QRG Knoll...Sep 14, 2017 · Suppliers can use Oracle iSupplier portal to create ASN when a...

Date: 09/14/17

iSupplier for Supplier

Table of Contents

Purpose of the Document………………………………………2Course Overview ………….……………………………….........3Key Changes………………………………………….................4Lesson 1: Manage Purchase Orders……………….………...5Lesson 2: Manage Advanced Shipping Notice (ASN)……15Lesson 3: Manage Invoices and Payments ……...…..…...20

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Purpose of Document

This purpose of this course is to provides you an overview of the iSupplier portal for managing collaboration and communication between

GDLS and their suppliers.

This is a self-study document that you may complete at your own pace according to your requirements. To complete this course, you need to

visit all the pages of this document.

The intended audience for this course is:• Suppliers

In case you have follow-up questions on this subject, you may reach out to …..

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COURSE DESCRIPTIONCourse Description

Course Overview

This course provides an overview of the iSupplier portal for managing collaboration and communication between GDLS and their suppliers and helps to identify the high level changes from Oracle R11 to R12.2.

Course Objectives

On completing this course, you should be able to:• Work with purchase orders and agreements• Create an Advanced Shipping Notice (ASN)• View invoice and payment details

Key Terms

Key Term / Concept DefinitionPurchase Order (PO) A commercial document issued by a buyer to a

seller, indicating types, quantities, and agreed prices for products.

Change Order A document that alters the details in the PO, requires acknowledgment from the buyer for the changes to be incorporated.

Advanced Shipping Notice (ASN)

A document that provides detailed information about a pending delivery, usually sent through an Electronic Data Interchange (EDI).

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Key Process and R12.2 Upgrades

Key Changes

• Additional fields available to capture supplier information: Supplier contact information can be captured through these additional fields: URL, Alternate Contact Name, Alternate Area Code, and Alternate Phone Extension

• Change request flow streamlined: Simplifies the actions a user performs on change requests and makes the purchase order status more intuitive when a buyer rejects a change request

• Updated new purchase order page: Displays current order status with drill down capabilities for ASNs, receipts, invoices and payments

• Additional viewing options provided: Allows user to view invoice, current and upcoming payment status, including hold information

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On completing this lesson, you should be able to:

• Enter Promise Date• Request changes to a Purchase Order

Lesson 1: Manage Purchase Orders

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Manage Purchase Orders

Enter Promised Date

After a purchase order is approved, you will receive a notification.

The following notifications are used to remind you of a pending PO:A. Watchlist Notification: Notifications received through iSupplierportalB. Email Notification: Notifications received through your mailbox

You can enter a promised date for a PO with Open status as follows:1. Navigate to the Purchase Orders page under the Orders tab2. Select desired shortlisting criteria from the View drop down

menu to view the POs matching the criteria3. Select the PO for which the promise date is to be entered4. Click Request Changes. The PO Details page appears

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• Enter Promised Date (Cont’d)

5. Enter the Promised Date under the Shipments sectionusing the Update PO button

6. Enter the reason for requesting changes in the Reason field7. Click Submit. The Change Order Confirmation page

appears

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As a supplier, you can suggest changes to the current version of a PO during issuance and fulfillment.

Changes to the PO can be made due to:• Changes to the order delivery schedule• Pricing revision• Changes to item quantity

Changes can be made to a PO in the following ways:

Request Changes to a Purchase Order

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• In this case, updates are requested for a single PO

Changes to a single PO

• In this case, updates can be requested for multiple POssimultaneously

Changes to Multiple POs


Request changes to a single PO:To submit a single change request for a PO:1. Navigate to Purchase Orders tab (iSupplier portal >

Orders tab > Purchase Orders tab), and search for the POfor which the change request is to be submitted

2. Click Request Changes. The Request Changes forStandard Purchase Order page appears

3. On the Request Changes for Standard Purchase Orderpage, you can make the required changes to the order lineitems prior to submission

Request Changes to a Purchase Order (Cont’d)

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Note: The step-by-step process to request changes to single PO will be covered in the demonstration later in this course.

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4. Enter the changed value for the Supplier Item field5. Enter the reason for requesting changes in the Reason

field6. Click Update PO7. Click Submit. The Change Order Confirmation page

appears



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Note: The step-by-step process to request changes to single PO will be covered in the demonstration later in this course.

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Update multiple Purchase Orders simultaneously:To make simultaneous changes to multiple PO:1. Navigate to Change Multiple Purchase Orders page

(iSupplier portal > Orders tab > Purchase Orders tab > Change Multiple Purchase Orders page)

2. Select the required PO View3. Apart from the list of POs, you can also use Line Selection

or Advanced Search to identify the POs to be changed4. Enter the required changes in the respective fields and

provide a reason for requesting changes5. Click Apply


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Note: The step-by-step process to request changes to multiple POs will be covered in the demonstration later in this course.

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Action Taken Supplier Status

Supplier Change Request Status

Approval Status

Change Status at Buyer end

PO Submitted Open - Approved -

Supplier Saves Order Open Draft Approved -

Supplier Requests Change Open Changes

Submitted In Process Supplier Change Pending

Buyer Accepts All Changes Open - Approved -

Buyer Rejects All Changes Open Changes

Rejected Approved -

Buyer Approves Few Changes Open - Approved -

Supplier Accepts Entire Order Accepted - Approved -

Supplier Rejects Entire Order Rejected - Approved -

Supplier Accepted Complete Order (Accepts few shipments and Rejects others

Accepted - Approved -

Manage Purchase Order Status


Click the link below to view the recording as it demonstrates the procedure of submitting a change request for Purchase Order(s).

Demonstration 2: Submitting a Purchase Order change request

Scenario: You are required submit a change request for:– A single Purchase Order– Multiple Purchase Orders simultaneously

Duration

Demonstration Link

05 minutes

Click here

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• Create Advanced Shipping Notice (ASN)

Lesson 2: Manage Advanced Shipping Notice

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Manage Advanced Shipping Notice

Overview of Advanced Shipping Notice (ASN)

Suppliers can use Oracle iSupplier portal to create ASN when a shipment is ready. There are two options for creating an ASN:1. Search for an existing ASN using the “Look Up” option and

modify it2. Create a new ASN

To create an ASN:1. Navigate to Shipment Notices tab (iSupplier portal >

Shipment tab > Shipment Notices tab) and select theCreate Advanced Shipment Notices option. All your POswill be listed

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Create an ASN

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Create an ASN (Cont’d)

2. Select the PO for which you want to create an ASN3. Click Add to Shipment Notice

4. Populate the following fields in the Shipment Lines tab:a) Packing Slipb) Truck Numberc) Container Numberd) Country of Origin

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• Create an ASN (Cont’d)

5. Populate the following fields in the Shipment Header tab:a) Shipment Numberb) Shipment Datec) Expected Receipt Dated) Bill of Lading Numbere) Freight Carrier

6. Click Submit

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Note: The step-by-step process to create an ASN will be covered in the demonstration later in this course.

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Click the link below to view the recording as it demonstrates the procedure of creating an ASN.

Demonstration 3: Creating an ASN

Scenario: You are required to create an ASN to notify the buyer of the shipment.

Duration

Demonstration Link

05 minutes

Click here

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• Manage Invoices and Payments using iSupplier portal

Lesson 3: Manage Invoices and Payments

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Manage Invoices and Payments

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Manage invoices and payments process allows you to view and create invoices / payments.To view invoices / payments:1. Navigate to Finance tab (iSupplier portal > Finance tab).

The Finance tab displays the following two sections:a) View Invoicesb) View PaymentsAfter selecting the appropriate section, you will be guided to a search page where the invoice / payment can be searched for and viewed.

2. The following fields can be used to search:a) Invoice / Payment Number: Relevant invoice / payment

numberb) PO Number: Number of the required PO

Manage Invoices and Payments process

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Note: The step-by-step process to view invoices / payments will be covered in the demonstration later in this course.

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Click the link below to view the recording as it demonstrates the procedure of viewing an invoice / payment previously made.

Demonstration 4: Viewing an invoice / payment

Scenario: You are required to view the last five invoices / payments made by you.

Duration

Demonstration Link

05 minutes

Click here

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Manage Invoices and Payments

COURSE DESCRIPTIONKey Points

Course Recap

• The iSupplier portal manages collaboration andcommunication between GDLS and their suppliers

• A commercial document issued by a buyer to a seller,indicating types, quantities, and agreed prices for products

• An ASN provides detailed information about a pending deliveryand is transmitted through an EDI

• Additional fields are now available to capture supplierinformation: URL, Alternate Contact Name, Alternate AreaCode, and Alternate Phone Extension

• Updated new purchase order page displays current orderstatus with drill down capabilities for ASNs, receipts, invoicesand payments

• Supports complex contract terms like retainage, prepaymentsand advances. Suppliers can view their POs, Invoices, andPayments within the portal

Course Summary

After completing this course, you should now be able to:• Work with purchase orders and agreements• Create an Advanced Shipping Notice (ASN)• View invoice and payment details

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Manage Sourcing - Supplier

Table of Contents

Purpose of the Document…………………….....................…2Course Overview …………………………………....................3Key Changes…………………………………............................4Lesson 1: Supplier Bids Creation……………………….…....5

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Purpose of Document

This course provides an overview of the Sourcing module portal for managing and using the Sourcing Supplier home page.

This is a self-study document that you may complete at your own pace according to your requirements. To complete this course, you need to visit all the pages of this document.

The intended audience for this course is:• Suppliers

In case you have follow-up questions on this subject, you may reach out to …..

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COURSE DESCRIPTIONCourse Description

Course Overview

This course provides an overview of the Sourcing portal used for responding to GDLS Request for Quote events (RFQs). It alsohelps to identify the high-level changes from Oracle version 11 to R12.2.

Course ObjectivesOn completing this course, you should be able to:• Create bids

Key Terms

Key Term / Concept Definition

Request for Quote (RFQ)

A sourcing event created by GDLS in order to solicit price quotes for specific items/services from suppliers

Line AttributesAdditional information provided against the negotiation lines for which the bidding is done, in order to differentiate from other bidders

Cost FactorsDefine additional costs related to a negotiation line. Such costs can include charges such as import duties / consulting / training costs etc.

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Key Process and R12.2 Upgrades

Key Changes

GDLS has upgraded their ERP system in the Fall of 2017 and this upgrade has provided certain new and changed functionalities. This list below is a summary of the changes relevant from the supplier’s point of view.

• Home page enhancements: HTML Webpage shows a list of all published and draft negotiations tied to the current user. Message Notification link alerts the users when their action is needed (e.g. Enter item attributes or score a finished negotiation)

• Multiple Active Offers : A supplier can provide multiple responses for a RFQ, RFI or Auction if the setting is enabled for that event. The supplier can either submit new active response or revise existing response

• Response Withdrawal: Supplier can withdraw responses submitted on a RFI/RFQ. Negotiation control set by buyer determines whether responses can be withdrawn for a particular negotiation

• Enhanced spreadsheet support for supplier response: Format of supplier response spreadsheet is enhanced to streamline usability and to support standard look and feel. All information can be downloaded into single sheet simplifying the loading and maintaining of spreadsheets for a negotiation

• Supplier Response PDF: Supplier can print details of draft and submitted bids in PDF format

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• Enter and submit supplier bid

Lesson 1: Supplier Bids Creation

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Supplier Bids Creation

A bid / quote is the supplier’s response to the Request for Quote (RFQ) created by a GDLS buyer.You can only respond to the RFQs to which you have been invited.

Process overview of entering and submitting a bid:To successfully respond to any negotiation, you are required to follow the below steps:

Submitting a Bid

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• Find negotiations in which to participate: The Negotiations home page is your access point to all negotiations in which you can participate

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• View negotiation details before responding: Use the negotiation number under Open Invitations to access Negotiation Summary which has all the relevant information

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• Viewing notes and attachments: If the buyer needs to add additional information apart from the typical negotiation information, they use the note text box or attachments

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• Responding to a negotiation: Review the associated information, and accept the terms and conditions. Respond with a suitable bid, and monitor the negotiation


A negotiation can be responded to the following methods:

Submitting a Bid (Cont’d)

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Using Spreadsheet (Offline)

• Export: This method helps in responding to a negotiation by downloading the spreadsheet and bidding or quoting offline

• Import: This method involves importing responses using a spreadsheet. It is helpful if there are many lines in a large negotiation

Entering Bid Online (Manual)

• You can follow the process overview explained in the previous slide in order to respond to a negotiation manually

Method 1: Using Spreadsheet (Offline) You can submit a bid using this method by downloading a spreadsheet and bidding or quoting offline. This method is often used when there are a large number of lines in the negotiation.

To submit a bid by downloading a spreadsheet and bidding or quoting offline:1. Navigate to the Negotiations home page, and select the

desired negotiation number from the displayed list of all negotiations

2. Navigate to the Quote / Bid / Response by Spreadsheet page ( Navigation Summary page > Actions menu > Create Quote / Bid / Response option > Go option > Create Quote / Bid / Response page > Quote / Bid / Response by Spreadsheet page)

Submitting a Bid Using Different Methods


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3. Select the spreadsheet format you wish to use and click Export:a) XML Spreadsheet (Rich Style / Light-Weight)b) Tab Delimited (Select which spreadsheet you wish to download

requirement or line)

4. Save the spreadsheet archive to your system at a desired location

5. From the archive, open the spreadsheet and fill in the details using the Help file included in the archive. After filling the required details save the spreadsheet

Submitting a Bid Using Different Methods (Cont’d)


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6. Re-navigate to Quote / Bid / Response by Spreadsheet page and select the spreadsheet format you wish to import

7. Select the required spreadsheet to upload and click Import

8. Verify the details, and select Continue option



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9. Select Submit option on the Review and Submit page to submit the bid

10. The Bid Confirmation / Quote Confirmation / Response Confirmation page displays your bid number



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Note: The step-by-step process to submit a bid through a spreadsheet will be covered in the demonstration later in this course.

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Method 2: Entering Bid Online (Manual)The manual method is used to submit a bid / quote online rather than utilizing a spreadsheet to import / export the negotiation lines and then responding offline.

To submit responses online: 1. Navigate to the Negotiations home page, and select /

search the desired negotiation number form the displayed list of all negotiations

2. Navigate to the Create Quote / Create Bid page ( Navigation Summary page > Actions menu > Create Quote / Create Bid option > Go option > Create Quote / Create Bid page)


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3. Enter the following Header tab fields on the Create Quote / Create Bid page:a) Quote Valid Until: Date till which your bid standsb) Reference Number: Reference number for internal trackingc) Note to Buyer: A small text note providing additional detailsd) Attachments: If greater amount of details are to be provided

attachments are usede) Requirements: Specific requirements to respond to, if any


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4. Select the Lines tab and populate the following fields:a) Quote: Dropdown has two options Yes / No. Default is Nob) Quote / Bid Price: Your price for one unit of the item / servicec) Bid Proxy Minimum: Applicable only to auctiond) Quote Quantity / Bid Quantity: Number of units on which you

are quoting / bidding. Review the field valuee) Promised Date: Date by which item / service is to be delivered

5. Once all the information has been entered, click Continue to open the Review and Submit page

6. If you do not wish to submit your response immediately, select Save Draft to save your response information for a later session. Your draft will be assigned a number which you can use later when accessing the draft for editing


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7. Complete the submission process by selecting Submit8. The Bid Confirmation / Quote Confirmation / Response

Confirmation page displays your bid number

9. If you want to print a copy of your response, select Printable View on the Review and Submit page and save the form offline for printing


Note: The step-by-step process to submit a bid by entering it online will be covered in the demonstration later in this course.

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Click the link below to view the recording as it demonstrates the procedure of submitting a supplier bid by using spreadsheet.

Demonstration 1: Submit supplier bid - Offline

Scenario: You are required to submit a supplier bid by using a spreadsheet.

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To launch the demonstration, click here

You can launch the demonstration in any of the following modes:

http://gdllsdvtgshc159/upk/index.html?Guid=ce6911dc-5dbb-4f7b-a2e8-c3d48488faa6

Click the link below to view the recording as it demonstrates the procedure of manually submitting a supplier bid.

Demonstration 2: Submit supplier bid - Manual

Scenario: You are required to manually submit a supplier bid by entering it online.

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To launch the demonstration, click here

You can launch the demonstration in any of the following modes:

http://gdllsdvtgshc159/upk/index.html?Guid=11dcd99f-e70e-4243-b479-f17a5b3cb462

COURSE DESCRIPTIONKey Points

Course Recap

• The Negotiations home page is your access point to all negotiations in which you can participate

• Cost factors identify additional costs associated with an line which need to be negotiated in addition to the line price

• Line attributes provide extra information about a negotiation line and these can help set your response apart from the competition

• If you want to submit your bid at a later date you can use the Save Draft option to enable editing and submission later

• Terms and Conditions are an important part of any bidding process and need to be reviewed, where applicable before you can proceed further

Course Summary

After completing this course, you should now be able to:• Create bids

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QRG Knoll...Sep 14, 2017 · Suppliers can use Oracle iSupplier portal to create ASN when a...

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