement). Page 37 of 45

38 Sourcing Home Page View: If you have already submitted your quote prior to the amendment being issues, you will need to resubmit your quote. The new RFQ (negotiation) number will now have a,1 at the end of the original number, which indicates the number of amendments that have been issued. Click on the RFQ (negotiation) number to view the amendment changes. Page 38 of 45

39 When you open the Amended RFQ, you will see a Warning Page 39 of 45

40 View Amendment History From Actions, select View Amendment History Page 40 of 45

41 The page will show what changed from the original bid document. Status: Active status is the most current version of the RFQ Review Changes: Click on the glasses to show what changed from the previous version Page 41 of 45

42 Acknowledge Amendments: You will not be able to submit a quote until you acknowledge amendments. There are 2 ways to acknowledge the amendments: 1. From the View Amendment History Screen, click 2. From the Sourcing Home Page, Actions, select Acknowledge Amendments: a. Page 42 of 45

43 You must check, then click Page 43 of 45

44 If you wish to create your quote, click Yes, if not, click No. NOTE: If you submitted your quote before the amendment was issued, you will need to RESUBMIT YOUR QUOTE! Page 44 of 45

45 Other: Closing the Sourcing Event prior to the published close date If all bids are in, the buyer reserves the right to close the Sourcing Event prior to the published close date. Extending the Sourcing Event It is not our business practice to extend a Sourcing Event beyond the published close date. However, if a bidder is having technical difficulties getting their bid submitted, it is the buyer s discretion to determine whether to extend the Sourcing Event. PLEASE MAKE EVERY EFFORT to get you bids in with plenty of time before the sourcing event close. We cannot guarantee that IT support will be immediately available to help you, nor will we guarantee acceptance of any bids after the close date/time. Page 45 of 45