Dragon Oil Vendor Portal Training Manual Oil Supplier Manual... · Dragon Oil Vendor Portal is a completely electronic interface. ... (iSupplier Portal Full Access) ... Dragon Oil_Vendor_Portal_Training_Manual_V1.0

DRAGON OIL ENTERPRISE RESOURCE PLANNING SYSTEM

VENDOR USER MANUAL

Dragon Oil_Vendor_Portal_Training_Manual_V1.0 Dragon Oil Confidential

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Dragon Oil Vendor Portal Training Manual


VENDOR USER MANUAL


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CONTENTS

Introduction ......................................................................................................................................................... 3

Portal Introduction .............................................................................................................................................. 3

Portal Functionality .......................................................................................................................................................... 4

System Requirement ........................................................................................................................................................ 4

Accessing the Vendor Portal ............................................................................................................................................ 4

Vendor Login .................................................................................................................................................................... 5

Sourcing Home Page ........................................................................................................................................ 9

Review RFQ ..................................................................................................................................................... 11

Printable View ................................................................................................................................................. 12

Acknowledge Participation........................................................................................................................... 14

On Line Discussion. ....................................................................................................................................... 16

Online Quoting ............................................................................................................................................... 19

Quote Header................................................................................................................................................... 21

Validate the Quote .......................................................................................................................................... 30

ISupplier Portal .................................................................................................................................................. 32

Home Page.................................................................................................................................................................... 32

Order Page. ................................................................................................................................................................... 34

Open, View and Print Order. ................................................................................................................................ 34

View Blanket Agreement and Releases. ............................................................................................................. 36

Shipment Page. ............................................................................................................................................................ 37

View Delivery Schedules. ..................................................................................................................................... 37

View Returns. .......................................................................................................................................................... 37

View Overdue Receipts. ........................................................................................................................................ 38

Finance Page. ............................................................................................................................................................... 39

View Invoices .......................................................................................................................................................... 39

View Payments. ....................................................................................................................................................... 41

Admin Page .................................................................................................................................................................. 42


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INTRODUCTION

The objective of this user manual is to describe how to use the Dragon Oil Vendor Portal functionality to carry out the Purchasing Processes as listed below.

Viewing of RFQ & Acceptance for participation Creation & Submission of BID Online Tender clarifications Purchase Order View & Acknowledge Create Work Confirmation, returns View

o Shipment o Overdue receipts o Invoice o Payment

PORTAL INTRODUCTION

Dragon Oil Vendor Portal is a completely electronic interface. RFQs will no longer be issued to Vendors on hardcopy or separate mail. An Internet connection will now be required for all Vendors to conduct business

with the Dragon Oil. No special software, aside from an up-to-date web browser such as Microsoft's

Internet Explorer, is required to access this system.

Dragon Oil Vendor Portal is a component of the Oracle Internet Procurement solution that enables source, self-service business transactions between Dragon Oil & it’s Approved Vendor by way of Internet.

Stream line, Automate Dragon Oil & Vendor information and transaction Flow.

Increase Data Accuracy.

Real time Information /notification/messaging. (ACTIONS – ONLINE DISCUSSIONS)

Work online as well as offline.

Avoiding hardcopy BID submissions.


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PORTAL FUNCTIONALITY

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

ACCESSING THE VENDOR PORTAL

Use Dragon Oil Vendor Portal from Dragon Oil Web Site


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VENDOR LOGIN

The Dragon Oil Vendor Portal - E-Business Suite login screen will display. Enter the user name and password.

Note:

If Vendor is login 1st time- System will ask to Change the Password


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MAIN PAGE (DRAGON OIL VENDOR PORTAL APPLICATION HOME

PAGE) In Dragon Oil Vendor Portal, each user logs in to 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: Vendor will have only two responsibilities:

1. One is related to Vendor details and PO information (iSupplier Portal Full Access)

2. One is related to RFQ/Quote Process (Sourcing Supplier)


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WORKFLOW / NOTIFICATION The Worklist pages let you view and respond to your notifications using a Web browser. The Advanced 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 Work list at Dragon Oil Vendor Portal Application Home Page

2. Click on the appropriate Subject Line (Ex. : You are invited: RFQ 100343)


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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 vendor will get the information about the RFQ and all other details.

By clicking on “Negotiation Details (RFQ Details) ” Vendor will reach to the “Sourcing Home Page”

By clicking on “Yes” Vendor will respond to the oracle system about confirmation for reading the message.


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SOURCING HOME PAGE

Steps:

1. Login 2. Click on Sourcing Home Page.

The Oracle Sourcing Home covers various information such as; Your Active and Draft Responses


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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 Your Active and Draft Responses section of the Sourcing Home page.

Your Company’s Open Invitation

If a buyer has invited you to participate in a RFQ, you will see an entry for that RFQ under Open Invitations.

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

You can see the details of the RFQ and decide whether or not to participate.

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 different tables 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 RFQ’s.

Vendor user can Manage Drafts & Personal Information

Vendor 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 Dragon Oil Vendor Portal Application Home Page

2. Click on the RFQ Number in “Your Company’s Open Invitations”

The RFQ summary page displays all the current information for this particular RFQ. This includes various information such as open date, close dates, RFQ terms notes and attachments for the RFQ. Header Tab: By clicking the Header tab shows the various information about the RFQ like


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Terms, Currency, Notes and Attachments (Attachment like Bid Instruction for supply of Drugs and Pharmaceuticals, etc…) Lines Tab: By clicking the Lines tab displays information about RFQ lines (Item details) such as Item quantity, Attributes, Attachments etc….

Controls Tab: By clicking the Controls tab displays the response controls set by the buyer when the RFQ was defined such as Open Date, Closed Date, etc.. Notes and Attachments: If any attachments are attached to the RFQ by the buyer it will be displayed in this Notes section.

PRINTABLE VIEW

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

1. Go to the “Actions”.

2. Select “Printable View”.

3. Click on “Go” button


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4. In Download window Click on “Open” or “Save” button.


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ACKNOWLEDGE PARTICIPATION

Please go to Acknowledge Participation page to acknowledge your intent to participate by clicking on “Yes” or “No” button. Steps:

1. Go to the “Actions”

2. Select “Acknowledge Participation”

3. . Click on Go button.


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4. On Acknowledge Participation page choose “Yes” or “No” option (You can send any short-text message to the buyer by typing the message into “Note to Buyer” section). 5. Click on “Apply” button.


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ON LINE DISCUSSION.

All queries with regard to solicitation can be through online discussion. Clarifications and queries should be received no later than the online discussion end date specified in the Tender instruction Online discussion is a General Forum in the oracle system for discussion; the messages send through this method can be viewed by all the Vendors and Buyers. Steps:

1. Go to the “Actions”

2. Select “Online Discussions”

3. Click on “Go” button


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4. Click on “New Message” button.

5. Enter the subject of your queries and the brief description in the message box.

6. Add appropriate attachments related to your queries if required.

7. For adding the attachments please refer (Screenshot) the “Header level Attachment” section.

8. Click on Send button.

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

1. Through Worklist / Notification


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2. Through Sourcing Home Page

Through Worklist / Notification

1. Click on the appropriate message.

Through Sourcing (Dragon Oil Vendor Portal) Home Page

1. On RFQ Home Page. 2. Click on Unread message to view the response from buyer.


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3. Click on the Message to view the buyer response.

ONLINE QUOTING

Online Quoting is used for to submit response online Steps:

1. Go to the “Actions”.

2. Click on “Create Quote”.

3. Click on Go button


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4. Click on Accept or Cancel

Note: By selecting the check box at the bottom and 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 “Cancel” button in that case, system will not allow bidder to start working on quoting process. To “Accept” the bid Enable the check box provide below in the “I have read and Understand the terms and conditions” section.


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QUOTE HEADER

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

Quote Validity Date: Quote validity date will be 90 days in default. Reference Number: Enter your Quote reference number. Note to Buyer: You can enter a short text note to the buyer.

Header Attachment

Bidders have provision to attach any supporting documents related to Technical or Commercial envelope to the tender.

1. Enter Title.

2. Enter the Description related to the attach document.


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3. Select from the list if this attachment category is Technical or Commercial.

4. Brose the file from your desktop/laptop.

5. Click on “Add Another” button to add more attachments or Apply to complete.

Note : Please choose appropriate category for attachments i.e. for all price related attachments category to be chosen as From Supplier : Commercial for rest/technical related it can be From Supplier :

Technical

Wrong selection of Category will lead to Bid Disqualification

Quote Lines Click the Lines tab. On the Create Quote Line page, you will find the line item with estimated quantities or the duration of the service. Estimated Quantities/ Duration: The quantities included against the Tender Items list are only an estimates of the quantities anticipated to be utilized by Dragon Oil Facilities on annual basis. Lines Page – Sealed RFQ


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While quoting for Sealed RFQ system will show all the information by default on page as mentioned below

There are 2 methods to enter the quote details in the system.

1. Direct entry at the Quote Line level.

2. Entering through Spread Sheet. Direct entry at the Quote Line level

1. Click on the Pencil icon to update the line level information


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2. Enter the Quote price.

3. Enter the comments in the Note to Buyer field.

4. Click on Add Attachment button to attach any line level tender related documents.


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5. Click on Apply or select the next line from the list of Values to enter information and click on Go button.

6. After entering the Quote Price for the lines, click on Continue button to proceed submitting the quote.

Entering through Spread Sheet

1. Click on “Quote By Spreadsheet” button


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2. Click on Export

3. A Zip file will open select the XML document to enter the quote information.


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4. Enter the Header information and click on lines tab in the sheet to enter all the line

level quote details.

5. Enter the Quote price


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6. Save the file to desired location.


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7. After filling the information and save the file, browse the saved file and click on Import button.

The quote information entered in the sheet will be reflected in the form.

8. Click on Continue button.


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Validate the Quote

Click on “Validate” button to validate the quote for any errors.

A confirmation message will be displayed if no errors on validation.

Click on “Submit” button to submit the quote.

Upon quote submission the below warning message will be displayed only for two stage RFQ. Warning This quote is in response to an RFQ where the submitted quote will be evaluated in two stages - Technical and Commercial

A confirmation message will display confirming the submission of quote.


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ISUPPLIER PORTAL Dragon Oil iSupplier Portal is a communication tool that enables Dragon Oil and its suppliers to communicate with each other throughout the procure-to-pay process. It allows suppliers to view and manage purchase orders, receipts, invoices and delivery schedules in a real-time system that is available all the time.

HOME PAGE

After Login in with the Vendor Credential, Go to iSupplier Portal Full Access Responsibility.

Steps:

1. Login 2. Click on ISupplier Portal Full Access


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Navigation: iSupplier Portal Full Access Home Page

Vendor can view all the open notifications. It may be any information purpose or for action purpose also.

o Click on the subject link to view the notification

o Click on Full List button to access the notification page. You can view the complete list of notifications.

at a Glance region, it shows 5 most recent purchase orders.

o Click a PO number link to view the purchase order details.

o Click the Full List button to view the Purchase Orders page.


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ORDER PAGE.

Navigation: iSupplier Portal Full Access Orders (Tab) Purchase Orders (Sub tab).

This page allows you to view and do certain transactions associated to Purchase Orders, Agreements and Releases. You can search as per your requirement by Advanced Search. In the Summary page you can see all the purchase order with corresponding status, there are possible following statues of a purchase order.

OPEN, VIEW AND PRINT ORDER.

To view the Purchase Order, click on the Purchase Order Number Link, it will open the Purchase Order.


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From the Actions LOV, select View PDF, and then press GO button. IT will give you PDF output of the purchase Order.

You can View Change History, Receipts, Invoices, and Payments by selecting respective Actions from LOV.


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VIEW BLANKET AGREEMENT AND RELEASES.

If Vendor Company has blanket agreements with Dragon Oil, Vendor can access the agreements and releases from the Agreements page. Navigation: iSupplier Portal Full Access Orders Tab Agreements Subtab

Enter the Agreement number or Order Dates then press GO button. It will show all the agreements.

Click on the Order Number, it will show all the details

From actions LOV, you can view the PO in PDF output, Invoices, Receipts, and Payments.


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SHIPMENT PAGE.

In this page you can find all the delivery Schedules, Receipts, Purchase Order Returns from Dragon Oil

VIEW DELIVERY SCHEDULES.

You can use the Delivery Schedules Results page to quickly determine deliveries that need to

be scheduled and deliveries that are past due. Click the purchase order number, receipt quantity,

and ship-to location links to view further detail.

Navigation: iSupplier Portal Full AccessShipment Tab Delivery Schedules Subtab

Press Go button to find all the deliveries.

VIEW RETURNS.

Navigation: iSupplier Portal Full AccessShipment Tab Returns Subtab

The Returns Summary page enables you to view the return history, the causes for goods returned by the buying company, and inspection results of a shipment. The search summary results include basic information along with details about the return, such as quantities and a reason for return. Click Receipt Number and PO Number to view further detail


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Enter the Search Criteria and Press Go to find out the returns.

VIEW OVERDUE RECEIPTS.

Navigation: iSupplier Portal Full AccessShipment Tab Overdue Receipts Subtab

The Overdue Receipts Results page enables you to view the details of past due purchase order

shipments. Click the PO number, Ship-To Location, and Buyer to view further detail.

Enter the Search Criteria and press Go Button.


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FINANCE PAGE.

In this page, you create invoice, Access submitted invoice status and payments status as well.

VIEW INVOICES

View Invoices page enables you to search for and view details of an invoice you have submitted. You

can search using various any or all of the search criteria on the page.

Navigation: iSupplier Portal Full AccessInvoice Tab View Invoices Subtab

Enter the search criteria, and then press GO button.


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Click the Invoice Number link to view details of the invoice. (You can also view any associated purchase order(s), payments, scheduled payments, or netting report by clicking their respective links or icons).


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VIEW PAYMENTS.

Payment inquiry enables you to view the history of all the payments to your invoices completed by

the buying company. You can use the View Payments page to search using various search criteria.

Navigation: iSupplier Portal Full AccessInvoice Tab View Payments Subtab

Enter the Search criteria to find out Payment status.


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ADMIN PAGE

In this page you can update contact detail, create new contact, Categories and Banking details


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Select the menu of which you would like to update.

To Update Contact or create contact click on Contact directory.

To Update Categories click on Products & Services.


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This page displays Parent Category list. Click on the view sub-categories for further selection.

Select the appropriate Sub category and click on Apply button


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Documents

Dragon Oil Vendor Portal Training Manual Oil Supplier Manual... · Dragon Oil Vendor Portal is a completely electronic interface. ... (iSupplier Portal Full Access) ... Dragon Oil_Vendor_Portal_Training_Manual_V1.0