user guide for swcc isupplier portal · isupplier portal – v1.1 page 3 of 46 introduction preface...

iSupplier Portal – V1.1

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User Guide for SWCC iSupplier Portal

Oracle Supply Chain Applications R12

Version: 2.0

Date: 18-Mar-2018

This material is the property of Electronic Transformation Program (e-TP), Planning & Development Sector, at Saline Water Conversion Corporation (SWCC) in

the Kingdom of Saudi Arabia and it is not allowed to distribute or re-produce it in any format without an official approval from e-TP management.


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Table of Contents INTRODUCTION ................................................................................................................................... 3

Preface ...................................................................................................................................................... 3

iSupplier Portal Services ........................................................................................................................................ 3

Supplier’s Responsibilities .................................................................................................................................... 4

Supplier’s Accessibility.......................................................................................................................................... 4

Important Notes ........................................................................................................................................ 5

Logging to iSupplier Portal .................................................................................................................................... 6

ISP Main Screen Details .......................................................................................................................................... 9

Update your password .......................................................................................................................................... 10

REQUEST FOR QUOTATION .................................................................................................................................... 12

Viewing RFQ Invitation ........................................................................................................................... 12

Viewing RFQ Details.............................................................................................................................................. 14

Acknowledging RFQ Invitation ............................................................................................................................ 17

Online Discussions ................................................................................................................................ 18

QUOTATION ........................................................................................................................................ 25

Submitting Quotation............................................................................................................................. 25

Revising Submitted Quotation .............................................................................................................. 35

PAYMENT ............................................................................................................................................ 39

Tracing payment ................................................................................................................................................... 39

PROFILE MANAGEMENT........................................................................................................................... 42

Profile Home Page .................................................................................................................................. 42


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INTRODUCTION

Preface

Saline Water Conversion Corporation (SWCC) is a government corporation pioneered in water desalination power production. SWCC has been running

on Oracle e-Business Suite since 2008. The implementation consisted different applications as Oracle Human Capital Management, Oracle Finance and

Oracle Supply Chain. On February 2010, SWCC implemented Oracle iSupplier Portal (ISP) as a new application under the umbrella of Oracle Supply

Chain. Oracle iSupplier Portal (ISP) is the unique interface for all suppliers (In-Kingdom, Out-Kingdom) to interact with SWCC for all purchasing issues.

iSupplier Portal Services

iSupplier Portal consists different types of services listed below:

1) Supplier profile management

2) Invitation of request for quotation (RFQ)

3) Acknowledging RFQ (Declining/Accepting)

4) Online discussion

5) Submitting quotation

6) Resubmitting quotation (Revising quotation)

7) Receiving purchase order

8) Creating invoices


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Supplier’s Responsibilities

Responsibility means the authority on ISP. In other words, it is your work boundaries on the system. Therefore, each supplier will be give three different

responsibilities for managing his duties on ISP. These responsibilities can be summarized as follow:

1) iSupplier Portal Full Access

It enables the supplier to perform all transactions related to supplier profile management such as updating/creating addresses, creating new site

(branch), adding new contact person…etc.

2) Sourcing Supplier

It enables the supplier to perform all transactions related to purchasing such as acknowledging new request of quotations, creating quotations,

revising the quotations, online discussion with buyer, acknowledging purchase orders…etc.

3) iSupplier Payment History

It enables the supplier to create new invoices as well as tracing existing invoices for payment.

Supplier’s Accessibility

Supplier’s accessibility can be granted by creating a username on ISP. Each supplier will be given full privileges to perform the above mentioned services.

The supplier’s username is the email of supplier’s nominated contact person. Each supplier will be allowed to have only one username. You can get a

username by sending a request to Suppliers Management Division (SMD) at the Procurement Department through email:

[email protected]

mailto:[email protected]


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Important Notes

Please pay attention to following notes:

1) Oracle recommends Internet Explorer to access iSupplier Portal.

2) Arabic and English languages are the only available languages in iSupplier Portal.

3) Values of all fields used in this user guide are only for demonstration.

4) Username is the supplier’s nominated contact.

5) Each supplier is allowed to have only one username.

6) Remember, ISP stands for iSupplier Portal

7) Request for quotation (RFQ) and Negotiation are the same in meaning.


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Logging to iSupplier Portal

To access ISP, perform steps below:

Main Step Sub Step Sub Step Details Figure

Logging to iSupplier

Portal

1.1 Open your internet browser

Figure 1

1.2 Enter link: https://ord.swcc.gov.sa

1.3 Select your preferred language

1.4 Enter your username

1.5 Enter your password

1.6 Click on “Login” button, then screen in figure 2 will be displayed


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Figure 1


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After logging in, the screen below will be opened (Figure 2):

Figure 2


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ISP Main Screen Details

After logging to ISP, screen in figure 2 will be show to you. It has different areas which can be summarized as follow:

1) Area 1: Notifications

It is exactly like your email inbox. All messages received from ISP will be shown in Notifications area such as acknowledging an invitation for

request of quotations (RFQ), extending closing date of RFQ, awarding purchase orders…etc. it is highly recommended to check your notifications

on daily basis.

2) Area 2: Main Menu

It has two important functions, Logout to exit the system and Preferences to update your password.

3) Area 3: Responsibilities

It is your work boundaries on the system. When you click on any responsibility, all functions under this responsibility will be displayed on the

right side. For example, iSupplier Portal Full Access responsibility displays a function called Home Page which enables you to manage your profile

such as addresses and contacts.


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Update your password

To update your password, perform steps below:


Updating your

password

2.1 Click on “Preferences”

Figure 3

2.2 Got to Change Password section

2.3 Enter old password, new password, then repeat new password

2.4 Click on “Apply” button


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Figure 3


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REQUEST FOR QUOTATION

Viewing RFQ Invitation

When purchasing sends an invitation for request of quotation to the supplier, the invitation message will appear in in the notifications area as per figure

4 below:

Figure 4


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The RFQ Invitation notification contains three different columns and can be summarized as follow:

1) From

It shows who sent the invitation. In other words, SWCC buyer name who sent the invitation to the supplier. In figure 4, SWCC buyer name is AL

AWN, ABDULLAH.

2) Subject

It shows the message body and RFQ number. In figure 4, the message body is “You are invited:” and RFQ number is 1826969.

3) Sent

It shows the date the invitation was sent to the supplier. In figure 4, the date is 29/04/2016.


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Viewing RFQ Details

The supplier can view RFQ details (Negotiation Details) before either accepting or declining RFQ invitation. Perform below steps to view RFQ details:


View

RFQ Details

3.1 Click on invitation itself (invitation message body) Figure 4

3.2 Click on “Negotiation Details”1 Figure 5

3.3 Browse RFQ details screen Figure 6

1 You must click on the link inside screen in figure 5.


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Figure 5


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The RFQ Details screen will be shown as per Figure 6 and it has all needed details of RFQ such as close date, items, attachments…etc

Figure 6


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Acknowledging RFQ Invitation

The supplier has to acknowledge RFQ invitation either by accepting or declining the invitation. Perform below steps to respond to an RFQ invitation:


Acknowledging

RFQ Invitation

4.1 Click on invitation itself (invitation message body) Figure 4

4.2 You may write a note to the buyer in field “Note to Buyer” (optional)

Figure 5

4.3 Click on either “Yes” button for acceptance or “No” button for

declining

Very Important Note

1) If you are going to accept the RFQ invitation, please pay attention to RFQ Close Date (i.e. Negotiation Close Date) which is (May 30, 2016 03:37

pm Riyadh) in figure 5. Therefore, supplier has to submit his quotation, in case of acceptance, before the RFQ Close Date (i.e. Negotiation Close

Date).

2) When the supplier responds to the RFQ invitation, the invitation itself will disappear from the notifications area.


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Online Discussions

The Online Discussions is a messaging feature between supplier’s contact and SWCC buyer. It enables the supplier’s contact to send messages to SWCC

buyer in case there is something needs to be clarified. The Online Discussions feature is available before RFQ Close Date. In other words, you can’t send

an Online Discussion message to SWCC buyer after RFQ Close Date. Perform below steps to send an Online Discussion message to SWCC buyer:


Online Discussions

5.1 Click on “Sourcing Supplier” responsibility2

Figure 7

5.2 Click on “Sourcing Home Page” function

5.3 From “Your Company's Open Invitations” area, click on the negotiation number. In

our demonstration, the negotiation number (RFQ Number) is 1826969 Figure 8

5.4 From Actions list, select “Online Discussions” Figure 9

5.5 Click on “Go” button

5.6 Click on “Create Message” button Figure 10

5.7 Enter message subject, message body then click on “Send” button. You may add any

attachment using “Add Attachment” button. Figure 11

2 All responsibilities are listed in Home Page of ISP. You can click on “Home” function from Main Menu.


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Figure 7


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Figure 8


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Figure 9


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Figure 10


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Figure 11


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The supplier will receive SWCC buyer’s reply in the Notifications area. You can click on the notification and then click on message link. See Figure 12

below:


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Figure 12

QUOTATION

Submitting Quotation

After acknowledging the RFQ invitation, supplier will be able to submit his quotation (Bid). To submit your quotation, perform steps below:


Submitting

Quotation

6.1 Click on “Sourcing Supplier” responsibility Figure 13


6.3 From “Your Company's Open Invitations” area, click on the negotiation number. In

our demonstration, the negotiation number (RFQ Number) is 1826969 Figure 14

6.4 From Actions list, select “Create Quote” Figure 15


6.6 Select “I have read and accepted the terms and conditions” Figure 16

6.7 Click on “Accept” button


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Submitting

Quotation

6.8 Enter your quotation validity date3

Figure 17

6.9 You may enter your own quotation reference number (Optional)

6.10 You may add attachments (Optional)

6.11 Click on “Lines” tab

6.12 Enter “Quote Price”4

Figure 18 6.13 Enter “Promised Date”5

6.14 Click “Continue” button

6.15 Click on “Validate” button Figure 19

6.16 Click on “Submit” button

3 The quotation validity date must be after RFQ Close Date. 4 It is the item unit price. 5 The system shows when the buyer needs the material. You may enter new date.


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Figure 13


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Figure 14


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Figure 15


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Figure 16


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Figure 17


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Figure 18


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Figure 19


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Then, below confirmation screen (Figure 20) will appear showing your quotation number which is 4645560:

Figure 20


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Revising Submitted Quotation

In some cases such as a discount offered by the supplier, the supplier can revise his quotation with new quotation as long as RFQ Close Date still valid,

i.e. RFQ is not closed for bidding. To revise your quotation, perform steps below:


Revising

Submitted Quotation

7.1 Click on “Sourcing Supplier” responsibility Figure 13


7.3 From “Your Active and Draft Responses” area, click on the negotiation number. In our

demonstration, the negotiation number (RFQ Number) is 18269696

Figure 21

7.4 From Actions list, select “Create Quote” Figure 15


7.6 Enter “Quote Price”

Figure 18 7.7 Enter “Promised Date”

7.8 Click “Continue” button

6 You may click on your response number (Quotation Number) which is 4645560. They have same steps.


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Revising

Submitted Quotation

7.9 Click on “Validate” button Figure 19

7.10 Click on “Submit” button


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Figure 21


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Then, below confirmation screen (Figure 22) will appear showing your revised quotation number which is 4645562:

Figure 22

Note:

System will automatically archive your quotation number (4645560) and consider the new quotation (4645562).


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PAYMENT

Tracing payment

After submitting invoice, supplier is able to trace the payment. Perform steps below:


Tracing

payment

8.1 Click on “SWCC SCM - iSupplier Payments History” responsibility Figure 23

8.2 Click on “Payment History” function

8.3 You may use any field or combination of fields to search for your payment status Figure 24


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Figure 23


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Figure 24


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PROFILE MANAGEMENT

Profile Home Page

Supplier can view its profile home page by performing steps below:


Profile

Home Page

9.1 Click on “iSupplier Portal Full Access” responsibility Figure 25

9.2 Click on “Home Page” function

9.3 You may use any field or combination of fields to search for your payment status Figure 26


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Figure 25


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Figure 26


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In figure 26, there are two important tabs and they are:

Home Tab

This tab work as a dashboard for supplier. It shows different types of information such as:

1) All notifications received from the system

2) List of awarded purchase orders

Admin Tab

This tab gives a full access to supplier’s information such as (See Figure 27):

1) General information

2) Address Book (branches)

3) Contact Directory (Authorized Contact)

4) All notifications received

Note:

Local suppliers (In-Kingdom) are not allowed to create invoices through system due to Kingdom of Saudi Arabia government purchasing regulations.

Supplier has to submit his invoices as hard copies.


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Figure 26

user guide for swcc isupplier portal · isupplier portal – v1.1 page 3 of 46 introduction preface...

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