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Oracle User Guide for Suppliers
Version Date – November 21, 2016
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TABLE OF CONTENTS
Table of Contents .......................................................................................................... 2
Overview – Oracle Sourcing ......................................................................................... 4
Overview - iSupplier ...................................................................................................... 4
Help and Support .......................................................................................................... 5
User Registration .......................................................................................................... 5
Registration through the ALC Supplier Coordinator/Invitation to Register ............................... 5
Prospective Supplier Registration .......................................................................................... 7
Login to Oracle ............................................................................................................ 10
iSupplier and Sourcing Responsibility Matrix .........................................................................11
ALC Sourcing Process Flow ...................................................................................... 12
Using Sourcing ............................................................................................................ 13
Sourcing Supplier ..................................................................................................................13
Home Page ........................................................................................................................13
Negotiation Types .................................................................................................................15
Request for Quotation (RFQ) .............................................................................................15
Respond to RFQ ...........................................................................................................15
Request for Proposal (RFP) ...............................................................................................19
Respond to RFP ............................................................................................................20
Request for Information (RFI) .............................................................................................24
Respond to RFI .............................................................................................................25
Additional Sourcing Activities ................................................................................................26
Online Discussions ............................................................................................................26
Acknowledge an RFX Amendment.....................................................................................27
Update an RFX Response .................................................................................................29
Withdraw an RFX Response ..............................................................................................29
Using iSupplier ............................................................................................................ 31
AL iSupplier Portal ................................................................................................................31
HOME PAGE ........................................................................................................................31
ORDERS ..............................................................................................................................33
PURCHASE ORDERS ........................................................................................................33
AGREEMENTS .................................................................................................................34
PURCHASE HISTORY .......................................................................................................34
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RFQ ..............................................................................................................................35
DELIVERABLES ................................................................................................................35
ADDITIONAL PO RELATED FEATURES ....................................................................................36
PO ACKNOWLEDGEMENT .................................................................................................36
SHIPMENTS .........................................................................................................................37
RECEIPTS .......................................................................................................................37
RETURNS .......................................................................................................................37
OVERDUE RECEIPTS .......................................................................................................38
FINANCE .............................................................................................................................38
VIEW INVOICES ...............................................................................................................39
VIEW PAYMENTS .............................................................................................................39
ADMIN .................................................................................................................................40
GENERAL ........................................................................................................................41
ORGANIZATION ...............................................................................................................41
Overview ...................................................................................................................41
Due Diligence ............................................................................................................42
Environmental Initiatives ............................................................................................43
Escrow ......................................................................................................................43
Supplemental Info ......................................................................................................44
Vendor Performance..................................................................................................44
ADDRESS BOOK ..............................................................................................................45
CONTACT DIRECTORY .....................................................................................................46
BUSINESS CLASSIFICATIONS ............................................................................................46
PRODUCT & SERVICES ....................................................................................................47
BANKING DETAILS ...........................................................................................................48
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OVERVIEW – ORACLE SOURCING
The Oracle Sourcing Supplier module is the new system that the Atlantic Lottery Corporation (ALC) uses for managing all bid opportunities (RFQ, RFP, RFI, etc.). It allows suppliers to participate in sourcing events through a real-time system that is available 24 hours a day, 7 days a week. Benefits associated with using Sourcing Supplier include:
Provides an online tool for the submission of responses to bid opportunities.
All communication between ALC and the suppliers is facilitated and tracked within the system.
Provides suppliers the ability to track their response status and easily amend their submissions.
Eliminates the need to send responses via email, fax or courier.
OVERVIEW - ISUPPLIER
The Oracle iSupplier module is a communication tool that enables the Atlantic Lottery Corporation (ALC) and its suppliers to communicate with each other throughout the procure-to-pay process. Suppliers can now:
View and manage purchase orders, receipts, invoices, and delivery schedules.
The system is available 24 hours a day, 7 days a week. Benefits associated with using iSupplier include:
Offers suppliers an integrated experience by providing access to purchase orders (POs), invoices and payments in one location.
Improved efficiency by decreasing the number of calls between suppliers and Accounts Payable.
Provides a central location for all PO information, and gives suppliers access to historical PO information.
Enhances the visibility of the transactions that occur between ALC and its suppliers.
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HELP AND SUPPORT
The Oracle User Guide for Suppliers and Frequently Asked Questions (FAQ) documents are available at: http://corp.alc.ca/Vendor.aspx. For problems related to using Oracle or logging into the portal, please email [email protected]. To receive all email communication from the Oracle system, users should add - Workflow Mailer [email protected] - to their safe senders list.
USER REGISTRATION
To use the ALC Oracle system for Sourcing and/or iSupplier, users must first be registered. The ALC Supplier Coordinator can invite a supplier user to register; register users directly; or a supplier can self-register using the Prospective Supplier Registration process.
REGISTRATION THROUGH THE ALC SUPPLIER COORDINATOR/INVITATION TO REGISTER
Invited suppliers will receive an email notification from ALC (Workflow Mailer).
To respond to the invitation, click on the Oracle Applications System link in the body of the email. Read the notice on the registration page. If this is acceptable, provide all the information requested on the form and click on Submit. After you submit your information, you will receive a confirmation message.
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Once the registration request is approved, you will receive a message containing your username and temporary password.
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PROSPECTIVE SUPPLIER REGISTRATION
If you have not been invited to register directly by ALC, you are still able to complete the Prospective Supplier Registration. Upon completing the registration, the ALC Supplier Coordinator will review the registration application and either approve for Purchases, Payments and/or RFQ Only (for bid response purposes) or reject the registration application. Reasons for registration rejections include: there is no immediate need to do business with ALC; incomplete registration; and, duplicate registration. Click on this link to access the Prospective Supplier Registration page.
Complete all fields (use ALL CAPS) marked with an asterisk (*). To ensure that your application is complete, include all information available, such as: Tax Country; one of Tax Registration Number, Tax Payer ID or DUNS Number; First Name; and Phone Number. Once completed, click the Continue button.
When you click on a search icon , the system will present another screen where you can select from a list of available values. Simply begin typing the information, click the Go button and the list will be filtered. Once you have identified the appropriate value, click on the icon under Quick Select and the system will automatically populate the field with that value. You may now include additional detailed information to create a company profile.
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To add an address, click the Create button in the Address Book area. The Create Address form appears.
Complete all fields (ALL CAPS) marked with an asterisk (*) as well as any other information available. Other information available includes all non-marked fields.
Note: Address Name will be the same as the City Name.
Click the corresponding checkboxes next to Purchasing Address, Payment Address and/or RFQ Only Address for the address just entered then click the Apply button. If you have a separate address for any of the above 3 options see the Procedure for “Managing Address Book”. Optional - To link an address to the contact person listed, click the Update icon in the Contact Directory area.
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The Address Associations for Contact Screen appears. Click on the Add Another Row icon. Search for the corresponding address for the contact and click the Quick Select icon then click the Apply button.
You may associate Business Classifications to your company by checking the applicable checkboxes next to the applicable classifications. You may also associate Products and Services to your company. Click the Create button under Products and Services. Check the applicable checkboxes next to the Products and/or Services that your company provides then click the Apply button (note: there are multiple pages, continue to click “Next 10” to see additional items). Click the Submit button. You will then receive a message confirming that a request for registering your company has been submitted.
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LOGIN TO ORACLE
Once registered, users can log on to Oracle and view transactions which occur between supplier and ALC or to respond to a bid opportunity.
To login to Oracle, go to URL: https://ebs-ext.alc.ca/OA_HTML/AppsLocalLogin.jsp.
Please add this link to your Favorites for easy access in the future.
Type in the Username and Password sent to you then click on the Login button. Passwords are case sensitive. Do not copy/paste the password.
Note: You will be prompted to change your password the first time you log in to the system.
If you forget your Username or Password, click the Login Assistance button from the login page and follow the instructions on the screen.
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ISUPPLIER AND SOURCING RESPONSIBILITY MATRIX
There are 2 different responsibilities in Oracle that can be assigned to supplier users.
a) AL POS iSupplier Portal b) Sourcing Supplier
The Home Page lists the responsibilities that have been assigned to you.
Note: If you do not see responsibilities assigned to you, you were not given the access. Please email [email protected] to inquire about additional access.
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ALC SOURCING PROCESS FLOW
Note: RFX refers to all bid opportunities (RFQ, RFP, RFI, etc.).
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USING SOURCING
SOURCING SUPPLIER
The Sourcing Supplier responsibility provides users access to respond to ALC’s bids (RFI, RFQ, RFP, etc.). Bid opportunities in Sourcing are labelled Negotiations. RFQs and RFPs are system labelled as RFQs however; the exact type will be differentiated in the bid name. Log into Oracle and click on the Sourcing Home Page under the Sourcing Supplier responsibility in the Navigator.
HOME PAGE The Negotiations Home Page is the central point of access for all your negotiations. From here, you can respond to all ALC negotiations. You can also monitor negotiations in which you are participating and manage any draft responses you have.
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A – Search Open Negotiations
You can access any open RFX. To find the RFX you are looking for use Search Open Negotiations at the top of the page. This is best accomplished by searching the Number instead of the Title.
B – Active and Draft Responses
The Active and Draft section shows RFXs in which you are participating either by having placed an active response, or by having a draft response that is in progress. Note that this section only displays the five RFXs with the most current expiration date. To see the complete list, click Full List.
The Response Status column shows whether you have an active response against this RFX or whether you are in the process of drafting a response.
To see information on the RFX, click the Negotiation Number link. This takes you to the negotiation summary page.
To see your current response or draft information, click the Response Number link. This takes you to the Details page.
C – Open Invitations
Your Company's Open Invitations section on the Negotiations Home page identifies the RFXs to which you have been invited. To access a negotiation, click its Number link. This will take you to the negotiation summary page from which you can perform additional tasks such as acknowledging participation, submitting a response or viewing response history.
D – Quick Links
The Quick Links section of the Negotiations Home page provides easy, one-step access to your most commonly performed Oracle Sourcing tasks. The links are organized by task and negotiation type so you can find the link for the task you wish to perform. Simply clicking the link takes you to the page where you initiate the operation.
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NEGOTIATION TYPES
REQUEST FOR QUOTATION (RFQ) ALC will issue an RFQ when the goods or service required is well defined and is readily available. The primary deciding factor in an RFQ process is pricing, the requirement for additional evaluation criteria is not needed.
RESPOND TO RFQ The following are steps to locate and view the RFQ information:
Step Action
1. On the Negotiations Home Page, search for the RFQ that you wish to respond to. Change the dropdown from Title to Number. Enter the RFQ number in the blank field and click Go.
2. The Active Negotiations Page will open.
3. Click the negotiation Number link to view details of the RFQ.
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Step Action
4. From this screen you are able to view the RFQ details. An RFQ consists of Header, Lines, Controls and Contract Terms (if applicable).
5. In Requirements, click the Show All Details link to expand and view all RFQ Requirements.
6. In Notes and Attachments, you will see file attachments to the RFQ. You may be required to download these files for further review and in some cases, you may have to complete the documents and re-attach them as part of your response. To download an attachment, simply click the Title link and Open the document.
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The following are step by step instructions for submitting a response to an RFQ:
Step Action
1. From the Active Negotiations Home Page, select the negotiation and click the Respond button to create a response.
2. The Create Quote page opens and the Header tab information is presented.
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Step Action
3. Enter a date in the Quote Valid Until field.
4. If applicable, you can enter a short text note to the buyer.
5. Click the Add Attachments button and use that page to supply the buyer with any additional information on, or specifications about your response.
Note: If there are any attributes, they will be displayed in the Attributes section located beneath the Attachments section. See the Attribute column for an explanation of the attribute. Enter your response in the Bid Value/Quote Value field.
6. The Requirement Section Headers for the RFQ are listed in the Requirements section. Complete your response by providing answers to each requirement as indicated. Note that some Requirements may be informational in nature and will not require a response. Mandatory requirements will be displayed in a dropdown answer format.
7. If there are any variables associated to the RFQ, they will be noted in the Variables section.
8. If there are any deliverables associated to the RFQ, they will be noted in the Deliverables section.
9. Click on the Lines tab to respond to specific RFQ line items.
10. Shows the Number of Lines to be responded to.
11. To respond the specific RFQ lines enter the following:
Line Number “is greater than” – enter 0.
Click the Go button.
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12. Enter the Quote Price for each line item listed on the RFQ.
13. Enter the Promised Date.
Note: To complete the RFQ repeat steps 13-14 for each line in the RFQ.
14. Click the Save Draft button.
15. Click the Continue button.
16. Click the Validate button to validate your response for errors. Correct any noted errors.
17. Click the Submit button to submit your response.
18. Your submission now appears on Your Active and Draft Responses list.
REQUEST FOR PROPOSAL (RFP) ALC will issue an RFP in situations where there is a general understanding of what is required and the supplier's expertise is needed to develop or perfect the desired end product or service based on information provided by ALC. The intent is to find the best solution or to explore available options. The RFP process helps to ensure that all possible suppliers have an equal opportunity to satisfy ALC requirements. The RFP will include evaluation criteria as
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predetermined by an evaluation committee, Business Owner and steering committee (where applicable). Be reminded that under Negotiations, all RFPs are listed as RFQ (see the title to make the differentiation). RESPOND TO RFP The following are steps to locate and view the RFP information:
Step Action
1. On the Negotiations Home Page, search for the RFP that you wish to respond to. Change the dropdown from Title to Number. Enter the RFP number in the blank field and click Go.
2. The Active Negotiations Page will open.
3. Click the negotiation Number link to view details of the RFP.
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Step Action
4. From this screen you are able to view the RFP details. An RFP consists of Header, Lines, Controls and Contract Terms (if applicable).
5. In Requirements, click the Show All Details link to expand and view all RFP Requirements.
6. In Notes and Attachments, you will see file attachments to the RFP. You may be required to download these files for further review and in some cases, you may have to complete the documents and re-attach them as part of your response. To download an attachment, simply click the Title link and Open the document.
The following are step by step instructions for submitting a response to an RFP:
Step Action
1. From the Active Negotiations Home Page, select the negotiation and click the Respond button to create a response.
2. The Create Quote page opens and the Header tab information is presented.
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Step Action
3. Enter a date in the Quote Valid Until field.
4. If applicable, you can enter a short text note to the buyer.
5. Click the Add Attachments button and use that page to supply the buyer with your completed RFP Requirements and Response document and pricing spreadsheet.
Note: If there are any attributes, they will be displayed in the Attributes section located beneath the Attachments section. See the Attribute column for an explanation of the attribute. Enter your response in the Bid Value/Quote Value field.
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6. “Requirements” contains the various Requirement Sections for the RFP. Some Requirements may be informational in nature and will not require a response. Mandatory Requirements will be will be responded to via the “RFP Requirements and Response Document” attachment. Graded Requirements Sections will be summarized in this section but will be responded to via the “RFP Requirements and Response Document” attachment. Expand All within this section to view the entire list of requirements. You may have to click “Next Page” if a requirement section contains more than 25 requirements.
7. If there are any variables associated to the RFP, they will be noted in the Variables section.
8. If there are any deliverables associated to the RFP, they will be noted in the Deliverables section.
9. Click on the Lines tab to respond to specific RFP line items.
10. To respond the specific RFP lines enter the following:
Line Number “is greater than” – enter 0.
Click the Go button.
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11. As the Pricing Requirement in the RFP states to complete the attached pricing spreadsheet; complete, save and add the spreadsheet as an attachment on the header page; and in the Quote Price field, simply put 1.
Note: The pricing spreadsheet MUST be password protected and the password must be sent to the Buyer via Online Discussions. DO NOT include pricing details of any sort in any other attachment or requirement response other than the pricing spreadsheet.
12. Enter the Promised Date.
13. Click the Save Draft button.
14. Click the Continue button.
15. Click the Validate button to validate your response for errors. Correct any noted errors.
16. Click the Submit button to submit your response.
17. Your submission now appears on Your Active and Draft Responses list.
REQUEST FOR INFORMATION (RFI)
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ALC will issue an RFI when there is uncertainty on the availability of goods or services to satisfy a particular need. The RFI process will not typically result in a direct purchase, but, may lead to an RFP or an RFQ. RESPOND TO RFI The following are steps to locate and view the RFI information:
Step Action
1. On the Negotiations Home Page, search for the RFI that you wish to respond to. Change the dropdown from Title to Number. Enter the RFI number in the blank field and click Go.
2. The Active Negotiations Page will open.
3. Click the negotiation Number link to view details of the RFI.
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Step Action
4. From this screen you are able to view the RFI details. An RFI consists of Header, Lines, Controls and Contract Terms (if applicable).
5. In Requirements, click the Show All Details link to expand and view all RFI Requirements.
6. In Notes and Attachments, you will see file attachments to the RFI. You may be required to download these files for further review and in some cases, you may have to complete the documents and re-attach them as part of your response. To download an attachment, simply click the Title link and Open the document.
The step by step instructions for submitting a response to an RFI are the same as the instructions for submitting a response to an RFP.
ADDITIONAL SOURCING ACTIVITIES
ONLINE DISCUSSIONS The following are step by step instructions to request further information or ask questions pertaining to the RFX:
Step Action
1. Locate your response on Your Active and Draft Responses list and click the Response Number link.
2. In the Actions dropdown, choose Online Discussions and click the Go button.
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Step Action
3. Enter a Subject and a Message and click the Send button
4. The message is delivered to the RFX buyer and will be responded to either via the Online Discussions page, or if relevant to all respondents, via an Amendment.
ACKNOWLEDGE AN RFX AMENDMENT The following are step by step instructions for acknowledging an RFX Amendment:
Step Action
1. If an Amendment to an RFX has been issued, a notification will appear in your Worklist and you should receive an email from Workflow Mailer notifying you as such.
2. Click on the Subject link from the Worklist. An information message appears.
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Step Action
3. Click the Review Changes link. The Review Changes page opens. You are then presented with buttons to each of the RFX documents.
4. Click on the View button for the latest version (i.e. View RFQ 31,1).
5. A Warning Message appears “RFQ xx,x has been amended”. Click on the View Amendment History link.
6. Click the Acknowledge Amendments button.
7. If you wish to be considered for award of the RFX, click the checkbox and click the Acknowledge button.
8. A Confirmation message appears. Click Yes.
9. If required, make any necessary changes to your RFX response and submit. A resubmission will overwrite your previous response.
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Step Action
10. You are also able to view the Amendment History at any time to see the summary changes. From the Actions dropdown list, select View Amendment History and click the Go button.
Click on the symbol under Review Changes to see the changes from the previous version to latest.
UPDATE AN RFX RESPONSE The following are step by step instructions for updating an RFX response:
Step Action
1. Locate your response on Your Active and Draft Responses list and click the Response Number link.
2. In the Actions dropdown, choose Create Quote and click the Go button.
3. Make the necessary changes to your RFX response and submit. This will overwrite your previous response.
WITHDRAW AN RFX RESPONSE The following are step by step instructions for withdrawing an RFX response:
Step Action
1. Locate your response on Your Active and Draft Responses list and click the Response Number link.
2. In the Actions dropdown, choose Create Quote and click the Go button.
3. You will receive a Warning Message. If you still want to withdraw your quote, enter a Withdrawal Reason and click the Submit button.
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USING ISUPPLIER
AL ISUPPLIER PORTAL
The AL POS iSupplier Portal responsibility provides users access to the supplier information, the ability to add and edit attachments to the supplier details and add contacts to the contact directory. Click on AL POS iSupplier Portal responsibility in the Navigator.
HOME PAGE Click on the Home Page link under the AL iSupplier Portal responsibility.
The iSupplier Home Page opens. This page provides an overview of Global Links, Tabs, Search functionality, Notifications, Orders at a Glance, Shipments at a Glance and Quick Links.
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A – Global Links
These icons are available on all Oracle pages.
The Home icon returns the user to the main ALC E-Business Suite Navigator home page.
The Settings icon takes the user to the Preferences page where you can set user preferences.
The Notifications icon allows the user to access the same list of notifications that appear on the main ALC E-Business Suite Navigator home page.
The Logout icon allows the user to logout of the ALC E-Business Suite. You will be automatically logged out after 10 minutes of inactivity.
B – Tabs The tabs are used to organize pages by category. When you click on a tab, related page links are displayed on the blue taskbar that appears directly below the tab.
C – Search The search functionality lets a user to jump directly to a specific purchase order (PO), shipment, invoice or payment. To search:
1. Select a document type from the drop down list. 2. Enter the document number. 3. Click Go.
D – Notifications
The Notifications list displays the 5 most recent open notifications. Notifications are copies of the email messages that users receive regarding the transactions that have occurred. Some notifications are view only, while others require action.
Click on a subject to view the notification.
Click the Full List button to access all notification types. This is done by selecting the notification type from the drop down list and clicking the Go button.
E – Orders at a Glance
The Orders at a Glance list displays the 5 most recent POs.
Click on a PO number to view the PO details.
Click the Full List button to view the Purchase Orders page.
F – Shipments at a Glance
The Shipments at a Glance list displays the 5 most recent shipment notices.
Click on a Shipment number to view the shipment notice details.
Click the Full List button to view the Shipments page.
G – Quick Links
These links take you directly to any point in the procure-to-pay flow process. Selected pages appear here for easy access. Click on any link to go directly to the corresponding page.
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ORDERS
When you click on the Orders tab, you are able to navigate to Order related pages. These include: Purchase Orders, Work Orders, Agreements, Purchase History, Work Confirmations, RFQ and Deliverables. The relevant pages are further described below. PURCHASE ORDERS
To view PO information, click on the Orders tab from the iSupplier Home Page. The Purchase Orders screen automatically opens.
The Views page is displayed and all POs are listed. Another way to open this page is to click on Purchase Orders under the Quick Links.
A – Views You are able to filter on “Purchase Orders to Acknowledge” and “Purchase Orders Pending Supplier Changes” by using the drop down list and click the Go button.
B – Export To export the PO list into a spreadsheet, click on the Export button.
C – Sort To change the way that the information is sorted, click a raised column heading. Click the column heading again to reverse the sort order. For this page, you can sort by PO Number or Order Date.
D – Status The Status column shows the current PO status. Only POs with the status of Open or Frozen are available for invoices. Please note that the POs with Frozen status are NOT in a suspended status as the name implies. POs with the status of Closed, Finally Closed or Cancelled are no longer available for invoices.
E – PO Click on a PO Number to get more detailed information about a specific order.
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Number/ Details
The Purchase Orders page shows you detailed information about the purchase order, including both header and line information. The Order Information section shows general information, terms and conditions, ship-to and bill-to information. In summary, you can view the total amount of the purchase order, amount for the items of the purchase order that have been received, amount for the items on the purchase order that have been invoiced and status of the invoices against the PO.
F – Revisions
The Rev column show the number of revisions associated with the PO. If the value under the Rev column is not 0, click on the revision number and the system will list all the revisions for that particular PO.
AGREEMENTS
To view any Agreements associated to POs, click the Agreements tab under Orders. Enter the PO Number and click the Go button to bring up a list of agreements linked to that particular PO Number. You may also click on Advanced Search for additional search functionality. PURCHASE HISTORY
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The Purchase Order Revision History shows all the prior versions of the POs.
1. Click the Purchase History tab under Orders 2. Enter the PO Number 3. Click Go
Note: You may also click on Advanced Search for additional search functionality.
RFQ
The RFQ page lists all RFQs the supplier participated in. Note: You may also click on Advanced Search for additional search functionality.
DELIVERABLES
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The Deliverables page will show all Deliverable details associated to any Contracts between ALC and the Supplier as well as their due dates. Deliverables are tasks to be completed in order to achieve a certain outcome or business objective, and may be used to track projects for compliance reasons and risk reduction. For example, your buyer may ask that you send a monthly status report detailing the status of a certain shipment. In this case, your buyer will create a deliverable called Send Status Report and assign the deliverable to you.
ADDITIONAL PO RELATED FEATURES PO ACKNOWLEDGEMENT ALC now requires suppliers to acknowledge all POs sent to them. You can accept or reject POs in one of two ways:
1. Navigate to the iSupplier Home Page and view your Worklist (see below) 2. Process from the email you receive(d) stating that you have a PO to acknowledge. Click on the link in the Subject field for the PO to acknowledge.
The PO acceptance screen appears. To review the PO, click on the link to the PDF Document. You can then either choose to Accept or Reject the PO by clicking on the corresponding button.
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SHIPMENTS
When you click on the Shipments tab, you are able to navigate to Shipment related pages. These include: Delivery Schedules, Shipment Notices, Shipment Schedules, Receipts, Returns, etc. The relevant pages are further described below. RECEIPTS
Under Receipts, users can view goods and services received by ALC that were processed through a PO. Both simple and advanced searches can be performed for Receipt transactions. Simply click the Go button to view the details of all receipts or you can filter on any of the fields and click the Go button to shorten the list. RETURNS
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Under Returns, users can view returned goods that were processed through a PO. Both simple and advanced searches can be performed for Receipt transactions. Simply click the Go button to view the details of all returns or you can filter on any of the fields and click the Go button to shorten the list. OVERDUE RECEIPTS
Under Overdue Receipts, users can view the details of past due purchase order shipments. Both simple and advanced searches can be performed for Receipt transactions. Simply click the Go button to view the details of past due purchase order shipments or you can filter on any of the fields and click the Go button to shorten the list.
FINANCE
When you click on the Finance tab, you are able to navigate to the following Finance related pages:
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Viewing Invoices
Viewing Payments VIEW INVOICES
The View Invoices page enables you to search for and view details of invoices that have been processed by ALC Accounts Payable. This will not include any transactions paid by a Purchasing or Corporate credit card. You can search using any or all of the search criteria on the page such as:
Invoice Number – case sensitive Invoice date Due date Payment status Invoice Amount
Clicking on a specific invoice number will allow you to view any associated purchase order(s), payments, scheduled payments, or Hold Reasons by clicking their links. VIEW PAYMENTS
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The View Payments page enables you to view the history of all the payments to your invoices completed by ALC. You can use the View Payments page to search by entering various search criteria in their fields, including:
Payment number Invoice number Payment date Purchase order number
To see the invoice information associated with a specific payment, click on the payment number under the Payment column. This view will give you a remittance look at the payment breakdown when multiple invoices and/or POs are included in one payment. You can also view any associated purchase order(s), or invoices by clicking their links.
ADMIN
When you click on the Admin tab, you are able to update your supplier profile information. This information includes: General Information, Organization Information, Address Book, Contact Directory, Business Classifications, Products & Services, Banking Details, Payment & Invoicing and Surveys. The relevant pages are further described below.
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GENERAL
The General page is used to add attachments to the supplier profile. Adding attachments allows the supplier to upload documents pertinent to the purchasing relationship or upload documents specifically requested by ALC. Both the ALC Supplier Coordinator and supplier users can attach document, text or files in this section. Click on the Add Attachment button to open the page. Complete the page, click on the Apply button to save the attachment. Users have the option to add as many attachments as required as well as edit or delete current attachments.
ORGANIZATION
Overview
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The Overview page allows suppliers to add general information about their company. These can be completed at the discretion of the supplier.
Due Diligence
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The Due Diligence page is additional information that ALC requests all suppliers to complete so that we are able to determine if a supplier requires a Due Diligence assessment to be performed. Complete all fields and click the Save button. Environmental Initiatives
The Environmental Initiatives page allows suppliers to identify whether or not they have completed and attached the Environmental Initiatives questionnaire. Once completed, the questionnaire can be added to the Attachments section on the Admin General page. Click either the Yes or No radio button then click the Save button.
Escrow
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The Escrow page allows suppliers to identify if there is an Escrow Agreement in place with ALC and the corresponding Escrow Release Date. Complete the information and click the Save button.
Supplemental Info
The Supplemental Info page allows suppliers to identify and track information on ALC required Certificates, Registrations, Bonds and NDAs. Complete the information and click the Save button. Be sure to attach any corresponding documents in the Attachments section on the Admin General page.
Vendor Performance
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The Vendor Performance page is used to track the supplier performance scorecard information for those suppliers whom ALC performs this activity on. These fields will be updated by ALC and viewable by the supplier. ADDRESS BOOK
The Address Book page is used to enter information on your company sites. You can:
Modify the multiple addresses used in transactions with ALC (for example, purchasing locations, payment sites, and addresses for RFQs).
Provide a comment for each address entry to describe how it is used. For example, you can enter an address record and indicate that this is an address for a location from which goods or services may be purchased.
Note: After you enter address information, buyer administrators are notified of the changes. Buyer administrators must review the updates and decide how to use the details to update the purchasing system.
A – Add an Address
To add an address, click the Create button. Complete all the fields and click the Save button. The Address Name will be the same as your city. If you already have an address with this name, use the address purpose for the Address Name.
B – Update an Address
To update an address, click on the Update icon. Make the required changes and click the Save button.
C – Remove an address
To remove an address, click the Remove icon. A warning message appears, click the Yes button.
A
B
C
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CONTACT DIRECTORY
The Contact Directory lists the employees at your company who function as contacts between you and your ALC buyer. After entering the contact details, you can link the contacts to the appropriate address. As people move within your organization, you can also revise the address details for a contact. You can create multiple contacts and link each one to as many addresses as needed.
Note: Each contact must be unique based on first name, last name, and phone number.
A – Add a Contact
To add a contact, click the Create button. Complete all the fields and click the Save button.
B – Remove a Contact
To remove a contact, click the Remove icon. The contact is then moved to the Inactive Contacts area and can be reactivated by the ALC Supplier Mgmt Admin.
C – Link Address to Contact
To link an address to a contact, click the Addresses icon. Click the Add Another Row icon. Search for the appropriate address, click the Quick Select icon. Click the Save button.
D – Update a Contact
To update a contact, click the Update icon. Make the required changes and click the Save button.
BUSINESS CLASSIFICATIONS
A B
C
D
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ALC has established a list of business classifications they want to use to classify their supply base. You can identify classifications that are appropriate to your business and add any required classification details. The ALC Supplier Mgmt Admin can then audit your qualifications. Once you identify the appropriate classifications, the ALC Supplier Mgmt Admin administrators are notified so they can review the details.
A – Applicable Classifications
Click the Applicable checkboxes that apply to your company and click the Save button.
PRODUCT & SERVICES
ALC has defined product and service category sets that they use to categorize their supply base. You can browse the list of goods and services and select all those that apply to your business. ALC can then use this information; some may use it to help generate supplier invitation lists for RFQs or for reporting.
A – Add a Category
To add a Category, click the Add button. The list of ALC category sets is displayed alphabetically. Click the Applicable checkboxes for all that apply. To view additional categories, click the Next 10 button. Click the Save button. You will receive a confirmation that the categories have been added.
B – Remove a
To remove a Category, click the checkbox beside the category you want removed and click the Remove button. You will receive a confirmation that the categories
A
A B
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Category have been removed.
BANKING DETAILS
The Banking Details page allows suppliers to add, remove and manage their bank accounts for EFT and/or Wire payments of invoices. The information is visible to the ALC Supplier Mgmt Admin; however, the bank account number is encrypted save the last four digits.
A – Create a Bank Account
To create a bank account, click the Create button. Select the Country for the bank. If you are outside of Canada, you must click the checkbox for “Allow International Payments”. Under Bank and Branch, click Existing and search the current list before creating a new bank or a new branch. Complete the following information based on the location of your bank. For Canadian Banks you need:
Bank Name
Bank #
Branch Name
Branch #
Account # For US Banks you need:
Bank Name
Bank # (use first 3 digits of routing #)
Branch Name (use the city if you don’t have a branch name)
Branch # (use Routing #)
ABA or Swift and enter the # in the BIC field
Account # For International Banks you need:
Bank Name
Bank # (use first 3 digits of routing #)
Branch Name (use the city if you don’t have a branch name)
IBAN #
A
B
C
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Account # When all required information is entered, click the Save button.
B – Edit a Bank Account
To edit a bank account, click the Update icon. Make the required changes and click the Save button twice.
C – Inactivate a Bank Account
To inactivate a bank account number that is no longer in use, enter a date in the End Date field and click the Save button.
