Saudi Aramco Supplier Self Service User Manual Aramco SSS Us… · Saudi Aramco Supplier Self Service User Manual ... Supplier Self Service User Manual ... changes will only be updated

Saudi Aramco Supplier Self Service

User Manual

April 2014

2 © Copyright 2014 Saudi Aramco. All Rights Reserved. Supplier Self Service User Manual - Issue 1 April 2014

Contents

• Introduction

• Accessing Supplier Self Service (SSS)

• Managing Purchase Agreements/Contracts

• Proposing Commercial Changes

• Proposing Additional Products

• Deactivating Products

• Resources


Introduction

• Saudi Aramco requires suppliers to use Supplier Self

Service (SSS) to maintain Purchase Agreement

content.

• All product additions and commercial updates shall be

done online through this system.

• Suppliers shall follow these instructions to understand

how to maintain their products and commercial

content.


System Requirements

• Valid Username and Password for Saudi Aramco

Supplier Portal.

• Internet Explorer 9 or later, or latest versions of

Firefox or Chrome.

• You also need a current Saudi Aramco Purchase

Agreement.


Accessing SSS

• Log into the supplier portal and go to the Supplier Collaboration

tab, click the link to Supplier Self Service - SSS

• This will open SSS as a new window


From the SSS initial landing page you can

view a list of all current contracts for your

company and select the one you wish to

maintain.

Where allowed by the contract terms

you can manage commercial terms or

propose adding items individually through

the online interface, or in bulk via a file

download / upload tool.

To begin this process first select the

contract you wish to work on from the

dropdown.

Managing Contracts


You can view full details about a product by clicking on the

product’s description.

If Supplier Part # or Manufacturer Part # is missing, as below, you

should update accordingly.

Click Save & Submit for processing

Accessing product details


The general information tab in the item details section displays

current item data; these fields cannot be edited directly.

Product general info


Where allowed by the terms of the agreement and only for category items

(9COMs), if any, supplier may add products proposed for inclusion.

Products can be added individually via the screen below, or in bulk, see Add

Products – File Load process.

To create an item individually click on the Add New Products tab and select the

correct 9COM and category from the dropdown in order to add a product that

matches the category.

Add products


Fill all fields with the product descriptive and commercial information. Click Create when

you have completed entering details and are ready to commit the item.

Your content will be reviewed for suitability against the contract and if compliant it will

be normalized as necessary to bring it to our data standard. Proposed additions are

then reviewed by the buyer for acceptance before being added to the marketplace. You

will receive notification of any rejection decision by email.

Note that although the supplier self service Manage Catalogs page will reflect changes

immediately, changes will only be updated in the marketplace after buyer approval. This

will be indicated by the Update Review Status = Approved.

Add products


Within the selected contract using the manage catalogs option you can manage multiple

products in a screen table. You will see the current contract number in the upper left side of the

screen

• If allowed under the terms of the contract you will be able to propose updates to price, lead

time and to activate or deactivate the items

All proposed changes are subject to review by the buyer, who will validate against the contractual

requirements and may either accept or reject. The buyer may also request separate supporting

information offline.

• If a field is gray it is locked and a pop-up will advise whether:

The terms of the contract do not allow changes to that field, or

A previous proposed change is still under review and until it is accepted or rejected no further

changes can be proposed

Commercial update


With the example below, to propose a change in the lead time enter a new

value in the field and click the save and submit button at the bottom of the

page. If the price field is enabled for the contract then price changes can be

proposed in the same way.

Note that although the supplier self service Manage Catalogs page will

reflect changes immediately, changes will only be updated in the

marketplace after buyer approval.

You may also propose updates in bulk, see bulk updates section.

Commercial update


Alternatively, from the Commercial tab you may display the commercial details

and from here manage an individual product. If permitted by the contract you

may edit certain details directly in this screen. Once the edits are complete click

the Save button to commit the changes. To manage more products within a

contract use the table input or bulk load features.

Note that although the supplier self service Manage Catalogs page will reflect

changes immediately, changes will only be updated in the marketplace after

Saudi Aramco buyer approval.

Commercial update

Note: Price cannot be updated on

sample contract.


To propose new products in bulk, use a 9COM/category template. Use a

separate template for each category/9COM against which you wish to add

products.

Download the template via the link highlighted.

Add products - File load


The downloaded file can be edited in a spreadsheet program in which you should add

all relevant descriptive and commercial content for the products under the appropriate

column headings. Valid Manufacturers Name and Manufacturers Part Number

shall be entered for all items.

Once editing is complete save the file in CSV format.

Do not change the column headings, file format or save as anything other than

CSV.

.


See the following slide of data format and

rules. This must be followed exactly else your

upload will fail. Upload failures will be advised

with error messages.


Data Rules

Field Max Chars Rules

Supplier Part Number 18

Short Description 40 Include abbreviated UoM/Pack

Long Description 2000

Include data catalog/image

URL where available and UOM

details/pack size

Manufacturer Part

Number 18

Manufacturer Name 35 Must contain alpha

Country of Origin 2 ISO code

Lead Time 3 Days, must be numeric

Unit of Measure 2 UoM code

Price 8.2 Must be numeric

Currency 3 ISO code


Pack Sizes

• Describe the quantity of items or weight of product

that are supplied as a whole package. Spell it out in

the long description and abbreviate in the short.

Carton of 12 bottles, each of 1.5 Litre

• 12 x 1.5L

Sack of 25 Kg

• X 25Kg

• Price for the carton/sack etc.


Once the new file is saved use the Upload CSV button and the system will ask for

the file to be uploaded, select the appropriate 9COM, category and file and it will

load the content. Do not exit until you receive the confirmation message that the

file was accepted.

Your content will be reviewed for suitability against the contract and if compliant it

will be normalized as necessary to bring it to our data standard. Proposed

additions are then reviewed by the buyer for acceptance before being added to

the marketplace. You will receive notification of this decision by email.

Note that although the supplier self service Manage Catalogs page will reflect

changes immediately, changes will only be updated in the marketplace after

Saudi Aramco buyer approval.



To manage changes in bulk use the export and upload data functions on

the Manage Catalogs page.

First download a CSV file of the current contract by using the Export

Data button.

Commercial changes

File load


The downloaded file can be edited in a spreadsheet program in which you may update

commercial content for your products under the appropriate column headings.

Changes to any other fields except Contract Price, Delivery Time and Active is not allowed.

Once editing is complete save the file in CSV format. File name can be of your choice.

Do not change the column headings, reference IDs or save as anything other than CSV.

To change Manufacturers Part Number mark the item as inactive and use the add new item

process for loading the updated item.

Commercial changes

File load


Once the new file is saved use the Upload Data button and the system will ask for the

file to be uploaded, select the appropriate file and it will load the content. Do not exit

until you receive the confirmation message that the file was accepted.

The same rules apply to bulk upload as editing directly in the supplier self service tool.

If there is a parameter that cannot be changed in the contract, such as price, it will not

change upon upload even if it was changed in the CSV file.

Note that although the supplier self service Manage Catalogs page will reflect changes

immediately, changes will only be updated in the marketplace after Saudi Aramco buyer

approval.

Commercial changes

File load


Should you be unable to supply certain products they should be deactivated from the

marketplace, this can help your supplier performance rating.

Having selected the contract, deactivate products individually from the Manage

Catalogs screen by unchecking the active checkbox and clicking save and submit.

You can reverse this action if the products later become available again.

Deactivate products


Alternatively, you can deactivate products in bulk using the export and

upload data functions.

After the file is downloaded change items from active to inactive.

Once the editing is complete, save the file in CSV format and upload the

data to the supplier self service portal.

Deactivate products

File load


• Frequently Asked Questions

FAQ is available on the SSS landing page

• Contact

See FAQ for details of who to contact

Resources


UoM Codes

Code UoM Code UoM Code UoM

AM Ampoule DR Drum PAA Pair

ASS Assortment DZ Dozen PAC Pack

AY assembly EA each PC piece

BA ball FT Feet PD Pad

BAG Bag FT3 Cubic foot PK Package

BD Bundle GAL US gallon PL pail

BF Board Foot GRO Gross PT Pint, US liquid

BK Book JR Jar RL reel

BL bale JT Joint RM Ream

BT Bottle KEG KEG ROL Role

BX Box KG Kilogram SA Sack

CA card KIT Kit SET Set

CAN Canister LB US pound SH Sheet

CAR Carton LG length SK Sack

CB Carboy LM Liner Meter SS strip

CE Cone LO Lot SYG SYRINGE

CM Centimeter LTN ton (UK) or longton (US)TA Tablet

CO Container LTR litre TO Tonnes

COL coil M Meter TON US ton

CRT Crate M2 Square meter TU Tube

CS Case M3 Cubic meter VI vial

CYL Cylinder ML Milliliter YD Yard


ISO Country Codes

The following are some commonly

used Country Codes.

Country

Code

Saudi Arabia SA

Bahrain BH

China CN

France FR

Germany DE

Japan JP

Switzerland CH

UAE AE

UK GB

US US


ISO Currency Codes

The following are some commonly

used Currencies.

Currency

Code

Saudi Arabia

Riyal SAR

Bahrain Dinah BHD

Chinese Yuan CNY

Euro EUR

Japanese Yen JPY

Swiss Franc CHF

Taiwan Dollar TWD

UAE Dirham AED

UK Pound GBP

US Dollar USD


Thank you

Documents

Saudi Aramco Supplier Self Service User Manual Aramco SSS Us… · Saudi Aramco Supplier Self Service User Manual ... Supplier Self Service User Manual ... changes will only be updated