1. Manage Sourcing - Supplier

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

3. 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 …..

4. Course Description Course Objectives Key Terms
Course Overview
Course Description
This course provides an overview of the Sourcing portal used for responding to GDLS Request for Quote events (RFQs). It also helps to identify the high-level changes from Oracle version 11 to R12.2.
Course Objectives
On 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 Attributes
Additional information provided against the negotiation lines for which the bidding is done, in order to differentiate from other bidders
Cost Factors
Define additional costs related to a negotiation line. Such costs can include charges such as import duties / consulting / training costs etc.

5. 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 Negotiation control set by buyer determines whether responses can be withdrawn for a particular negotiation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

6. Lesson 1: Supplier Bids Creation
On completing this lesson, you should be able to:
Enter and submit supplier bid

7. 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 1
Find negotiations in which to participate: The Negotiations home page is your access point to all negotiations in which you can participate 2
View negotiation details before responding: Use the negotiation number under Open Invitations to access Negotiation Summary which has all the relevant information 3
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 4
Responding to a negotiation: Review the associated information, and accept the terms and conditions. Respond with a suitable bid, and monitor the negotiation

8. Supplier Bids Creation
A negotiation can be responded to the following methods:
Submitting a Bid (Cont’d)
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

9. Supplier Bids Creation
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:
Navigate to the Negotiations home page, and select the desired negotiation number from the displayed list of all negotiations
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 1 2

10. Supplier Bids Creation
Select the spreadsheet format you wish to use and click Export:
XML Spreadsheet (Rich Style / Light-Weight)
Tab Delimited (Select which spreadsheet you wish to download requirement or line)
Save the spreadsheet archive to your system at a desired location
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) 3 4 5 5

11. Supplier Bids Creation
Re-navigate to Quote / Bid / Response by Spreadsheet page and select the spreadsheet format you wish to import
Select the required spreadsheet to upload and click Import
Verify the details, and select Continue option
Submitting a Bid Using Different Methods (Cont’d) 6 7 8

12. Supplier Bids Creation
Select Submit option on the Review and Submit page to submit the bid
The Bid Confirmation / Quote Confirmation / Response Confirmation page displays your bid number
Submitting a Bid Using Different Methods (Cont’d) 9 9 10
Note: The step-by-step process to submit a bid through a spreadsheet will be covered in the demonstration later in this course.

13. Supplier Bids Creation
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:
Navigate to the Negotiations home page, and select / search the desired negotiation number form the displayed list of all negotiations
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)
Submitting a Bid Using Different Methods (Cont’d) 1 2

14. Supplier Bids Creation
Enter the following Header tab fields on the Create Quote / Create Bid page:
Quote Valid Until: Date till which your bid stands
Reference Number: Reference number for internal tracking
Note to Buyer: A small text note providing additional details
Attachments: If greater amount of details are to be provided attachments are used
Requirements: Specific requirements to respond to, if any
Submitting a Bid Using Different Methods (Cont’d) 3

15. Supplier Bids Creation
Select the Lines tab and populate the following fields:
Quote: Dropdown has two options Yes / No. Default is No
Quote / Bid Price: Your price for one unit of the item / service
Bid Proxy Minimum: Applicable only to auction
Quote Quantity / Bid Quantity: Number of units on which you are quoting / bidding. Review the field value
Promised Date: Date by which item / service is to be delivered
Once all the information has been entered, click Continue to open the Review and Submit page
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
Submitting a Bid Using Different Methods (Cont’d) 5 6 4 4

16. Supplier Bids Creation
Complete the submission process by selecting Submit
The Bid Confirmation / Quote Confirmation / Response Confirmation page displays your bid number
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
Submitting a Bid Using Different Methods (Cont’d) 7 9 8
Note: The step-by-step process to submit a bid by entering it online will be covered in the demonstration later in this course.

17. Supplier Bids Creation
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.
To launch the demonstration, click here You can launch the demonstration in any of the following modes:

18. Supplier Bids Creation
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.
To launch the demonstration, click here You can launch the demonstration in any of the following modes:

19. Key Points Course Summary
Course Recap
Key Points
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