Sourcing - XML Spreadsheet for Supplier and Buyer

Sourcing - XML Spreadsheet for Supplier and BuyerXML Spreadsheet for Supplier and Buyer

Demo Script (Internal)

Copyright © Oracle Corporation, 2003. All rights reserved.

Sourcing – XML Spreadsheet for Supplier and BuyerPage 1

Sourcing - XML Spreadsheet for Supplier and Buyer

Document Control

Date Owner AppRelease

Version Change Reference

15-Jun-2009 Joseph Kim 12.1 V1.0 New for R12.1

Objective

The purpose of this product feature demo script is to demonstrate the new Sourcing XML spreadsheet for supplier quote/bid and buyer analyze by spreadsheet.

What's New?

Supplier Quote:

In R12.1, Oracle Souring provides an enhanced XML spreadsheet format to support a standard look-and-feel and streamlined usability of the spreadsheets for supplier response creation and analysis/award. Buyers and suppliers can download all the information in one single spreadsheet, simplifying the loading and maintaining of spreadsheets for a negotiation.

The spreadsheets for supplier response creation not only has an improved and user friendly look and feel, but it can provide immediate feedback to suppliers through the robust formulas used to calculate scores, even when they are not connected to the system. The enhanced spreadsheets will allow buyers and suppliers to enter the data more efficiently and reduce the number of errors during data entry in the offline environment, thus improving the overall user experience during the process.

Buyer Analysis:

Buyers also have a more powerful tool to conduct analysis of supplier responses and make smarter award decisions. Buyers can easily view totals and savings, conduct what-if analysis of different award scenarios, and view side-by-side comparison of all elements of supplier responses.

PitfallsN/A

Assumption



The new XML Spreadsheet feature REQUIRES MS Excel 2003. So please ensure the computer you are doing the demo from has MS Office 2003 Professional Edition, or at least MS Excel 2003.

As needed, go to http://mydesktop.oraclecorp.com > Licensed Software to request a MS Office 2003.

ADS does NOT provide licenses for MS Office 2003.

Related Business Flows (Optional)

N/A

Related Documents

N/A

Pre Demo Steps (Optional)N/A

Begin Demo



http://mydesktop.oraclecorp.com/

Buyer Review RFQ

Buyer Review RFQ

DEMO NOTE: This script follows the same basic flow and data as the demo script “Sourcing – RFQ”. ADS has seeded RFQ 46623 with the same items, requirements, suppliers, etc... This RFQ has also been modified so that it CANNOT be closed early and the supplier can enter in multiple quotes. This will allow the SC to very quickly access this RFQ as the supplier and enter in a quote via the new R12.1 XML Spreadsheet. You can “re-use” this RFQ for each demo to keep entering in quotes and to analyze the quotes as the buyer.

If you need to complete an RFQ from end to end (publish, quote, analyze, award), please refer to demo script “Sourcing – RFQ” for the complete flow and to create your own RFQ #; and use this script for the specific steps to leverage the XML Spreadsheet feature.

1. Log into SourcingField Value

Username / password cbaker / welcome

Responsibility Sourcing Super User

(N) Sourcing Home Page

Sourcing Home Page appears. The homepage allows for direct quick links to certain forms (Create RFQ, RFQ, Auction; Manage Drafts, Events; Templates and Reusable Lists.

As needed, find RFQ 46623. You may also see it in the main table of Published Negotiation.

(H) RFQ 46623 number hyperlink

Click through the various sub-tabs (Header, Lines, Controls,…) to discuss the complexity of this RFQ. Multiple requirements, items, Cost Factors, Suppliers, etc.. This is to illustrate for complex negotiations, it may be easier and quicker for the supplier to respond via the new R12.1 XML Spreadsheet. Which will be done in the next section.



As needed, review other parts of the RFQ that may be of interest to your customer.

2. Log off as buyer user

(H) Logout



Supplier Quote via XML Spreadsheet

Supplier Quote via XML Spreadsheet

3. Log into Sourcing Supplier

This section will need to be repeated for each supplier you would like to enter a quote for the RFQ. Since the demo steps are the same, please use the tables to enter in the specific username and, quote details for each individual supplier as required for your demo. You can choose to enter quotes for 1, 2, 3, or all 4 suppliers.

As this is a high level demo, enter in quotes only for the number of suppliers that are applicable to your demo.

But note, if you want to take full advantage of the Buyer Analysis section of the demo flow then, you will need to ensure all four suppliers enter in quotes with the values listed in the tables below.

Field Supplier 1 Supplier 2 Supplier 3 Supplier 4

Username / password industrial / welcome

eip / welcome geplastic / welcome

allied / welcome

Responsibility Sourcing Supplier

Sourcing Supplier

Sourcing Supplier

Sourcing Supplier


Sourcing Home Page appears.

(H) RFQ number link “46623” under the Your Active and Draft Responses table

If you do not see 46623 RFQ number link on main page, click on (B) Full List to find this RFQ.

Negotiation Summary for RFQ appears.

4. Export Quote via XML Spreadsheet

Next to Actions field, choose "Create Quote" and click GO button.

As needed, click (B) Accept to the Terms and Conditions screen

Depending on if a previous quote was entered, you may see values for this RFQ already. This is okay as the RFQ is setup to allow multiple quotes. So this RFQ can be re-used over and over again to demo supplier quote via XML Spreadsheet.



(B) Quote by Spreadsheet

The Rich Style shows better than the Light Style, but you can choose either and both leverage this new feature. The Tab-Delimited radio button is the old spreadsheet style from previous releases.

Under Step 1, choose radio button “XML Spreadsheet - Rich Style (.xml)”

(B) Export

Pop up window opens. Choose (B) Save

Save the zip file somewhere to your computer hard drive

You may see message that this file exist already (if it was downloaded for another supplier). If so, go ahead and replace the old file with this new one.

DO NOT CLOSE YOUR CURRENT SUPPLIER SOURCING SESSION (IE WINDOW).

5. Update Quote via XML Spreadsheet

Find the zip file on your computer and extract the 2 files: RFQ46623-Response.XML and RFQ-Quote-Help.htm


As needed you can open the RFQ-Quote-Help.htm file to review the instructions with your customers and note the details information that is provided.

Open the RFQ46623-Response.XML file

Excel 2003 session should open and show this RFQ 44629 with separate sheets below for Header and Lines

As needed click on the Header sheet at bottom of spreadsheet

Review with customer the information and fields that are visible on this Header section. This includes Quote Valid Date, Note to Buyer, etc… and all the Requirements that are part of the RFQ.

Also note the use of the LOV drop down “Arrow” icon when you click on the requirement value cell. When clicking on the field, it will also show the Target value as setup by the buyer.

Enter the required fields per the following table for each specific supplier (NOTE: You may see values already for the fields based on previous quotes. Just re-enter in values):



You may get a message that cell are protected. As needed, do the following to unprotect

the cells: Tool > Protection > Unprotect Sheet

Notice all the yellow fields. Those are where the supplier should be entering in values (where applicable).


Supplier User Industrial Eip Geplastic Allied

HEADER SHEET

Company Ownership (using LOV arrow)

Public Private Public Private

Certifications (using LOV arrow)

ISO 9002 None ISO 9000 ISO 9002

Years selling item 30 10 2 20

LINES SHEET

(ST) Lines sheet at bottom of Excel Spreadsheet

COST FACTORS section only for item: Hard Drive – A Series

CM40100

Line Price (Quote Value)

36 39 32 40

Freight - Fixed (this was set by buyer and CANNOT be updated by supplier)

300 400 500 250

CM40120

Line 1.2 : Quote Price 50 47 47 54

CM40200


CM40220




Lines Sheet: notice the field “Quote Total” dynamically updates after each item price entry to show the total amount to the supplier.

Lines Sheet: notice next to field Lines (should be row 13, column B) is a down arrow icon. From this icon you can filter what lines are visible. This is a very useful feature when there are 100+ items and you want to filter off certain items, or want to quote only for some of those items.

Enter in Quantity Based Price Tiers for item CM40100:


Supplier User Industrial Eip Geplastic Allied

For Item: Hard Drive – A Series there will be a section below for Quantity Based Price Tier

No entry No entry No entry

Row 1 Min Qty = 1

Max Qty = 50

Price = 46

Row 2 Min Qty = 51

Max Qty = 100

Price = 36

In the above scenario the supplier Industrial has put in their own specific Price Tier for item CM04100 such that anything below qty 51 will be a higher price of 46. Anything at 51 or above will get their best price of 36. This will be important as other suppliers are NOT giving different prices based on Price Tier, so their price may be higher or lower than Industrial based on the actual award quantity for item CM04100.

DEMO NOTE: If there were no changes from previous quote to the new quote, the system will not let you submit your new quote in step #6. As needed, add in a buyer note or anything else so the new quote imported is NOT exactly the same as the old quote.



Save file as a unique name so you know this is for the specific supplier you created quote for (ex. RFQ44629-Response-ID.xml for supplier Industrial Dresseler).

Close file

6. Import Quote via XML Spreadsheet

Return to sourcing supplier session. As needed log back in as supplier user if the session was closed before or timed out.

As needed return back to Quote by Spreadsheet page, it should still be up if you did NOT close or logout of your previous session.

Under Step 2: choose radio button “XML Spreadsheet (.xml)”

(B) Browse, and go find your supplier quote xml file that is unique to the specific supplier quote you want to load. Then click (B) Open

(B) Import

System will run and import the file. If there were errors the system will list error messages, which you will need to go back to spreadsheet and correct.

If there were no errors, the system will show the quote page with all the fields updated with the various values from the spreadsheet.

As needed, click between the Header and Lines sub-tab to verify the data values are correct.

NOTE: The following are not available in the spreadsheet for entry:

Attachments at header and line level.

Contract Template variables entry.

Contract Template Deliverables Update.

All these must be done AFTER the spreadsheet is imported and the supplier is at the quote screen.

As needed for you demo, you can add attachments or any other information you want to be part of the quote.

(B) Continue

(B) Submit

Make note of the quote number for that specific supplier



If there were no changes from previous quote to the new quote, you may see a message stating this and the system will not let you submit new quote. As needed, add in a buyer note or anything else so the new quote is NOT exactly the same as the old quote. Then you will be able to submit new quote.

7. Log out as supplier user

(I) Click the Log Out icon to exit apps as the supplier user

REPEAT THE ABOVE SECTIONS FOR EACH OF THE 4 SUPPLIERS TO ENTER A QUOTE AS NEEDED FOR YOUR DEMO



Buyer Analyze Quotes via XML Spreadsheet

Buyer Analyze Quotes via XML Spreadsheet





Sourcing Home Page opens. Your RFQ should be listed under "Your Negotiations at a Glance" section. If you do not see your RFQ, click the "Full List" button to find your RFQ.

The main benefit of this “Analyze by Spreadsheet” functionality is to allow the buyers to do analysis “OFF LINE”. So they can run through multiple “What If” scenarios and change values to requirements, scores, award quantities, etc… without having to be logged into the system.

(H) Find and open RFQ 46623 (or your own RFQ if you created one)

9. Export XML Award Spreadsheet

In ACTIONS field LOV, choose “Analyze by Spreadsheet”, then (B) GO

For Format, choose radio button “XML Spreadsheet - Rich Style (.xml)”

For Quotes, choose radio button “Active”, this will show quotes for all four suppliers

(B) Export




DO NOT CLOSE YOUR CURRENT BUYER SOURCING SESSION (IE WINDOW).

Find the zip file on your computer and extract the 2 files: RFQ46623-Award.XML and RFQ-Award-Help.htm




As needed you can open the RFQ-Award-Help.htm file to review the instructions with your customers and note the details information that is provided.


Excel spreadsheet opens with multiple window sheets listed at bottom of page. It should default to sheet “Header”. As needed, click on sheet (ST) “Header”

10. Header sheet

Review the header sheet and highlight some of the information that is available to the buyer all in one screen. As needed, you may want to adjust the various columns so you can see all 4 supplier values on the screen.

Some information to highlight: Top section shows general RFQ information: RFQ number, Close date, Quotes

Received, Active Quotes, Suppliers Invited, etc. Table summary of each supplier information: Site, Quote Status, Quote Total,

Shortlist Status, etc. Requirements section shows the supplier values and scores (for the

requirements set to automatic scoring). For the manual scoring requirements, the buyer can enter in scores (green fields) and the total score will dynamically update on the spreadsheet.

Requirements section, the buyer can update the “weight” of each requirement and this all dynamically update all the supplier scores based on the new weight.

This highlights the buyer’s ability to do “What If” scenarios while off line from the system.

(H) “(View Scoring Criteria)” next to the REQUIREMENTS table, or as needed, click on the sheet (ST) “Requirements Scoring”

This link goes to the sheet “Requirements Scoring”

11. Requirements Scoring sheet

Review the Requirements Scoring sheet

Some information to highlight: For the Requirements where LOV were created, it shows all the acceptable

values. For the Requirements where automatic scoring was setup, the scores are shown

for each matching value.



This sheet is for information purposes and no analysis is done here.

(ST) Lines sheet

12. Lines sheet

Review the lines sheet and highlight some of the information that is available to the buyer all in one screen. As needed, you may want to adjust the various columns so you can see all 4 supplier values on the screen.

As you run though the highlights below and the sample scenario, be sure to comment how all the fields for Award Amount, Award Value, Savings Amount, Savings %, etc all dynamically update on this Lines sheet. This provide valuable information to the buyer as they run through multiple “what if” scenarios and possible award scenarios.

Some information to highlight: Top section shows RFQ and supplier information. Top Lines section shows fields which will dynamically update as the buyer

enters in various award quantities. Notice (in row 11, column A) there is a down arrow icon. From this icon you

can filter what lines are visible. This is a very useful feature when there are many items and you want to filter off certain items, or want to do analysis only for some of those items.

Notice for each item section, the supplier quote values are provided along with rank and other pertinent information. For item 1.1, it also shows the Cost Factors. Also above each item section there are fields for Award summary that will dynamically update when the buyer enters in various award quantity values.

Now we will enter in some scenario values to see how the spreadsheet updates to provide better analysis to the buyer.

For item 1.1 Hard Drive – A Series: In the field “Award Quantity”, enter in qty “50” under the Industrial Dresseler and GE Plastics supplier columns.

Notice the following fields update dynamically: Award Price. Important to note this price is calculated based on the Line Price

and various Cost Factors. So in this case the Award Price is NOT the same as the Quote Price. This is due to the Cost Factors for Fixed – Freight. Since the quantity is only half of the total, the fixed price is divided by that quantity (50) to get the new Award Price (where as the Quote Price was based on fixed price divided by the full quantity of 100). This calculation is new in R12.1 for fixed price Cost Factors.

Award Amount. This is the award quantity times the Award Price.



Header section for Line 1.1, the following fields dynamically updated: Award Quantity, Award Amount, Savings Amount, Saving %. (Savings is based off of the Current Price, which is also shown in this section).

At top of sheet, in the Lines header section, the following fields dynamically updated: Number of Awarded Lines, Number of Awarded Suppliers, Total Current Value, Total Award Amount, Total Savings Amount, Total Savings Percent. This provides a running summary of the whole negotiation as the buyer enters in award quantities for all the items in the negotiation.

As this awarding is repeated for each item in the RFQ, you can see the benefits of the dynamic updates to all the fields. This gives the buyer better insight to total savings, award amounts, and other information as they run through multiple “what if” scenarios.

As needed, enter in Award Quantities for the other 3 items.

(ST) Line Summary sheet

13. Line Summary sheet

Review the Line Summary sheet

As needed, you may want to adjust the columns so you can view more information.

This screen provides the buyer with a nice summary of what was awarded in the Lines sheet. So all the Award Quantities there were entered in the Lines sheet are automatically updated in the Line Summary. So the buyer can see which suppliers are given the award in any particular scenario.

Please note the Quote Price shown in this sheet does NOT update to reflect the Award Price (which might be different based on Cost Factors).

Also, any changes you make to this Summary sheet for Award Quantities DO NOT go back to the Lines sheet. The automatic updates only flows from Lines sheet to Line Summary sheet.

In the “Analyze by Spreadsheet” there is NO import back to the sourcing product of the buyer’s award quantity scenario as the negotiation is NOT closed and is not available for awarding. Please see section below for “Award by Spreadsheet” differences.

Close XML spreadsheet. Save changes as needed to the spreadsheet.

Go back to sourcing screen and logoff as buyer





Buyer Award Quotes via XML Spreadsheet

Buyer Award Quotes via XML Spreadsheet

RFQ 47623 has been seeded with the same items, suppliers, quotes, etc as RFQ 46623. The only difference is that RFQ 47623 has been “CLOSED” so that you can show the “Award by Spreadsheet” difference.

If you need to complete an RFQ from end to end (publish, quote, analyze, award, complete award to PO), please refer to demo script “Sourcing – RFQ” for the complete flow and to create your own RFQ #; and use this script for the specific steps to leverage the XML Spreadsheet feature.





Find and open RFQ 47623

15. Export XML Award Spreadsheet

In ACTIONS field LOV, choose “Award by Spreadsheet”, then (B) GO

For Format, choose radio button “XML Spreadsheet - Rich Style (.xml)”

For Quotes, choose radio button “Active”, this will show quotes for all four suppliers. DEMO NOTE: The RFQ has been scored and knockout resulted applied. So IF you choose “SHORT LISTED”, this should exclude supplier Eastern Industrial Products (assuming no one changed the shortlist of suppliers in the seeded RFQ).

(B) Export






DO NOT CLOSE YOUR CURRENT BUYER SOURCING SESSION (IE WINDOW).

Find the zip file on your computer and extract the 2 files: RFQ47623-Award.XML and RFQ-Award-Help.htm


As needed you can open the RFQ-Award-Help.htm file to review the instructions with your customers and note the details information that is provided.


Excel spreadsheet opens with multiple window sheets listed at bottom of page. It should default to sheet “Header”. As needed, click on sheet (ST) “Header”

DEMO NOTE: Everything from the “Analyze by Spreadsheet” section is the same in the “Award by Spreadsheet” except the following:

Lines sheet. For Award by Spreadsheet, you will be able to see any “Quantity Based Price Tier” as quoted by the suppliers. This will be visible for item 1.1 for supplier Industrial Dresseler.

So you can run through the same award quantity updates for RFQ 44633.

DEMO TIP (OPTIONAL): put an award quantity for EIP if you would like to show an error when subsequently uploading the award (EIP is “excluded” as a supplier so any quantity awarded to EIP will not be accepted by Sourcing.

Saves changes to spreadsheet (as needed, save file under a new name so you know which file was updated with your unique values).

Close Spreadsheet

Return to sourcing as buyer

16. Import Spreadsheet Award

As needed, return to RFQ 47623 and Action “Award by Spreadsheet”

Under Import Award, choose radio button XML Spreadsheet (.XML)

Browse to find your updated RFQ44633-Award.xml file

(B) Import

If the spreadsheet is valid and okay, the screen should change to “Review and Submit Award Import (RFQ 47623)” From this screen the buyer can view the Awarded and Rejected line quotes.



(B) Submit

Get confirmation: Award uploaded from spreadsheet for RFQ 47623 has been saved as a draft.

DEMO NOTE: if you allocated an award quantity to EIP you will get an error and you will need to change that award on the xml and reload the file.

This only saves the award as a DRAFT. The buyer would still need to Complete Award if that want this award scenario taken from the spreadsheet to turn it into a PO.

DO NOT “COMPLETE AWARD” FOR RFQ 47623So this process allows the buyer to import their award scenario into sourcing. This is another option available to the buyer for awarding. The others being a manual award (i.e. Award by Quote) or Sourcing Optimization. In all cases the award is saved and is a DRAFT, which can be over written by another award. The award is not final until you “Complete Award” in Sourcing.

Logoff as buyer.

END OF DEMO

End of activity.

Demo Support

Please see http://adsweb.oracleads.com > (M) Support > Procedures, for current information regarding demonstration support.



Flowchart



Start

Buyer Review RFQ

Log into Sourcing (1)Log off as buyer user(2)

Supplier Quote viaXML Spreadsheet

Log into SourcingSupplier (3)Export Quote viaXML Spreadsheet (4)Update Quote viaXML Spreadsheet (5)Import Quote viaXML Spreadsheet (6)Log out as supplieruser (7)

Buyer AnalyzeQuotes via XML

Spreadsheet

Log into Sourcing (8)Export XML AwardSpreadsheet (9)Header sheet (10)RequirementsScoring sheet (11)Lines sheet (12)Line Summary sheet(13)

Buyer AwardQuotes via XML

Spreadsheet

Log into Sourcing(14)Export XML AwardSpreadsheet (15)Import SpreadsheetAward (16)

End





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