Release 12.1
Part Number E18425-02
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| Oracle Contract Lifecycle Management For Public Sector Sourcing User Guide Release 12.1 Part Number E18425-02 | Contents | Previous | Next |
Solicitation is the phase where the Government solicits and negotiates awards or renegotiates existing contracts with contractors enabling them to efficiently obtain the best possible prices for goods and services. Prices could be established based on actual supply and demand at the time the solicitation is transacted.
In a typical scenario, once the procurement office receives the approved PR from the requestor, they make a decision on how to source the requirements. In a number of instances, the decision is to fold the requirements into a formal solicitation package to receive competitive proposals from interested suppliers. A contract specialist prepares the solicitation package and, based on the value of the procurement, submits a pre-solicitation notice to FedbizOpps announcing the procurement office’s intent to release a solicitation. Upon posting of this notice, the contract specialist finalizes and releases the solicitation. In most cases, solicitations are public and any supplier, capable of fulfilling the requirements, is eligible to respond. However, there may also be instances, where the specialist may choose to direct the solicitation to a constrained number of competitors because of the specific nature of the supplies or services required. In some other instances, the procurement office may also choose to combine elements of both the above instances, direct the solicitation to an identified set of suppliers, and open the competition to other public suppliers.
The type of information found in a typical solicitation as well as the ultimate award document would include, among others, the following:
Supplies or services needed
Description of specifications
Statement of Work
Terms and Conditions, such as Packaging and marking specifications, shipping specifications, invoicing and other information
Inspection and Acceptance requirements
Delivery dates and related information for all contractual deliverables
Special requirements under the Award
You use the Negotiations tab to perform the activities related to solicitations.
The Solicitations tab displays a list of Published Negotiations, Draft Negotiations, and Incomplete Tasks. Click Full List to view the entire set of published solicitations.
The Quick Links section on the Solicitations tab enables you to access and perform the following activities:
Create - Use this quick list to create solicitations, copy solicitations, and events.
Manage - Use this quick list to manage drafts, events, deliverables, draft surrogate responses, and supplier research.
Templates - Use this quick list to create solicitation templates.
Reusable Lists - Use this quick list to create reusable invitation, attribute, requirement, and cost factor lists.
Using line attributes, attribute scoring, price factors, and price breaks
Use the instructions on this page to create Solicitations.
These are the main steps to creating a new solicitation:
Enter Your Terms and Conditions (If Oracle Procurement Contracts is bought and licensed)
If you have previously created a solicitation, you can save time by copying an existing solicitation. You can also create new solicitation quickly by applying a solicitation template. You can create a solicitation and save it as a draft before submitting it. This allows you to return to the creation process at a later time or have multiple people working on the same solicitation. You can also quickly collaborate on the solicitation by using the Online Discussion button.
When you create a new solicitation, your first step is to create your solicitation header. This header contains negotiation level information related to the entire negotiation.
To create your negotiation header: Some of the fields display default data, and you need to enter details in the relevant fields (*indicates a required field):
Document Number The number that uniquely identifies the solicitation. You can edit the document number based on your business requirements. You can also change the Instrument Type, Allowed Range, and Serial Number. The combination of all these parameters and the fiscal year separated by delimiters is the final solicitation document number.
See: Document Numbering for an overview of the concept.
See: Document Numbering for more details.
See: Document Numbering, Oracle Contract Lifecycle Management for Public Sector Implementation Guide for information on how to implement document numbering.
Buyer The creator of the solicitation.
Select the Two-Stage Solicitation check box if you plan to evaluate offers submitted by suppliers in two phases - Technical and Commercial. If you select this option, the offer style is automatically set to Sealed.
*Title The name by which this solicitation will be known. You must specify a title for your solicitation and once the solicitation is published, the title cannot be changed.
Negotiation Style
The negotiation style controls the structure of the negotiation document by identifying which sourcing document elements appear. Negotiation styles can streamline and standardize the creation of negotiation documents. For example, if input from a collaboration team is not required for many negotiations, the Sourcing Administrator can define a negotiation style in which fields related to collaboration teams do not appear. Also, if your negotiation is a large or very large negotiation, you must select a style that supports that type of negotiation.
Offer Style Select the offer style applicable. You can choose from Blind and Sealed. Blind implies that only the buyer can see the response content. Sealed implies that neither the buyer nor the suppliers can see the response content until the solicitation closes. The buyer can see the responses once the solicitation is unlocked. Everyone can see the response content once the solicitation is unsealed.
Event Select an event to associate with the solicitation if you defined one.
Security Level You can select a security level to restrict access to the sourcing document.
Sourcing Project
If the current negotiation is being conducted in connection with a project in Oracle Projects, you can link this negotiation to the project by project number.
Operating Unit The operating unit, such as a division or department, to which this negotiation applies. An operating unit typically is an enterprise division. Operating units affect setups, documents, and transactions in CLM. These setups, documents, and transactions are then limited to the operating unit in which they are defined. The organization you select here determines the values for many later attributes (such as the negotiation currency and shipping addresses). If this solicitation document was originally created using Requisition Lines in Document Builder, then the backing requisition information is carried forward and this field cannot be updated. Note that if you have entered information on this page, for example in the Payment Terms field, and you change the Organization, the page refreshes and you will lose the information you entered. Once you proceed to the next step, this value cannot be changed.
Outcome Designate your solicitation outcome. This cannot be changed once you proceed to the next step.
The outcome field also contains values defined in the Purchase Document Styles. Similar to Negotiation Style, Purchasing Styles allow buyer organizations to implement various features in Purchasing. In Sourcing, user interface elements for the negotiation are hidden or displayed based on the Negotiation Style as well as the Outcome. Purchasing Document Styles are used when creating complex services solicitations.
See Oracle Purchasing User Guide for instructions on defining Purchasing Document Styles and details on complex work document styles.
Solicitation Type Select the solicitation type to use. You can choose from RFQ (Request for Quotations), IFB (Invitation for Bids), and RFP (Request for Proposals).
Creation Date Displays the date on which you created the solicitation.
Description Enter a brief description of the solicitation.
Standard Form Select a standard form from the list. The values you see in the standard form-specific regions (such as SF1442 or SF1449, or SF33, depend on what you select in this Standard Form LOV).
Select the Document Format from the list. The Document Format along with the Standard Form you select determine the format for the printing of the solicitation document. You can select from:
UCF - A UCF or Uniform Contract Format contract contains sections A-M, with each section containing specific information as follows:
Section A contains the standard form face.
Section B, Supplies and Services, contains the line item numbers, descriptions, and prices, as well as any clauses designated for Section B.
Section C contains the Statement of Work (clauses designated for Section C).
Section D contains Packaging and Marking information as described in 4.15.30 and any clauses designated for Section D.
Section E contains Inspection information as described in 4.15.31 and any clauses designated for Section E.
Section F contains Delivery or Performance information as described in 4.15.37 and any clauses designated for Section F.
Section G contains Contract Administrative Data, including the funding information any clauses designated for Section G.
Section H contains Special Contract Requirements, any clauses designated for Section H.
Section I contains the contract clauses. Many FAR/DFARS clauses will be placed in Section I.
Section J contains the attachments and exhibits (typically information such as the name, date, and number of pages, but not the attachments themselves).
Sections K-M are used for provisions and would not be present on Awards, just on Solicitations.
COM - A commercial format, typically used in conjunction with the SF1449, does not follow a prescribed section format, no sections are indicated.
CSI - A construction format that utilizes 5-digit numerical sections, each containing specific information as follows:
Section 00010 - includes information about Supplies and Services, Inspection and Acceptance Terms, Delivery Information, Packaging and Marking, and List of Documents, Exhibits, and other Attachments.
Section 00100 - includes information about Bidding Schedule/Instruction to Bidders.
Section 00600 - includes information about Representations and Certifications.
Section 00700 - includes information about Contract Clauses.
Section 00800 - includes information about Special Contracts Requirements.
Business Priority and Project Information Use this region to enter details of the following:
DPAS Rating - Defense Priorities and Allocations System Rating. The DPAS rating is assigned to all military systems used in support of national defense, from the largest finished platform to the smallest component. It can be applied to all stages of acquisition research and development, initial design, production testing, delivery, and logistics support.
Customer Project Code - This identifies documents created for special programs, exercises, projects, operations, or other purposes. Sites can establish their own set of codes and use them to identify and group solicitations. Used in reporting especially across entire agencies to know how much was done for a given project.
Priority Code - A numerical rating, 1-15, that describes the priority and is used internally within the Department of Defense. It is from the UNIFORM MATERIAL MOVEMENT AND ISSUE PRIORITY SYSTEM. It is to help the buyer prioritize their workload and for management tracking in reports.
Customer Project Text - Text Description of the selected project code. Used in reporting especially across entire agencies to know how much was done for a given project.
Competitive Information Use this region to enter information about the following:
Set Aside Status - Indication of whether this solicitation is set aside for a specific disadvantaged business. Ultimately, the federal agency would want the vendor on the award to meet the qualifications outlined in the solicitation; however, that decision is ultimately up to the contracting officer and is not system enforced.
Set Aside Type - The specific set aside type defined as one of the options. You can choose from 8(A), Emerging Small Business, HUBZone Small Business, Service-Disabled Veteran-Owned Small Business, and Small Business.
Set Aside Percent - Percentage indicating the amount of the anticipated contract value that will be set-aside. If this percentage is less than 100, generally the solicitation will be awarded to multiple vendors (at least one disadvantaged). If the value of the Set Aside Status field is Set Aside, then the Set Aside Percentage field should be entered with an integer value greater than 0. If there is a referenced solicitation, the Set Aside Percentage is defaulted from the solicitation.
NAICS - The commodity group (defined by the NAICS) under which the size standard is applied.
Size Standard - You can select a size standard from the LOV.
SF1442 Information region If you selected SF1442 in the Standard Form list, then you see the SF1442 Information region. The other standard forms associated with solicitation do not have additional information fields, and this region does not display if you select any of the other standard forms. The SF1442 is used for construction purchases, and you can enter the following details:
Bond Required: Designates whether one or more bonds is required throughout the life of the project. Prints in block 12a of SF1442.
Bond Days: Number of days that the contractor has to furnish bonds. Prints in block 12b of the SF1442.
Days to Start: Number of days the contractor has to start the construction project. Prints in block 11 of the SF1442.
Days to Complete: Number of days the contractor has to complete the overall construction project. Individual lines may have their own delivery dates and / or period of performance, but the overall total number of days anticipated is captured here. Prints in block 11 of the SF1442.
Period Status: Indicated whether the number of days to start/complete is mandatory or negotiable. Prints in block 11 of the SF1442. The available values are: Mandatory, Negotiable.
Period Reference: If the period above is negotiable, text in this field refers to the location in the solicitation / or IDV document that describes the flexibility. Prints in block 11 of the SF1442.
Work Description: Text area where the buyer can provide summary information about the work and reference attachments that more fully describe the work. Purely informational from the buyer to the contractor. Prints in block 10 of the SF1442.
Collaboration Team You can identify a group of users from within your company who will collaborate on this negotiation. For each member, you can choose to:
Make the member an approver of the sourcing document.
Give the member the ability to score supplier responses to negotiation Requirements (if scoring is allowed by the solicitation style sheet).
Give the member view-only access to the document. View-only members can view the document but cannot update any information.
Define a particular task for that member to perform, and a target date by which the task should be completed. The team member marks the task as complete once it is finished.
Notify the members.
Terms Use this region to define the terms for the solicitation.
Bill-To Address Address to which your solicitation bills should be sent. Click the flashlight icon to browse for other addresses. You can select any of the addresses defined in Oracle Purchasing.
Ship-To Address Address to which the solicitation items will be shipped. Click the flashlight icon to browse for other addresses.
Payment Terms The payment terms for your suppliers. The possible values are defined in Oracle Payables. The default is set in Oracle Purchasing.
Carrier The freight carrier your supplier should use. The possible values for your operating unit are defined in Oracle Inventory. The default is set in Oracle Purchasing
Freight Terms The freight terms for your supplier. The possible values and the default are defined in Oracle Purchasing.
Currency Shows the default currency for the negotiation. This is the primary ledger currency of the outcome operating unit selected in the header. Click Manage Response Currencies to allow responses in more than one currency.
Price Precision The number of decimal places allowed for per-unit prices entered in the RFx currency. The precision you set doesn't apply to per-unit prices entered in a currency other than the RFx currency, nor does it apply to currency amounts such as Bid Total or the bid value of Fixed-Amount price elements. While you can set the precision for unit-prices entered in a non-RFx currency when you define your currency list, the precision for amounts is automatically governed by the standards defined by the ISO (International Organization for Standardization). The ISO standards are used automatically by Sourcing.
Requirements You can request information on suppliers at the negotiation level by defining solicitation Requirements. Requirements can be external, in which case responses are provided by the supplier. Examples of external requirement information might be a supplier's years in business, ownership, or personnel qualification. Requirements can also be used internally, in which case the response is provided by some kind of internal evaluator. Internal requirement responses might include level of customer service provided, or prior on-time history. Either way, responses to requirement requests can be evaluated and used by personnel when awarding the negotiation.
Responses to Requirements can be scored according to the desirability of the response. You can define the Requirement such that the system automatically scores the response (in which case you must specify the allowable values (or ranges of values) for that requirement and each one's score. Or evaluators can view the response and enter a score manually.
Additionally, if you have multiple Requirements for the negotiation, you can assign weights to them to reflect the each requirement's importance relative to the other requirements.
Abstracts and Forms
Abstracts and forms are used to publish information on upcoming sourcing events. This information is available publicly without the supplier needing to sign into the system. Each entry created in the forms region is a combination of the federal standard form, and the document format in which that form can be printed. An XML template is associated with each row for printing.
An abstract is a summary or synopsis of a negotiation. It usually contains information such as the goods or services being purchased, whom to contact for more information, and the open and close date. An abstract may even contain a PDF version of the solicitation for the supplier to download. Abstracts are presented to suppliers on the buying organization's external website. Suppliers can view the details about solicitations and determine if they are interested in participating without having to log in to the sourcing application.
A form captures information from the buyer in a similar fashion as an abstract but rather than publishing data to the buying organization's website, this information is captured in an XML file that can be transferred to FedBizOps. The forms that are created with Oracle Sourcing are modeled so that the data collected matches their requirements. The buyer can then generate the appropriately formatted XML file and send it for publishing to FedBizOps.
These abstracts and forms are used for posting to FedBizOps.
For more information on Abstracts and Forms, see: Abstract and Forms
Notes and Attachments
You can use notes and attachments to supply suppliers and internal users additional information on this negotiation. The Attachments region enables you to attach various types of files to the solicitation header – including the ability to annotate the solicitation with a note. Click Add Attachment to open the Add Attachment page and specify the type of attachment you would like to use: Desktop File/Text/URL or From Document Catalog.
Select a Category from the list of values. The Category defines the purpose of an attachment to aid your department in identifying or grouping the attachments, and controls which users can access it. You can choose from:
Internal to Sourcing - these types of documents are internal and not accessible by suppliers.
Miscellaneous - these types of documents are internal and not accessible by suppliers.
To Approver - these types of documents are internal and not accessible by suppliers.
To Buyer - these types of documents are internal and not accessible by suppliers.
To Payables - these types of documents are internal and not accessible by suppliers.
To Receiver - these types of documents are internal and not accessible by suppliers.
To Supplier - these types of documents are accessible by suppliers.
Select the attachment Type. You can choose from:
File - specify a file name to upload. Enter the file location, or use the Browse button to locate the file.
URL - enter the URL for a Web page.
Text - Enter text that is less than 2000 characters. If the text you want to attach is more than 2000 characters, upload it in a file.
From the Document Catalog:
Use the Search regions to query existing documents.
Select the Document Name link to view a document before attaching it.
Select the document(s) to attach.
Click Apply.
When you create a new solicitation, the application automatically displays the addresses for the Issuing Office, COTR Office, Requesting Office, and the Property Administration Office.
Each address row consists of the following information: Address Details, Address Type, Location Address Code and Contact.
Issuing Office: The Issuing Office is responsible for completing the award. The Issuing office is also often used as a reporting field to aggregate spending or contract actions, workload, etc. across organizations. Changing the Issuing Office from the original award changes the value for the conformed award. The address detail elements of the Issuing office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, Country.
Contracting Officer's Name enables you to enter the Contact details for the Issuing Office - the name of the individual responsible for the contracting action. This field prints on each standard form in the Printed Name block next to the signature block depending on the form selected. The Contact details are: Name, Title, Phone Number, Email Address. This is the name of the contracting officer who is serving as signing authority for the award.
If you are entering the information via interface or migration, you can enter the name of the Contracting Officer even if it is not associated to a user name.
COTR Office: The COTR is the Contracting Officer Technical Representative – a stakeholder who has responsibility around the contract. Within the system, a COTR's duties could include accepting deliverables under the contract, receiving notifications related to the contract.
During the creation of the solicitation or award, the buyer decides if a COTR is necessary for the procurement and, if required, selects an appropriate COTR and COTR address. Subsequent tasks such as approval of invoices and acceptance of services or similar items may be given to the COTR. The address detail elements of the COTR Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, Country. You can enter a default COTR office that will populate the award upon creation but can be changed later. The COTR address details remain as is, when the award is finally approved.
COTR Contact Name field enables you to enter the Contact details for the COTR Office. The Contact details are: Name, Telephone Number, Email address.
The COTR Office Address and COTR Contact details may be changed anytime without a modification.
Requesting Office: The Requesting Office is the office where the purchase requisition originates. The buyer who is assigned the requisition uses the address to know whom to contact in the case the requisition needs to be revised or questions arise. It can also be used in reporting to know how much business is coming from the different offices. This office information is usually entered on the originating requisition and is passed on to the solicitation and then to the award. The address detail elements of the Requesting Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country. The Requesting Office details are defaulted from the purchase requisition (or solicitation). The address details are retained as is, when the award or modification is finalized.
Note: When creating an award with a reference to a purchase requisition, if there are lines from different requisitions, then the Requesting Office address from the earliest created requisition is used.
Requesting Office Contact Name field enables you to enter the Contact details for the Requesting Office. The Contact details are: Name, Telephone Number, Email address.
Property Administration Office: The Property Administration Office is responsible for maintaining and tracking any government property that may be acquired or used as part of the resulting contract.
When the solicitation or award is created, the buyer checks if the line item uses government property or acquires government property, and if required, selects the appropriate property administration office and contact.
The address detail elements of the Property Administration Office are: Office Name, Address Line 1, Address Line 2, City, State, Postal Code, and Country.
A default Property Administration Office value populated the field, however this information can be changed anytime prior to the approval of the award.
After you have entered the solicitation header, click the Addresses link to access the Addresses page associated with the solicitation.
Click Show to view the details of the address. Alternatively, choose another location and address code to associate with the solicitation.
Search and associate a contact with the solicitation.
See: Addresses, Oracle Contract Lifecycle Management for Public Implementation Guide for more information on how to implement addresses.
When you create a new solicitation, or edit a draft negotiation, you must identify the goods or services you want to purchase or for which you want quotes. To do this, you can use Contract Lines and Sublines. Sub-lines or SLIN represent the sub-line in a Contract. Contract sub-lines provide flexibility to further identify elements within a contract line item for tracking performance or simplifying administration.
Every solicitation line is automatically numbered, however you can change the numbering of a line. The Contract Line (CLIN) and Sub-line (SLIN) structure is used in all CLM solicitation documents, including modifications and amendments to solicitations. Contract Lines or CLIN capture information about the item or service to be acquired as separate contract line items. A Contract Line (CLIN) can be a priced line or an informational line. Similarly, Sub-Lines, which are used to capture additional information about the CLIN, can be priced sub-lines or informational sub-lines.
CLIN numbers are always 4 digit numeric values that fall in the range 0001-9999. Duplicate numbers are not supported by the system and an error message displays if a duplicate number is found. A segment with 4 digit numeric values from 0001 – 9999 is defined for each document. The numbers are sequentially generated.
SLINS are Sub-lines that use a 6-character numbering format – numeric or alphanumeric. The first 4 digits of the SLINs are populated with the parent CLIN number. The next 2 digits are automatically generated, based on whether the SLIN is a Priced sub-line or an Informational sub-line. You cannot update SLIN numbers. If the SLIN is Informational, the last 2 digits are always numeric values in the range 01-99. If the SLIN is Priced, the last 2 digits are always alphabetical values ranging from AA to ZZ (except the alphabets I and O which are not used in number generation at all).
Lines are usually Quantity Based (for items/supplies) or Amount Based (for services). Depending on the Line Type that is selected, the Item/Job field is enabled (for Quantity Based types) or disabled (for Amount Based types).
You can choose to create an option line on a solicitation document that you intend to exercise at a future point in time. Instead of modifying the source document at a future date, you can enter the anticipated options on the original award.
See: Contract Line / Sub-Line (CLIN / SLIN)
See: Options
To add lines online:
From the navigation bar in the top left corner, click Lines.
On the Create Solicitation Lines page, select how the line will be ranked and how the ranking will be displayed.
If you wish to score and weight your lines, select Multi-Attribute Scoring as the Ranking type. Also specify the ranking display method and whether to display the scoring criteria to suppliers based on the line level attributes.
Your Sourcing Administrator would have defined the default types of cost factors available to negotiations, however, you can override this value if you wish to use different types of cost factors.
Select the Suppliers see their offer price transformed check box to enable suppliers to view how a price change affects their bid.
If the document outcome for your negotiation is an award, and you wish to use price breaks, you can specify a default price break type for all negotiation lines by selecting a value from the Price Tiers menu (the initial default for this menu is defined by the Sourcing Administrator). You can override this value at the line level as necessary.
None - no price breaks will be used
Required - Suppliers must respond to your price breaks and cannot add or modify them.
Optional - Supplier do not have to respond to your price breaks. They can also modify the price breaks you specify, and/or add their own.
Add your negotiation lines by selecting the appropriate method from the Actions menu. You can Create a CLIN, Create a Line from a Catalog, Create a Line from Favorites, Import Lines, and Delete all Lines. Select the appropriate entry from the Actions menu and click Go.
Click Organize Lines to move lines and sub-lines in different ways to recreate your CLIN/SLIN structure. Choose the relevant option from the Select Actions list on the Organize Lines page. You can Move Before a selected line or Move after a selected line. For example, if there are 5 CLINs, CLIN 4 can be moved to position 1, in which case, CLINs 1 to 3 will be pushed down by one position and CLIN 5 will retain its position. You can also move a selected line as a Sub-line under a selected line. For example, a SLIN is added to a different CLIN, or a SLIN is taken out of a CLIN and made into a CLIN. You can also add a SLIN to the CLIN. You can add a priced CLIN to an informational SLIN. You can add an informational CLIN with priced SLINS. However, you cannot have priced CLINs containing priced SLINs.
Click Delete to delete a line from the solicitation.
Click Copy to duplicate the selected line and place it below the original line. You can then view the Update Line page and enter/edit additional line information.
To add an independent CLIN:
On the Lines: Create Line page, provide the following information. *Indicates a required field :
Line By default, this field displays a line number. You can edit this number only when the document is in Incomplete or Draft status. Once the document is submitted for approval or approved, you cannot edit the CLIN numbers.
Line Type The available line types are defined in Oracle Purchasing, broadly classified as Quantity Based or Amount Based. The line type determines whether this is a quantity-based line, such as 50 laser printers, or an amount-based item such as consulting services. The choice of line type determines the fields you can enter for the line.
To change the line type, select the line type you want and click Go. The page refreshes and the fields available for the line reflect the line type you select. If a solicitation was created AutoCreated from Document Builder, the line type value is carried from the backing requisition and is display only.
Select the Informational check box to indicate that the line is an information line.
Item, Rev The number and revision for this item. If this document was AutoCreated from Document Builder, these values are carried from the backing requisition line and are display only. If you are entering an item in Sourcing, you can enter item information directly or search for items from the Item Master.
*Description A text description of the item. If the solicitation was created from a backing requisition, the description is carried from the backing requisition and is display only. If the item was selected from the Master Items directly from Sourcing, the description from the Master Items will default.
*Category The group within the Item Master to which the item belongs. The default category value is based on line type. If the solicitation was created from a backing requisition, the category value is carried from the backing requisition line item and is display only. If you searched from Sourcing for an item from the Item Master, the category value defaults to the category for the item and cannot be updated.
Unit of Measure Unit of measure in which you plan to purchase your item. The system recognizes the UN standardized unit of measure codes. If you selected an amount based line type above, the default for this field is set by the Sourcing Super User. If the solicitation was AutoCreated from a backing requisition, the unit of measure value is carried from the backing requisition line item and is display only. If you selected the item from the Item Master directly in Sourcing, the UOM values available to you are only those appropriate to the item.
Contract Type Select the Contract Type applicable for the solicitation. IDC (Indefinite Delivery Contract) is not applicable for Requisitions and Purchase Orders. The Contract Type LOV contains all the Contract Types that can be used for that Line Type. If you select Quantity Based Line Types, the LOV for the Contract Type displays only those Contract Types that don't depend on any pricing attribute other than Quantity and Unit Price for the price calculation.
Cost Constraint Select the cost constraint to use. A Cost Constraint is an indicator at CLIN/SLIN level that controls the pricing or the document printing behavior for that CLIN/SLIN. You can choose from:
Catalog - Use this to identify that the price is based on the vendor’s catalog pricing.
Estimated - Use this when the exact quantity of supplies or services is not known. For example, a Requirement Type contract or a Labor Hour/T&M services contract.
Fabrication Cost - Use this in major system/supply contracts to indicate the price for fabricating or assembling the system not including the incorporated Government Furnished Materials (GFM).
No Charge - Use this to identify an item that is normally priced, but for which the vendor is not charging. For example, shipping and handling charges on a catalog item purchase.
Not Separately Priced - Use this for line items in which the price of the information described on the line is included in the price for other lines. For example, a line describing a monitor that is included in the price of a PC that is priced separately on another line.
Not to Exceed - Use this when the exact quantity of supplies or services is not known and the government desires to set a ceiling on the maximum value, such as in a Labor Hour/T&M services contract.
To be Negotiated - Use this for line items that have not yet been priced and will be priced at a later time. You can use this for letter contracts, in contract modifications, or for option line items.
*Quantity Number of units of the item you want to purchase. This is applicable only for goods-based lines.
Unit Price Enter the unit price for an individual unit.
The application automatically calculates and displays the Extended Price based on the unit price and the quantity.
Extended Price This field displays the value of the quantity multiplied by the unit price. The Extended Price is a calculated field, it displays the formula that went into the price calculation as a caption below the Extended Price value.
You can open the Pricing Details popup window called for Amount Based Lines. This popup enables you to input the values for the pricing elements and calculates the line amount. The pricing elements that are derived from the calculation logic are view-only fields and you cannot update them. The popup has a Calculate button to calculate the final price (Total Amount) and any other calculated pricing elements.
See: Pricing
Currency and Price Precision This is the functional currency for your operating unit and the price precision you selected when you created your negotiation header. You cannot change these values .
Total Start Price/Unit The total price at which responding for one unit of an item must begin. A start price is not required, but if the buyer specifies one, all responses must be equal to or below the Start Price. If the negotiation was created from backing requisitions, the start price defaults to the lowest requisition price of all requisitions for that item. However, if the line type is amount-based, the start price defaults to the requisition quantity.
Total Target Price/Unit Total price you hope to get paid for one unit of your item. Select the Display to Suppliers check box if you want the participants to see your target price.
Total Current Price/Unit Total price you are currently paying for the item. The current price is used to calculate negotiation performance used for savings calculations in the application.
Note: Suppliers are never able to view the current price.
Need-By From/Need-By To Select the dates necessary to specify when you need to receive the item. If you supply values for both fields, you specify a time window (inclusive of the end date). If you leave both fields blank, there is no time constraint on receiving the item. A value in Need-By From with no value in Need-By To indicates the date on or after which you need to receive the item. A value in Need-By To with no value in Need-By From indicates the date on or before which you need to receive the item. You can use the pop-up calendar to pick your dates. If the negotiation was created from a single backing requisition, the Need-By From and the Need-By To fields are set to the requisition need-by date. If the negotiation was created from multiple backing requisitions, the Need-By From field defaults to the earliest requisition line's need-by date. The Need-By To field defaults to the latest requisitions need-by date.
If you source for an item (as opposed to sourcing for a category), Need-By date(s) are required.
Additional Item Information Use this region to enter additional information about the item. The details you can enter include NSN, Drawing Number, Serial Number, Piece Number, Model Number, Specification Number, Manufacturer Name, Manufacturer Part Number, Product/Catalog Number, and Supplier Part Number.
Federal Customer Designation Use this region to enter federal customer designation details. The details you can enter are MDAPS/MAIS, NAICS, Customer Project Code, Program Code, FSC/PSC, and Customer Project Text.
Inspection Information Enter details of inspection information such as Inspection Responsibility, Inspection Location, Inspection Level, and Inspection Address.
Additional Shipping Information Use this region to enter details of shipping information such as FOB Code, Shipment Mode, Charge Shipping To, MILSTRIP Code, Additional Marking Text, Transportation Control Number, Transportation Priority, Precious Metal Code, and HAZMAT Code. The Ship-to Address displays.
Attributes Attributes are used to describe the good or service being purchased. They identify characteristics which will negotiated on in addition to item price. To add attributes, click Add Another Row or Add Attribute List. In a Multi-Attribute Weighted Scoring negotiation, you can assign weights and scores to attributes.
Note that depending on how your system is set up, if the outcome of this negotiation is a purchase agreement item descriptors assigned to an item in the Item Master or the Unified Catalog may be automatically added as Attributes for that item. These attributes are assigned to the default Attribute Group, but you can modify that if necessary. If the system is set up to not automatically add descriptors as Attributes, you can add them yourself by clicking Add Catalog Attributes. On the Search and Select: Add Catalog Descriptors, click Go to see all the descriptors defined for that item, or enter a search value to see only those descriptors whose name or description begin with those characters.
Price Breaks (award or IDVs only)
Enter price break information to negotiate a pricing structure with your supplier based on quantity, ship-to location, and effective-date values.
Cost Factors Cost factors allow you to capture additional item costs such as freight or special charges.
Note and Attachments Optional information you can provide to users of your document.
When you have finished entering your line information, click Apply. You return to the Create: Lines page and the line you just entered appears in the Lines table. To enter another item online, click Go. Follow the preceding instructions. Note that if your negotiation is a large or very large negotiation, you only see the line(s) you just created in the Lines table (if you used spreadsheet upload, or added lines from the Catalog or your Favorites, you could have created multiple lines). To display more lines, you must use the Search facility.
To bulk load lines from a spreadsheet:
Select Import Lines to add lines to a negotiation.
On the Lines: Import Spreadsheet page, click Export.
Save the .zip file to a convenient location on your machine.
Open the Instructions file (the .htm file) and follow the directions to complete the template.
When you have completed the template, return to the Lines: Import Spreadsheet page, navigate to the location of your completed spreadsheet file, and click Import.
If there are errors with the upload, error messages are displayed describing the errors. For each error, the message will indicate the spreadsheet line, the column, and a description of the error. Access the spreadsheet, correct the errors and try uploading again.
If the upload is successful, the lines that you have uploaded are listed on the Create: Lines page.
When the upload has completed, the lines that you have uploaded are listed on the Add Lines page.
You can edit or delete existing lines by selecting a line and clicking the appropriate button.
You can still enter additional lines online.
If you created the negotiation using a spreadsheet, any spreadsheet item category values take precedence over item category values defined for the negotiation template.
If you used a negotiation template, any item attributes defined to the template are added to any item attributes defined in the spreadsheet. If the same item attribute is defined in both places, the spreadsheet value takes precedence.
You can use a spreadsheet to upload item attributes and price factors.
When you create a new solicitation, you set response controls to determine the negotiation duration, participants, responding frequency, open and closing times and many other variables.
After you have entered the solicitation header, and added lines, click the Controls link to access the Create Controls page for that negotiation. Complete the following fields as appropriate for the solicitation type. You must have created your solicitation header before you can create controls. Note that for fields where you enter a date and time, the default time value the system uses is the time when you entered a value in the field. You can edit the value to change the time if needed.
Preview Date Use the pop-up calendar to specify a date/time after which the negotiation information can be accessed by potential suppliers. They can view the negotiation's details but cannot place responses.
*Open Date Use the pop-up calendar to select the date/time after which all eligible suppliers are allowed to participate in the negotiation or choose to open the negotiation immediately.
*Close Date Use the pop-up calendar to select the date/time when the negotiation will be closed. Once closed, no further responses may be accepted. If you allow the control manual close/close early, the negotiation can be closed prior to the defined close date. If you allow the control manual extend, the time limit for the negotiation can be extended past the original close date. When you extend a negotiation you specify the new close date. The Close Date cannot be later than the Need-By Date.
Award Date Use the pop-up calendar to select the date/ time when you anticipate announcing the winner of the negotiation. This is displayed to the respondents.
Restrict to invited suppliers You can allow all suppliers to respond to the negotiation or you can specify that participation is by invitation only.
Note:If you specify that participation is by invitation only, you must invite at least one supplier to participate.
Allow supplier to select lines on which to respond You can allow participants to respond to individual lines(s) in the negotiation, or specify that they must respond to all lines in the negotiation .
Display best price to Suppliers You can allow participants to view the best price for the solicitation.
Require full quantity You can specify that participants must submit responses for the full quantity specified in the line. Alternatively, participants can submit responses for partial quantities. If you have weighted and scored the quantity attribute, you must set this to No .
Allow multiple responses You can specify that respondents must submit a single, best response in the negotiation, or may submit multiple responses during the negotiation open period.
Require award approval You can choose to require the award decision to be approved before a purchase order can be generated. The approval chain can use both the Employee/Supervisor or the Position Hierarchy structure defined in Oracle Approvals Management.
Allow manual close before the Close Date You can choose to allow the negotiation to be closed before the close date. Otherwise, the negotiation cannot be closed until the close date and time specified above .
Enter the number of copies to submit in the Submission Rules region.
If Oracle Procurement Contracts is installed and licensed, then as a Contract Expert, you can create contract terms and apply them to your negotiation . You can use contract terms to specify legal and other requirements for your negotiation. Using contract terms is an easy way to create and maintain standardized contract text which can be customized as needed. You need the Contracts Terms Library Administrator responsibility to create and maintain clauses and contract templates in the Contract Terms Library. You need the Manage Contract Terms responsibility to create and maintain contract terms on negotiation documents .
To apply contract terms to your sourcing document:
On the Create Solicitation page, click Contract Terms in the navigation bar at the top left side of the page.
On the Create Solicitation: Define Contract Terms page, search for and select a contract template from the list of values. See the Oracle Procurement Contracts online help for information on using contract templates.
Click Apply Template.
You can edit the clauses applied by the template as needed. You can add, delete or modify text. See the Oracle Procurement Contracts online help for instructions on modifying clauses.
Note: If you require any amendment clauses, then indicate the clause as specific for Modifications or Amendments at the time of creating the clause to incorporate these into the Solicitation Amendment. Amendment clauses are clauses that apply to the amendment but are not a part of the conformed copy of the solicitation.
Select Validate from the Actions menu to verify the validity of the contract terms you are defining. If you receive any error messages, you must correct them and validate again.
When you have completed your contract terms, continue by either clicking Suppliers to define a supplier invitation list, or clicking Review to inspect the negotiation prior to publishing it.
Inviting suppliers
After entering your solicitations header, lines, and any response controls, you can create a participants list on the Create Solicitation: Suppliers page:
Select how you wish to search for suppliers:
Click the Add Supplier to search for and add suppliers to your invitation list. You can add approved suppliers and/or prospective suppliers (suppliers whose registration requests have not yet been approved). You can also search based on advanced criteria such as Approved Suppliers List, Business Classifications, and Site Details criteria.
See: Supplier Site, Oracle Contract Lifecycle Management for Public Sector Purchasing User Guide for more information about business classifications and site details.
Click Add Invitation List to apply a predefined list of suppliers. Search for and select the Invitation List you want to apply. You can use the same list for different negotiations.
From the search results, select the suppliers you wish to invite and click Add to Invited Suppliers. You can continue to search and add additional suppliers.
You can click the Register New Suppliers button to create a registration request on behalf of a new supplier (if you have the authorizations, you can both register and approve the supplier). The prospective supplier is added to the invited suppliers list.
Once you have added all your suppliers, click Apply. You return to the Create Solicitation: Suppliers page.
If there are multiple supplier sites (Supplier Site is another term for Address Name), select the specific site you wish to invite to the solicitation. Users at different sites for the same supplier can each submit a response.
If there are multiple contacts for each site, select which contact you wish to notify about this solicitation from the contact list. Additionally, if you know the e-mail addresses of any other contacts at the company (including possibly a distribution list), you can enter it in the Additional Contact Email field (approved suppliers only).
If the contact is specified in the Additional Contact Email unregistered, a notification is sent to invite the contact to register and participate in the negotiation. The supplier user receives an email notification with the negotiation invitation and a link to access the user registration page. Once the registration request has been approved, the user can participate in negotiations.
Note that if you added a line from the Catalog or one of your Favorites Lists, there may be a supplier associated with that item. If so, that supplier has been added to your invitation list and you must select a contact.
The system sends notifications to the invited suppliers providing them details of the solicitation.
Registering Suppliers
If you know the necessary information about a supplier, you can register that supplier directly through Sourcing. The supplier then shows up as a prospective supplier and can be added to an invitation list using the directions above. A registration request is generated for the invited supplier user. Once the registration is approved, that supplier user can respond to the negotiation. If you have the necessary authorizations, you can both register and approve the supplier. The supplier user shows up with the address added as an RFQ-only site for the supplier.
Note:You can also invite and register additional suppliers while the negotiation is in progress. Your invitees will receive email notifications inviting them to participate once the negotiation is successfully submitted.
If any members of the collaboration team are designated approvers, you must obtain their approval on your solicitation document before you can publish it. All approvers must approve the document. Once you submit your document for approval, the approvers are sent notifications requiring their interaction. An approver can approve the negotiation document or reject it, in which case you receive a notification of the rejection. The rejection notification may include a request for more information or additional information explaining the reason for the rejection.
To submit a solicitation for approval:
Create your negotiation. On the Create Solicitation: Header page ensure that all necessary approvers are included on the Collaboration Team and marked as Approvers.
Enter the other details to create your negotiation.
From the Actions menu, select the appropriate action. You can choose from Printable View, Online Discussions, and Save as Draft.
On the Create Solicitaion: Review page, click Submit for Approval.
Optionally enter a note to the approvers. Otherwise click Submit.
During the approval process, you can view a table displaying the events that have occurred concerning your approval submission. These include your initial submission and any approvals or rejections your document has received.
To view the approval status of a solicitation document:
Access the document (the document will be in Draft status)
On the Manage Draft Negotiations and Amendmentspage, select the negotiation and click Review and Submit.
On the Create Negotiation: Review page, select View Approval History from the Actions menu and click Go.
Once all approvers have approved the document, the Publish button becomes available on the Create Solicitation: Review page. Click Publish to open the negotiation for preview or responding.
As a Contracting Specialist/Contracting Officer, you may want to view and print the PDF of a Solicitation. You can create solicitation documents in the system and specify the applicable standard form to capture the necessary data. The standard forms for the solicitation are SF18, SF33, SF1449, SF1447, and SF1442. The SF18 is used to request quotes for simplified purchases, the SF1449 is used for commercial items purchases (simple or complex), the SF1442 is used for construction purchases, the SF33 is used for other purchases. The document formats for solicitation are UCF (Uniform Contract Format) and COM (Commercial). The format in which the document prints depends on the standard form and document format you chose when creating the solicitation header.
To print a draft PDF:
Search for and select a draft solicitation.
Click Review.
Select View PDF from the Actions list.
Click Go. The PDF document displays. This document contains the specific standard form and document format you specified when creating the solicitation. The printable PDF of the solicitation is marked as Draft. Print the PDF.
To print a published PDF:
Search for and select a published solicitation.
Select View PDF from the Actions list.
Click Go. The PDF document displays. This document contains the specific standard form and document format you specified when creating the solicitation. Print the PDF.
Printing Solicitation Amendments
You can print individual solicitation amendments on a standard form SF30 including the system generated change statements that reflect the additions, changes and deletions made in the amendment (from the previously-conformed solicitation).
You must print a draft solicitation amendment to enable the contracting officer to view the official document (so that they can update it as required prior to approval).
See: Creating a Solicitation Amendment
Printing Conformed Solicitations
You can print the conformed solicitation on the applicable standard form including both the latest summary level and all of the associated line item information. The conformed copy is point in time view of the solicitation with all the amendment changes applied.
See: Conforming a Solicitation Amendment
A sourcing event is group of related solicitations. You may want to create a sourcing event if you need to monitor several related solicitations as a group rather than individually. You may also want to create an event if you want to encourage respondents to participate in multiple, similar solicitation.
To use events, you first create an event. Once the event is created, you can associate negotiations with the event while creating the negotiation on the Create Header page. You can continue to associate negotiations with the event until the event's inactive date is reached.
To create a sourcing event:
Click Event under the Create area of Quick Links on the Negotiations Home page.
On the Create Event page, enter a title, description, and an inactive date. Your event is opened as soon as it is created. You can then start associating solicitations with it. You can continue associating solicitations with the event until its inactive date is reached .
Click OK. This takes you to the Manage Events page.
To manage a sourcing event:
Click OK on the Create Event page, or Events from the Manage area of Quick Links on the Negotiations Home page to navigate to the Manage Events page.
To see event details, click the event number link.
To see the negotiations associated with the event, select the event and click View Negotiations. Note that any draft negotiations associated with this event are not shown.
To cancel an event, click Cancel. You have the choice of canceling only the event or canceling the event and all negotiations associated with it as well.
To modify an event's information click Update Event. On the Update Event page, you can modify the description and inactive date. Note that you can move the inactive date forward in time to extend an event. You can also move an inactive date backward although not prior to the current date/time.
Deliverables are additional requirements which must be provided by a supplier as part of the solicitation process. For example, a buyer may ask a supplier to provide copies of personnel certification, a detailed project plan, or delivery schedule before the buyer will consider finalizing a contract with that supplier. If Oracle Procurement Contracts is installed and licensed, you can create and manage deliverables for your solicitations .
At any point in time, you may have many solicitations in progress, some of which will require deliverables. You can easily view the status of all your deliverables. This allows you to quickly pinpoint any solicitations that are at risk because a deliverable has not been provided.
To view and update your deliverables:
Click "Deliverables" under Manage in the Quick Links section of the Negotiations Home page.
On the Manage Deliverables page, enter enough search values to restrict the results to the deliverable(s) in which you are interested.
When results are displayed, scroll if necessary to find your deliverable.
To see information on the deliverable, click the entry in the Deliverable Name column.
To see information on the negotiation to which the deliverable is assigned, click the entry in the Document Number column.
See the Alert column for important information on the deliverable's status.
To update the information on a deliverable, click the Update icon. On the Update Deliverable page, you can perform the following modifications (note that changes to the deliverable status are tracked and can be displayed):
Change the deliverable status.
Modify or delete an existing attachment, or add a new attachment.
When you are finished updating the deliverable information, click Apply .
You can use Oracle Sourcing's advanced supplier search facilities to search for suppliers based on a single or a complex combination of search values. Using Sourcing's Supplier Research capabilities, you can search supplier information contained in supplier profiles, the Approved Supplier List, or the history of recent sourcing transactions.
Using Supplier Research
You can use the Supplier Research feature to identify suppliers to add to a solicitation or a reusable invitation list you are creating. You can search for a particular supplier by name or use other search criteria to identify a single supplier or a group of suppliers. As you identify appropriate suppliers, you can add them to an invitation list and then apply the list to the solicitation you are creating. You can also save the list to apply to future solicitations.
You can also conduct in-depth research on recent sourcing transactions that you have conducted with a particular supplier. You can search the supplier's profile, see the supplier's recent transaction history, and view Approved Supplier List or contact information for that supplier.
Identifying Suppliers
There are several methods you can use when searching for a supplier or group or suppliers. You can use a single search value or a combination of multiple search criteria to tailor your search as broadly or narrowly as needed. You can also combine the multiple search types discussed below:
You can search for a specific supplier by supplier name (including the use of wild cards).
You can search supplier profiles, the Approved Supplier List, and/or recent solicitations history by an item category or a commodity value (A commodity is a group of item categories).
If you search supplier profiles, you see all suppliers whose Products and Services section of their supplier profile indicates that they can provide the item category or commodity.
If you search the Approved Supplier List, you see all supplier who are approved to supply the item or item category.
If you search the Solicitation History, you see all supplier from whom you have recently sourced for the item category or commodity.
When using category or commodity searches in the Approved Supplier List, you get a match on any supplier associated with an item defined to that category, or an item defined to a category that is defined to that commodity.
Note: The time period for which transaction information is kept can be defined by the System Administrator.
You can perform complex, detailed searches on Approved Supplier List or Business Classification information.
Approved Supplier List searches are performed within a particular inventory organization. You can search by item name or description. You can search for suppliers with a particular ASL status. You can also search for suppliers who are distributors of a particular manufacturer.
You can search Business Classifications to find suppliers with a particular legal or ownership status.
To search by supplier name:
On the Supplier Research page, enter the name (or initial part of the name) for the supplier in the Supplier Name field and click Search.
To add a supplier to a solicitation's invitation list, select the supplier(s) from the search results display and click Add to Invitation List.
To view supplier information, click the supplier name link.
To search a supplier's profile, the Approved Supplier List, or transaction history using a category or commodity:
Select either Commodity or Category.
Enter a commodity or category value, or use the flashlight icon to search for and select a value.
Select any combination of Supplier Profile, Approved Supplier List, and/or Solicitation History.
Click Search.
To search the Approved Supplier List or Business Classifications information:
If the ASL and Business Classifications search fields are not already displayed, click "Show ASL and Business Classifications Criteria."
To search the Approved Supplier List:
Select an inventory organization from the drop down menu.
Enter a search value for one of the ASL search fields, or use the flashlight icon to search for and select a value.
Note: Searching by Item Description displays approved suppliers of any items whose item description includes the text you enter. searching by Manufacturer displays any suppliers who are defined as distributors for that item. Use ASL Status to search for suppliers with a particular status, for example, Approved.
Click Search.
To search by Business Classification
From the drop down menus, select all appropriate search values.
Click Search.
Viewing Supplier Information
Once you have identified a supplier in which you are interested, you can view in-depth information on that supplier by clicking its name link.
Transactions History - The Transactions History entries display summary information on recent sourcing and purchasing transactions you have completed with this supplier. The length of time transactions a retained is set by the Sourcing System Administrator.
Approved Supplier List - The Approved Supplier List table shows all items or item categories this supplier is approved to provide. It also shows whether the supplier is a direct supplier or distributor of the item.
Invitation List - Displays all invitation lists that include this supplier.
Registered Users - Displays the users at that supplier who are registered with Oracle Sourcing.
If the majority of the solicitations you create contain the same features - attributes, terms and conditions, participation controls, etc. - you may want to create an solicitation template that you can use each time you create a new solicitation. Using a template saves time by streamlining the creation process. Your solicitation template contains the features that are similar among the solicitations you commonly create. When you create a new solicitation using a template, you simply apply the template to the solicitation, add to and edit details of the negotiation (as necessary), and publish your solicitation.
You can create as many templates as necessary. Since RFIs, and RFQs, are different documents, each type has its own template(s). You can create both "private" templates (templates that only you can view, edit, and use) and "public" templates (templates that all registered users in your company can view and use).
Creating a new solicitation template:
Click the appropriate create link under the Templates area of Quick Links on the Negotiations Home page.
On the Templates page, click "Create New Template."
On the Step 1: Describe Your Template page, complete the following fields (required fields are marked with an *asterisk):
*Template Name
*Access. A template can be designated as either "public" (all Buyers in your company can view and use the template) or "private" (only you can view, edit, and use the template).
Note: In order to create "public" offer templates, you must be assigned the appropriate authorization by your system administrator.
Two-Stage RFQ check box - select this if you evaluate suppliers' offers submitted in two phases: Technical and Commercial. If you select this check box, the application automatically sets the offer style Sealed.
Offer Style - determines the offer style to use for the solicitaiton.
Security Level - determines the security level for the solicitation.
Description
Your template status will default to Active. Active templates can be used immediately to create new negotiations. If you want to change your template's status to Inactive, you must complete and submit your template, then edit your template and select a new status from the drop-down menu at the Status field. Inactive templates will be stored in the system, but cannot be used to create a new offer until you change the status to Active.
Operating Unit - determines the operating unit that can use the template
Outcome - select the outcome of the template.
Contract Template - select the contract template to use.
Solicitation Type - select the solicitation type to use.
Creation Date - displays the date on which you create the template.
Enter the relevant details in the Business Priority and Project Information.
Enter the relevant Competitive Information.
Enter details of the Collaboration Team.
Enter the Terms and Currency details.
Enter Requirements details.
Enter Notes and add Attachments if required.
Click Review.
If you typically invite the same core group of suppliers to many of your solicitations, you can add these participants to a reusable invitation list. An invitation list can help standardize your business practices by ensuring that all appropriate participants are invited to targeted solicitations. You can add an invitation list(s) when creating a new Sourcing document; you can also attach an invitation list(s) to a Sourcing document template.
To create a new invitation list:
Click Invitation under the Reusable Lists area of Quick Lists on the Negotiations Home page.
On the Invitation Lists page, click Create New Invitation List.
On the Create Invitation List page, complete the following fields (*indicates a required field):
*List Name
*Description
*Access - Invitation lists can be public or private. Your new list will default to private. All users in your company with the correct authorizations can view and use public lists; only you can use your private lists. Sourcing Super Users or users with the Manage Invitation Lists authorization can create, edit and manage public invitation lists as well as their own private lists. Only you can create, edit, and use your private lists. The same list can be used for all types of solicitation documents.
Status - Invitation lists are initially created as active. An active list can be used immediately. To inactivate a list, edit the list and change the status to inactive. An inactive list will be stored on the system, but will not be available for use until reactivated. Sourcing Super Users or users with the Manage Invitation Lists job function can create, edit, and manage public invitation lists, including change the access and status.
Click Add Suppliers, then search for suppliers to add to your invitation list.
Select the supplier(s) and click Add to Invitation List.
If the supplier you selected has multiple sites defined in the system, you can choose a specific supplier site to associate with this list (Supplier Site is another term for Address Name).
If you wish to add more suppliers to your list, click Add Suppliers again and follow the perceiving instructions. For a supplier with multiple sites, you can add an entry for each site for that supplier if you choose .
When you have finished adding suppliers, click Submit.
To edit an invitation list you have created:
To edit an invitation list you have created:
Search for the list you wish to update.
On the search results page, find your list, then click Edit. If you are have the Manage Invitation Lists job function, you can edit public lists.
On the Edit Invitation List page, update your list description, status, and access as appropriate. You can also add or delete suppliers.
When you are finished, click Apply.
When you add a line to a new solicitation, you may choose to add one or more line attributes to that line. Line attributes define unique specifications that you set for a negotiation line, and the details that a participant should provide when responding to that negotiation line. Line attributes make your negotiation line more descriptive and can also be used to ensure that all responses submitted for the line include specific details not included elsewhere in the line information.
To create a reusable attribute list:
Click Attribute under the Reusable Lists area of Quick Lists on the Negotiations Home page.
On the Reusable Attributes List page, click Create Attribute List to create a new attribute list and complete the following fields (*indicates a required field):
Name* - a name for the attribute list.
Description - a description of the attribute list.
Status - the status of the attribute list. By default, this is active.
Enter the following details in the Attributes region:
Attribute - enter a name for the attribute.
Group - select the group to which the attribute belongs.
Attribute Type - select a value from the list to indicate if the attribute is required, display only, or optional.
Select a Value Type for the attribute. You can choose from Text, Date, Number, and URL.
Enter a Target Value for the attribute.
Select the Display Target check box if this information should be visible.
Click the Score icon to indicate a score for the attribute.
Click Delete to delete the attribute.
Click Apply when you are done.
To update a reusable attribute list:
Click Attribute under the Reusable Lists area of Quick Lists on the Negotiations Home page.
On the Reusable Attributes List page, search for the Attribute List to update.
Make the required updates and click Apply when you are done.
You can request that participants in your solicitation rovide high-level information beyond simply information provided for each solicitation line. This high-level information often solicits details about the supplier company itself. Note that participants could be both external, such as the suppliers themselves, or internal, such as approvers. Such high-level pieces of information are referred to as Requirements for the solicitation.
To create a reusable requirement list:
Click Requirement under the Reusable Lists area of Quick Lists on the Negotiations Home page.
On the Reusable Requirement Lists page, click Create Requirement List to create a new requirement list and complete the following fields (*indicates a required field):
Name* - a name for the requirement list.
Description - a description of the requirement list.
Status - the status of the requirement list. By default, this is active.
Enter the following details in the Requirements region:
Select a requirement and click Add Section to add a new section to the list.
Select a section to and click Add Requirement to add a requirement. Enter the required details such as the properties, values, and value sets, and response values.
Click Apply when you are done.
To update a reusable requirement list:
Click Requirement under the Reusable Lists area of Quick Lists on the Negotiations Home page.
On the Reusable Requirement Lists page, search for the requirement list to update and make your changes.
Click Apply when you are done.
Reusable cost factor lists allow you to group several cost factors which are related or are typically used together. For example, you might create a cost factor list identifying normally expected transportation costs, for example, freight charges or import duty fees. Or you might create a list that identifies additional services such as consulting or training that will be required by a particular negotiation item. Once you have created a cost factor list, you can apply that cost factor list to any negotiation containing items to which those cost factors are applicable. You can create new cost factor lists or edit existing lists.
You must be assigned the Create Reusable Cost Factor Lists job function to create these lists.
To create a new cost factor list:
Click the Cost Factor link under Reusable Lists on the Quick Links section of the Negotiations Home page.
On the Cost Factor Lists page, click Create Cost Factor List.
On the Create Cost Factor List page, enter the following information:
List Name - You can enter up to 80 characters for the list name, but it must be unique among cost factor lists.
Description - You can enter up to 240 characters for the list description.
Status - The default status is Active. If you select Inactive, this list cannot be applied to any negotiation.
From the Cost Factors menu, select the cost factor you wish to add and click Add to List. To add additional cost factors, select the and click Add to List. Continue until you have added all the you need. After you have added the last cost factor, click Apply. If you wish to delete any from the list, select the cost factor and click Delete. Clicking Cancel discards any changes you have made, and returns you to the Cost Factor Lists page.
Note: You cannot add inactive cost factors to a cost factor list, but if a cost factor in a list is made inactive, an error message displays. You must remove the element from your list, activate it, and then add it to the list again. A cost factor list is also validated when it is applied to a negotiation.
To edit a cost factor list:
Click the Cost Factor link under Reusable Lists on the Quick Links section of the Negotiations Home page.
On the Cost Factor Lists page, search and select the list you want to edit. You can search for a particular price list by :
The list name.
The first few words of the list description.
The list status (Any, Active or Inactive).
The name of any cost factor defined to the list. (This returns all cost factor lists using that price element.)
When you have entered the search data, click Go.
The search results display any cost factor lists matching your search criteria.
To edit the list, you can either click the cost factor list name link, and click Update.
On the Edit Cost Factor List page, you can
update the description for the cost factor list.
change the cost factor list status.
add or delete from the list.
When you have finished making your changes, click Apply. The new list is validated. If any are inactive, you receive an error message.
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