Redwood: Create Surrogate Responses

Category managers can now create a surrogate response on behalf of a supplier in the new Sourcing Redwood experience. The surrogate responses can be created from two places when viewing the negotiation:

  • Suppliers section, using the Create Surrogate Response table action.
  • Page level action menu, using the Create Surrogate Response action. In public negotiations which isn't restricted to invited suppliers, use this action when creating a response for a supplier who isn't invited.

Create surrogate response (page level action)

Create Surrogate Response (Page Level Action)

Create surrogate response (Suppliers table)

Create Surrogate Response (Suppliers Table)

First you need to select the supplier details such as supplier, supplier site, and supplier contact, and then create a surrogate response.

Like a supplier response, a surrogate response can be saved as draft before submitting it. You can also use the Respond by Spreadsheet action to download the response template, and send it to the supplier in a negotiation message, and after the updated spreadsheet is received, upload it back to the response.

Select supplier details

Select Supplier Details

Create surrogate response page

Create Surrogate Response Page

You have to select the date when the response was received by the supplier in the Response Received On field. Optionally, you can also add the method by which the response was received.

Create surrogate response 2

Create Surrogate Response 2

You can respond to requirements and the lines on behalf of the supplier and submit the response.

If the negotiation allows multiple responses to be submitted by a supplier, then you can copy existing responses, in active or draft status, to create a new surrogate response.

Revise or copy response

Revise or Copy Response

For two-stage negotiations, you will need to submit surrogate responses in stages. After the negotiation is closed and the technical stage is unlocked, you can create a response for the technical stage by clicking on the Create Surrogate Response: Technical

Create surrogate response for technical stage

Action: Create Surrogate Response in Technical Stage

You will now be able to respond to the technical stage requirements, and add Note to buyer for the lines, but you won't be able to add response prices or dates.

Create surrogate response in technical stage

Create Surrogate Response in Technical Stage

After submitting a technical stage response, the technical stage will be completed and the commercial stage will be unlocked. You can now create a response in the commercial stage. Only responses shortlisted from the technical stages can have commercial stage responses created for them.

Action:Create surrogate response in technical stage

Action: Create Surrogate Response in Commercial Stage

In the commercial stage, you can respond to commercial stage requirements and add response price, promised delivery date, promised ship date, etc.

Create surrogate response in Commercial stage

Create Surrogate Response in Commercial Stage

You can acknowledge participation in the negotiation on behalf of the supplier using the Update Supplier Acknowledgment button in the Suppliers section. Using this action, you can select the supplier details and then add whether they intend to participate in the negotiation, the date when they acknowledged participation and add an optional note.

Acknowledge participation

Acknowledge Participation

If the negotiation was amended, then you will first need to acknowledge the amendments to create a surrogate response. On selecting the supplier contact to create a response, if there are amendments pending acknowledgment, then the panel will show all pending and acknowledged amendments. You will need to add an acknowledgment date and method for pending amendments to create a surrogate response.

Acknowledge amendments

Acknowledge Amendment

If a supplier is unable to submit responses themselves, then you as the buyer can create surrogate responses on their behalf so you don’t miss out on getting the best response for your negotiation.

Steps to Enable

To access the new Sourcing landing page, you must enable the profile option, Redwood Page for Sourcing Overview Enabled (ORA_PON_SOURCING_REDWOOD_ENABLED). By default, this profile option is disabled. If this profile option was already enabled in a prior release, you don't need to enable it again.

To enable the profile option, follow these steps:

1.     In the Setup and Maintenance work area, search and select the Manage Administrator Profile Values task.

2.     On the Manage Administrator Profile Values page, search for and select the profile option name or code.

3.     Set the Profile Value to Y.

4.     Click Save and Close. Changes in the profile value will affect users the next time they sign in.

Tips And Considerations

All surrogate responses created in the classic UI will be available in Redwood. This includes surrogate responses in draft status.

Key Resources

Access Requirements

Users who have been assigned a job role that contains these existing privileges can access the view negotiation page and navigate to other pages or take other actions from this page:

  • PON_VIEW_SUPPLIER_NEGOTIATION_PRIV: Allows users to review a supplier negotiation.
  • PON_CREATE_SURROGATE_SUPPLIER_NEGOTIATION_RESPONSE_PRIV: Allows users to create surrogate supplier negotiation responses on behalf of suppliers.