Seha Eug Sourcing Isupplier v3 Final2

8/12/2019 Seha Eug Sourcing Isupplier v3 Final2

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"#$%'(&")'*+,-(&."'//0,#*&12&3,-%04567 SEHA/Evosys Confidential1 of 68

END USER MANUAL FOR

ORACLE SOURCING (SEHAE-TENDER SYSTEM)SUPPLIER&ISUPPLIER

SEHA

User Manual for Oracle Sourcing

(SEHA E-tender System)

Author : Evosys Team

Creation Date : 26-Jan-2011

Last Updated : 22-Feb-2012

Document :

Ref : SEHA_EUG_SOURCING_iSUPPLIER_V3.DOC

Version : 3.0


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Contents

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Introduction

The objective of this user manual is to describe how to use the Oracle Sourcing (SEHA E-

tender System) functionality to carry out the Quoting Processes (Like Creating quotation

& submitting, etc).

Objectives

The objective of this manual to ensure that Supplier Users understand how to perform

the following Sourcing (SEHA E-tender System) processes:

! Creating & Submission quotation! Online Discussion


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Process Overview

! In Oracle Sourcing, the supplier responds to published RFQs, creates andsubmits quotes, monitors the status of their quotes, and conducts online

discussions with the buyer. Oracle Sourcing (SEHA E-tender System) helps asupplier manage the RFQ-Quoting process end to end.


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Portal Introduction

! Sourcing (SEHA E-tender System) portal is a completely electronic interface. RFQswill no longer be issued to suppliers on hardcopy. An Internet connection will now berequired for all suppliers to conduct business with the Abu Dhabi Health ServicesCompany (SEHA). No special software, aside from an up-to-date web browser such asMicrosoft's Internet Explorer, is required to access this system.

! Sourcing (SEHA E-tender System) Portal is a component of the Oracle InternetProcurement solution that enables source, self-service business transactions betweenSEHA & Its authorized supplier by way of Internet.

! Stream line, Automate SEHA & Supplier (Vendor) information and transaction Flow! Increase Data Accuracy! Real time Information /notification/messaging! Work online as well as offline


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Portal Functionality

Start

Login into Oracle

Sourcing

Homepage

Open RFQsAcknowledge

Participation

Create Quote / Bid

Responses

Submit End

Yes

No


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System Requirement

! Personal Computer with basic configuration! An Internet Connection of at least 56 KBPS is recommended! Required Software includes

! Microsoft Internet Explorer 6.0 or higher


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Accessing the Supplier Portal

! URL To SEHAs Sourcing (SEHA E-tender System)Portal!

www.seha.ae/seha/en/Pages/eTenderWelcome.aspx(Direct Link : https://oracleerp4.seha.ae)! Save this link to your favorite (Alt+A->Add to favorite)


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Supplier Login

The Oracle E-Business Suite login screen will display.Enter the user name and password.

Note:! If Supplier is login 1sttime- System will ask to Change the Password


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Main Page (Oracle Application Home Page)

In Oracle Applications Version R12, each user logs in to Oracle Applications through the E-

Business Suite Home Page on a desktop client web browser.The E-Business Suite Home Page provides a single point of access to HTML-based applications

Note:

Supplier will have only one responsibility: Which is related to RFQ/Quote Process (SEHASourcing Supplier)


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Workflow / Notification

The Worklist pages let you view and respond to your notifications using a Web browser. TheAdvanced Worklist provides an overview of your notifications, from which you can drill down

to view an individual notification in the Notification Details page.

Steps:

1. Click on Worklist at Oracle Application Home Page2. Click on the appropriate Subject Line (Ex. : You are invited: RFQ 1540342 (Supplier

Testing)


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Responding Notification

Click on Yes or No for responding to the oracle system about confirmation for reading the message

! In detailed notification supplier will get the information about the RFQ and all otherdetails.

! By clicking on Negotiation Details (RFQ Details) supplier will reach to the SourcingHome Page

! By clicking on Yes Supplier will respond to the oracle system about confirmation forreading the message.


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Sourcing Home Page

The Oracle Sourcing Home covers various information such as

! Your Active and Draft Responseso If you are currently participating in a RFQ or are in the process of preparing a

response for a RFQ, information on your responses is displayed under YourActive and Draft Responses section of the Sourcing Home page

! Your Companys Open Invitationo If a buyer has invited you to participate in a RFQ, you will see an entry for that

RFQ under Open Invitations.

o To access a RFQ, click the Number link for that RFQ.o

You can see the details of the RFQ and decide whether or not to participate.o To see a complete list of RFQ to which you have been invited, click Full List.

The tasks you can perform are organized into functional areas and are accessible from differenttables and links

Using the Sourcing Home page you can:

! Search for RFQ in which to participate.! View information on any RFQ to which your company has been invited.! Create, view and/or edit any draft responses.! Create and submit responses to RFQs.! Supplier user can Manage Drafts & Personal Information! Supplier user can View responses for Active RFQ, Disqualified RFQ, Awarded RFQ &

Rejected RFQ


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Review RFQ

Steps:

1. Click on Sourcing Home Page at Oracle Application Home Page2. Click on the RFQ Number in Your Companys Open Invitations

The RFQ summary page displays all the current information for this particular RFQ. Thisincludes various information such as open date, close dates, RFQ terms notes and attachmentsfor the RFQ.

Header Tab: By clicking the Header tab shows the various information about the RFQ likeTerms, Currency, Notes and Attachments (Attachment like Bid Instruction for supply of Drugsand Pharmaceuticals, etc)

Lines Tab: By clicking the Lines tab displays information about RFQ lines (Item details) such asItem quantity, Attributes, Attachments etc.

Controls Tab: By clicking the Controls tab displays the response controls set by the buyer whenthe RFQ was defined such as Open Date, Closed Date, etc..

Note: Please review the attached Bid Instruction for supply of Drugs and Pharmaceuticals

on Header Tab before participating into the bidding process.


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Printable View

Through the printable view bidder can download the hard copy of the invited RFQ.

Steps:

1. Go to the Actions2. Select Printable View3. Click on Go button

4 In Download window Click on Open or Save button


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Acknowledge Participation

Before acknowledge the participation please review the Bid Instructions for supply of Drugsand Pharmaceuticals & Printable View in the home page.

Please go to Acknowledge Participation page to acknowledge your intent to participate by

clicking on Yes or No button.

Steps:

1. Go to the Actions2. Select Acknowledge Participation3. Click on Go button


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4. On Acknowledge Participation page choose Yes or No option (You can send anyshort-text message to the buyer by typing the message into Note to Buyer section)

5. Click on Apply button


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Online Quoting

Online Quoting is used for to submit response online

Steps:

1. Go to the Actions2. Select Create Quote3. Click on Go button

4. Click on Accept or CancelNote:By clicking the 'Accept'Button you are accepting the Bidders instructions attached to

the RFQ and agree to abide by the same, if Bidder clicking on Cancelbutton in that case

system will not allow bidder to start working on quoting process.


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Header Page

On the Create Quote Header page, enter the following header information

! Reference Number: A number you can assign for your own company internaltracking. This is different from the quote/bid number, which is generated by thesystem.

! Note to Buyer: You can enter a short text note to the buyer. Note:

Bids Validity : Bids shall remain irrevocable, valid and open for acceptance until the final bids

assessment results are communicated to bidders by Abu Dhabi Health Services Company

(SEHA).


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Bidding Currency (Multiple)

Bidder can select the following currency: AED or USD or based on this note mentioned in theSEHA E-tender header page.

Note:Bids prices should be submitted in the United Arab Emirates Dirham (AED) for UAEbased bidders, United States Dollar (USD) currency is onlyallowed for foreign bidders, failureto do that, will lead to bids disqualification.


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Lines Page

On the Create Quote Line page, you will find the line item with estimated quantities.

Estimated Quantities:The quantities included against the Tender Items list are only an

estimates of the quantities anticipated to be utilized by Abu Dhabi Health Services (SEHA)

Facilities on annual basis. Newly added Formulary items may/ may not have a consumption

history at SEHA facilities.

Lines Page Standard RFQ

While quoting for standard RFQ system will show all the item information by default on page

as mentioned below

Lines Page Tender RFQ

While quoting for Tender RFQ system will not show the item information by default, supplier

user has to search the specific items based on the PDF file generated through the system.

For oracle system function items with zero quantity has been written as 1 quantity in the SEHA

E-tender oracle system.

On the Create Quote Line page, Click the Lines tab. Enter your values for the followingfields

Search Criteria for Item details

! Show table data when all conditions are met. (Data = Item)! Show table data when any condition is met. (Data = Item)


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Additional Conditions

! Is or Is not! Greater Than or Less Than! Contains! Starts With or Ends With

Example:

Condition: Line Number = Grater than 0

Condition: Line Description = starts with ABACAVIR


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Condition: Line Number = Grater than 0 & Line Description = Contains 100

Condition: Line Number = is 5


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Item Selection for Quoting

In case you search the item based on Item Code like PHX01969 and if you received multiple

items in Search Result/Pickup List select any item and continue the quoting process

Note :

Select any item from the above list, system will pick up automatically the appropriateitem (Belongs to this RFQ)


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Updating Item Details

Click on the UPDATE BUTTON for filling the requested information like Quote Price &various Attributes details


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Note:All quoted prices must indicate the UNIT PRICE. Unit Price is the price of the smallestunit of medication supply, for example:

Price of one tablet/capsule/suppository/ovule for solid/semi-solid dosageforms

Price of one vial/ampoule/syringe for injections Price of one tube for creams and ointments Price of one bottle for liquid dosage forms/preparation Price per unit dose (minim) for Single dose unit eye preparation Price of one inhaler

Attributes:If there are line attributes defined for this line, enter your responses to eachattribute. The Attribute Type column shows whether a response is requiredor optional.


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Line Attachments

Bidder has to attach all the requested documents and additional documents if required.

Steps:

1. Click on Add Attachment

2. Put the Title and Description information related to the attach document3. Click on Browse Button4. Select the file from your desktop/laptop5. Click on open button6. Click on apply button


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Note:

It is mandatory to attach all the certificate information and other information assuggested by buyer at each line in zip format.


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Submitting the Quote

Before submitting your bids, kindly refer to Appendix I (submission term and condition)attached.

Steps:

1. Once the Header level informations and Line level informations and attachmentsrequested have been filled by the bidder and attached Declaration Letter(Signed andstamped, refer to clause no. 4.7 in attached Bids Instructions in home page) on headerpagethen Click on Continue button.

2. Read the warning message3. Click on Validate button (For knowing any information is pending or any error for

submitting the quote)


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Warning

Make sure you have verified and reviewed all the informations and attachments entered beforeyou click the Submit Button. Once you proceed with the submission all the information willbe saved and you will NOT be able make any changes in submitted quote.

This quote has not been validated for errors. Please press the Validate button to validate thisquote.

Note:

Please read the Warning message in detailed and if required to know the errors click onValidate Button or click on Submit Button. (Validate option is to know theinformation about any errors like forgot to fill any mandatory information)


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4. Click on Submit Button

Once the Quote has been submitted the status will get changed as Active in Your Active and

Draft Responses Table.


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Quotation Printing

Bidder are able to print a hard copy from the system for the quotations which under DRAFT(For review) or SUBMITTED

Steps:

1. Click on Seha Sourcing Supplier on Oracle Application Home Page2. Click on Draft RFQ Printing

3. Fill the RFQ Number or QUOTE Number


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4. Click on Next Button

5. Click on Submit Button

6. System will submit the request for Quote output7. Note the request number and click on OK button


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8. Click on Refresh Button

9. Once the Request is Completed click on Output Button


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Online Discussion

All queries with regard to solicitation should be submitted at Abu Dhabi Health ServicesCompany (SEHA) E-tender system through online discussion.

Clarifications and queries should be received no later than the online discussion end datespecified in Bid Instructions (refer to clause 4.10)

Online discussion is a General Forum in the oracle system for discussion; the messages send

through this method can be viewed by all the suppliers and buyers.

There are 2 methods to check the online discussion message as mentioned below.

1. Through Worklist / Notification2. Through Sourcing Home Page


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Through Worklist / Notification

1. Click on Worklist

2. Click on the appropriate Message

Through Sourcing (SEHA E-tender System) Home Page

1. On Sourcing Home Page


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2. In Active and Draft Responses table click on Unread message or go to Worklist

3. Click on Reply button

4. Type the message and click on Send Button


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Updating User Information

Bidder user can update his/her contact information directly into the oracle system.

Steps:

1. Click on Sourcing Home Page2. Click on Personal Information under Manage section (Left hand bottom side)3. Update the information like phone no., Fax no. etc4. Click on Apply button


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Accessing Draft Quote through Multiple User

Some of the suppliers will have the multiple users and the users can access the same RFQthrough their User ID. The draft responses can be access by the multiple users by the samesupplier. (Both the bidder users cannot work on the same RFQ at the same time)

Once all the lines have been updated & reviewed by the same bidder user, only one user cansubmit the final quote into the oracle system.

Steps:

1. The first user has saved his/her draft response in the system (Not submitted)2. Login as a 2nduser click on the Drafts

3. Search the Draft response & Unlock the same


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4. Click on the update button for making any changes into the saved draft response

5. Draft response available for modification

6. Once all the lines have been updated & reviewed by the any same bidder user, only oneuser can submit the final quote into the oracle system.


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Note:

! As per the system whoever has saved the Draft Quote last time he/she is theowner/responsible for the quotation.

! Accessing by the 2nduser the same Draft Quote (Which was saved earlier by anotheruser) it is mandatory to Unlock the RFQ by the 2nduser.

! Once the Draft RFQ is Unlock then only system will allow the 2nduser to Updatethe Quote.

! On the same RFQ when 2 bidder users are working in that case each user has to saveonly and once it is reviewed and all the attachment has been uploaded at line level

after that only one user can submit the final quotation.


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iSupplier Portal

Oracle iSupplier Portal is a collaborative application that enables buying companies and theirsuppliers to communicate with each other. It enables suppliers to have real-time access to

information (such as purchase orders and delivery schedules) and respond to the buyingcompany with order acknowledgments, change requests, shipment notices.

It also allows buying organizations to search for order, shipment, receipt, invoice, and paymentinformation across all suppliers and all business units, as well as respond to supplier changerequests.

When supplier users access the Oracle iSupplier Portal application using the username andpassword provided by the buying company, the Oracle iSupplier Portal Home page displays.

! View and manage order information.! View shipping information.! View invoice and payment information.! View buying company information.

Supplier Login

Note:


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! If Supplier is login 1sttime- System will ask to Change the Password


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iSupplier Portal (Home Page)

Oracle iSupplier Portal provides extensive search criteria on all pages to help you retrieveinformation. Once you have your search results displayed, you can sort them by clicking any ofthe linked column headings.

The E-Business Suite Home Page provides a single point of access to HTML-based applications


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Viewing Purchase Orders

When buying company enters a purchase order in Oracle Purchasing, the purchase orderdetails are available to you in Oracle iSupplier Portal.

Supplier can view details of a purchase order such as terms and conditions, lines, shipments,and attachments from the Purchase Order Details page. In this topic, you will view a purchaseorder.


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Submit PO Change Request

Oracle iSupplier Portal enables supplier to request changes to purchase orders whenmodifications are needed to fulfill an order. You can make changes during and afteracknowledgment. You can change a single purchase order, or, depending on the change you

need to make, you can update multiple change orders at the same time.

In this topic, you will submit a change request.


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Supplier can capture the information like Supplier Order Number & Supplier Item as well as

supplier can submit a request for changing the Quantity Order & Promised Date but while

submitting the request supplier user needs to provide the Reason for changing and Action

details.

Supplier PO Change request has to be Accept or Reject by the buyer.


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Cancelling Orders or Shipments

Supplier can submit cancellation requests for an entire order or a particular shipment using theRequest Cancellation page. You can also submit changes and cancellations at the same time.

In this topic, you will cancel a purchase order or shipment.

Cancel Entire Order


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Cancel Shipments


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Viewing Shipping Information

Shipping Information includes information on viewing overdue receipts, delivery schedules,and advanced shipping notifications.

Upon completion of this lesson, you will be able to:

! View overdue receipts.! View delivery schedules.! View and export advanced shipping notifications.

In this topic, you will cancel a purchase order or shipment.

View Overdue Receipts


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View Delivery Schedules


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Create Advance Shipment Notice


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View Invoice and Payment Information

The View Invoices page enables you to search for and view details of an invoice you havesubmitted. You can search using various any or all of the search criteria on the page such as:

! Invoice Number! Invoice date! Due date! Payment status

Invoice Amount Payment inquiry enables you to view the history of all the payments to yourinvoices completed by the buying company. You can use the View Payments page to searchusing various search criteria, including the following:

! Payment number!

Invoice number! Payment date! Purchase order number

View Invoice


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View Payments


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View Payments - Excel

Documents

Seha Eug Sourcing Isupplier v3 Final2