Financial Services and Budget - Create Supplier Negotiations

Purpose

This collection of reference guides is intended for the Procurement Contract Administrator and the Sourcing Project Collaborator and provides the steps to create supplier negotiations.

Actions

Create a Negotiation
Save an Existing Negotiation as a New Template
Award a Negotiation
Appendix: Negotiation Notifications

Terminology

Negotiation: This represents the sourcing tool in Oracle and used as a mechanism to solicit proposals or quotations from suppliers.
Procurement Business Unit: In Oracle a “business unit” is a unit of an enterprise. We are conducting all transactions related to procurement in the University General business unit.
Negotiation Type: Type of negotiation to be issued – RFI (Request for Information), RFP (Request for Proposal), or RFQ (Request for Quotation).
Negotiation Template: A negotiation template is a skeleton you apply to a new negotiation you're creating. Negotiation templates can provide default data for many of the negotiation document attributes, for example addresses or invited suppliers. You can modify some of these attributes when creating your new negotiation document.
- Offline Authoring: Use the offline authoring template if you plan to create your negotiation document in Word and use Oracle to track responses. You will author the negotiation offline and attach the document to the negotiation record in Oracle.
- Oracle Authoring: Use the Oracle authoring template if you plan to build your negotiation in Oracle directly.
Outcome: The purchasing document that will be created at the end of a negotiation. We will not be creating outcome documents directly from negotiations as part of the business process.
Line: The number of the line in the negotiation
Line Type: A line type is a code that the system uses to process each detail line that you enter for a specific order type (amount or quantity).
Description: Description of the goods/services to be provided
Category Name: Procurement Category name (e.g., vehicles, professional services, etc.)
Estimated Quantity: The expected number of units to be purchased over the life of the agreement.
UOM: Unit of measure classes represent groups of units of measure with similar characteristics such as area, weight, or volume.
Current Price: The price currently being paid for one unit of the item. The current price field is for internal use only and will not be displayed to suppliers when they are responding.
Start Price: The item price at which responses to the negotiation should begin.
Requesting Entity: The requesting entity field is meant to capture the entity of the individual requesting the negotiation.
Requesting Organization: The requesting organization field is meant to capture the organization of the individual requesting the negotiation.

Create a Negotiation

Log into Oracle using the Company Single Sign-On.

Navigate and select the Procurement module.
Select Negotiations.

Select the Taskbar.
Select Create Negotiations under Negotiations.

Select Procurement BU, Negotiation Type, Negotiation Template, Outcome, Negotiation Currency and select Create.

Fill out any applicable details highlighted in yellow on the cover page.

Select the Overview tab.
Enter a negotiation Title.
If using an Offline Authoring negotiation template, add an attachment to the negotiation header.

Select Collaboration Team (Optional).
Select the + icon.
If you are working with a campus partner and would like to add them (or others) to the negotiation, select the collaboration team tab, select Team Member and Access to add the individual, and update their level of access to the negotiation.

If using an Oracle Authoring negotiation template, select the terms tab to fill out any applicable fields highlighted in yellow.

Select a Close Date. Negotiation Layout and Response Layout are required, but they will always default to a response.

If you would like to restrict this negotiation to invited suppliers, keep the box checked. If you would like any supplier to be able to respond, uncheck Restrict to invited suppliers.

If you are using an Oracle Authoring Negotiation Template, select Requirements optionally add instructions.
Select Add Section.

Enter Requirement.
Select Add Predefined Questions OR
Select Add Requirements.

Enter Requirement and Requirement Text.

Scroll down and select the Requirement Type.
Select Value Type from the dropdown.

Select Save and Close.

Regardless of template, select Lines to add at least one line to the negotiation.

Note: This is where the supplier will enter their “response price” when responding to the negotiation.

Select the + icon.
Select Line Type, Item, Description, Category Name, Estimated Quantity, UOM, Current Price, and Start Price.

Note: Only complete steps 29-31 if you plan to create a contract record in Oracle directly from this negotiation.

Select Contract Terms.
Select Create Contract.

Select Contract Type, Contract Number, and Contract Terms Template. Select OK.

Select Suppliers.
Select + icon.

Select Supplier.

Select Supplier Site and Supplier Contact.

Note: If you are unsure whether your supplier contact has a user account. Select Search and Add. Search for the supplier, select the supplier and verify whether the contact has a username. If the contact does not have a username, reach out to the supplier management team to create one.

Select Review and review the details of the negotiation.
Select Save and then select Publish to send the bid to the supplier via email and, if applicable, through the supplier portal.

You have now completed the process of creating a negotiation.

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Save an Existing Negotiation as a New Template

Log into Oracle using the Company Single Sign-On.

Navigate and select the Procurement module.
Select Negotiations.

Select the Taskbar.
Select Manage Negotiations under Negotiations.

Select Negotiation, Negotiation Title, Status, or Owner and select Search.

Select the Negotiation hyperlink.

Select Actions.
Select Duplicate.
Select Copy to Negotiation Template.

Adjust information on each train-stop depending on your needs. Select Activate.

You have now completed the process of creating a negotiation.

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Award a Negotiation

Log into Oracle using the Company Single Sign-On.

Navigate and select the Procurement module.
Select Negotiations.

Select the Taskbar.
Select Manage Negotiations under Negotiations.

Select Negotiation, or Negotiation Title or Status or Owner and select Search.

Select the Negotiation hyperlink.

Note: That negotiation must be closed prior to award.

Select Actions, select Award, and then select Award Negotiation.

Highlight the supplier to be awarded.
Select Award.

Select Award Decision Checkbox.

Select Save and Close.

Select Complete Award.
Select Done.

You have now completed the process of awarding a negotiation.

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Appendix

Negotiation Notifications

As negotiation activities take place, suppliers will receive notifications in the supplier portal and via email alerting them to act on a negotiation. Below are sample screenshots of the various notifications suppliers will receive.

Supplier Invitation

Negotiation Amendment (Update)

Negotiation Close

Negotiation Award or Reject

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