Sourcing for SuppliersUser Guide for Oracle Sourcing

Contents

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• Supplier Self Registration

• Logging in

• Respond to a PQQ/RFQ

– Online Response

– Offline Response

– Add an attachment

– Submitting your response

• Online Discussions

• Login Assistance

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Supplier Self

Registration

Registering as a Sourcing Supplier

• In order to be set up as a Sourcing Supplier in the Ervia Sourcing

platform, please go to the below URL

• If you are an existing supplier on Ervia’s Oracle System, please get in

touch with your contact to have a username & password allocated to

you along with Sourcing Supplier Responsibility

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https://sourcing.water.ie/OA_HTML/OA.jsp?page=/oracle/apps/pos/onboard/w

ebui/ProspRegPG&OAHP=POS_GUEST_REG_HP&OASF=POS_SUPPREG

_REGISTER&OAPB=POS_ISP_BRAND&ouid=BDB7AF1018A39E4A

Supplier Self Registration – Company

Details & Contact Information

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• The following cells must be unique

– Company Name

– Tax Registration Number

– Email

• If your company has already been set up, please contact your Ervia contact

Complete all mandatory

information:• Company Name (as per VAT

number)

• Tax Country

• Tax Reg No (including prefix

eg. IE1234567A)

• Email

• First Name

• Last Name

• Telephone Number

Then click on

“Continue”

Supplier Self Registration – Address Book

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• On the next page, you will need to add your Address

Click on “Create” under “Address Book”.

Complete all mandatory fields. Then click on “Apply”.

Supplier Self Registration – Submit for

Approval

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• Once you have an Address & Contract created, you are ready to submit your

registration request.

Finally click on “Submit”.

• You will then get a confirmation that your registration has been submitted to Ervia

for approval.

Supplier Self Registration – Email

Confirmation

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• You will also get an email confirmation

• At this stage, you can close down the website and wait for Ervia to approve your

registration

Supplier Self Registration – Confirmation

of Registration Approval

• Once you are approved, you will receive the below confirmation which

will also detail your username & password.

• Please ensure you keep this information for all future events being run

through the Oracle Sourcing Platform.

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Password

Username

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Logging In

Email Invite to a PQQ/RFQ

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• When you have been invited to a PQQ/RFQ you will receive the below email

notification

• From this email, you can confirm your intent to participate or Login and review

the details

Login

• By clicking on the Login link, you are taken to this login page

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• When you first login, you will need to create a new password.

Then click on “Submit”

Password Rules

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Respond to

a PQQ/RFQ

Oracle Applications Home Page

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• You are then taken into the Oracle Applications Home Page

Click on • Sourcing

• Sourcing Supplier• Sourcing Home Page

Sourcing Home Page

• In the Sourcing Home Page, any new PQQ’s /RFQ’s you have been

invited to will show up under “Your Company’s Open Invitations

• Any current or previously submitted events will show up under “Your

Active and Draft Responses”

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To view the PQQ/RFQ, click on the “Negotiation

Number”

Sourcing Terms & Conditions

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• You will need to accept the Ervia Sourcing platform Terms & Conditions before

viewing the PQQ/RFQ details

• To view the Terms & Conditions:

Click on accept if you agree to the T&C’s

The Terms & Conditions open up in a Word document for

you to review.

Click on Terms & Conditions link

Then click on “Open” or “Save”.

• Once ready to accept, select “I have read and accepted the terms and conditions”

and click on “Accept”.

View PQQ/RFQ

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• The PQQ/RFQ opens in Read Only mode

Acknowledge Participation

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• Once in the PQQ/RFQ you can review the information before deciding to

respond.

• Then when ready to confirm your intent (or not) to respond:

Select “Yes” or “No”

Under the “Actions” menu, select “Acknowledge

Participation” & click on “Go”.

Then click on “Apply”.

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Online

Response

Create Quote

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Remember to click “Save as Draft” regularly when working

on a online response.

Input any required responses into the text boxes within the

“Requirements” section.(Note – in some cases there will

not be boxes to be filled out.)

Under the “Actions” menu, select “Create Quote” &

click on “Go”.

• Once you’re ready to create your response:

Create Quote

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• Once you have completed all the Requirements in the Header page, you can

click into the Lines section to complete pricing:

Click on the “Lines” tab at the top of the page.

Enter the required price into the “Quote Price” box.

Please note if more than one quote price is required (different lots) and you are not submitting for all lots, you need to enter ‘1’ as a default number to proceed.

Click on “Save Draft” or “Continue” if you are ready

to submit your response.

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Offline Response

Quote by Spreadsheet

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• You also have the option to create your response offline via a spreadsheet

template which can be downloaded from the platform as follows:

Within “Create Quote”, click on “Quote by Spreadsheet” on the top right hand side of the

screen.

On the next page, click on “Export”.

Click on “Open”.

Quote by Spreadsheet

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Double click on the XML spreadsheet (the 2nd

attachment) to open the spreadsheet template.

The following template will open.Please ensure this is saved

somewhere on your computer, leaving the file type as a XML

spreadsheet.

Quote by Spreadsheet

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• All questions & information will show in the Header tab of the spreadsheet. All

pricing requirements will be available in the Lines tab.

All yellow cells are mandatory & require a response.

Any green cells are optional.

Quote by Spreadsheet

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• Once you are ready to upload your response, click back into “Quote by

Spreadsheet

Under “Import Spreadsheet” click on

“Browse”.

Select the relevant file (it must be a XML 2003 file)

and click on “Open”.

Finally click on “Import”.

Quote by Spreadsheet

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• If the spreadsheet imports successfully, it will take you back to the Header page.

• If there are any errors, they will be listed on the previous page. Please go back

to your spreadsheet to correct these & then trying importing again.

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Add an

attachment

Add Attachment

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• To add any attachments to your response, please go to the “Add Attachment

section at the top of the Header Page (in “Create Quote”).

Click on “Add Attachment”.

On the next page, click on “Browse” under “Define

Attachment”.

Add Attachment

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Select the relevant document and click on

“Open”.

Complete all relevant fields and click on “Apply” or “Add

Another”.

Complete all relevant fields and click on “Apply” or “Add

Another”.

• Please note you also have the option to add a URL in this section if needed.

• It is recommended that if you have a large amount of files to upload, that you

should zip your files & save as one attachment. Please note individual zips can

be no bigger than 35mb. Please avoid putting zipped folders in other zipped

folders.

Add Attachment

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• You will then get a confirmation saying the document has been added

successfully and it should be listed under the Attachments section.

• Please remember to “Save Draft” after adding any attachments.

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Submitting

your

Response

Submitting Your Response

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• When you are ready to submit your response:

• If you have not completed all mandatory fields, you will get an error message

detailing what needs to be completed before you can click on “Continue”.

Click on “Continue”.

Submitting Your Response

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• You are taken through to a “Review & Submit” page where you can double

check your response by clicking on “Submit”.This is a standard platform

message confirming only one bid is accepted by each company submitting.

Click on “Submit”.

You will then get a confirmation that your response has been submitted.

Please note, you do NOT get an email confirmation.

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Login

Assistance

Login Assistance

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• If you get an error logging in with your user name and password, the

1st step to resolve the problem is to navigate to the ‘Login Assistance’

screen.

Login Assistance

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• Forgot your Password?

Under “Forgot Password, Type in your “User Name” (your email

address).

Then click on “Forgot Password”.

• The system then confirms your request has been submitted and you will receive

an email with further instructions in 10 to 15 minutes.

Login Assistance

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• Email notification with link to reset your password

Click the ‘Reset your Password’ link.

Enter a new password and click on “Confirm

Password”.

• Finally you will receive confirmation that your password has been reset.

Login Assistance

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• Forgot your User Name?

① Enter your ‘Email’ address.

② Click the ‘Forgot User Name’ button.

• The system confirms that an email will be sent to you within 10 to 15

minutes.

User NameYou can now

login