Sometimes suppliers cannot place their responses online since they have no online access. Oracle Sourcing buyers can place surrogate bids on behalf of such suppliers. Once the buyer has received all the bid/quote information, a surrogate bid can be entered into the negotiation.
To place a surrogate bid on behalf of a supplier:
Sign on to Oracle Sourcing with Sourcing Super User responsibility.
From the Negotiations Home page, access the negotiation in which you wish to bid by clicking its number. Negotiations in which you are participating appear under Your Negotiations at a Glance. If you do not see your negotiation, click Full List. Clicking the number of your negotiation takes you to the negotiation summary page.
On the negotiation summary page, select Create Surrogate Quote/Bid from the Actions menu, and click Go.
On the Create Surrogate Bid/Quote: Select Supplier and Contact page, enter the name or contact of the surrogate supplier in the Supplier field and click Go. To create a contact without a user account please follow the steps:
Navigate to the Buyer Work Center and click on Suppliers.
Search for a supplier.
On the Supplier Details window, select the Contact Directory link from the menu in the left pane. The Contacts directory page displays with all the existing contact details and with options to update existing contacts, create a new contact.
Click on the create new contact button. Enter details of contact and ensure you do not select the checkbox Create User Account for this Contact. After entering the details click on Apply. A new contact without a user account for the supplier is created.
Select a contact for the supplier and click Create Surrogate Bid/Quote.
Continue from the Terms and Conditions page as with a regular response if terms and conditions are required.
The Terms and Conditions page enables buyers to accept (or not accept) the terms and conditions on behalf of suppliers, that are displayed as follows. After the buyer selects the Create Quote action, the Terms and Conditions page displays, with the following checkboxes (the wording of the checkboxes may differ from the boilerplate text below):
I have read and accepted the terms and conditions
I do not have the authority to accept terms and conditions but would like provisional permission to participate
By default both checkboxes are unchecked. The buyer needs to select one of the checkboxes only (mandatory) before the Accept button is enabled. Click Accept to go to the Create Quote page where you, as the buyer can enter the bid.
On the Create Bid/Create Quote page, enter the Bid/Quote Received Time. It is when the buyer received the offline copy of the response or when the supplier mailed/faxed the response. It must be after the negotiation open time and before the current time.
Continue entering response information according to the instructions specified in the information from the supplier.
If a negotiation is created for temporary labor, and if there are descriptors associated to the negotiation line based on the Job-Purchasing Category - Shopping Category combination, the supplier can view the descriptors (attributes) during the Quote process. The supplier can respond to the attributes on a rate-based negotiation line.
Note: If the negotiation is a Two-StageRFQ, it must first be closed, and technical and commercial sections unlocked before a surrogate bid can be entered. Surrogate quotes can be entered during either of the two stages - Technical or Commercial.
Quoted
This dropdown has two values: Yes and No. When you enter information for the quote (such as item information, or price), and you need to change or remove several field values, select Yes in the Quoted dropdown. You need to provide all the line information again. This is an optional field, and helps you to remove all the quote data with a single click. Otherwise, removing all the field values in the quote would be cumbersome. If you change item or price information, the system automatically changes the value of Quoted to Yes. By default, the value of Quoted is No.
Alternate Lines
The Create Alternate Lines page enables you to create all the line types supported in Oracle Procurement : Amount Based, Quantity Based, Fixed Price and Rate Based Temp Labor line types. The Attributes region is available on the Create Alternate Line page. Attributes are copied from the main line(s).
You can create an alternate line and associate it to one or more negotiation lines using the following methods:
Click the Add Alternate Lines icon in the row of the RFQ line, if you wish to associate the RFQ line to the alternate line. This opens the line details page. The Related to RFQ Lines region displays in the line details page. The Related to RFQ Lines region shows you the RFQ lines that the alternate line is associated to. Also the relation of the RFQ line could be an additional line, or an alternate line. This can be specified in the Relation with RFQ Lines dropdown. Click Add RFQ Line to add one or more negotiation lines that you want the alternate or additional line to be associate with. You can delete an associated RFQ line by clicking the Delete icon at the end of each RFQ line row.
In the Alternate Lines region, select the Create Line action, then click Go. The line details page displays. Enter the quote / bid details such as Description, Quote Quantity, Quote Price, etc. You can also create your quote / bid with descriptors (attributes). Descriptors from the source lines are also available in the alternate line.You can associate the alternate line to one or more negotiation lines using the Related to RFQ Lines region. Save your work by clicking Apply or Save Draft to return to the main Lines page of the quote.
The Alternate Lines region enables you to delete alternate lines and their association with negotiation lines. Select a line and click the Delete button ; you could also delete a line by navigating to each row and clicking the Delete icon at the end of each row. The Actions dropdown also enables you to delete all lines by using the Delete All Lines option and clicking Go. Use the pencil icon at each row to update information for the alternate line.
The Ship-To address is copied from the negotiation header if the alternate line is associated with multiple main lines. If the alternate line is associated to a single main RFQ line, the Ship-To address is copied from that single main line.
Buyers can amend a negotiation before it closes or create a new round. Controls are copied to the amended Negotiation. However, supplier responses are not copied, including alternate lines. Alternate lines are not copied to amendments or a new round. Buyers or suppliers need to create alternate lines whenever they update existing response or create new response.
The Quote page enables you to revise or withdraw your offer, depending on your supplier's request. For example, your supplier may wish to revise or withdraw their bid because the amendment to the solicitation now contains terms and requirements that were not anticipated. You can withdraw only active offers from suppliers and offers for negotiations that are currently open for bidding and for negotiations on which quote withdrawal is allowed. Click the Quote Number from the Surrogate Quote History page. On the Quote page that displays, select Withdraw Offer from the Actions LOV enables you to withdraw an offer from the negotiation. Select Withdraw Offer from the Actions LOV and click Go. The Withdraw Offer page displays, and you need to enter a withdrawal reason and click Submit. You get a confirmation message that the offer has been successfully withdrawn. A notification is also sent to the supplier indicating that the buyer has withdrawn his offer. The status of the offer will appear as withdrawn and will no longer be available in buyer's offer analysis and award decision pages.