People. Processes. Integrating Globally.

Transcription

1 Table of Contents People. Processes. Integrating Globally. Course: isupplier for Suppliers 1

2 Table of Contents Table of Contents Course Introduction...4 L1: Vendor Registration and Oracle Login Assistance... 6 Register for isupplier using SteelTrack Steps... 7 Login Assistance - Password Reset Steps Login Assistance User Name Lookup Steps Lesson Summary L2: The isupplier Portal The isupplier Homepage The isupplier Search Options Lesson Summary L3: Sourcing and Online Negotiations Use isupplier to Participate in Online Negotiations Sourcing Notifications Timing of Notifications: Supplier Reminders View a Negotiation Steps Acknowledge an RFQ / Auction Steps Respond to an RFQ Steps Respond to an Auction Steps Introduction to Online Q&A Perform Online Q&A Steps Lesson Summary L4: Purchase Orders Access and Work With Purchase Order Information View Purchase Orders Steps Print Purchase Orders Steps Acknowledge Purchase Orders Introduction Acknowledge Purchase Orders Steps Submit a Change Request Introduction Submit a Change Request Steps Viewing Purchase Order Revisions Introduction

3 Table of Contents View Purchase Order Revisions Steps Lesson Summary L5: Delivery Schedules, Receipts, and Returns View Delivery Schedule Information View Delivery Schedule Steps View Receipts Information View Receipts Steps View Returns Information View Returns Steps Lesson Summary L6: Invoices and Payments View Invoice Information View Invoices Steps View Payments Information View Payments Steps Lesson Summary Course Summary

4 Course Introduction Course Introduction Course Overview Objectives Materials This course is part of Oracle E-Business Suite (EBS) Training. This course will help prepare Suppliers for the upcoming U. S. Steel Oracle transition. Oracle will provide enhanced capabilities for Suppliers to receive Purchase Orders, respond to RFQs as well as view receipts, shipments, receiving and payment status. The isupplier Portal is a part of Oracle s internet procurement solution, which enables secure and transparent business transactions between U. S. Steel and its Suppliers. It facilitates secure, self-service functionality for Suppliers through the internet using a standard web browser and allows them direct access to their information. Additionally, isupplier provides a transparent environment where Buyers and Suppliers have the opportunity to become integrated partners, as both parties are able to access the same information over the internet. This course details Sourcing and Online Negotiations; how to view, acknowledge, print Purchase Orders (POs); how to view Delivery Schedules, Receipts, and Returns; how to view Invoices and Payments; and how to register for isupplier through U. S. Steel s SteelTrack. This course provides an overview of isupplier for Suppliers. After completing this course, Suppliers will be able to: Understand the isupplier Portal Complete Vendor Registration Use Sourcing and Online Negotiations Access and Acknowledge Purchase Orders View Delivery Schedules, Receipts, and Returns View Invoices View Payments To complete this course, a Supplier should have: isupplier for Suppliers User Guide 4

5 Course Introduction Audience This course was designed for the following roles: U. S. Steel Vendors 5

6 Lesson 1: Vendor Registration & Login Assistance L1: Vendor Registration and Oracle Login Assistance Vendor Registration and Oracle Login Assistance Overview Objectives The isupplier application facilitates Supplier communication through an internet based portal. Real-time access to information and the ability for Suppliers to respond to negotiations are two major advantages that help to improve service to Suppliers as well as reduce costs for both Suppliers and Purchasers. Telephone calls, faxing, and take time and introduce the possibility of errors. Communicating directly in isupplier improves efficiency and easily maintains an information trail for bids and record keeping. Registering on SteelTrack initiates the isupplier communication process. On the Oracle homepage, Login Assistance allows a Supplier to reset their password or lookup their User Name. After completing this lesson, a Supplier will be able to: Register with SteelTrack, which will allow the Supplier to establish communication with U. S. Steel procurement personnel using isupplier. Reset their password Lookup their User Name 6

7 Lesson 1: Vendor Registration & Login Assistance Scenario Register for isupplier using SteelTrack Steps Scenario: A Supplier needs to register on SteelTrack to communicate with isupplier. If a Supplier has multiple individuals who will be accessing isupplier, each individual will need to submit a request for isupplier registration. The following steps demonstrate how to register for isupplier. 1. Login to the U. S. Steel website at 2. Navigate to: Doing Business > Customers 3. Click the SteelTrack login link. 4. The SteelTrack Portal appears. 7

8 Lesson 1: Vendor Registration & Login Assistance Register for isupplier using SteelTrack Steps (Continued) 5. Registered users enter their User ID and Password and new users click the Register button. 6. To register: click the Click here to request access link. 7. If already registered, go to Step 12 below. 8

9 Lesson 1: Vendor Registration & Login Assistance Register for isupplier using SteelTrack Steps (Continued) 8. Enter information for all fields identified with *Required or **At least one of these fields are required. 9. If relevant, also enter information in non-required field. 10. When complete, click the Submit button. 11. Note the new user registration tracking number and look for an when the request is approved. If you have any questions, contact the GSD Help Desk. 9

10 Lesson 1: Vendor Registration & Login Assistance Register for isupplier using SteelTrack Steps (Continued) 12. Once the User ID and Password have been assigned, enter them and click the Go button. 13. The SteelTrack screen displays. Once isupplier access has been granted, the isupplier menu can be seen the on the top left side of the screen. 10

11 Lesson 1: Vendor Registration & Login Assistance Register for isupplier using SteelTrack Steps (Continued) Note: Access to isupplier is a separate security step from SteelTrack. If you previously had SteelTrack access and only need to request access to isupplier, please click Contact Us. If you just received SteelTrack access and do not see the isupplier link, wait a few days while your isupplier security request is processed. If after several days you still do not see the isupplier link, contact the U. S. Steel Global Service Desk and reference your registration tracking number. 14. Click isupplier > Launch System and isupplier will pop-up in a new window. Scenario Scenario: The password needs to be reset. The following steps demonstrate how to reset the password. 1. On the Oracle homepage, click the Login Assistance link. Login Assistance - Password Reset Steps 2. Enter the User Name. 3. Click the Forgot Password button. 11

12 Lesson 1: Vendor Registration & Login Assistance Login Assistance - Password Reset Steps (Continued) 4. Password reset instructions are ed. Scenario Scenario: The User Name needs to be looked up. The following steps demonstrate how to lookup a User Name. 1. On the Oracle homepage, click the Login Assistance link. Login Assistance User Name Lookup Steps 2. The address is entered. 3. Click the Forgot User Name button. 4. The User Name can be found in the address entered above. 12

13 Lesson 1: Vendor Registration & Login Assistance Lesson Summary In this lesson, the Supplier has learned to: Register with SteelTrack, which allows the Supplier to establish communication with U. S. Steel procurement personnel using isupplier. Reset their password Lookup their User Name 13

14 Lesson 2: The isupplier Portal L2: The isupplier Portal isupplier Portal Overview Objectives The isupplier Portal allows the Supplier to view orders, shipments, receipts, invoices, and payment information. This lesson will help the Supplier understand the isupplier homepage layout and the various search options. After completing this lesson, the Supplier will be able to: Understand isupplier functionality Explain the isupplier homepage layout Explain the isupplier search options 14

15 Lesson 2: The isupplier Portal isupplier Portal Introduction The isupplier Portal specifically enables the Supplier to: Submit Promise Date Changes: The Supplier can update the Promise Date field. Acknowledge POs: Suppliers can record a PO online, respond to a notification, or record several acknowledgements from a central web form. POs are automatically updated with your responses and notices are sent to the appropriate parties. Both suppliers and buyers are notified if the acceptance has not been recorded by the due date. Enter Advance Shipment Notifications (ASNs): Oracle Purchasing supports the use of ASNs. ASNs contain the following details: Shipment date Shipment and time identification number Expected receipt date Packing slip data and freight information PO number and due date Purchase Order Revision History: Suppliers can review the history of revisions for a given purchasing document; such as POs, releases and agreements, as well as perform a comparison of changes between revisions or across all revisions. Review Delivery Schedules: Suppliers have access to information about open delivery schedules, including shipments that are past due. Review Receipt and Return History: Suppliers can view all recorded receipts. As a result, they can track their delivery performance for every shipment, view return information, and access the results of the inspected goods. Review Invoice and Payments: Suppliers can view the status of invoices and payments directly. Supplier Item Summary: The Supplier Item Summary screen is used to view the summary information such as POs, overdue orders, receipts, defects, returns, on-time performance, and invoices to the items that are sourced from the Supplier. 15

16 Lesson 2: The isupplier Portal The isupplier Homepage The homepage enables the Supplier to access information quick and easily, often with a simple click of the mouse. The options, tabs and links the Supplier sees are dependent upon their authorization level. There are five tabs that organize information into different categories across the top of the isupplier homepage: Home Orders Shipments Negotiations Finance The body of the isupplier homepage is organized into four main sections: Notifications: Notifications are messages waiting for review. Some notifications are view-only, while others require an action. To view notifications, click the Subject link and the Notification Details page will display complete details, as well as the appropriate action button. Responses To Negotiations: This section displays the most recent responses to negotiations. Click a Response link to view its details. Orders At A Glance: This section displays the five most recent POs. Click a PO Number link to view its details. Quick Links: This section is on the right side of the page and provides the highlevel Procure-to-Pay flow. 16

17 Lesson 2: The isupplier Portal The isupplier Homepage (Continued) For Notifications, Responses To Negotiations and Orders At A Glance a maximum of five entries will display. If there are more, click the Full List button to display. The homepage tabs appear both in the left side of the header and centered in the footer. They are: Home returns the Supplier to the homepage. Orders gives the Supplier access to: Shipments gives the Supplier access to: Negotiations allows the Supplier to search Open Negotiations by: Title, Number, Contact, Category, Line, Event. Finance gives the Supplier access to: View Invoices, View Payments. 17

18 Lesson 2: The isupplier Portal The isupplier Homepage (Continued) The Global Links appear both on the right side of the header and centered in the footer: Home - Returns the Supplier to the homepage. Logout - Logs the Supplier out of the isupplier Portal. Preferences Allows you to make general changes. Help - Accesses the help index page. Preferences General Preferences - Click the Preferences Global link to select a language, accessibility features (such as screen reader use), territory, date format, time zone, number format, currency, client character encoding (the character set that is used in the page display), password change, responsibility page and style notification. To make changes, enter new information in the appropriate field and click the Apply button. 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. Note: A valid password must be at least five, but no more than 30 characters. Passwords can be numeric, alphanumeric, or special characters. 18

19 Lesson 2: The isupplier Portal The isupplier Search Options Searching The isupplier Portal provides extensive search criteria on all pages, which helps retrieve information. Once the search results are displayed, they can be sorted by clicking any column heading link. When entering search values, use the percent symbol (%) as a wildcard to search for generic items. For example, to search for all orders beginning with 27 and ending in 5 (such as 275, 2715, 27125) enter 27%5. The search logic attempts to find matches containing values in any position. There are three search functions types available: Quick Search The Quick Search feature is available on the homepage. Using Quick Search, the Supplier can look for: To use the Quick Search: 1. Click the dropdown arrow and select the Search type. 2. Enter a search value in the text box. 3. Click Go. Simple Search The Simple Search feature can be found on the Shipments and Finance tabs. It allows the Supplier to specify multiple search fields and enter criteria for each. The Supplier can use any or all of the fields available and the system displays only those results that match the criteria entered. 19

20 Lesson 2: The isupplier Portal The isupplier Search Options (Continued) Advanced Search On the Orders, Shipments, and Finance tabs click the Advanced Search button to view the Advanced Search screen. Advanced Search allows for building complex search queries that contain multiple search criteria. Select which fields to search and enter the appropriate value. The Finance tab s Advanced Search fields are: Invoice Number Invoice Date PO Number Payment Number If the default search fields don t narrow the search enough, click the Add Another dropdown menu to select additional search fields. New fields display under the default fields. Use the same search field twice to specify a search range, for example a Ship Date range. 20

21 Lesson 2: The isupplier Portal The isupplier Search Options (Continued) To achieve a more focused, narrower result, set to match all criteria by selecting the Show table data when all conditions are met option. Allow a match of any of the search criteria results in a larger data set by selecting the Show table date when any condition is met option. Search operators enable the Supplier to specify the matching conditions for a search. The available search operators are: is - Use for an exact match. is not - Use to exclude a specific match. contains - Use to find a partial match. starts with - Use to find a partial match only at the beginning. ends with - Use to find a partial match that only ends with the search criteria. greater than - Use to include results greater in value than a value specified. less than - Use to include results lower in value than a value specified. after - Use to include results with a date after the specified date. before - Use to include results with a date before the specified date. 21

22 Lesson 2: The isupplier Portal Lesson Summary In this lesson, the Supplier has learned to: Understand isupplier functionality Explain the isupplier homepage layout Explain the isupplier search options 22

23 Lesson 3: Sourcing and Online Negotiations L3: Sourcing and Online Negotiations Sourcing and Online Negotiations Overview Objectives Oracle Sourcing provides a complete audit trail and allows participants to exchange information, create negotiations, conduct bids and auctions, and implement agreements. This lesson will help the Supplier understand sourcing notifications, how to view and respond to a negotiation, and how to perform Online Questions and Answers (Q&A). After completing this lesson, the Supplier will be able to: Use isupplier to source negotiations online Respond To An RFQ / Auction Perform Online Q&A Initiate online discussions with a U. S. Steel buyer during negotiations 23

24 Lesson 3: Sourcing and Online Negotiations Use isupplier to Participate in Online Negotiations Sourcing Notifications U. S. Steel uses isupplier for two types of online sourcing negotiations: Request for Quotation (RFQ) Auctions The isupplier sourcing functionality provides online Q&A and Notifications. Notifications are messages waiting for review. Some notifications are view-only, while others require an action. To view notifications, click the Subject link and the Notification Details page will display complete details, as well as the appropriate action button. Sourcing Notifications sent to Suppliers participating in negotiations include: No. Condition Recipient Possible Action Next Steps 1 Negotiation is published Invited Supplier Contact Acknowledge intent, and enter Oracle Sourcing to participate Preview or submit responses within Oracle Sourcing for the specified negotiation if preview/open time is immediate or past. Otherwise, wait until the negotiation is open for preview / responding. 2 Negotiation is published Any additional Supplier contacts Acknowledge intent, and enter Oracle Sourcing to participate None 3 Negotiation is published Prospective Supplier Contact Await registration request approval Preview the negotiation document. Otherwise, wait until the negotiation is open for preview / responding. 24

25 Lesson 3: Sourcing and Online Negotiations Sourcing Notifications (Continued) No. Condition Recipient Possible Action 4 Negotiation is in progress and the company has not acknowledged its intent to participate. See Timing of notifications in the table below. 5 Buyer has extended the negotiation 6 The buyer has disqualified a response (Buyer manually) 7 The respondent s response is disqualified (System Knockout) 8 The online discussion message is sent 9 Buyer closes the negotiation early 10 Buyer publishes the negotiation for the subsequent round Respondents who have not acknowledged intent to participate All invitees and participants Participant whose response has been disqualified Participant whose response has been disqualified Recipient of the online discussion message All invitees and participants All invitees and participants Acknowledge online or reply to this notification to acknowledge intent to participate None (information only) Respondents may wish to resubmit new responses Respondent can view reason for disqualification and resubmits a new response View the message and respond None (information only) None (information only) Next Steps None Respondents may decide to resubmit responses None None (information only) None None None 25

26 Lesson 3: Sourcing and Online Negotiations Sourcing Notifications (Continued) No. Condition Recipient Possible Action 11 Buyer publishes an amendment to the negotiation 12 Buyer cancels a negotiation 13 Buyer shares the award decision All invitees and participants All invitees and participants All respondents Review the details of the amendment and acknowledge it. None (information only) None (information only) Next Steps Preview, submit, or resubmit responses within Oracle Sourcing for the specified negotiation. None None Timing of Notifications: Supplier Reminders Timing of Notifications: Supplier Reminders Available Time Equal or less than 24 hours More than 24 hours and less than week Equal or longer than 1 week Reminder Preview / Open Date + 1 hour Preview / Open Date + 1 day Preview / Open Date + 3 days Note: The time in which invited Suppliers receive reminders to acknowledge whether or not they will participate in a negotiation depends on how long the negotiation will be open. How long the negotiation will be open is the difference between Preview Date and Close Date. If the Buyer does not specify a Preview, then available time is the difference between the Open Date and Close Date. 26

27 Lesson 3: Sourcing and Online Negotiations Scenario Scenario: A Supplier needs to view a negotiation. The following steps demonstrate how to view a negotiation. To access sourcing information, the Supplier should enter their user name and password to login and click the Negotiations tab. View a Negotiation Steps There are four major Negotiations sections. 1. Search Open Negotiations: There are different ways to search for negotiations. These include searching by Title, Number, Contact, Category, Line, and Event. 2. Your Active and Draft Responses: The latest five responses display here. Negotiations are displayed in the Time Left column with the ones having the least amount of time left closest to the top. Click the Full List button to view the remaining negotiations. Other columns are: a. Response Number: It is typically the quote / bid number initiated for the RFQ or Auction. b. Response Status: This is the status of the quote. The Supplier may have started entering a quote / bid and not completed it. Such negotiations will have a status of Draft. Negotiations that have a status of Active indicate that a quote has been entered. c. Supplier Site: A Supplier can have multiple locations (sites) that will be doing business with U. S. Steel. The site that is displayed here is the one that invited the Supplier to participate in the negotiation. d. Negotiation Number: It is typically the RFQ or Auction number. e. Title: This is the short description entered by the buyer for the negotiation. f. Type: This indicates the type of negotiation such as an RFQ or Auction. g. Time left: This column indicates the amount of time left for each negotiation. The negotiations that have the least amount of time remaining are displayed on top. h. Monitor: This tool helps the Supplier to monitor the negotiations. i. Unread Messages This column identifies any unread messages. 27

28 Lesson 3: Sourcing and Online Negotiations View Negotiation Steps (Continued) 3. Your Company s Open Invitations: This section lists all open invitations for which the Supplier needs to either acknowledge or reject participation. The negotiations are displayed according to the time left. The negotiations that have the least amount of time remaining are displayed on top in the Time Left column. 4. Quick Links: Quick Links provide two sub-sections: Manage - allows the Supplier to provide updates to draft negotiations, deliverables, and personal information View Responses - allows the Supplier to review active, disqualified, awarded, and rejected responses. Scenario Scenario: The Supplier needs to acknowledge an RFQ. The following steps demonstrate how to acknowledge an RFQ and Auction. 1. Login to isupplier and click the Negotiations tab. 2. Under Your Company s Open Invitations click the appropriate Negotiation Number link. Acknowledge an RFQ / Auction Steps 28

29 Lesson 3: Sourcing and Online Negotiations Acknowledge an RFQ / Auction Steps (Continued) 3. Select Acknowledge Participation under Actions and click Go. This option should be selected even if the Supplier does not wish to participate. 4. If the Supplier s intent is to participate, click the Yes radio button and enter any applicable comments in the Note to Buyer box. Click the Apply button. 5. If the Supplier s intent is to not participate, click the No radio button and enter any applicable comments in the Note to Buyer box. Click the Apply button. 29

30 Lesson 3: Sourcing and Online Negotiations Scenario Scenario: You need to respond to an RFQ. The following steps demonstrate how to respond to an RFQ. 1. Login to isupplier and click the Negotiations tab and click the appropriate Negotiation Number. Respond to an RFQ Steps 2. Under Actions, select Create Quote and click the Go button. 3. Review the Terms and Conditions and click the Accept button to agree or else click Cancel. 30

31 Lesson 3: Sourcing and Online Negotiations Respond to an RFQ Steps (Continued) 4. On the Negotiations tab, enter a date in the required Quote Valid Until field. The date should not be prior to the RFQ Close Date. Next the Supplier can either: Click the Cancel button to stop creating the quote Click the View RFQ button to step the Supplier back to the RFQ Click the Quote By Spreadsheet button to submit larger, multi-line quotes Click the Save Draft button to save and come back to later Click the Continue button to move on with creating the quote 5. To continue, click the Save Draft button and then click the View RFQ button to view the buyer s Freight Terms. Note: The Quoted Price must reflect Payment Terms, Carrier, FOB, and the Freight Terms identified on the RFQ. 6. In the Actions field, select Create Quote and click the Go button. 31

32 Lesson 3: Sourcing and Online Negotiations Respond to an RFQ Steps (Continued) 7. Click the Lines tab and enter the Quote Price Unit and Quote Quantity Promised Date (delivery date) and click the Continue button. NOTE: If a symbol appears next to any of the lines, additional information is required. Click the symbol and enter the requested information. Then click the Apply button to proceed. 8. Review the quote and either: Click the Cancel button to stop creating the quote. Click the Back button to go back to the previous screen. Click the Validate button to confirm the information entered was correct. Note the confirmation message that appears after validating, as highlighted on the screenshot below. Click the Save Draft button to save and come back to later. Click the Printable View button to display a PDF printable version of the quote. Click the Submit button to complete the quote. 32

33 Lesson 3: Sourcing and Online Negotiations Respond to an RFQ Steps (Continued) 9. When the Submit button is clicked, a Confirmation message appears. Quote By Spreadsheet 1. Login to isupplier, click the Negotiations tab and click the appropriate Negotiation Number. 2. Under Actions, select Create Quote and click the Go button. 3. Accept the Terms & Conditions if they appear. NOTE: See Create An RFQ Steps above for a detailed view of steps On the Header tab, enter a date in the required Quote Valid Until field. The date should not be prior to the RFQ Close Date. 5. Click the Quote By Spreadsheet button. 33

34 Lesson 3: Sourcing and Online Negotiations Respond to an RFQ Steps (Continued) 6. Under Step 1: Export Spreadsheet, select the desired format and click the Export button. 7. Click the Save button and select a save location. 8. Click the Close button once the download is complete. 34

35 Lesson 3: Sourcing and Online Negotiations Respond to an RFQ Steps (Continued) 9. Open the saved spreadsheet and enter all relevant information on both the Header and Lines tab. Once the data has been entered, click the Save button. 10. Click the OK button. 11. Select the location where you want to save the file and click the Save button. 35

36 Lesson 3: Sourcing and Online Negotiations Respond to an RFQ Steps (Continued) 12. Under Step 2: Import Spreadsheet, select the desired format, click the File To Import Browse button and select the updated spreadsheet. Click the Import button. 13. Click the Lines tab. 14. Verify information and click the Continue button. 15. Confirm all quote information before clicking the Submit button. 36

37 Lesson 3: Sourcing and Online Negotiations Respond to an RFQ Steps (Continued) 16. The Confirmation message appears. Scenario Scenario: The Supplier needs to respond to an Auction. The following steps demonstrate how to respond to an Auction. 1. Login to isupplier, click the Negotiations tab and click the appropriate Negotiation Number. Respond to an Auction Steps 2. Under Actions, select Create Bid and click the Go button. 37

38 Lesson 3: Sourcing and Online Negotiations Respond to an Auction Steps (Continued) 3. Review the Terms and Conditions and click the Accept button to agree or else click Cancel 4. On the Header tab, enter a date in the required Bid Valid Until field. The date should not be prior to the Auction Close Date. Next either: Click the Cancel button to stop creating the bid Click the View Auction button to step back to the Auction Click the Monitor Auction button to watch the Auction in progress. See the Monitor Auction process below. Click the Bid By Spreadsheet button to submit larger, multi-line bids. The process is the same as Quote by Spreadsheet; see the Create an RFQ Steps above for details. Click the Save Draft button to save and come back to later Click the Continue button to move on with creating the bid 38

39 Lesson 3: Sourcing and Online Negotiations Respond to an Auction Steps (Continued) 5. To continue, click the Lines tab and enter the Proxy Bid Decrement, Bid Price, Proxy Minimum Unit and Bid Quantity Promised Date for each line and click the Continue button. NOTE: If a symbol appears next to any of the lines, additional information is required. Click the symbol and enter the requested information. Then click the Apply button to proceed. 6. Review the bid and either: Click the Cancel button to stop creating the bid. Click the Back button to go back to the previous screen. Click the Validate button to confirm the information the Supplier entered was correct. See the Create an RFQ Steps above for details. Click the Save Draft button to save and come back to later. Click the Printable View button to display a PDF printable version of the bid. Click the Submit button to complete the bid. 39

40 Lesson 3: Sourcing and Online Negotiations Respond to an Auction Steps (Continued) Monitor Auction An Auction can be updated by setting the AutoRefresh Interval time for: 6 seconds 12 seconds 18 seconds 30 seconds 1 minute 5 minutes 15 minutes Note the two Auction display options: Display only the lines on which I have bid Display only the lines that I am currently loosing To create another bid, click the Create Bid button and use Open and Close Date to help maximize the Auction experience. Introduction to Online Q&A Scenario Perform Online Q&A Steps Online Q & A is also known as Sourcing Online Discussions. It is the most efficient way to reduce excess s if discussions are required by the parties involved. Suppliers can initiate discussions when the negotiation is in process. Scenario: The Supplier needs to perform an Online Q&A. The following steps demonstrate how to perform an Online Q&A. 1. Login to isupplier. 2. Go to either: Responses To Negotiations (on the homepage) or Your Active and Draft Responses (Negotiation tab) 3. Click the number link of the open RFQ to start a discussion or to ask a question of the negotiation s creator. 40

41 Lesson 3: Sourcing and Online Negotiations Perform Online Q&A Steps (Continued) 4. Discussions can be initiated for open negotiations or before acknowledging the negotiation. In the Actions dropdown menu, select Online Discussions and Click Go. 5. The Online Discussions screen appears. Click the New Message button. 6. Enter an appropriate subject and text in the message edit box and click the Send button. 7. The Supplier has succesfully initiated an online discussion. The buyer will see the message displayed as part of this negotiation within Oracle. 8. When a U. S. Steel buyer responds, a notification will appear on the Supplier s isupplier homepage. 41

42 Lesson 3: Sourcing and Online Negotiations Lesson Summary In this lesson, the Supplier has learned to: Use isupplier to source negotiations online. Respond To An RFQ / Auction Perform Online Q&A Initiate online discussions with a U. S. Steel buyer during negotiations. 42

43 Lesson 4: Purchase Order L4: Purchase Orders Purchase Order Overview Objectives A PO is a buyer generated document that authorizes a purchase transaction. When it is accepted by the seller, it becomes a binding contract that details the description, quantity, price, payment terms, date of performance and shipment information, and all associated terms and conditions. This lesson will help the Supplier understand how to view and acknowledge a PO; submit a Change Request; view and edit Agreements; and view Purchase Order Revisions. After completing this lesson, the Supplier will be able to: View, print, and acknowledge POs Submit a Change Request View and Edit Agreements View Purchase Order Revisions 43

44 Lesson 4: Purchase Order Access and Work With Purchase Order Information Scenario Within isupplier, the Supplier can view and print a PO and PO revisions. The Supplier can also acknowledge POs, and help manage their deliverables. Scenario: The Supplier needs to view a PO. The following steps demonstrate how to view a PO. 1. To view details of a PO, enter a user name and password to login, and click the Orders tab. 2. Under Views, click the number link to select the PO. View Purchase Orders Steps 3. The Purchase Orders screen appears displaying both header and line information. 4. The Order Information section provides general information, terms and conditions, as well as ship-to and bill-to information. 5. The Actions menu also allows the Supplier to: Request Changes (Promise Date only) View Change History View PDF View Receipts View Invoices View Payments View Shipments 6. Under PO Details, click the Show All Details link to view the receiving, invoicing and payment information for multiple lines or the +Show link for a particular line. 44

45 Lesson 4: Purchase Order View Purchase Orders Steps (Continued) 7. The Line fields from left to right are: a. Type This field can be Goods, Repairs, or Services. Usually it will be Goods. b. Item/Job The item s identifying number. Item is used for Goods and Job for Services. c. Description Explanation of what is ordered. d. UOM Unit of Measure. e. Qty the quantity (number) ordered. f. Price the item s cost. g. Amount How much still owed. h. Status Open / closed. i. Attachments If there are any attachments (files, notes), an icon is displayed. j. Reason If there has been a Change Order, the reason displays here. 8. The Shipments fields from left to right are: a. Ship-To Location where the item is being sent. Click the field s displayed link to display: Street Address City State Zip Code County Country b. Quantity ordered, received, invoiced c. Amount received, invoiced d. Promised Date When the seller agreed to have the item delivered. e. Need-By Date When the buyer needs it. f. Payment Status Status of the invoices against the PO. g. Status The shipment line s status is either Open or Closed. h. Attachments If there has been a Change Order, the reason will appear here. 45

46 Lesson 4: Purchase Order View Purchase Orders Steps (Continued) Scenario Print Purchase Orders Steps Scenario: The Supplier needs to print a PO. The following steps demonstrate how to print a PO. 1. Login to isupplier and click the Orders tab. 2. Under Views, click the number link to select the PO to display. 3. Select View PDF from the Actions drop down menu and click Go. 46

47 Lesson 4: Purchase Order Print Purchase Orders Steps (Continued) 4. Click Open to see the document immediately, or Save for later viewing. 5. To print the PO, click the print icon or go to File > Print. 47

48 Lesson 4: Purchase Order Acknowledge Purchase Orders Introduction When creating a PO, a U. S. Steel buyer can request an acknowledgement. If so, the Supplier will receive a notification on the isupplier homepage, which will require a response. The PO may also include a date by which the parties must acknowledge or sign. The Supplier acknowledges a PO to communicate it was received and the details were reviewed and to communicate to the Buyer one of the following actions: It was accepted It was rejected A change is requested Scenario Acknowledge Purchase Orders Steps The Supplier can acknowledge the order online, or accept / reject it using the notification. The notification does not allow shipment level acknowledgment, which must be entered online. When the Supplier responds, the PO is automatically updated and a notice is sent to the buyer. Scenario: The Supplier needs to acknowledge a PO. The following steps demonstrate how to acknowledge a PO. 1. Login to isupplier. 2. Click the Orders tab. 3. In the View dropdown menu, select Purchase Orders to Acknowledge and click the Go button. 4. Click the POs radio button and click the Acknowledge button. 48

49 Lesson 4: Purchase Order Acknowledge Purchase Orders Steps (Continued) 5. On the Acknowledge Purchase Order screen, click the Show link or the Show All link to view the line and shipment details. Then the Supplier can accept or reject the entire order by clicking the Accept Entire Order or Reject Entire Order buttons. 6. For both accept and reject, after clicking the respective entire order button, enter a note in the Note to Buyer field and click the Submit button. Cancel takes you back to the Acknowledge Purchase Order screen. 49

50 Lesson 4: Purchase Order Acknowledge Purchase Orders Steps (Continued) 7. After submitting, an acknowledgement confirmation note appears. Submit a Change Request Introduction Scenario Submit a Change Request Steps The isupplier Portal enables the Supplier to request PO changes, when modifications are needed to fill an order. The changes can be made during or after an acknowledgement. Scenario: The Supplier needs to submit a Change Request. The following steps demonstrate how to submit a single Change Request. 1. Login to isupplier and click the Orders tab. 2. Under Views, select the POs radio button to display. 3. Click the Request Changes button. 50

51 Lesson 4: Purchase Order Submit a Change Request Steps (Continued) 4. Click the +Show link to expand an individual line or Show All to see everything. 5. On the Request Changes screen, the Supplier may request changes to: a. Promised Date if changed, also enter a Reason and select Change under Action. 6. The Supplier Order Number field is where the Supplier can reference their internal order number. 7. When all changes have been entered click Submit. 51

52 Lesson 4: Purchase Order Submit a Change Request Steps (Continued) 8. A confirmation message appears. Viewing Purchase Order Revisions Introduction The Purchase Order Revision History screen enables the Supplier to search for details on the revision history of a PO. Using the search criteria, the Supplier can: Get a summarized list of POs that have been revised Choose to compare each revised PO to the original PO, the previous PO, or last signed PO (if the revised PO has been signed) View all changes made to the PO Scenario View Purchase Order Revisions Steps Scenario: A Supplier is notified of a PO revision. To review the change/s, the Supplier should navigate to Purchase History. The following steps demonstrate how to view a PO Revision. 1. Login to isupplier and either: Click the Purchase History link in the right-hand Quick Links column or Click the Orders tab and then click the Purchase History link 52

53 Lesson 4: Purchase Order View Purchase Order Revisions Steps (Continued) 2. Use any of the Simple Search criteria to narrow the search. Below the search wildcard (%) is entered in the PO number field. After the PO field is entered, click the Go button. 3. All POs that meet the search criteria display. The three PO Revision viewing options are: Compare to Original PO will compare the latest revision to the original PO Compare to Previous PO will compare the latest revision to the prior version Show all PO changes will show all changes to the PO 4. Click the icon under the desired comparision to view. 53

54 Lesson 4: Purchase Order View Purchase Order Revisions Steps (Continued) 5. To Compare to Original PO or Show All PO Changes, click their respective buttons. NOTE: The View Change History option on the Orders tab Actions field only shows changes initiated by the Supplier. 54

55 Lesson 4: Purchase Order Lesson Summary In this lesson, the Supplier has learned to: View, print, and acknowledge POs Submit a Change Request View and Edit Agreements View Purchase Order Revisions 55

56 Lesson 5: Delivery Schedules and Receipts L5: Delivery Schedules, Receipts, and Returns Delivery Schedules, Receipts, and Returns Overview Objectives The isupplier Portal is used when the Supplier needs to view the expected Delivery Schedule, or view a confirmed receipt of what had been shipped, or any returns that are being sent back. This lesson will help the Supplier understand how to view Delivery Schedules, Receipts, and Returns. After completing this lesson, the Supplier will be able to view delivery schedules and receipts. View Delivery Schedules View Receipts View Returns 56

57 Lesson 5: Delivery Schedules and Receipts View Delivery Schedule Information Scenario View Delivery Schedule Steps The Delivery Schedules screen helps the Supplier quickly determine the deliveries that need to be scheduled and deliveries that are past due. Scenario: The Supplier needs to view their Delivery Schedule. The following steps demonstrate how to view a Delivery Schedule. 1. Login to isupplier and click the Shipments tab. 2. Enter a value or search wildcard (%) in one of the Delivery Schedules fields to search by: PO Number, Supplier Item, Item Description, Item Number, Ship- To Location, Promised Date, or Need-By Date and click Go. 3. On the Delivery Schedules screen, reference the Need-By Date. View Receipts Information Scenario View Receipts Steps The View Receipts screen enables the Supplier to explore a historical view of all the receipts that have been recorded for their shipped goods. Scenario: The Supplier needs to view a receipt. The following steps demonstrate how to view a receipt. 1. Login to isupplier and click the Shipments tab. 2. Click the Receipts link. 3. On the View Receipts screen, enter a value or the search wildcard (%) in one of the search fields and click Go. 57

58 Lesson 5: Delivery Schedules and Receipts View Receipts Steps (Continued) 4. Click the appropriate Receipt number link. 5. The Receipt details screen displays information for a particular receipt to verify: The item shipped was the same as what was received The receipt date The performance classification 6. To export the information into an Excel file, click the Export button. View Returns Information Scenario View Returns Steps The Returns Summary screen enables the Supplier to view the history of returns. It includes the reason why goods have been returned, and provides details about the inspection results of a shipment. Scenario: The Supplier needs to view a return. The following steps demonstrate how to view a return. 1. Login to isupplier and click the Shipments tab. 2. Click the Returns link. 3. On the Returns Summary screen, enter a value or the search wildcard (%) in one of the search fields and click Go. 58

59 Lesson 5: Delivery Schedules and Receipts View Returns Steps (Continued) 4. Click the applicable Receipt Number. 5. Review the return information. 59

60 Lesson 5: Delivery Schedules and Receipts Lesson Summary In this lesson, the Supplier have learned to: View Delivery Schedules View Receipts View Returns 60

61 Lesson 6: Invoices and Payments L6: Invoices and Payments Invoices and Payments Overview Objectives The Supplier can access Invoice and Payment information as well as review invoice status online using the isupplier Portal. This lesson will help the Supplier understand View Invoice and Payment information. After completing this lesson, the Supplier will be able to: View Invoice information View Payment information 61

62 Lesson 6: Invoices and Payments View Invoice Information Scenario View Invoices Steps The View Invoices screen enables the Supplier to search for and view details of an invoice they have submitted. The Supplier can search using: Invoice Number Invoice date Due date Payment status Invoice Amount Scenario: The Supplier needs to view an invoice. The following steps demonstrate how to view invoice. 1. Login to isupplier and click the Finance tab. 2. Click the View Invoices link. 3. Enter an Invoice number, other search value or the search wildcard (%) and click Go. 4. Click the Invoice link to view the details. 5. The Standard Invoice screen displays general, account summary, and payment information. 6. The default Invoice Lines tab displays the invoice line information. 7. Click the Scheduled Payments tab to view scheduled payments. 8. Click the Hold Reasons tab to check on hold information. Note: There are no attachments available on the invoice and payment screens in isupplier. 62

63 Lesson 6: Invoices and Payments View Invoices Steps (Continued) 9. To send the information to an Excel file, click the Export button. Note: Once you have submitted an invoice, there may be a delay before it can be reviewed, as the Accounts Payable department will have to process it first. View Payments Information Scenario The View Payments screen enables the Supplier to view the history of all the payments to their invoices. The Supplier can search using: Payment number Invoice Number Payment date PO number Scenario: The Supplier needs to view a payment The following steps demonstrate how to view a payment. View Payments Steps 1. Login to isupplier and select the Finance tab. 2. Click the View Payments link. 3. Enter an Invoice number, other search value or the search wildcard (%) and click Go. 63

64 Lesson 6: Invoices and Payments View Payments Steps (Continued) 4. Click the Payment number link. 5. The payment details are displayed on the View Payments screen. To send the information to an Excel file, click the Export button. 64

65 Lesson 6: Invoices and Payments Lesson Summary In this lesson, the Supplier has learned to: View Invoice information View Payment information 65

66 Course Summary Course Summary Congratulations, this concludes the isupplier for Suppliers course. During this course we discussed SteelTrack registration, Sourcing, Online negotiations, POs, Delivery Schedules, Invoices and Payments. Now the Supplier should be able to: Understand the isupplier Portal Complete Vendor Registration Use Sourcing and Online Negotiations Access and Acknowledge Purchase Orders View Delivery Schedules, Receipts, and Returns View Invoices View Payments 66