Professional Documents
Culture Documents
Executive Council
Contents
1
1.1
Oracle Sourcing................................................................................................................................................................6
2.1
4.0
Navigation.......................................................................................................................................................................14
4.1
Administration.................................................................................................................................................................16
4.2
4.3
Searching .......................................................................................................................................................................21
4.4
Navigation.......................................................................................................................................................................24
5.1
6.1
Print RFQ........................................................................................................................................................................33
6.2
6.3
Respond to RFQ.............................................................................................................................................................36
6.4
6.5
6.6
Notifications ........................................................................................................................................................44
7.0
Preview Negotiation........................................................................................................................................................44
7.1
Open Negotiation............................................................................................................................................................45
7.2
Reminders ......................................................................................................................................................................45
7.3
7.4
7.5
7.6
7.7
7.8
7.9
Amendments ..................................................................................................................................................................49
7.10
New Round.....................................................................................................................................................................50
1
Introduction to Oracle Applications
Government of Saskatchewan
Executive Council - Oracle Sourcing iSupplier Guide
Effective June 29th, 2009, the Executive Council of the Government of Saskatchewan implemented
Oracle iSupplier and Oracle Sourcing applications to aid in online collaboration with Suppliers during the
tendering process. This guide is intended to help Suppliers understand and use the Oracle applications.
The diagram below captures the process flow for the EC Tendering Process using the Oracle
applications.
Identify
Suppliers to
Invite
Ministry Client
iProcurement
START PROCESS
Receive
email w/
link to
Supplier
Listing
Identify Best
Quote
END PROCESS
Submit Supplier
Selection
Receive
email w/
Supplier
Quotes
Send email
to EC
Analyst w/
winning
Supplier
Receive
email with
PO
Notification:
Suppliers Selected
Send
responses
to client (if
needed)
Receive
email
Send email
with PO to
Requestor
EC Analyst
Sourcing / Purchasing Buyer
Yes
Add Suppliers
Notify
Requestor
No
Yes
Yes
Review
Responses
Publish RFQ
Send to
Requestor?
No
Award RFQ
Create PO
Send PO to
Requestor?
Sourcing
Supplier
No
Notification:
Invite to
Participate
Award Notification
to Suppliers
Respond to RFQ
PO Notification to
Supplier
END PROCESS
Start / End
Process
1.0
System
Process
Manual
Process
Decision
Optional Process
Oracle iSupplier
Oracle iSupplier portal enables the Executive Council to communicate key procure-to-pay information
with suppliers. As a supplier using Oracle iSupplier Portal, you have real-time access to information
(such as purchase orders, invoices, payments and your companys registered information with the
Executive Council). For more information, reference the chapter entitled: Oracle iSupplier Basics.
1.1
Oracle Sourcing
Oracle Sourcing provides online collaboration related to the Executive Council Tendering Process.
Supplier users will be able to view negotiations and respond to negotiations online. For more information,
reference the chapter entitled: Oracle Sourcing Basics.
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2
Customer Support
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Customer Support
There are two informative avenues to assist Suppliers with questions, issues, concerns, and requests:
2.0
The Communications Services website is being redeveloped to provide the following resources:
User Guides
Process and Policy information
News and Announcements
Reference Materials
2.1
Provide contact details of end user with question or problem (Name, Phone & Email).
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3
Login to Oracle Applications
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You will receive an email notification addressed from Workflow Detail Mailer with your username, a
system-generated password, and a link to the URL to access Oracle Applications. You can access
Oracle applications by clicking the link provided in the email or by typing the following URL into your web
browser:
https://midasexternal.gov.sk.ca
The Oracle applications login page will be displayed. Enter your Username and Password and click on
button.
the
The first time you log into the Oracle applications the system will prompt you to change your password.
This is a security precaution, so that only you know your password. First, enter your current password in
the Current Password field. Then enter your new password twice (once in the New Password field and
then again in the Re-enter New Password field for verification).
Once entered, click on the
button.
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Password Criteria:
Must not contain the same number or letter consecutively (i.e. summer22 is not allowed).
Must not be the same as the past 5 passwords you have used.
Once logged in, the Oracle eBusiness Suite home page will be displayed with a list of responsibilities you
have been given access. A responsibility is simply a way of accessing particular functions of information
that you have been permitted to use within the Oracle system. For the Executive Council Tendering
Process, you have been given two responsibilities:
010 iSupplier Portal Full Access
010 Sourcing Supplier
To access the responsibility, you click on the corresponding link.
Each responsibility and all related functions are defined within this guide. For more information, reference
the chapters entitled: Oracle iSupplier Basics and Oracle Sourcing Basics.
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4
Oracle iSupplier Basics
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The Oracle iSupplier Portal home page is a central repository for all supplier-related data and functions.
This chapter includes information to help you learn how to navigate and search in Oracle iSupplier Portal.
After you learn the basic techniques, you will be able to search for transaction information, and respond
accordingly.
4.0
Navigation
When accessing the Oracle iSupplier Portal application with the username and password provided to you,
the Oracle iSupplier Portal Home page will be displayed.
Header
Title Bar
Search
Notifications
Orders At A Glance
Footer
Header
The header region of the iSupplier Portal Home Page will remain constant when navigating through the
Oracle iSupplier application.
Takes you out of the Oracle iSupplier application back to the Oracle eBusiness
Suite home page with a list of responsibilities you have been given access.
Logs you out of the Oracle applications.
Displays the Preferences Page. For more information, reference the section
entitled: 4.2 Managing Preferences.
Access the help index page applicable to the Oracle iSupplier application.
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Title Bar
The title bar of the iSupplier Portal Home page provides tabs for easy navigation. For example, if you
want to view Purchase Order details, start by clicking the Orders tab, and then click Purchase Orders in
the task bar directly below the tabs.
Search
The section enables you to enter a document number and quickly find information about Purchase
Orders, Invoices and Payments.
To search for a document: Select which type of document you would like to search and then enter the
document number and click Go.
Notifications
This section displays the five most recent messages waiting for your review. To view a complete list of
your notifications, click on the Full List button.
Some notifications are view-only, while other notifications require action. To view your notifications, click
the subject link to open the Notification Details page. This page provides complete notification details, as
well as the appropriate action button. For more information, reference Chapter 7: Notifications.
Orders at a Glance
This section displays the five most recent purchase orders. Click a purchase order number to view
purchase order details. To view a complete list of your orders, click on the Full List button.
Footer
The Footer region of the Oracle iSupplier Home Page will remain a constant when navigating through the
iSupplier application. It provides duplicate links that are also available in the Title Bar and Header
regions.
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4.1
Administration
Supplier Profile Management enables you to manage key profile details used to establish or maintain a
business relationship with the Executive Council. This profile information includes attachments, address
information, names of main contacts, business classifications, banking details, and category information
about the goods and services you are able to provide.
To add attachments specific to your business and view how your company has been registered with the
Executive Council, click on the Admin Tab located on the Title Bar in the Oracle iSupplier application; or
the Admin link located in the footer region of the Oracle iSupplier application. Here you can upload
attachments with new contact information or registration forms to notify Executive Council that you require
a change to your profile.
Supplier Details
The Supplier Details page is the introductory page to Supplier Profile Management. From this page, you
can add, update and delete attachment. Adding attachments allows you to upload documents pertinent
to your relationship with the Executive Council or upload documents that may have been specifically
requested by the Executive Council (for example, tax documentation).
Each time an attachment is added or updated, a notification is automatically sent to the Executive Council
advising so.
In addition to adding, updating and deleting attachments; this page provides links to the other areas of
Supplier Profile Management: Address Book, Contact Directory, Business Classifications, Products and
Services, Bank Accounts and User Accounts. Each of these areas is explained below. To access the
other areas, click on the relative link.
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Address Book
The Address Book page provides visibility to the address details that have been setup within the Oracle
applications. If this information is incorrect, please upload an attachment with your correct address
details using the Supplier Details page. For more information reference the Supplier Details section of
this Chapter.
Contact Directory
The Contact Directory page provides visibility to the contact information setup for the address(es) that
have been setup within the Oracle applications. If this information is incorrect, please upload an
attachment with the correct contact details and the address or addresses the contact should be affiliated
with using the Supplier Details page. For more information reference the Supplier Details section of
this Chapter.
Business Classifications
The Business Classifications page is only specific to Print Specialty suppliers. It provides visibility to
the print categories your company has been registered with. If this information is incorrect, please upload
corrected information using the Supplier Details page. For more information reference the Supplier
Details section of this Chapter. Click on the Next 15 link to view more business classifications.
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Note:
All Print Specialty suppliers are registered for all print categories, irrespective of their capabilities.
The search conducted by the Executive Council Analyst is based solely on the Business
Classifications the Print Specialty supplier is capable of. However, the Oracle application does
not allow searching only on Business Classification. It requires Products and Services in
conjunction with Business Classifications.
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User Accounts
The User Accounts page provides visibility to the Supplier Users that have been registered with access
to your account. If this information is incorrect, please upload an attachment with the correct information
using the Supplier Details page. For more information reference the Supplier Details section of this
Chapter.
4.2
Managing Preferences
You can change your user settings or preferences at any time by clicking on the Preferences link located
in the Header and Footer regions of the Oracle iSupplier Portal application.
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General
You can select your language, territory, time zone, client character encoding (the
character set thats used in your page display), and accessibility features (such as
screen reader use).
Note:
Notification
Formatting
Password
Date and time values are always displayed to you in the time zone you set
in your user preferences, even if your buying company is in a different time
zone.
You can select how you want to receive your notifications (for example, in HTML or
plain text e-mail).
You can define your date format and number format.
Enter your name in the Known As field (if not defaulted), then you can reset or
change your password.
Password Criteria:
Must not contain the same number or letter consecutively (i.e. summer22 is not
allowed).
Must not be the same as the past 5 passwords you have used.
Once information has been updated, click on the Apply button to save your changes; or click on the
Cancel button to return to the iSupplier portal application without making any changes.
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4.3
Searching
Oracle iSupplier Portal provides extensive search criteria on all pages to help you retrieve information.
The search results have a number of columns that you can sort for your data. Some common search
fields are PO number, Invoice Number, Payment Number, Date, and Status.
You can use the percent sign (%) as a wildcard to search for generic items. For example, to search for all
orders beginning with 27 and end in a 5 (such as 275, 2715, 27125) enter 27%5. The% wildcard does
not control the number of wild characters.
Note: The search logic attempts to find matches containing values in any position.
Using "Advanced Search," you can build and narrow searches with the available search operators.
Search operators enable you to specify the matching conditions for a search. Available search operators
are:
is
is not
contains
starts with
ends with
greater than
less than
after
before
4.4
Purchase Orders
When the Executive Council enters a purchase order in Oracle Purchasing, the purchase order details
are available to you in Oracle iSupplier Portal. The Purchase Orders Details page enables you to view
details of the entire purchase order. Oracle iSupplier Portal enables you to track your purchase orders
throughout the procure-to-pay flow.
Viewing Purchase Orders
You can view details such as terms and conditions, lines, shipments, and attachments. When you
navigate to the View Purchase Orders page, the most recent 25 purchase orders are displayed.
An advanced search is available to define your search even further. You also have the option to export
the displayed data.
To view purchase order header and line details, click the purchase order number.
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On the View Order Details page, you can view the order and PO details.
Note:
In the PO Details section, click on the Show link to view more details; click the
Hide link to hide the details.
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5
Oracle Sourcing Basics
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The Oracle Sourcing home page provides a snapshot of all negotiation activity for your company with the
Executive Council.
5.0
Navigation
When accessing the Oracle Sourcing application with the username and password provided to you, the
Oracle Sourcing Home page will be displayed.
Header
Search Open Negotiations
Your Active and Draft Responses
Your Companys Open Invitations
Quick Links
Information
Footer
Header
The header region of the Sourcing Home Page will remain constant when navigating through the Oracle
Sourcing application.
Takes you out of the Oracle Sourcing application back to the Oracle eBusiness
Suite home page with a list of responsibilities you have been given access.
Logs you out of the Oracle applications.
Displays the Preferences Page. For more information, reference the section
entitled: 4.2 Managing Preferences.
Access the help index page applicable to the Oracle Sourcing application.
Takes you back to the Oracle Sourcing Home Page.
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Quick Links
This section provides quick links to manage drafts, personal information and view any past negotiations
that your Company has responded to that may have been disqualified, awarded or rejected.
Information
This section (if enabled) will be displayed and contain information the Executive Council wants to
communicate.
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Footer
The Footer region of the Oracle Sourcing Home Page will remain a constant when navigating through the
Sourcing application. It provides duplicate links that are also available in the Title Bar and Header
regions.
5.1
Update any information that may need corrected and click on the Apply button. If no changes need to be
made, click on the Cancel button.
If changes were made and you click on the Apply button, you will receive a confirmation advising the
changes have been saved.
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6
Sourcing RFQ Checklist
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View RFQ
You will receive an email addressed from Workflow Detail Mailer when you are invited to participate in a
negotiation. You can click the link provided in the email or type the following URL into your web browser:
http://supplier.gov.sk.ca
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Once all attribute information has been review, next look at any Header Attachments that may exist. If so,
click on the File Name link to view the attachment details.
Attachments, if a File Type, a File Download window will appear. Click on the Save button to save the file
to your computer or alternatively you can click Open to view the document without saving it.
If Saving the file- navigate to the directory on your computer you want to save the file and click the Save
button.
If you saved the file, a Download complete window will appear. Click on Open to view the file.
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Attachments; if a Text Attachment, a View Attachment page will be displayed with the attachment
information. Once reviewed, click on the Return to RFQ: xxx link on the bottom left hand corner of the
page.
Lines (Attachments)
To view Line details and any corresponding attachments, click on the Line link.
If an attachment exists, it will be displayed in the Notes and Attachments section. If so, click on the File
Name link to view the attachment details.
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Attachments; if a Web Page Type, will open the URL of the website.
Once line information and attachments have been reviewed, you can return to the RFQ by clicking on the
Return to RFQ: xxx link on the bottom left hand corner of the page.
Controls
The Controls region allows you to view the response rules applicable to the negotiation.
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6.1
Print RFQ
To Print the RFQ, click on the drop down list next to Actions, select Print RFQ and click on the Go button.
A File Download window will appear, click the Open button to view the negotiation.
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6.2
Acknowledge Participation
To acknowledge participation, click on the drop down list next to Actions, select Acknowledge
Participation and click on the Go button.
Indicate whether or not your company will participate by selecting the button next to Yes or No.
Optionally, you can enter a Note to Buyer and then click on the Apply button.
6.3
Respond to RFQ
To Respond to the RFQ, click on the drop down list next to Actions, select Create Quote and click on the
Go button.
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If you have not already done so, review Headers (Attributes and Attachments), Lines (Attachments) and
Controls to ensure the quote you are submitting meets negotiation criteria.
Reference Number: Optional; enter your companys internal reference number (if applicable)
Note to Buyer: Optional; enter any comments you may want to convey to the EC Analyst.
Quote Price: Required; enter your quote price
Promise Date: Required; enter the date you can deliver the goods and/or services by (note this
field will default to the need by date from the Requestor, it can be changed to an
earlier date)
6.4
Add Attachments
To add an attachment applicable to your response, click on the Add Attachments button.
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The Add Attachment page will be displayed. Enter the attachment description and then define the
attachment and click on the Apply button. You can add more than one attachment by clicking on the Add
Another button.
You will receive a confirmation that the attachment has been added
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6.5
Note:
If you save a draft response and forget to go back in before the Sourcing negotiation is
closed, you will receive an error: RFQ xxx is closed for quoting.
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6.6
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The Create Quote xxx: Review and Submit (RFQ xxx) page will be displayed. This page gives you one
last chance to review everything prior to submitting. If any changes need to be made, click on the Back
button. If no changes need to be made, click on the Submit button.
Once submitted, a confirmation will be displayed advising the response has been submitted.
Note:
Communications suppliers must submit a bid with a dollar value for each job in addition to
submitting the hardcopy responses requested in the Request for Proposal (RFP).
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7
Notifications
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Notifications
The notifications sent by Oracle Sourcing provide the recipient with high-level information about the
negotiation as well as information related to the triggering event, including what action the recipient
should take. Each notification contains the following regardless of the triggering event of the notification:
Title
From
To
Sent
ID
Company
Title
Number
Negotiation Preview
Negotiation Open
Negotiation Close
Additionally, the notification will contain specific information related to the event that triggered the event.
In some cases, the notification is for information only; in other cases, some type of action is required by
the recipient. If action is required, the notification text will indicate what needs to be done.
7.0
Preview Negotiation
Recipient:
When:
Possible Action:
Next steps:
invited suppliers
when the negotiation is published
acknowledge intent, and enter Oracle Sourcing to participate
preview negotiation within Oracle Sourcing, wait until the negotiation is open
for responding.
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7.1
Open Negotiation
Recipient:
When:
Possible Action:
Next steps:
7.2
invited suppliers
when the negotiation is published
acknowledge intent, and enter Oracle Sourcing to participate
submit responses within Oracle Sourcing
Reminders
Recipient:
When:
Possible Action:
Next steps:
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7.3
Extended Close
Recipient:
When:
Possible Action:
Next steps:
7.4
invited suppliers
buyer has extended the negotiation
none (information only)
respondents may decide to resubmit responses
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7.5
Early Close
Recipient:
When:
Possible Action:
Next steps:
7.6
invited suppliers
buyer has closed the negotiation early
none (information only)
none
Paused Negotiation
A notification is not sent out if a negotiation is paused, but it will be evident within the Sourcing Application
by the Pause icon next to the Negotiation Number.
If you attempt to respond to a negotiation that is Paused, you will receive an informational notification
advising that you can create a draft quote and a note from the EC Analyst as to why the negotiation has
been paused.
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7.7
Cancelled Negotiation
Recipient
When
Possible Actions
Next Steps
7.8
Award of Negotiation
Recipient
When
Possible Action
Next Steps
all respondents
the buyer shares the award decision
none (information only)
none
Awarded
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Rejected
7.9
Amendments
Recipient
When
Possible Action
Next Steps
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Invited
Not Invited
Recipient
When
Possible Action
Next Steps
all invitees and participants from previous round who have not been invited to
the subsequent round
buyer opens the negotiation for the subsequent round
none (information only)
none
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8
Submit a New Quote (Re-Quote)
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If the EC Analyst has allowed multiple responses on a negotiation, the Oracle Sourcing application will
allow you to submit a new quote. To do so, click on the Negotiation Number link.
Click on the drop down list of values next to Actions, select Create Quote and click on the Go button.
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The Create Quote xx (RFQ xxx) page will be displayed with your previous quote information. You can
change the Quote Price or you can utilize the Power Quote % tool to recalculate your quote price.
For example, if you want to lower your quote price by 5%, enter 5% in the Power Quote field and click on
the Recalculate button.
The Quote Price field is updated with the new quote price. To accept, click on Continue or change the
Quote Price appropriately.
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Appendix A
Respond to RFQ with Multiple Lines
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Enter the Quote Price and the Promise Date (notice the date format). The format m/dd/yyyy h:mm is
incorrect.
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To correct the date format, open the Excel spreadsheet, highlight the dates and click on Format Cells.
Select Custom and ensure the date format is dd-mmm-yyyy hh:ss:mm and click on the OK button.
The date is now shown on the Excel spreadsheet in the correct format.
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Click on the Yes button to keep the format in text (tab delimited).
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Log back into the Sourcing application and open the corresponding negotiation as if you were going to
create the quote on line. Click on the Quote by Spreadsheet button.
Select Lines Type and then click on the Browse button to identify the file to upload.
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Navigate to the file directory where the file is saved, select the file and click on the Open button.
The selected file will be displayed in the File to Import field. Click on the Import button.
If the import errors, the application will advise why. In this example, the date format is incorrect. The
steps to correct the date format are documented above.
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If there are no errors, the lines are updated with the imported quote prices. Click on Continue to review
and submit your response.
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Appendix B
Acknowledge Amendments
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A Summary of the Amendments will be displayed. To acknowledge them, click on the Acknowledge
button.
A confirmation will be displayed advising you have successfully acknowledged the amendment(s) and will
ask if you would like to proceed with submitting a response. Respond by clicking on the appropriate
button.
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Appendix C
View Quote History for a Bid Summary
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Select View Quote History in the drop down menu and click Go.
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The quotes of the other suppliers who bid on the negotiation will be listed in the Quote column. The other
supplier names remain anonymous within the system.
To further compare the bids on a negotiation, click on your Quote Number. On the Quote History page,
left-most column, click on the number of Active Quotes.
Check the boxes of all the quotes for comparison and click Compare.
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