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10/13/2006 1
Purchasing Department
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iSupplier / Sourcing User Guide
10/13/2006 2
Contents iSupplier Users Guide.............................................................................................................3 Introduction...............................................................................................................................4 Accessing the iSupplier portal...............................................................................................4 Log-in into the iSupplier portal ..............................................................................................4
Existing Supplier Log-in..................................................................................................5 Using iSupplier Tabs.......................................................................................................6 Administration ..................................................................................................................9
Supplier Details ...........................................................................................................9 Address Book.............................................................................................................10 Contact Directory.......................................................................................................12 Business Classifications...........................................................................................13 Products and Services .............................................................................................15 User Account..............................................................................................................17 Orders Tab .................................................................................................................17 Shipments...................................................................................................................27 Account .......................................................................................................................35
Managing User Preferences................................................................................................42 Sourcing Users Guide ..........................................................................................................48 1. Accessing Oracle Sourcing .............................................................................................49
1.1. How to log in...........................................................................................................49 2. FUNCTIONALITY – GETTING STARTED ...................................................................51
2.1. How to Change your Password...........................................................................51 2.3. How to Acknowledge Participation .....................................................................54 2.4 How to search for previous negotiations you have participated in .................57 3.1 How to view an RFI /RFQ .....................................................................................59 3.2 How to view RFI lines ............................................................................................60 3.3 How to create an RFI /RFQ response .................................................................61 3.4 How to create RFI /RFQ header details..............................................................63 3.5 How to populate RFI /RFQ line details and add attachments .........................64 3.6 How to attach documents to an RFI /RFQ header ............................................67 3.7 Example of RFI /RFQ with populated fields .......................................................68 3.8 How to save draft or proceed with completing an RFI /RFQ ...........................69 3.9 How to review your RFI /RFQ response and submit to the City of Miami .....70 3.10. RFI response - submit confirmation .................................................................71
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iSupplier Users Guide
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Introduction On October 2nd, 2006, the City of Miami upgraded its Purchasing system by implementing new software called “Oracle”. This user's guide is intended to help suppliers understand and use this new system.
Accessing the iSupplier portal iSupplier portal is the internet interface by which suppliers to the City of Miami will retrieve their Oracle purchase orders, requests for quotation, view their account information, and update their contacts. iSupplier portal is a completely electronic interface. POs and RFQs will no longer be issued to suppliers on hardcopy. An internet connection will now be required for all suppliers to conduct business with the City of Miami. No special software, aside from an up-to-date web browser such as Microsoft's Internet Explorer, is required to access this system.
You must have an internet account and be logged on to the internet in order to access iSupplier Portal.
1. Open you web browser (Microsoft’s Internet Explorer or Netscape Navigator
are the two most common browsers). 2. At the top of the screen, below the menus and icons, you will find a field
labeled either Address (Internet Explorer) or Location (Navigator).
You must have an internet account and be logged on to the internet in order to access iSupplier Portal.
Log-in into the iSupplier portal There are three different types of log-in options:
1. For Existing Supplier (registered in the purchasing system) • Enter the following into the box for the URL:
https://imiami.miamigov.com/oa_servlets/AppsLogin 2. For Supplier Registration
• Enter the following into the box for the URL: https://imiami.miamigov.com/OA_HTML/jsp/pos/suppreg/SupplierRegister.jsp?ouid=8DBC59F63887C2A6
3. For Viewing the Abstract Page (for viewing existing RFX’s) • Enter the following into the box for the URL:
https://imiami.miamigov.com/OA_HTML/OA.jsp?OAFunc=PON_ABSTRACT_PAGE
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Existing Supplier Log-in The Oracle E-Business Suite login screen will display. Enter the user name and password that you were provided.
The iSupplier Home Page will display. This page is the central repository for all supplier-related data and functions.
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The iSupplier Home Page is the central repository for all supplier-related data and functions.
Using iSupplier Tabs The tabs are available on every screen, and help you navigate to the various data screens. We will cover the relevant information from each tab in detail later on in this manual.
• Home: Takes you back to the homepage • Orders: Takes you to your POs and RFQs • Shipments: View a summary of your delivery schedules, past receipts,
returns, historical delivery performance, and create Advanced Shipping Notices (ASNs).
• Account: View the status of invoices and payments • Admin: Update your supplier and contact information
Each of these links is also repeated at the bottom of every page.
Quick Search A method to quickly find a PO, invoice, or payment. Quick Links Another method to jump to pages within the tabs described above.
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Notifications, Orders at a Glance, and Shipments at a Glance Summarizes the most recent entries for each of those categories. To see the complete list, click on the Full List button beside each titleHome
The iSupplier Home Page is the central repository for all supplier-related data and functions.
Home Page Features
Global button links at top right of screen display on Home Page and all portal pages:
Home - Returns you to the main portal page
Logout – Exit iSupplier
Preferences - Displays the Preferences page.
Help - Accesses the help index page.
View Windows
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Use view windows on the iSupplier Home Page to drill down on recent data and information related to Orders, Shipments, Receipts, and Payments. Use the Quick-Links at right of screen to link directly to desired functions.
Notifications
Notifications are messages waiting for your review. Some notifications are view-only, while other notifications require action. To view your notifications, click the linked subject to open the Notification Details page.
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Administration
Supplier Details In this screen you can view your company information.
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Address Book In this screen you can view your address information and make updates if needed.
3. Review your company address information.
4. If needed. Click on the Edit icon.
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5. Make applicable edits.
6. Click on <Apply>.
7. This is your confirmation that your address has been changed.
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Contact Directory In this screen you can view your address information and make updates if needed
1. Review your contact information.
2. If needed. Click on the Edit icon.
3. Make applicable edits.
4. Click on <Apply>.
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5. This is your confirmation that your contact information has been changed.
Business Classifications This section displays the vendor’s business classification information. Identify the classifications that apply to your company.
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6. Click on the Business Classification link.
7. Enter your business classification information. Complete all fields.
8. Click on <Save>.
9. This is your confirmation message.
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Products and Services This section displays the vendor’s Products and Services that are registered in the iSupplier system. By registering Products and Services your company will be invited to quote when there is a city request for those products or services. You will receive an electronic notification via email inviting you to submit your quote(s).
1. To add your company’s products and services click on <Add>
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2. Enter the Name of the service or product.
3. Click on <Go> to search the results.
4. Select the applicable Product and Services.
5. Click on <Apply>.
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6. This is the confirmation that your Product and Service was added to your profile
User Account This section displays people from your company that have active access to the iSupplier portal.
Orders Tab
This section displays the most recent purchase orders issued by the city of Miami. PO Summary information is shown in this screen. Click on the PO Number link to drill down to order detail from this window.
Purchase Order Detail
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Drill down from the Orders-At-A-Glance window to view link to purchase order. Note the Orders tab is automatically designated – use this window to view the details of the purchase order.
Click on the Home tab to return to the iSupplier Home Page.
Using Orders Page for reviewing purchase order details.
Clicking on the <Orders> tab brings you to the Orders Page. Use this page to access all City of Miami purchase order data.
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1. Note the automatic retrieval of the most recent 25 purchase orders, shown in summary form on the screen (partial list shown).
2. Click on the <Export> button to (optionally) export into Excel format for printing and review if needed.
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3. Click on <Open>
4. Review spreadsheet information as needed. Return to iSupplier Orders page by minimizing window.
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Search Options
1. Open Drop-Down window to select from other pre-defined views of purchase order data. Select “All Purchase Orders” from list and click on <Go>.
2. Note the summary information provided for each purchase order.
3. Click on PO Number link to access purchase order information.
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Purchase Order Information
1. Review purchase order detail on this screen – optionally, use the <View Change History> button to drill to PO change history from this point on screen, or use <Related Information> links for receipts, invoices, and payments as applicable.
2. Scroll down screen to review detail PO information shown, use Details link to access and show shipment detail information.
3. Review additional shipment detail information – note link to Ship-to-Location for further drilldown if needed.
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City of Miami Purchase Agreements
1. Use the Agreements region on the Orders page to access Agreement information. Enter Agreement (PO) number.
2. Click <Go> to retrieve record.
3. Note the summary information related to Agreement listed. To view detail, click on Agreement (PO Number) link.
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Agreement and Release Details
4. Note detail information related to Agreement.
5. Note Releases listing for agreement. Optionally, drill down to release PO information through PO Number (Release) link.
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Purchase Order Revisions
Use this screen to view all revisions for purchase orders.
1. Enter PO Number and Click <Go> to execute query.
2. Note summary information for PO retrieved. Links are available to PO, Buyer, and Ship-To Information.
3. Click on <Show all PO Changes> to review all revisions to purchase order.
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PO Comparison Results
4. Use this window to view all PO revisions by Revision Number and lines. Note detail on fields altered, including From / To values.
5. Optionally, use buttons to compare revisions to Original PO or Previous PO if more than one revision PO exists.
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Shipments
Utilize the iSupplier Shipments Page to access all City of Miami shipment information.
Receipt Transactions
1. Use the search criteria, or click on <Go> button to execute full query.
2. Note receipt information retrieved, shown in summary form. Links are available for drilldown to PO Number and Receipt Number.
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3. Click on Receipt Number link to view additional receipt information.
4. View receipt information.
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Shipments Page – Returns
To investigate City of Miami returns, use the Returns Summary window for query and analysis of return transactions.
The window enables you to view return history, cause for returns, and includes additional basic information concerning the transaction.
1. Note the additional criteria utilized for searching on return transactions. To see all return transactions, click on the <Go> button
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2. Return transaction data (if exists) will be displayed in summary form, as shown on screen above. Note return information displayed, including RMA Number, return quantity and date, and return reason. Receipt Number and PO links are available for drilldown.
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Shipments Page – Overdue Receipts Use the Overdue Receipts window for queries on items shipped but not received by the City of Miami.
1. Note the standard fields for query.
2. Use the <Advance Search> function to enter additional / different criteria.
3. Use Due Date field to query all overdue after (shown) a specific date.
4. Click <Go> button to execute query.
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5. Review the information related to shipment and due date, and other data. Drill down via link to PO or Ship-To or Buyer detail if desired.
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Shipments Page – On-Time Performance The On-Time Performance window provides the delivery status of timely shipments you have made against purchase orders. View performance data for timeliness of deliveries.
1. Note the multiple criteria for basic search – use the criteria to narrow the search if applicable.
2. Click <Go> button to execute search.
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Performance Information
3. View summary information, including Due Date and Receipt Date for each transaction. Drill down via PO link as needed.
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Account
Account Page – View Invoices Use the View Invoices search screen to find invoice information for processed invoices.
Invoice Search
1. Enter search criteria using listed fields above. Optionally, use Advanced Search button for additional query fields.
2. Click <Go> button to execute search.
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Invoice Summary
3. Review summary invoice information. Note Status column for invoices On Hold. Note Payment Number column for paid invoice information.
3. Review summary invoice information. Note Status column for invoices On Hold. Note Payment Number column for paid invoice information.
4. To review invoice with Status of “On Hold” click on the <On Hold> link to drill down to hold detail information.
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Account Page – View Invoices Invoice Payment Information
5. Review invoice payment information by clicking on <Check> link.
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6. Review payment information – note Invoice Number cross-reference link at bottom of screen.
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Account Page – View Payments Use the View Payments Window to view payment information related to City of Miami invoices.
1. Review the Search criteria to use for payment queries.
2. Click on <Advanced Search > to search by Invoice Number.
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Query by Invoice Number
3. Enter Invoice Number.
4. Click on <Go> button to execute search.
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Account Page – View Payments Query Results and Payment Detail
5. Review results of query - summary payment information. Click on Payment link to access payment detail information.
6. Review payment information – note Invoice Number cross-reference at bottom of screen.
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Managing User Preferences
iSupplier User Preferences Setting Up User Preferences
Change your user settings or preferences at any time by using the Preferences link on the Home Page of iSupplier.
1. Click on the Preferences link to access the user preference information.
Preferences Page
Change the following preferences from this page as needed:
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General and Regional–select your language, territory, time zone, date and number formatting, client character encoding (character set used in your page display), and accessibility features (such as screen reader use).
Notification -Select how you want to receive your notifications (for example, in HTML or plain text e-mail).
iSupplier User Preferences Password Maintenance
Scroll to the bottom of the Preferences Page to access Change Password function.
Note: A valid password must be at least five, but no more than 30, characters. Passwords may contain numeric, alphanumeric, or special characters.
1. Enter old password.
2. Enter new password.
3. Repeat password entry.
4. Click <Apply> button to save changes.
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Registering in the iSupplier System
Enter the following into the box for the URL: https://imiami.miamigov.com/OA_HTML/jsp/pos/suppreg/SupplierRegister.jsp?ouid=8DBC59F63887C2A6
1. Enter all your company details. Fields Names that have a * are mandatory fields and must be completed in order to register.
2. click on <REGISTER>
Your company’s detailed information will be submitted to the Purchasing department for approval. When approved, you will receive an email conformation with your iSupplier username and password.
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Accessing the Abstract Page - view existing RFX’s
Enter the following into the box for the URL: https://imiami.miamigov.com/OA_HTML/OA.jsp?OAFunc=PON_ABSTRACT_PAGE
1. Click on the Details icon to drill down and get more information.
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2. Review the abstract
3. Optional. You have the ability to login into your iSupplier account by clicking on <Login>
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Summary The City of Miami iSupplier guide covered the following topics:
• Accessing the iSupplier portal and utilizing page functions.
• Utilizing Home Page for information access and navigation.
• Using Orders Page for reviewing purchase order details.
• Using Shipments Page for status inquiries on shipments and returns.
• Utilizing Account Page for creation of invoices and review of invoice and payment information.
• Managing User Preferences.
• Registering as a new supplier.
• Accessing the abstract page
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Sourcing Users Guide
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1. Accessing Oracle Sourcing
1.1. How to log in
Enter the following into the box for the URL: https://imiami.miamigov.com/oa_servlets/AppsLogin
1. Key in your username and password and click on the Login button.
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1. Click on the Sourcing Supplier link to enter the City of Miami Sourcing module
2. Click on the Sourcing Home Page link to proceed to your company home page.
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2. FUNCTIONALITY – GETTING STARTED
2.1. How to Change your Password
1. Click on the Preferences link
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1. Type your old and new passwords
2. Click on <Apply>
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1. Click the home link to return to the home page
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2.3. How to Acknowledge Participation
1. Any negotiations you have been invited to participate in will be listed below the “Open Invitations” header. Click on the Negotiation Number link to enter a Negotiation.
Note: the process for acknowledging participation is the same for RFI, RFQ and Buyers Auctions.
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1. Scroll down to the bottom of the screen and click on the Actions field 2. Select Acknowledge Participation value and click on <Go>
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1. Check the relevant radio button
2. Type a note for the buyer if required (optional)
3. Click <APPLY> to submit acknowledgement to the City of Miami. Note: You will have received an email from the City of Miami informing you of the negotiation – you should not respond to the email, but use this process to acknowledge participation.
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2.4 How to search for previous negotiations you have participated in
1. Any negotiations you have previously participated in can be viewed by clicking on one of the links (Active, Disqualified, Awarded, and Rejected) in the View Responses area of your home page.
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1. Click on the Response Number link to view details of the information / quote you sent to.
2. Click on the Negotiation Number link to view details of the negotiation you participated in.
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3.1 How to view an RFI /RFQ
1. Any negotiations you have been invited to participate in will be listed below the “Open Invitations” header.
2. Click on the Negotiation Number link to enter a negotiation.
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3.2 How to view RFI /RFQ lines
1. Click the Lines heading to view RFI Lines.
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3.3 How to create an RFI /RFQ response
1. Select Create Response from the Actions pull down menu and select Go.
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1. Read the terms and conditions 2. Click on <Accept> if you accept the terms and conditions of access to the City of Miami
Sourcing site
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3.4 How to create RFI /RFQ header details
1. Input a response number if necessary. This response number is for your internal tracking only.
2. Any notes typed to buyer will be received by the buyer upon receipt of your response.
3. Click the Add Attachments button to add any attachments needed.
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3.5 How to populate RFI /RFQ line details and add attachments
1. Select the negation number from the Open Invitations section.
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1. Choose Create Response from the Actions field pull down menu 2. Click on <Go>
3. If you accept the terms and conditions click on <Accept>
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4. Attach response documents by clicking the link. 5. Enter free text responses to each of the attribute lines. 6. Click on <Continue>.
7. Click on <Back> to edit any of the responses. 8. Click on <Submit>
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3.6 How to attach documents to an RFI /RFQ header
1. Select the File radio button
2. Type a description for the file to be attached in this field.
3. Click on <Browse> to navigate within your PC / network to the file you wish to attach.
4. Click on <Apply>
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3.7 Example of RFI /RFQ with populated fields
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3.8 How to save draft or proceed with completing an RFI /RFQ
1. Click on <Save Draft> to save your progress. You can save a draft of your progress at any time.
2. Make a note of the draft number for your reference. You can access your drafts from
the Manage Draft Responses link or by navigating to your company home page and looking under the Your Active and Draft Negotiations header.
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3.9 How to review your RFI /RFQ response and submit to the City of Miami
3. Click on <Submit>.
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3.10. RFI /RFQ response - submit confirmation
This message is shown to confirm your response has been submitted.
