Using the iSupplier Portal and Sourcing

Using the iSupplier Portal and Sourcing Questions: [email protected]

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Oracle Applications

Using the iSupplier Portal And Sourcing

Instructions to Supplier


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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)................................................................................................................ 10 Your Sourcing Home Page ....................................................................................................................................................................... 11 Viewing the 4 Section of the Bid documents............................................................................................................................................ 13

Header ................................................................................................................................................................................................... 13 Downloading Bid documents (Attachments): ................................................................................................................................... 15

Lines ...................................................................................................................................................................................................... 18 Controls ................................................................................................................................................................................................. 22 Contract Terms...................................................................................................................................................................................... 23

Acknowledging Your Intent to Participate: .............................................................................................................................................. 25 Creating Your Quote ................................................................................................................................................................................. 28 Amendments ............................................................................................................................................................................................. 37 Acknowledge Amendments: ..................................................................................................................................................................... 42 Other: ........................................................................................................................................................................................................ 45


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Getting a Userid and Password

1. ALLETE will register you to the Oracle System You will receive an e-mail notification of your registration with the ALLETE Supplier Collaboration Network (SCN). The e-mail 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 e-mail.

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.


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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! https://partner.allete.com/

• Enter your e-mail 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 email address like [email protected].

https://partner.allete.com/


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• The first time you log on, you will need to change your password. Enter the temporary password provided in the registration e-mail 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 e-mail. 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


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Click on the AlT iSupplier User Home Page. Under the Worklist, you will see notifications for your company.


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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.


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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 e-mail 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 EMAIL. YOU MAY RECEIVE AN ERROR. See #4 below, Acknowledging Participation while viewing bid documents to log on to our system to acknowledge.


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Viewing the ALLETE Sourcing Event Bid Documents (RFQ) 3. View the bid documents From the e-mail invitation to bid, click Negotiation Details.


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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 email address.


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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.


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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


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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


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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 .


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Choose the location on your personal computer to save the file

• Click .


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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.


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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.


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Click on the description of the line to view detailed line information

Click the description of the line to view details


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Line Details Provides detailed information on the service or material being requested

Need by From and To dates

Click on the Ship to Address Name to display the entire ship to address

Notes to Suppliers: Detailed line notes to Suppliers


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Ship to address: Click on the name of the ship to address to open up the details. Click to go back to the lines.

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

Attachments: Line specific attachments such as drawings and specifications. Lines can have many attachments

Click Return to RFQ xxxx to return to a summary view of the bid


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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


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Contract Terms Click the Contract Terms Tab

To preview the proposed Contract Terms, click


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


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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 e-mail invitation (this method may not work for all suppliers and you may receive an error. If so, use method 2.

2. When viewing the bid documents Responding to RFQ Opening e-mail: From the email you received notifying that the RFQ has opened:

• Click Yes to Participate, No to decline

• A response e-mail will pop up


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• Click Send, to send your response. NOTE: All information will default into the response email, all you need to do is click SEND!

NOTE: Do not change the “To” e-mail 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).

Do NOT change the “To” address!

Click Send to Send your response


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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


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Creating Your Quote Creating your Quote:

• From the Actions menu (on any of the 4 tabs), select Create Quote • Click .


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Header Tab Complete the following fields :

• Quote Valid Until: • Reference Number • Note to Buyer


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• 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


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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


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


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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


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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.


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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)


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Amendments An email 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).


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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.


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When you open the Amended RFQ, you will see a Warning


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View Amendment History From “Actions”, select View Amendment History


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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


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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.


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You must check , then click


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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!


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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.

Using the iSupplier Portal and Sourcing

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