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Supplier User Manual for Oracle Sourcing
(Rafed Sourcing /E-tender System)
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Contents 1. Introduction ........................................................................................................................................................................ 3
2. Process Overview ............................................................................................................................................................... 4
3. Portal Introduction .............................................................................................................................................................. 5
4. Portal Functionality ............................................................................................................................................................ 6
5. System Requirement.......................................................................................................................................................... 7
6. Accessing the Supplier Portal ............................................................................................................................................. 8
7. Supplier Login .................................................................................................................................................................... 9
8. Responding Notification ................................................................................................................................................... 12
9. Acknowledge Participation .............................................................................................................................................. 18
10. Online Quoting ............................................................................................................................................................. 20
11. Header Page ................................................................................................................................................................. 22
12. Bidding Currency (Multiple) ........................................................................................................................................ 23
13. Header Attachment ..................................................................................................................................................... 24
14. Lines Page .................................................................................................................................................................... 25
15. Item Selection for Quoting ........................................................................................................................................... 27
16. Updating Item Details .................................................................................................................................................. 28
17. Line Attachments ......................................................................................................................................................... 30
18. Submitting the Quote ................................................................................................................................................... 32
19. Quotation Printing ........................................................................................................................................................ 35
20. Online Discussion ........................................................................................................................................................ 38
21. Updating User Information .......................................................................................................................................... 41
22. Appendix I (Submission Term and Condition) ............................................................................................................ 45
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1. Introduction
The objective of this user manual is to describe how to use the Oracle Sourcing (Rafed E-tender
System) functionality to carry out the Quoting Processes (Like Creating quotation & submitting,
etc…).
Objectives
The objective of this manual to ensure that Supplier Users understand how to perform the
following Sourcing (Rafed Sourcing/E-tender System) processes:
Creating & Submission quotation
Online Discussion
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2. Process Overview
In Oracle Sourcing, the supplier responds to published RFQs, creates and submits quotes,
monitors the status of their quotes, and conducts online discussions with the buyer. Oracle
Sourcing (Rafed Sourcing/E-tender System) helps a supplier manage the RFQ-Quoting
process end to end.
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3. Portal Introduction
Sourcing (Rafed Sourcing/E-tender System) portal is a completely electronic interface. RFQs
will no longer be issued to suppliers on hardcopy. An internet connection will now be required for
all suppliers to conduct business with the Rafed . No special software, aside from an up-to-date web
browser such as Microsoft's Internet Explorer, is required to access this system.
(Oracle suggests Internet Explorer 9.0)
Sourcing (Rafed Sourcing/E-tender System) Portal is a component of the Oracle Internet
Procurement solution that enables to source, self-service business transactions between Rafed & its
authorized supplier by way of Internet.
Stream line, Automate Rafed & Supplier (Vendor) information and transaction Flow.
Increase Data Accuracy.
Real time Information /notification/messaging.
Work online as well as offline
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4. Portal Functionality
Start
Sourcing
Homepage
Open RFQ’s Acknowledge
Participation No
Yes
Create Quote / Bid
Responses
Submit End
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5. System Requirement
Personal Computer with basic configuration
An Internet Connection of at least 56 KBPS is recommended
Required Software includes
Microsoft Internet Explorer 9.0
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6. Accessing the Supplier Portal
URL to Rafed’s Sourcing (Rafed Sourcing/E-tender
System) Portal Oracle Link For Supplier Login:
https://oracleerp4.seha.ae Save this link to your
favorite (Alt+A->Add to favorite)
Contact Details:
Please note that any Oracle system related issues should be reported directly to Oracle
SCM Consultant at [email protected], with a copy to the Purchasing
Representative at [email protected]
Any non-system related issues should continue to be addressed through the normal online
discussion.
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7. Supplier Login
The Oracle E-Business Suite login screen will display.
Enter the user name and password.
Note:
If Supplier is login 1st time- System will ask to Change the Password
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Main Page (Oracle Application Home Page)
In Oracle Applications – Version R12, each user logs in to Oracle Applications through the E-
Business Suite Home Page on a desktop client web browser.
The E-Business Suite Home Page provides a single point of access to HTML-based applications
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Workflow / Notification
The Worklist pages let you view and respond to your notifications using a Web browser. The Advanced
Worklist provides an overview of your notifications, from which you can drill down to view an
individual notification in the Notification Details page.
Steps:
1. Click on Rafed Sourcing Supplier>Worklist
2. Click on the appropriate Subject Line (Ex. : You are invited: RFQ 3261377
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8. Responding Notification
Click on “Yes” or “No” for responding to the oracle system about confirmation for reading the message
In detailed notification supplier will get the information about the RFQ and all other details.
By clicking on “Negotiation Details( RFQ Details ) ” supplier will reach to the “Sourcing Home Page”
By clicking on “Yes” Supplier will respond to the oracle system about confirmation for
reading the message.
Sourcing Home Page
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The Oracle Sourcing Home covers various informations such as:
Your Active and Draft Responses
o If you are currently participating in a RFQ or are in the process of preparing a response for a RFQ, information on your responses is displayed under Your Active and Draft Responses section of the Sourcing Home page
Your Company’s Open Invitation
o If a buyer has invited you to participate in a RFQ, you will see an entry for that RFQ under Open Invitations.
o To access a RFQ, click the Number link for that RFQ.
o You can see the details of the RFQ and decide whether or not to participate.
o To see a complete list of RFQ to which you have been invited, click Full List.
The tasks you can perform are organized into functional areas and are accessible from different tables
and links
Using the Sourcing Home page you can:
Search for RFQ in which to participate.
View information on any RFQ to which your company has been invited.
Create, view and/or edit any draft responses.
Create and submit responses to RFQ’s.
Supplier user can Manage Drafts & Personal Information
Supplier user can View responses for Active RFQ, Disqualified RFQ, Awarded RFQ &
Rejected RFQ
Sourcing Home Page
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Steps:
1. Login
2. Rafed Sourcing Supplier
3. Click on Sourcing Home Page
Note:
Purpose of Various Sites in the Rafed Sourcing/E-tender System:
Basic Bid (Identical Bid) (SITE-1): The bidder has to consider the Site-I as a basic/identical quote against this site.
Multiple Bid(OPTION) : The bidder can submit an additional bid (s), for the same drug
molecule published in the tender list, however, from a different source
(manufacturer/country of origin), or for a different packing description or pack size .Bidder
has to select Option_1, Option_2 or Option_3 site (all or one of them) .
Review RFQ
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Steps:
1. Click on Sourcing Home Page at Oracle Application Home Page
2. Click on the RFQ Number in “Your Company’s Open Invitations”
The RFQ summary page displays all the current information for this particular RFQ. This includes
various information such as open date, close dates; RFQ terms notes and attachments for the RFQ.
Header Tab: By clicking the Header tab shows the various information about the RFQ like Terms,
Currency, Notes and Attachments (Attachment like Bid Instruction for supply of Drugs and
Pharmaceuticals, etc…)
Lines Tab: By clicking the Lines tab displays information about RFQ lines (Item details) such as Item
quantity, Attributes, Attachments etc….
Controls Tab: By clicking the Controls tab displays the response controls set by the buyer when the
RFQ was defined such as Open Date, Closed Date, etc...
Note: Please review the attached “Bid Instruction for supply of Drugs and Pharmaceuticals” on
Header Tab before participating into the bidding process.
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Printable View
Through the printable view bidder can download the hard copy of the invited RFQ.
Steps:
1. Go to the “Actions”
2. Select “Printable View”
3. Click on Go button
4.In Download window Click on “Open” or “Save” button
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9. Acknowledge Participation
Before acknowledge the participation please review the “Bid Instructions for supply of Drugs and
Pharmaceuticals & Printable View” in the home page.
Please go to Acknowledge Participation page to acknowledge your intent to participate by clicking
on “Yes” or “No” button.
Steps:
1. Go to the “Actions”
2. Select “Acknowledge Participation”
3. Click on Go button
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4. On Acknowledge Participation page choose “Yes” or “No” option (You can send any short-
text message to the buyer by typing the message into “Note to Buyer” section)
5. Click on “Apply” button
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10. Online Quoting
Online Quoting is used for to submit response online
Steps:
1. Go to the “Actions”
2. Select “Create Quote”
3. Click on Go button
4. Click on Accept or Cancel
Note: By clicking the 'Accept' Button you are accepting the Bidders’ instructions attached to the
RFQ and agree to abide by the same, if Bidder clicking on “Cancel” button in that case system will
not allow bidder to start working on quoting process.
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11. Header Page
On the Create Quote Header page, enter the following header information
Reference Number: A number you can assign for your own company internal
tracking. This is different from the quote/bid number which is generated by the system.
Note to Buyer: You can enter a short text note to the buyer.
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12. Bidding Currency (Multiple)
Bidder can select the following currency: AED or USD or based on this note mentioned in the Rafed
Sourcing/E- tender header page.
Note: Bids’ prices should be submitted in the United Arab Emirate’s Dirham (AED) for UAE based bidders,
United States Dollar (USD) currency is only allowed for foreign bidders, failure to do that, will lead to bid’s
disqualification.
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13. Header Attachment
Bidders have to attach only “Declaration Letter & Undertaking Letter” at Header level attachment.
For adding the Header level attachments please refer (Screenshot) the “Line Attachment” section
Note :
Only “Declaration letter & Undertaking Letter” is allowed at Header Level all other attachments
has to be attached to the appropriate lines.
Please note it is mandatory to specify document type as either Technical or
Financial for all the Header and Lines level attachment
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14. Lines Page
On the Create Quote Line page, you will find the line item with estimated quantities.
Estimated Quantities: The quantities included against the Tender Items’ list are only an estimates of
the quantities anticipated to be utilized by Health Facilities on annual basis. Newly added Formulary
items may/ may not have a consumption history at Health Facilities.
For oracle system function items with zero quantity has been written as 1 quantity in the Rafed
Sourcing/E-tender oracle system.
On the Create Quote Line page, Click the Lines tab. Enter your values for the following fields
Search Criteria for Item details
Show table data when all conditions are met. (Data = Item)
Show table data when any condition is met. (Data = Item)
Additional Conditions
Is or Is not
Greater Than or Less Than
Contains
Starts With or Ends With
Example:
Condition: Line Number = Grater than “0”
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Condition: Line Description = starts with “ABACAVIR”
Condition: Line Number = Grater than “0” & Line Description = Contains “300”
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15. Item Selection for Quoting
In case you search the item based on Item Code like “PHX00001” and if you received multiple items
in “Search Result/Pickup List” select any item and continue the quoting process
Note:
Select any item from the above list, system will pick up automatically the appropriate item
(Belongs to this RFQ)
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16. Updating Item Details
Select Quote as “Yes” and Click on the “UPDATE BUTTON” for filling the requested information
like Quote Price & various Attributes details
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Note: All quoted prices must indicate the UNIT PRICE. Unit Price is the price of the smallest unit of
medication supply, for example:
Price of one tablet/capsule/suppository/ovule for solid/semi-solid dosage forms
New
Additio
n
Item attributes:
Price of one vial/ampoule/syringe for injections
Price of one tube for creams and ointments
Price of one bottle for liquid dosage forms/preparation
Price per unit dose (minim) for Single dose unit eye preparation Price
of one inhaler
Attributes: If there are line attributes defined for this line, enter your responses to each attribute. The
Attribute Type column shows whether a response is required or optional.
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17. Line Attachments
Bidder has to attach all the requested documents and additional documents if required.
Steps:
1. Click on Add Attachment
2. Put the Title and Description information related to the attach document
3. Click on Browse Button
4. Select the file from your desktop/laptop or type URL or Text
5. Click on open button
6. Click on apply button
Please note it is mandatory to specify document type as either Technical or
Financial for all the Header and Lines level attachment
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Note:
“It is mandatory to attach all the certificate information and other information as
suggested by buyer at each line in zip format.”
18. Submitting the Quote
Before submitting your bids, kindly refer to Appendix I (submission term and condition)
attached.
Steps:
1. Once the Header level information’s and Line level information’s and attachments requested have
been filled by the bidder and attached ‘’Declaration Letter & Undertaking Letter’’ (Signed
and stamped, refer to clause no. 4.7 in attached Bids Instructions in home page)” on header page
then Click on Continue button .
2. Read the warning message
3. Click on Validate button (For knowing any information is pending or any error for
submitting the quote)
Note:
Please read the Warning message in detailed and if required to know the errors click on
“Validate” Button or click on “Submit” Button. (Validate option is to know the information
about any errors like forgot to fill any mandatory information)
Warning
Make sure you have verified and reviewed all the information’s and attachments entered
before you click the “Submit” Button. Once you proceed with the submission all the
information will be saved and you will NOT be able make any changes in submitted quote.
This quote has not been validated for errors. Please press the Validate button to validate this quote.
4. Click on Submit Button
Once the Quote has been submitted the status will get changed as “Active” in “Your Active and Draft
Responses” Table.
19. Quotation Printing
Bidder are able to print a hard copy from the system for the quotations which under “DRAFT” (For
review) or “SUBMITTED”
Steps:
1. Click on Rafed Sourcing Supplier on Oracle Application Home Page
2. Click on Draft RFQ Printing
3. Fill the RFQ Number or QUOTE Number
4. Click on Submit Button
5. System will submit the request for Quote output
6. Note the request number and click on OK button
7. Click on Refresh Button
8. Once the Request is “Completed” click on Output Button
20. Online Discussion
All queries with regard to solicitation should be submitted at Rafed Sourcing/E-tender system
through online discussion.
Clarifications and queries should be received no later than the online discussion end date specified in Bid
Instructions
Online discussion is a General Forum in the oracle system for discussion, the messages
send through this method can be viewed by all the suppliers and buyers.
There are 2 methods to check the online discussion message as mentioned below.
1. Through Worklist / Notification
2. Through Sourcing Home Page
Through Worklist / Notification
1. Click on Worklist
2. Click on the appropriate Message
Through Sourcing (Rafed Sourcing/E-tender System) Home Page
1. On Sourcing Home Page
2. In “Active and Draft Responses” table click on Unread message or go to Worklist
3. Click on New/Reply button
4. Type the message and click on Send Button
21. Updating User Information
Bidder user can update his/her contact information directly into the oracle system.
Steps:
1. Click on Sourcing Home Page
2. Click on “Personal Information” under Manage section (Left hand bottom side)
3. Update the information like phone no., Fax no. etc…
4. Click on Apply button
Accessing Draft Quote through Multiple User
Some of the suppliers will have the multiple users and the users can access the same RFQ
through there User ID. The draft responses can be access by the multiple users by the
same supplier. (Both the bidder users can not work on the same RFQ at the same time)
Once all the lines have been updated & reviewed by the same bidder user, only one user can submit
the final quote into the oracle system.
Steps:
1. The first user has saved his/her draft response in the system (Not submitted)
2. Login as a 2nd user click on the Drafts
3. Search the Draft response & Unlock the same
4. Click on the update button for making any changes into the saved draft response
5. Draft response available for modification
6. Once all the lines have been updated & reviewed by the any same bidder user, only one user can
submit the final quote into the oracle system.
Note:
As per the system whoever has saved the Draft Quote last time he/she is the
owner/responsible for the quotation.
Accessing by the 2nd user the same Draft Quote (Which was saved earlier by another
user) it is mandatory to “Unlock” the RFQ by the 2nd user.
Once the Draft RFQ is “Unlock” then only system will allow the 2nd user to “Update” the
Quote.
On the same RFQ when 2 bidder users are working in that case each user has to save
only and once it is reviewed and all the attachment has been uploaded at line level after
that only one user can submit the final quotation.
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22. Appendix I (Submission Term and Condition)
Ensure that your online submission satisfies below submission terms and conditions:
No Recommended tips for proper
submission
Status (√)
1
Bid Instructions for supply of Drugs and Pharmaceuticals and
Printable View has been reviewed in the home page before
accept on create the quote page and read message.
2
Quote Price (Unit price) has been filled
3
All quote attributes details has been filled as per Buyer
requested in the bid instructions
4 All required attachments have been attached as per Buyer requested in the bid instructions (attributes) per tem line.
5
All required attachments have been attached as per Buyer
requested in the bid instructions (other requirements
certificates) in header page.
6 All quotations have been reviewed before submission.
