Sourcing Supplier Guide

8/2/2019 Sourcing Supplier Guide

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ORACLE SOURCING USERGUIDE

SUPPLIER EDITION V1.0

B A R T S A N D T H E L O N D O N N H S T R U S T

H O M E R T O N U N I V E R S I T Y H O S P I T A L N H SF O U N D A T I O N T R U S T

N E W H A M H O S P I T A L N H S T R U S T


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O R AC L E S O U R C I N G U S E R G U I D ESUPPLIER EDITION V1.0

1 . INSTRUCTIONS FOR USING THIS GUIDE1.1. INTRODUCTIONBARTS and the London NHS Trust, Homerton University Hospital Foundation NHS Trust, andNewham Hospital NHS Trust have chosen to use the Oracle Sourcing Module as part of its standardbusiness practice as it provides a consistent model / process for contract execution, delivering significantinternal & external efficiency gains, supporting the strategic sourcing process through the use of attributes

which embeds total cost of ownership thinking into standard business processes and provides linkage toother Oracle Applications

When using this guide note the formatting of particular text throughout the document.

Number references exist on pages where multiple screen shot annotations are necessary.Below each of the screen shots tables are present which contain instructions relating toeach number reference.

Words that are formatted as underlined text indicates that definitions are present in theglossary located within the help function of the Oracle Sourcing site.

Any wording below the tables that are formatted as bold italic represent importantpoints relating to actions required on those pages

Particular attention is drawn to the following guides contained in this document:

RFI / RFQ / Auction checklists which provide a list of mandatory and optional tasks(pages 32, 54, & 72 respectively)

Negotiation flowchart which provides an overview of the whole process (Next Page)

As all negotiations differ greatly no reference has been made to typical time frames between steps thisinformation will be provided by the buyer running the negotiation.

Notes: For the purposes of this document the generic term buyer will be used throughout the documentto denote all the contracts and sourcing professionals operating at the Barts and the London, HomertonUniversity Hospital and Newham University Hospital Trusts.


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1.1.1. NEGOTIATION FLOW CHARTRFI RFQ Auction

Acknowledge Participation

Download Instructions

View Lines

Download Spreadsheet (Optional)

Complete Spreadsheet offline (Optional)

Click Quote Response

Step3

:RespondtotheBuyer

Step2

:Download

Files/

Information

Step1:

Ack

nowledge

Participation

Create Header Details

Read and Accept Terms and Conditions of the Oracle Sourcing Site

Populate Line Details and Attachments

Upload Pre-prepared Spreadsheet or Enter Online

Save a draft of your Progress

Review your Response

Submit Response

Monitor AuctionAwait results ofTender/Quote

Complete PPQ


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2 . TA BLE OF CONTENTS

1. Instructions for using this guide...........................................................................................21.1. Introduction .......................... ............................. .............................. ............................. ........................... 21.1.1.Negotiation Flow Chart...................................... .............................. ............................. .......................... 3

2. Table of Contents..................................................................................................................43. Log into Oracle Applications ................................................................................................6

3.1. How to register ........................................................................................................................................ 63.2. Log in .......................... .............................. ............................. .............................. ................................ 103.3. How to reset a forgotten password................ ............................. ............................ .................................. 13

4. Functionality Getting Started........................................................................................... 214.1. How to change your password............... .............................. ............................. ..................................... .. 214.2. How to Edit your Personal Information......................... ............................ ............................ ................ 244.3. How to Acknowledge Participation.............................. ............................ ........................... ................... 274.4. How to search for previous negotiations you have participated in............... ............................ ................... 30

5. RFI Checklist ......................................................................................................................325.1. How to view an RFI .............................. ............................. .............................. .................................... 335.2. How to view RFI attributes ........................... .............................. ............................. ............................. 345.3. How to view notes and Download file attachments........ ............................. .............................. ............... 355.4. How to view RFI lines............... .............................. ............................. .............................. ................... 365.5. How to view detailed line information..... ............................. .............................. .................................... . 375.6. How to view Oracle Sourcing RULES for the RFI........................ ............................ ........................... 385.7. How to communicate with the buyers ........................... .............................. ............................. ................ 395.8. How to create an RFI response ............................. ............................ ............................ ......................... 405.9. How to view and accept the terms and conditions of using the Sourcing site ........................... ................. 415.10.How to create RFI header details and add attachments .......................... ............................. ................... 425.11.How to add attachments to your response.................................................... ............................. ............... 435.12.How to populate RFI line details ............................. ............................. .............................. ................... 445.13.How to respond to line level attributes .......................... ............................ ............................. ................. 455.14.Example of RFI with populated fields ........................... .............................. ............................. ............. 465.15.How to save draft or proceed with completing an RFI......................... ............................ ........................ 475.16.Draft RFI confirmation screen ............................. .............................. ............................. ....................... 485.17.How to review your RFI response and submit........................ ............................. ............................ ........ 495.18.RFI response - submit confirmation..................... ............................ ............................. .......................... 505.19.

How to respond by spreadsheet ............................. .............................. ............................. ....................... 51

5.20.How to download the spreadsheet response template and instructions .......................... ............................ . 52


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5.21.How to load a spreadsheet response to Sourcing .............................. ............................. ........................... 536. RFQ Check List ..................................................................................................................54

6.1. How to view an RFQ.................................. ............................. .............................. ............................... 556.2. How to download attachments.......... ............................ ............................. ............................ ................. 566.3. How to export an RFQ to a spreadsheet or create a response..... ............................. .............................. .. 576.4. How to view and accept the terms and conditionS of the sourcing site ......................... ............................. . 596.5. How to create RFQ header details ......................... .............................. ............................. ..................... 606.6. How to populate RFQ line details and add attachments......... ............................. .............................. ..... 616.7. Example of RFQ with populated fields and proceeding with completing an RFQ ............................. ..... 626.8. How to upload a pre-prepared RFQ spreadsheet quote .......................... ............................ ..................... 636.9. How to review your RFQ response and submit......................... ............................ ............................ ...... 646.10.RFQ response - submit confirmation........................... ............................ ............................ ................... 656.11.How to view the details of the quote you have submitted........................ ............................. ..................... 666.12.How to view negotiations after a decision has been made ............................ .............................. ............... 686.13.Awarded Items .......................... ............................. .............................. ..................................... ............ 696.14.Rejected Items .......................... .............................. ............................. ....................................... ............ 706.15.Disqualified Items ............................ ............................. .............................. ........................................ .. 71

7. Auction Checklist ................................................................................................................727.1. How to view an Auction............................ .............................. ............................. ................................. 737.2. How to download Auction instructions / attachments ....................... ............................ ......................... 747.3. How to export an Auction to a spreadsheet How to create a bid .......................... ............................ .. 757.4. How to view and accept the terms and conditions of the Sourcing site ....................... ............................ .... 777.5. How to create auction header details ......................... .............................. ............................. ................... 787.6. How to populate Auction line details and add line level attachments .......................... ........................... .. 797.7. Example of Auction with populated fields... ............................ ............................. .................................. 807.8. How to bid by spreadsheet How to save draft How to proceed with completing the auction response... 817.9. Draft Auction response confirmation screen ............................. ............................ .................................. . 827.10.How to upload your pre-prepared spreadsheet ........................... ............................. ................................. 837.11.How to review bid details and submit your bid ............................. .............................. ............................ 847.12.How to view the details of the bid you have submitted ........................ ............................. ........................ 857.13.How to use the Power Bid function.......................... ............................ ............................ ....................... 897.14.Viewing Bid History ............................. .............................. ............................. ..................................... 917.15.How to use the Auction Monitor ........................... ............................. ............................ ....................... 947.16.How to cancel proxy bidding ............................ .............................. ............................. ........................... 99


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3 . LOG INTO ORACLE APPLICATIONS

3.1. HOW TO REGISTER

REF # Entry

Open your Internet Browser and enter the following URL

https://82.110.64.19

or follow the Supplier e-tendering portal link on our external website (About Us ->Procurement and supplies -> Supplier zone)

N.B. If you get an error message advising about an invalid Security Certificate, Ignoreand continue

1 Click on the relevant Trusts Link for Supplier Registration if you have never dealt with anyof the Trusts

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REF # Entry

1 Enter Your Company Name

2 Enter at least one of the following (Preferably the VAT Number):

Company House Number in the Taxpayer ID Field

VAT Registration Number in the Tax Registration Field

DUNS Number3 Enter a nickname for the address being used, i.e. Sales Office, London Branch, etc

(Maximum of 15 Characters)

4 Select the Country for the Address

(N.B. default is United States, Change to United Kingdom within the UK.)

5 Enter your House Name/Number and Street Name

6 Enter the rest of your address

(N.B. City/Town/Locality is always mandatory, State/Region is mandatory outsideof the UK)

7 Enter your Post/Zip Code

8 Enter any additional information

9 Enter your e-mail address

(N.B. This will be your login to the Oracle Sourcing System. Please do not use ageneric address)

10 Enter your First Names

11 Enter your Last Name

12 Enter your Phone Number

13 Click Register to submit.


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REF # Entry

If you receive the message above, you will need to send your details [email protected] be set up manually.

Your e-mail will need to include the following information

Company Name

VAT Registration Number

DUNS Number

Full Address

Telephone

Fax Number

Contact Name (In full)

Contact E-mail address


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1 Enter your Username

2 Enter Your Password

3 Click on the Login Button

N.B. If you enter your password incorrectly 3 times, you will need to reset your password usingthe steps in Section 3.3

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3.3. HOW TO RESET A FORGOTTEN PASSWORD

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1 Click on the Forgot your password? link

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1 Enter your username/e-mail address

2 Click on Submit

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You will be sent an e-mail confirming that you want to reset your password

1 Click on the Approved link

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1 Send the automated response

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1 You will receive an e-mail with a temporary password, make a note of it.

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1 Return to the Login Page

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1 Enter your Username

2 Enter the temporary Password given to you.

3 Click on the Login Button

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1 Enter the temporary Password

2 Enter your new password

3 Enter your new password again

4 Click on the Apply Button

Note: Password Rules

Minimum of 7 Characters

Has to be a combination of Letters and Numbers

No Repeating Characters

You cannot reuse a password you have used in the last six months

After 90 Days the system will ask you to create a new password when you log in to thesystem.

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4 . FUNCTIONALITY GETTING STARTED

4.1. HOW TO CHANGE YOUR PASSWORD

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1 Click on the Preferences Link

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1 Type your old and new passwords in these fields

2 Click the Apply button

Note: Password Rules

Minimum of 7 Characters

Has to be a combination of Letters and Numbers

No Repeating Characters

You cannot reuse a password you have used in the last six months

After 90 Days the system will ask you to create a new password when you log in to thesystem.

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1 Click the home link to return to the home page

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4.2. HOW TO EDIT YOUR PERSONAL INFORMATION

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1 Click the Personal Information link under the Manage header on your home page

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1 Edit fields as required

2 Click the Apply button to save your changes

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1 If successful you will see this confirmation (now click the negotiations link to return to your homepage)

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4.3. HOW TO ACKNOWLEDGE PARTICIPATION

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1 Any negotiations you have been invited to participate in will be listed below the Open Invitationsheader. Click on the Negotiation Number link to acknowledge a participation, (in this example it is352).

Note: the process for acknowledging participation is the same for RFI, RFQ and Auctions.

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1 Select the value Acknowledge Participation from the drop down box and click the Go button

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1 Check the relevant radio button

2 Type a note here for the buyer if required (optional)

3 Click Apply to submit the acknowledgement

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4.4. HOW TO SEARCH FOR PREVIOUS NEGOTIATIONS YOU HAVE PARTICIPATED IN

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1 Any negotiations you have previously participated in can be viewed by clicking on one of the links inthis area of your home page

Note: This is the only method of viewing negotiations you have previously been involved in. If the Active link does not yield results, try the Awarded or Rejected links.

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1 Click on the Response Number link to view details of the information / quote you sent

2 Click on the Negotiation Number link to view details of the negotiation you participated in

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5 . RFI CHECKLIST

A Request for Information (RFI) is used to qualify suppliers and their goods and services for subsequent

procurement activities. RFIs are used more for gathering information on goods and service provided bya supplier than to lock in particular price information. Typically, an RFI will contain prequalificationdocuments and attribute questions for response as well as additional information for suppliers includingan instruction letter and draft contract.

Mandatory Optional

Step 1 Acknowledge participation in an RFI

Acknowledge participation

Step 2: Download RFI Information

View RFI lines

Download Attachments

Complete prequalification response off line

Complete any other required information off line

Step 3: Respond to an RFI

Click create response

Read and accept the terms and conditions of the

Oracle Sourcing Site

Create RFI header details

Populate RFI line details

Add attachments

Save a draft of your response

Review your RFI response

Send messages to the Buyer

Submit your response


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5.1. HOW TO VIEW AN RFI

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1 Any negotiations you have been invited to participate in will be listed below the Open Invitationsheader. Click on the Negotiation Number link to enter a negotiation, (in this example it is 354).

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5.2. HOW TO VIEW RFI ATTRIBUTES

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1 Click the show all details link to view details of RFI header level attributes (an RFI may not haveheader level attributes in every instance if this is the case the field will still expand but will not showany data)

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5.3. HOW TO VIEW NOTES AND DOWNLOAD FILE ATTACHMENTS

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1 Any notes to suppliers and Header level attachments will be present below the Notes andAttachments heading. The attachments can be downloaded by clicking on each of the links (one ata time if there are multiple present)

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5.4. HOW TO VIEW RFI LINES

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1 Click the Lines link to view detailed information for all lines within the RFI

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5.5. HOW TO VIEW DETAILED LINE INFORMATION

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1 Click the link respective to the line description you are seeking for detailed information

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5.6. HOW TO VIEW ORACLE SOURCING RULES FOR THE RFI

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1 Click the Controls link

2 The RFI conditions will then be present and are only available in a read only format

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5.7. HOW TO COMMUNICATE WITH THE BUYERS

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1 Select Online Discussions from the drop down list.

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5.8. HOW TO CREATE AN RFI RESPONSE

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1 Select Create Response from the drop down list and click Go to respond to the RFI

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5.9. HOW TO VIEW AND ACCEPT THE TERMS AND CONDITIONS OF USING THE SOURCINGSITE

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1 Read the terms and conditions and click the Accept button if you accept the terms and conditions ofaccess to the Sourcing site

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5.10.HOW TO CREATE RFI HEADER DETAILS AND ADD ATTACHMENTS

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1 Key a value in the Response Valid Until field. This value should reflect the validity of theinformation you provide within the RFI response. If a validity period does not exist, leave the fieldblank.

2 The reference number is for your internal tracking only.

3 Any notes typed to buyer will be received by the buyer upon receipt of your response

4 Click the Add Attachments button to attach your prequalification responses and any other requiredfiles refer to next page for more detail with regard to adding attachments

5 Answer attributes (if any) by typing directly into the Response Value fields

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5.11.HOW TO ADD ATTACHMENTS TO YOUR RESPONSE

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Click the Add Attachments button (refer to previous page of this manual)

1 Type a description for the file to be attached in this field. (a copy of the file name will suffice)

2 Make sure the radio button next to File is checked. The maximum file size for attachments is2 Megabytes. If the files you need to attach are larger, split the content and attach multiplesmaller files.

3 Click the Browse button to navigate within your PC / network to the file you wish to attach.

4 Click the Add Another button if you have more than one attachment to add and then Applybutton when all attachments have been added

Note: You can also add web Links as attachments

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5.12.HOW TO POPULATE RFI LINE DETAILS

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1 If this target symbol appears, it means more detail is required at line level such as attributes. Click theupdate (pencil shaped) icon to drill down and respond to the additional requirement. Proceed to thenext page of this guide if you have selected this option

2 If a pricing response is required within the RFI, key pricing details in the Response Price field

3 Click the calendar icon next to the promise date field and select a date that occurs in the future

Note: Not all RFIs will have items at a line level

NOTE: If there is a large number of items you may wish to respond by using a spreadsheet(REFER TO SECTION 5.19OF THIS GUIDE)

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5.13.HOW TO RESPOND TO LINE LEVEL ATTRIBUTES

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1 Key the response price for the item

2 Key your response to the line level attribute(s)

3 Add any attachments pertinent to the line item (Maximum 2MB File Size)

4 Click the Apply button when line details are complete to return to RFI response page

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5.14.EXAMPLE OF RFI WITH POPULATED FIELDS


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5.15.HOW TO SAVE DRAFT OR PROCEED WITH COMPLETING AN RFI

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1 Click the Save Draft button to save your progress. You can save a draft of your progress any timethis icon is present on the page (and proceed to next page of this guide) OR

2 Click the Continue button when all requirements are completed. (Proceed to Section 5.16 of thisguide if you elect to Continue.)

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5.16.DRAFT RFI CONFIRMATION SCREEN

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1 Make a note of the draft number for your reference. You can access your drafts from the ManageDraft Responses linkorthe 'Your Active and Draft Responses' table on the sourcing home page.

Either continue editing your draft orclick the home link to return to the sourcing home page orclick onthe logout link at the top of the page to end your session

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5.17.HOW TO REVIEW YOUR RFI RESPONSE AND SUBMIT.

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1 Click the Submit button to lodge your response

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5.18.RFI RESPONSE - SUBMIT CONFIRMATION

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1 This message is shown to confirm your response has been lodged

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5.19.HOW TO RESPOND BY SPREADSHEET

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1 Click the respond by spreadsheet button

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5.20.HOW TO DOWNLOAD THE SPREADSHEET RESPONSE TEMPLATE AND INSTRUCTIONS

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1 Select lines from the drop down box and click the Export button

Save the file to a location on your network / PC. The .zip file will contain instructions as to how tocomplete the spreadsheet.

Once the spreadsheet has been populated with applicable detail proceed to the next page of this guidefor an explanation as to loading the spreadsheet

Note: The spreadsheet must be saved as type .txt or else it will not load.

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5.21.HOW TO LOAD A SPREADSHEET RESPONSE TO SOURCING

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1 Click the browse button and find the file on your network / PC you wish to load

2 Click the Import button to load the spreadsheet response and return to page 36 of this guide tocontinue responding to the RFI

Note: The spreadsheet must be saved as type .txt or else it will not load.

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6 . RFQ CHECK LIST

A Request for Quotation (RFQ) enables buyers to collect quotes from suppliers. Typically, an RFQ willcontain a list of items to quote and attribute questions for response as well as additional information forsuppliers including an instruction letter, a draft contract and product specifications. Once suppliers havesubmitted an initial round of quotes, the buyer may fine-tune the RFQ and initiate detailed negotiations asnecessary. The process may go through multiple rounds of negotiations and quotes before completion.

Mandatory Optional

Step 1 Acknowledge participation in an RFQ


Step 2: Download RFQ Information


View RFQ lines

Download quoting spreadsheet

Complete quotation off line

Step 3: Respond to an RFQ


Read and accept the terms and conditions of using

the supplier site

Read the Contract Terms for the Negotiation

Create RFQ header details

Populate RFQ line details

Download pre-prepared quotation spreadsheet


Review your RFQ response



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6.1. HOW TO VIEW AN RFQ

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1 Any negotiations you have been invited to participate in will be listed below the Open Invitationsheader. Click on the Negotiation Number link to enter a negotiation, (in this example it is 355).

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6.3. HOW TO EXPORT AN RFQ TO A SPREADSHEET OR CREATE A RESPONSE

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1 Select Export to Spreadsheet from the drop down list of values and click the Go button to begin theprocess of preparing your quote from a spreadsheet this process is recommended for RFQscontaining more than 10 items requiring a response. (proceed to the next page of this guide if you selectthis option) OR Select Create Quote from the drop down list of values and click the Go button toproceed with development of your response to the RFQ online (proceed to Section 6.4 of this guide)

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1 Select lines from the drop down list of values and click the Export button to download the RFQ lines(save them to a location on your PC / network and open the file then proceed to the next page ofthis guide)

Then save the file as a *.txt (tab delimited) file in a location on your PC / network and click the greenback arrow on the main toolbar to return to Oracle Sourcing. If the file is not saved as a *.txt (tabdelimited) file it will not load to Oracle Sourcing. Once you have prepared your spreadsheet responsego back to creating a response.

NOTE: The .zip file also includes a help file that provides assistance with preparing thespreadsheet response

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6.4. HOW TO VIEW AND ACCEPT THE TERMS AND CONDITIONS OF THE SOURCING SITE

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1 Read the terms and conditions of the sourcing site and click the Accept button if you accept the termsand conditions

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6.5. HOW TO CREATE RFQ HEADER DETAILS

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1 Click the Quote By Spreadsheet button to load pre-prepared spreadsheets go directly to Section 5.19of this guide for instructions to load your spreadsheet OR

2 Key a value in the Quote Valid Until field. This value should reflect the validity of the informationyou provide within the RFQ response. If a validity period does not exist, leave the field blank.

3 The reference number is for your internal tracking only


5 Attach any attachments by clicking the button. Any documentation supporting your quotation shouldalways be attached to this area of the response. Refer to Section 5.10 of this guide for instructions as toloading of attachments. (after viewing instructions for uploading attachments return to this page andfollow the next step)

6 Answer attributes (if any) by typing directly into the Response Value fields

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6.6. HOW TO POPULATE RFQ LINE DETAILS AND ADD ATTACHMENTS

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1 Key prices for each line of the RFQ

2 This symbol indicates that items within line 2 (i.e. 2.1, 2.2) are part of a lot. (Lots are collections oflines, giving a hierarchical structure to the sourcing document. A lot may be an assembled product orlines may be organized into lots to obtain the most competitive bid. Suppliers are required to evaluatethe entire lot and place a bid at the lot level for speed and convenience. Suppliers may optionallyprovide line-level bids as well)

3 This symbol indicates the items within line 3 are grouped. (Groups are collections of negotiation linesorganized into groups for ease of analysis and award. Groups are collections of related lines that allow

buyers to model market baskets.)

4 If a target symbol is present next to any of these pencil icons you will need to click on the icon to addadditional information. Attachments can also be added at line level by clicking on the pencil icon

The following page shows an example of completed RFQ fields

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6.7. EXAMPLE OF RFQ WITH POPULATED FIELDS AND PROCEEDING WITH COMPLETINGAN RFQ

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1 Once all quote details have been entered, click the Continue button to review your quote prior tosubmitting it. (Proceed to Section 6.9 of this guide if you elect to continue)

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6.8. HOW TO UPLOAD A PRE-PREPARED RFQ SPREADSHEET QUOTE

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1 To load your prepared spreadsheet pricing click the Browse button and navigate to the location on yourPC / network you saved the file.

2 Once you have found the file, click Import button. This will take you back to the create quote screenwith populated fields Section 6.7

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6.9. HOW TO REVIEW YOUR RFQ RESPONSE AND SUBMIT

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1 Review the details of your quote. If incorrect, click the Back button to return to the previous screen forediting. OR

2 If all details are correct, click the Submit button to send your quote

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6.10.RFQ RESPONSE - SUBMIT CONFIRMATION

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1 This screen will appear to confirm the RFQ response has been submitted. To check the result ofthe quote you have submitted click the Return to Sourcing Home Page link and proceed to thenext page of this guide

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6.11.HOW TO VIEW THE DETAILS OF THE QUOTE YOU HAVE SUBMITTED

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1 Click the Response Number link to view the response (219 in this example).

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1 Click the Response Number link to view the response.

Note: The rank indicator specifies how response rankings are displayed. There are three types ofdifferent indicators.

Win/Lose displays "Win" for the best ranked Quote/Bid and "Lose" for allothers.

"1,2,3..." displays "1" for the best Quote/Bid and sequentially numbers theremaining bids in order of rank.

"None" displays no ranking indicator.

NB: Rank 1 does not necessarily mean you will get the business.


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6.12.HOW TO VIEW NEGOTIATIONS AFTER A DECISION HAS BEEN MADE

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1 From your company home page either awarded, rejected or disqualified items can be navigated to usingthe links as highlighted on the screen shot

Proceed to Section 6.13if you click the awarded items link

Proceed to Section 6.14 if you click the rejected items link

Proceed to Section 6.15 if you click the disqualified responses link

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6.13.AWARDED ITEMS

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This screen shot shows the items you were successful on regarding your quote. Further detail will beprovided by the buyer once a final assessment is complete


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6.14.REJECTED ITEMS

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Any items where your bid has been unsuccessful will be displayed within the rejected items page. TheItem Attributes will however always appear on the rejected items page as they are not deemed to be aline item within the proposed supply agreement. Any items listed on this screen aside from the Item

Attributes will be accompanied by a reason as to why the bid for each line was rejected


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7 . AUCTION CHECKLIST

Mandatory Optional

Step 1 Acknowledge participation in an Auction


Step 2: Download Auction Information

View Auction lines


Download quoting spreadsheet

Complete quotation off line

Step 3: Respond to an Auction


Read and accept the terms and conditions of using

the Sourcing Site

View the contract terms associated with this

negotiation

Create Auction header details

Populate Auction line details

Upload quotation spreadsheet


Review your Auction response


Review your Auction bid status

Use the Auction Monitor


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7.1. HOW TO VIEW AN AUCTION

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1 Any negotiations you have been invited to participate in will be listed below the Open Invitationsheader. Click on this negotiation number link to enter a negotiation, (in the example it is 356).

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7.2. HOW TO DOWNLOAD AUCTION INSTRUCTIONS / ATTACHMENTS

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1 Any notes to suppliers and Header level attachments will be present below the Notes and Attachmentsheading. The attachments can be downloaded by clicking on each of the links (one at a time if thereare multiple present)

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7.3. HOW TO EXPORT AN AUCTION TO A SPREADSHEET HOW TO CREATE A BID

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1 Select Export to Spreadsheet from the drop down list of values and click the Go button to beginthe process of preparing your bid from a spreadsheet this process is recommended for auctionscontaining more than 10 items requiring a response. (proceed to the next page of this guide if youselect this option) OR Select Create Bid from the drop down list of values and click the Gobutton to proceed with development of your response to the auction online (proceed to Section7.4 of this guide)

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1 Select lines from the drop down list of values and click the Export button to download the auctionlines (save them to a location on your PC / network and open the file then proceed to the nextpage of this guide) Once you have prepared your spreadsheet response go back to the previouspage of this guide and follow the instruction to Create Quote.

NOTE: The .zip file also includes a help file that provides assistance with preparing thespreadsheet response

If the Quote is not saved as a *.txt (tab delimited) file it will not load to Sourcing!

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7.4. HOW TO VIEW AND ACCEPT THE TERMS AND CONDITIONS OF THE SOURCING SITE

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1 Read the terms and conditions and click the Accept button if you accept the terms andconditions of access to the Sourcing site

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7.5. HOW TO CREATE AUCTION HEADER DETAILS

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1 Click the Bid By Spreadsheet button to load pre- prepared spreadsheets - go directly to Section 7.10 ofthis guide for instructions to load your Spreadsheet OR

2 Key a value in the Bid Valid Until field. This value should reflect the validity of the information youprovide within the auction response. If a validity period does not exist, leave the field blank.

3 The reference number is for your internal tracking only


5 Attach any attachments by clicking the button. Any documentation supporting your quotation shouldalways be attached to this area of the response

6 Key any responses to line level attributes

7 Proxy bidding is a method of automatically bidding when a competitor in the auction environmentplaces a bid lower than yours. The increment in which a supplier wishes to decrease their bid by isrequired to be entered here. The increment can not be changed after it has been set. Proxy minimumbids are to be entered on each individual line see point (2) in section 7.6 of this guide. (NB: Proxybidding is not compulsory within our Auctions) - To cancel proxy bidding refer to section 7.16 of thisguide.

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7.6. HOW TO POPULATE AUCTION LINE DETAILS AND ADD LINE LEVEL ATTACHMENTS

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1 Key your bid price for each item in this column

2 The minimum amount you are willing to bid for each item should be entered in this field on eachcorresponding line (if you have elected to utilise the proxy bidding function)

3 Key promise dates for all items with a date in the future

4 Click the pencil icon to key line level item attributes (if applicable) and add line level attachments

Note: Section 7.7 of this guide show examples of completed fields for the tasks outlined in

sections 7.5 and 7.6

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7.7. EXAMPLE OF AUCTION WITH POPULATED FIELDS

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Once you have completed all required fields click the continue button and proceed to Section 7.11 ofthis guide


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7.8. HOW TO BID BY SPREADSHEET HOW TO SAVE DRAFT HOW TO PROCEED WITHCOMPLETING THE AUCTION RESPONSE

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1 Click the Bid by Spreadsheet button if you have pre-prepared a spreadsheet for the Auction (proceed toSection 7.10 of this guide if you chose this option) OR

2 Click the Save Draft button to save your progress. You can save a draft of your progress any time thisicon is positioned at the bottom of the page. (if you choose this option proceed to next page of thisguide) OR

3 Click the Continue button when all requirements are completed. (Proceed to section 7.11 of this guideif you elect to Continue.)

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7.9. DRAFT AUCTION RESPONSE CONFIRMATION SCREEN

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1 Make a note of the draft number for your reference. You can access your drafts from the Manage DraftResponses link or by navigating to your company home page and looking under the Your Active andDraft Negotiations header.

Either continue editing your draft or click on the logout link at the top of the page to end your session

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7.10.HOW TO UPLOAD YOUR PRE-PREPARED SPREADSHEET

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1 To load your prepared spreadsheet pricing click the Browse button and navigate to the location on yourPC / network you saved the file.

2 Once you have found the file, click Import button. (go to Section 7.7 of this guide which containscreen shots showing an example of populated fields and click the Continue button)

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7.11.HOW TO REVIEW BID DETAILS AND SUBMIT YOUR BID

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1 Review the details of your bid. If incorrect, click the Back button to return to the previous screen forediting. OR

2 If all details are correct, click the Submit button to submit your current bid to the Auction

Note: If you do not click the Submit button your bid will not be transmitted to the Auctionenvironment. Ensure you see the screen shot from the following page of this guide on yourcomputer monitor after clicking the Submit button which confirms your bid has been submitted.

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7.12.HOW TO VIEW THE DETAILS OF THE BID YOU HAVE SUBMITTED

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1 This screen will appear to confirm the bid has been submitted. To check the result of the bid you havesubmitted click the Monitor Auction link and proceed to the next page of this guide

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1 The results of your current bid will be shown within the rank column of the web page. In this examplethe best bid for all lines is shown by the text on each line. Proceed to the next page of this guide for anexample of a different result OR

Proceed to section 7.15 for information regarding the Auction Monitor





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1 Where a line shows Lose rather thanWin it is recommended to resubmit on selected lines by clickingthe Create Bid button to improve your standing. Proceed to the next page of this guide





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REF # Entry

Either manually enter new bids for lines you are not winning on ORupload a new bid spreadsheet ORproceed to the next page of this guide for information regarding Power Bidding


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7.13.HOW TO USE THE POWER BID FUNCTION

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Power Bid is a function that allows you to decrease your previous bid prices by a percentage value. Thepercentage you select will be removed from all bid prices whether you are winning or losing.

1 Type the percentage decrease in this field and click the Recalculate button.

2 Click the Continue button to review your new bid and proceed to the next page of this guide

Note: Power Bid is only available for your second and subsequent bids.

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1 On the following, Review the new bid details and click submit to transmit your new bid to the Auction

Note: Only lines that have a re-bid value will be shown on this screen

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7.14.VIEWING BID HISTORY

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1 From the Sourcing Home Page, click on the Response Number relating to the relevant Auction youwish to view. In this example 231.

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1 Select "View Bid History" from the drop down list of Actions.

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1 Click on the bid link to see the details of that particular bid

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7.15.HOW TO USE THE AUCTION MONITOR

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1 After placing your bid you may wish to view your performance against competing bid on a matrix. Tonavigate to the Auction Monitor Click the Negotiations tab to return to the Sourcing home page.

2 Click the Monitor icon on the same row as the active negotiation

Note: This function is only available if the buyer has set up the Auction as public. If the Monitoricon is not coloured it means the Auction is set as Sealed and therefore access to competitors bid

pricing is unavailable.

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REF # Entry

1 Check the radio button on the line you wish to view using the Monitor function

2 Click the Graph Price button

Note: Only 1 item can be selected and viewed at a time.

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REF # Entry

Your bids are displayed on the matrix as triangles as shown in the legend. Competitors bids aredisplayed as circles. The best bid is highlighted with the green target.

Click Return to Analyze by Line link to view another item or click the Negotiations tab to return toyour home page


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REF # Entry

1. Click the Negotiations tab to return to your home page

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1. Click the Negotiations number link to re-enter the negotiation and proceed to Section 7.5 of this guideto continue bidding

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7.16.HOW TO CANCEL PROXY BIDDING

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1. If you are using the Proxy Bid function and would like to turn it off, go to submit a bid, then clickthe Cancel Proxy button and proceed to the next page of this guide

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1. Select any items you wish to remove from the proxy bidding functionAND

2. Click the Cancel button OR

3. Click the Cancel All Proxies button to remove the function from all lines

Return to creating your bid (Section 7.5).

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Sourcing Supplier Guide

Documents

Transcript of Sourcing Supplier Guide