Memphis Light Gas and Water Division s isupplier User Guide

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1 Scope: Memphis Light Gas and Water Division s isupplier User Guide In order to conduct business with Memphis Light Gas and Water Division, a user guide has been developed to outline steps for suppliers to utilize throughout the eprocurement system. The eprocurement system allows suppliers to have access to two (2) applications: isupplier Portal Full Access and Sourcing Supplier. The training guide will cover how to engage with both applications. The isupplier Portal Full Access application allows suppliers to access purchase order, shipment, receipt, invoice (for Purchasing area purchase orders only), and payment history. Additionally, it allows suppliers to manage their supplier record with pertinent business information, such as address and contact information. The Sourcing Supplier application allows suppliers to respond to open requests for quotations and view the status of past request for quotation responses. Accessing the isupplier Portal: In order to access the MLGW isupplier Portal system, you must have an internet account and be logged on to the internet in order to access the isupplier Portal Full Access or Sourcing Supplier. Note: Using Internet Explorer version 10 or newer is the minimum requirement. Logging into the Supplier portal There are two (2) log-in options: 1. Existing Supplier Registration (currently have an existing account assigned for the isupplier Portal. Suppliers will have a log-in and password) A. Enter the following link into an open web browser in the address field: Enter your account log-in and password and select Login. 2. New Supplier Registration (currently do not have an existing account assigned for the isupplier Portal.) A. Click the attached link to be directed to the registration web browser: New Supplier Registration. This link can also be found on the MLGW Procurement and Contracts Management website located at Complete the requested information to receive an account log-in and password. Page i

2 Special Note: The MLGW Bid Online Notification Service will continue to be available for suppliers to view uploaded RFQs. Suppliers must be registered to view RFQs. To respond to an RFQ, suppliers must be registered in the isupplier Portal and request an invite via to be able to quote within the isupplier Portal. Page ii

3 Table of Contents isupplier Portal...1 Setting Up Supplier Users... 1 PI-453 Registering Supplier Users... 1 PI-454 Inviting Supplier Users... 6 Viewing/Creating Request For Quote "RFQ" and Submitting Change Request... 9 Viewing and Responding to a Request for Quotes "RFQ" Submitting a Change Request Viewing Invoice and Payment Information Submitting Invoices Viewing Payment Information Managing Supplier Profile Management Managing Address Book Creating an Address Site Adding Additional Contacts Adding Business Classifications Adding Products and Services (NIGP Code) Adding Banking Details Page iii

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5 isupplier Portal isupplier Portal Oracle isupplier... Upon completion of this course, you will be able to: Set up Supplier Users Setting Up Supplier Users Setting Up Supplier Users Supplier users... Upon completion of this lesson, you will be able to: Register supplier users Invite supplier users PI-453 Registering Supplier Users Registering Supplier Users Page 1

6 Once the supplier company has been set up in Oracle, you can register supplier users for the supplier in the Oracle isupplier Portal. In this topic, you will register a supplier user. For technical help, please contact the MLGW Service Desk at or by at ServiceDesk@MLGW.org. Procedure The purpose of this topic is to show you how to register supplier users. In this topic, you will learn the following: 1. How to register supplier users. SIMULATION NAVIGATION: To exit the simulation, press the Esc key. If you want to go back a screen, click on s > Previous in the top right-hand corner of the text bubble. 1. Begin by navigating to the Register a Supplier User page. Click the Purchasing Super User link. 2. Scroll down the page. Click the scrollbar. Page 2

7 3. Click the Register Supplier User link in the Supply Base: Supplier User Management: Supplier User Creation section. 4. Use the Register a Supplier User page to define new supplier user information and register the new user. 5. Click in the Supplier Name field. 6. Enter the desired information into the Supplier Name field. For this example, enter "Tyler's Time Share". 7. Click the desired Supplier Name link. For this example, click "Tyler's Time Share". 8. Click in the field. Page 3

8 9. Enter the desired information into the field. For this example, enter 10. Tab to the Username field. Press [Tab]. 11. The address will be the default Username. 12. Click in the Last Name field. 13. Enter the desired information into the Last Name field. For this example, enter "Moore". 14. Click in the First Name field. 15. Enter the desired information into the First Name field. For this example, enter "Tyler". 16. Click in the Phone Area Code field. 17. Enter the desired information into the Phone Area Code field. For this example, enter "901". 18. Tab to the Phone Number field. Press [Tab]. 19. Enter the desired information into the Phone Number field. For this example, enter " ". 20. Click in the Fax Area Code field. Page 4

9 21. Enter the desired information into the Fax Area Code field. For this example, enter "901". 22. Tab to the Fax Number field. Press [Tab]. 23. Enter the desired information into the Fax Number field. For this example, enter " ". 24. Click in the Note field. 25. Enter the desired information into the Note field. For this example, enter "Supplier W-9". 26. Click in the Job Title field. 27. Enter the desired information into the Job Title field. For this example, enter "CEO". 28. Enable the Certification Reminders option to allow for automatic reminders when user expiration dates are approaching. 29. Scroll down the page to define additional user options. Click the Vertical scrollbar. 30. Click the isupplier Portal Full Access option. Page 5

10 31. Click the Sourcing Supplier option. 32. Click the Vertical scrollbar. 33. After you click Register, you will receive a confirmation message. Click the Register button. 34. The confirmation message will indicate the if the supplier user was created successfully or if any errors were encountered. In this case, the supplier user was created successfully. 35. You have successfully completed the Registering Supplier Users topic. For technical help, please contact the MLGW Service Desk at or by at ServiceDesk@MLGW.org. End of Procedure. PI-454 Inviting Supplier Users Inviting Supplier Users Buyers have the option to register supplier users for a supplier or invite the supplier user to complete the registration form. In this topic, you will invite a supplier user. For technical help, please contact the MLGW Service Desk at or by at ServiceDesk@MLGW.org. Procedure The purpose of this topic is to show you how to invite supplier users. In this topic, you will learn the following: 1. How to invite supplier users. SIMULATION NAVIGATION: To exit the simulation, press the Esc key. If you want to go back a screen, click on s > Previous in the top right-hand corner of the text bubble. Page 6

11 1. Begin by navigating to the Invite a Supplier User page. Click the Purchasing Super User link. 2. Scroll down the page. Click the scrollbar. 3. Click the Invite Supplier User link in the Supply Base: Supplier User Management: Supplier User Creation section. 4. Use the Invite a Supplier User page to invite a new supplier user to register. Page 7

12 5. Click in the Supplier Name field. 6. Enter the desired information into the Supplier Name field. For this example, enter "cole classic car". 7. Tab to the Supplier Number field. Press [Tab]. 8. Notice the Supplier Number auto-populates based on the Supplier Name that was entered. 9. Click in the Address field. 10. Enter the desired information into the Address field for the supplier user you want to invite. For this example, enter Page 8

13 11. Click in the Note field. 12. Enter the desired information into the Note field. For this example, enter "Supply a copy of your W-9". 13. Ensure the Collaborative Planning option is deselected. 14. After you click Invite, you will receive a confirmation message. Click the Invite button. 15. The confirmation message will indicate the if the supplier user was invited successfully or if any errors were encountered. In this case, the supplier user was invited successfully. 16. You have successfully completed the Inviting Supplier Users topic. For technical help, please contact the MLGW Service Desk at or by at ServiceDesk@MLGW.org. End of Procedure. Viewing/Creating Request For Quote "RFQ" and Submitting Change Request Viewing Order Information Order information... Upon completion of this lesson, you will be able to: Page 9

14 Submit a change request Viewing and Responding to a Request for Quotes "RFQ" Viewing Request for Quotes "RFQ" Once a supplier receives an invitation to participate in the negotiation, they can submit a quote/bid for items listed in the Approved Product List (APL). In this topic, you will view a RFQ and submit a quote/bid. For technical help, please contact the MLGW Service Desk at or by at ServiceDesk@MLGW.org. Procedure The purpose of this topic is to show you how to view request for quotes "RFQ" and submit a quote/bid. In this topic, you will learn the following: 1. How to view RFQs. 2. How to submit a quote/bid. SIMULATION NAVIGATION: To exit the simulation, press the Esc key. If you want to go back a screen, click on s > Previous in the top right-hand corner of the text bubble. Page 10

15 1. Begin by navigating to the Negotiations page. Click the Sourcing Supplier link. 2. Click the Sourcing Home Page link. 3. Use the Negotiations page to view your negotiation responses and respond to RFQ invitations. Page 11

16 4. Click the desired Negotiation Number link under Your Company's Open Invitations section. For this example, click "64001". 5. Review the Terms and Conditions then scroll down the page. Click the Vertical scrollbar. 6. Click the I have read and accepted the terms and conditions option. Note: Agreeing to the Terms and Conditions only pertains to using Oracle isupplier Portal application. 7. Click the Accept button. 8. Use the RFQ page to review the RFQ header details, line details, controls, and contract terms. 9. The Header tab displays various information in regards to the overall bid. 10. Scroll down to view additional RFQ header details. Click the Vertical scrollbar. Page 12

17 11. Scroll back to the top the page. Click the Vertical scrollbar. 12. Click the Lines tab. 13. Click the desired Line link (blue colored) to view the line details. For this example, click "TUBING 5/8"OD POLYETHYL...". 14. The approved products listed are the products MLGW has approved for purchase. MLGW can only purchase what is listed as approved. 15. Click the Long Description link. 16. This is the long description of the item being requested to purchase. 17. Click the Return to Line: 1 (RFQ 64001) link. Page 13

18 18. Click the Return to RFQ: link. 19. In order to provide a bid, you have to Acknowledge Participation first. Click the Go button. 20. Click in the Note to Buyer field. 21. Enter the desired information into the Note to Buyer field. For this example, enter "I will quote.". 22. Click the Apply button. Page 14

19 23. To create a quote, click on the s drop down menu and select "Create Quote". Click the s list. 24. Click the Create Quote list item. 25. Click the Go button. 26. Use the Create Quote page to define header and line details for your quote. 27. Click the Quote Valid Until LOV button. 28. The Quote Valid Until date must be later than the close date. If an invalid date is given, Oracle will prompt you to provide a correct date. Click the Month list. Page 15

20 29. Click the desired Month list item. For this example, click "November". 30. Click the desired Date link. For this example, click "26". 31. Click in the Vendor Quote No. field. 32. Enter the desired information into the Vendor Quote No. field. For this example, enter "MLGW #2 Pipe Bid". 33. Click in the Note to Buyer field. Page 16

21 34. Enter the desired information into the Note to Buyer field. For this example, enter "I can make delivery.". 35. Click the Save Draft button. 36. Click the Lines tab. 37. Click the desired Line link (blue colored) to see the line details. For this example, click "TUBING 5/8"OD POL...". 38. MLGW can only purchase products that are listed on the Approved Products List (APL). The list is found under MFG and Attachments. 39. Highlight and copy the APL product you are quoting. Press the left mouse button and drag the mouse to select the desired text. For this example, press the left mouse button and drag the mouse to select "PERFORMANCE PIPE ". 40. Release the mouse button. 41. Right-click the highlighted Text. For this example, right-click "PERFORMANCE PIPE ". Page 17

22 42. Click the Copy list item. Page 18

23 43. Click the Return to Previous Page link. 44. Click the Update button for the line that you just viewed. 45. Click in the Quote Price field. 46. Enter the desired information into the Quote Price field. For this example, enter ".12". 47. Click in the Note to Buyer field. 48. Enter the desired information into the Note to Buyer field. For this example, enter "Quoting:". 49. Right-click in the Note to Buyer field. Page 19

24 50. Click the Paste list item. Page 20

25 51. Click the Add Attachment... button. 52. Click in the Title field. 53. Enter the desired information into the Title field. For this example, enter "Note to Buyer". 54. Click the Text option. 55. Click in the Text field. Page 21

26 56. Enter the desired information into the Text field. For this example, enter "I can meet delivery date or sooner.". 57. Click the Apply button. 58. Click the Apply button. 59. Click the Save Draft button. 60. Click the View RFQ button. Page 22

27 61. Scroll down to view additional RFQ Header details. Click the Vertical scrollbar. 62. Scroll back to the top of the page. Click the Vertical scrollbar. 63. Click the Lines tab. 64. Click the Controls tab. 65. Click the Contract Terms link. 66. Return to the Quote when you have finished reviewing the RFQ information. Click the Go button. 67. Click the Continue button. 68. Oracle will provide a quote (bid) summary once a quote has been entered. You can print out the quote for your records. Click the Printable View button. Page 23

28 69. Click the Open button. Page 24

29 70. Scroll down to view the entire RFQ quote details. Click the scrollbar. 71. Continue scrolling down. Click the scrollbar. 72. Continue scrolling down. Click the scrollbar. 73. Continue scrolling down. Click the scrollbar. 74. Continue scrolling down. Click the scrollbar. 75. Continue scrolling down. Click the scrollbar. 76. Click the Close button when you have finished reviewing your quote summary and return to Oracle. Page 25

30 77. Click the Validate button to ensure there are no errors on your quote. 78. Click the Submit button. 79. You will receive a confirmation message stating that your quote was submitted successfully to MLGW. Click the Return to Sourcing Home Page link to return to the Negotiations page. 80. You have successfully completed the Viewing Request for Quotes (RFQ) topic. For technical help, please contact the MLGW Service Desk at or by at ServiceDesk@MLGW.org. End of Procedure. Submitting a Change Request Submitting a Change Request Oracle isupplier enables you to make changes to purchase orders that still have an "Open" status. In this topic, you will submit a change request for a PO. For technical help, please contact the MLGW Service Desk at or by at ServiceDesk@MLGW.org. Procedure The purpose of this topic is to show you how to submit a change request. In this topic, you will learn the following: 1. How to submit a change request. SIMULATION NAVIGATION: To exit the simulation, press the Esc key. If you want to go back a screen, click on s > Previous in the top right-hand corner of the text bubble. Page 26

31 1. Begin by navigating to the isupplier Home page. Click the isupplier Portal Full Access link. 2. Use the isupplier Home page to review and drill down to your notifications, purchase orders, and/or PO shipment information. Page 27

32 3. Click the desired PO Number link. For this example, click " ". 4. Use the Standard Purchase Order page to review general PO information, drill down to order details, or make change requests. 5. Ensure "Request Change" is selected as the. Click the Go button. 6. Scroll down to view the PO Details section. Click the Vertical scrollbar. 7. Double-click the current value in the Price field. 8. Press [Backspace]. 9. Enter the desired information into the Price field. For this example, enter "55". 10. Scroll to the right to view additional PO details. Click the Horizontal scrollbar. Page 28

33 11. Click in the Reason field. 12. Enter the desired information into the Reason field. For this example, enter "Quoted wrong price". 13. Click the Submit button. 14. Click the Return to Purchase Order Summary link. 15. Use the Purchase Orders page to view, manage, and/or drill down to purchase order details. 16. Click the PO Number link that you just made changes to. For this example, click " ". 17. Scroll down to view the PO Details section. Click the Vertical scrollbar. 18. Click the Expand button to show additional PO line details. 19. Scroll down to view additional PO Details. Click the Vertical scrollbar. 20. The changes you made are indicated with the green star. 21. Click the Return to Orders: Purchase Orders link to return to the Purchase Orders page. 22. You have successfully completed the Submitting a Change Request topic. For technical help, please contact the MLGW Service Desk at or by at ServiceDesk@MLGW.org. End of Procedure. Viewing Invoice and Payment Information Page 29

34 Viewing Invoice and Payment Information Invoice and payment information... Upon completion of this lesson, you will be able to: View payment information Submitting Invoices Submitting Invoices Oracle isupplier enables you to submit invoices for a PO or multiple POs. Use the Finance tab to create invoices or review previous invoices and payment information. In this topic, you will submit an invoice for a PO. For technical help, please contact the MLGW Service Desk at or by at ServiceDesk@MLGW.org. Procedure There are two separate processes to pay invoices: 1. The Contract Department requires all invoices be submitted to the end users managing the contract for payment. 2. The Purchasing Department utilizes the isupplier Portal to pay invoices. The purpose of this topic is to show you how to submit invoices using the isupplier Portal. In this topic, you will learn the following: 1. How to submit invoices. SIMULATION NAVIGATION: To exit the simulation, press the Esc key. If you want to go back a screen, click on s > Previous in the top right-hand corner of the text bubble. Page 30

35 1. Begin by navigating to the isupplier Home page. Click the isupplier Portal Full Access link. 2. Use the isupplier Home page to review and drill down to your notifications, purchase orders, and/or PO shipment information. Page 31

36 3. Click the Finance tab. 4. Use the Finance tab to create or view invoices or view invoice payment information. 5. Click the Go button next to Create Invoice to submit an invoice for payment. 6. Click in the Purchase Order Number field. 7. Enter the desired information into the Purchase Order Number field. This will be the PO number to be paid on this invoice. For this example, enter " ". 8. Click the Go button. 9. Click the desired Select option for the PO you want to invoice. For this example, click the Select option for " ". Page 32

37 10. Click the Add to Invoice button. 11. Click the Next button. 12. Click in the Invoice Number field. 13. Enter the desired information into the Invoice Number field. For this example, enter "89012". 14. Click in the Invoice Description field. Page 33

38 15. Enter the desired information into the Invoice Description field. For this example, enter "Pick-up, 1Ton". 16. Click the Add... button. 17. Click in the Title field. 18. Enter the desired information into the Title field. For this example, enter "Invoice". 19. Click the Browse... button. Page 34

39 20. Scroll down the list. Click the scrollbar. 21. Double-click the desired File list item. For this example, double-click "INVOICE". Page 35

40 22. Click the Apply button. Page 36

41 23. Scroll down to view additional the invoice details. Click the scrollbar. 24. Click the Next button. 25. Scroll down to view additional invoice tax details. Click the Vertical scrollbar. 26. Click the Next button. 27. Scroll down to review all the invoice details before submitting. Click the Vertical scrollbar. 28. Click the Submit button. 29. Confirmation page will populate with a message stating the invoice has been submitted for payment. Page 37

42 30. Scroll down the page. Click the Vertical scrollbar. 31. Click the Return to Invoices link when you have finished reviewing the invoice submission details. 32. You have successfully completed the Submitting Invoices topic. For technical help, please contact the MLGW Service Desk at or by at End of Procedure. Viewing Payment Information Viewing Payment Information Oracle isupplier enables you to view and drill down to purchase order payment information and invoice details. In this topic, you will view payment information for a PO. For technical help, please contact the MLGW Service Desk at or by at ServiceDesk@MLGW.org. Procedure The purpose of this topic is to show you how to view payment information for a PO. In this topic, you will learn the following: 1. How to view payment information. SIMULATION NAVIGATION: To exit the simulation, press the Esc key. If you want to go back a screen, click on s > Previous in the top right-hand corner of the text bubble. Page 38

43 1. Begin by navigating to the isupplier Home page. Click the isupplier Portal Full Access link. 2. Use the isupplier Home page to review and drill down to your notifcations, purchase orders, and/or PO shipment information. Page 39

44 3. Click the desired PO Number link to see if a payment has been made against the PO. For this example, click " ". 4. Use the Standard Purchase Order page to review general PO information and drill down to order details. 5. Click the s list to view other functions. 6. Click the View Payments list item. 7. Click the Go button. 8. Use the Payments for Standard Purchase Order page to review summarized payment information for the PO and drill down to payment details. Page 40

45 9. Click the desired Payment link. This is the payment number, i.e. check number. For this example, click "100063". 10. Use the Payment page to review the payment details for the PO and/or drill down to invoice or PO details corresponding to the payment. 11. Click the desired Invoice link. This is the invoice number from the supplier to MLGW. For this example, click "29000". 12. Use the Standard Invoice page to review the invoice information corresponding to the payment. 13. The Invoice Lines tab provides the description, quantity, price, PO number, line number, PO shipment number, buyer, and the receipt number. 14. Click the Scheduled Payments tab. 15. The Scheduled Payments tab provides the invoice due date, amount due, remaining balance, payment status, and method of payment. 16. Click the Hold Reasons tab. Page 41

46 17. If MLGW placed a hold on a PO, the reason would be stated under the Hold Reasons tab. 18. Click the Return to Payment Details link to return to the Payment page. 19. Click the Return to View Payments link to return to the Payments for Standard Purchase Order page. 20. Click the Return to View Order Details link to return to the Standard Purchase Order page. 21. You have successfully completed the Viewing Payment Information topic. For technical help, please contact the MLGW Service Desk at or by at ServiceDesk@MLGW.org. End of Procedure. Managing Supplier Profile Management Managing Supplier Profile Management Supplier profile management... Upon completion of this lesson, you will be able to: Manage address book Managing Address Book Managing Address Book Page 42

47 Use the isupplier Portal to view, add, or update supplier business profile information such as address book, contacts, company classifications, etc. In this topic, you will manage/update the address book. For technical help, please contact the MLGW Service Desk at or by at Procedure The purpose of this topic is to show you how to manage address books. In this topic, you will learn the following: 1. How to manage address books. SIMULATION NAVIGATION: To exit the simulation, press the Esc key. If you want to go back a screen, click on s > Previous in the top right-hand corner of the text bubble. 1. Begin by navigating to the isupplier Home page. Click the isupplier Portal Full Access link. 2. Use the isupplier Home page to review and drill down to your notifications, purchase orders, and/or PO shipment information. Page 43

48 3. Click the Admin tab. 4. Use the Admin tab to manage supplier business profile information such as addresses/locations, contacts, business classifications, products and services, banking information, and payment and invoicing options. Page 44

49 5. Click the Organization link. 6. Use the Organization page to define general supplier organization information. 7. Click the Address Book link. 8. Use the Address Book page to manage supplier addresses/locations. 9. Click the Create button to add locations, addresses, branches, etc. Page 45

50 10. Click in the Address Name field. 11. The Address Name defines the name of the "City" in which the Purchasing Address or Payment Address corresponds. Examples: If doing business with MLGW's Purchasing Department, an Address Name will need to be entered. The Address Name in the example is Nashville. Purchasing Address is the name of the city in which the business is physically located. Payment Address is the name of the city in which "Payment" for goods/services should be sent. If the Address Name (Name of City) is different for the purchasing address or payment address, there should be an additional Address Name applied to the record/account. NOTE: If doing business with MLGW's Contract Department, the Address Name will always be POR (Pay On Receipt). This enables faster payment of invoices for contracts. Page 46

51 12. Click the Country list. 13. Scroll down the list. Click the scrollbar. 14. Click the desired Country list item. For this example, click "United States". 15. Click in the Address Line 1 field. 16. Enter the desired information into the Address Line 1 field. For this example, enter "6785 Royalty Way". 17. Click in the City/Town/Locality field. 18. Enter the desired information into the City/Town/Locality field. For this example, enter "Nashville". 19. Click in the Postal Code field. 20. Enter the desired information into the Postal Code field. For this example, enter "37865". 21. You can enter additional address information, phone numbers, and/or fax numbers if desired. Click the Save button. 22. Click the Contact Directory link. 23. Use the Contact Directory page to view and update existing supplier contact information or create a new supplier contact. Page 47

52 24. Click the Create button to add a contact person. 25. All of the fields can be completed if desired. Click in the First Name field. 26. Enter the desired information into the First Name field. For this example, enter "Cole". 27. Click in the Last Name field. 28. Enter the desired information into the Last Name field. For this example, enter "Moore". 29. Click in the Contact field. 30. Enter the desired information into the Contact field. For this example, enter "cole.classic@gmail.com". 31. Click the Save button. 32. Click the Business Classifications link. 33. Use the Business Classification page to define any applicable business classifications for the supplier. You should complete all certifications that apply. Page 48

53 34. Click the I certify that I have reviewed the classification below and they option to allow Oracle to send an to the company when certifications are about to expire. 35. Click the desired Classification option. For this example, click the "Minority Owned" option. 36. Click the Minority Type list. 37. Click the desired Minority Type list item. For this example, click "White Male". 38. Click in the Certificate Number field. 39. Enter the desired information into the Certificate Number field. For this example, enter "289876". Page 49

54 40. Tab to the Certifying Agency field. Press [Tab]. 41. Enter the desired information into the Certifying Agency field. For this example, enter "mmbc". 42. Tab to the Expiration Date field. Press [Tab]. 43. Click the Expiration Date LOV button. 44. Click the Year list. 45. Click the desired Year list item. For this example, click "2016". Page 50

55 46. Click the desired Date link. For this example, click "20". 47. Click the desired Classification option. For this example, click the "Small Business" option. 48. Click in the Certificate Number field. 49. Enter the desired information into the Certificate Number field. For this example, enter "7654". 50. Tab to the Certifying Agency field. Press [Tab]. Page 51

56 51. Enter the desired information into the Certifying Agency field. For this example, enter "TN Government". 52. Tab to the Expiration Date field. Press [Tab]. 53. Click the Expiration Date LOV button. 54. Click the Month list. 55. Click the desired Month list item. For this example, click "June". 56. Click the Year list. Page 52

57 57. Click the desired Year list item. For this example, click "2016". 58. Click the desired Date link. For this example, click "21". 59. Click the Save button. 60. Click the Product & Services link. 61. Use the Products and Services page to define specific products and services that the supplier can supply. 62. Click the Add button. Page 53

58 63. You can search through the available product and services by using the navigation links or you can use the search option to narrow your results. 64. Select the desired product and/or service option(s) and then click Apply to link them to the supplier. For this training, you are not going to apply any products or services. Click the Cancel button. 65. Click the Banking Details link. 66. Use the Banking Details page to define bank account information for the supplier. 67. Click the Create button. 68. The Create Bank Account page is where you, the supplier, will enter the banking information. MLGW will demonstrate as far as it can, however, we don't have a bank account number to use for this example. This is a real process and you can't enter erroneous accounts. You will not see any entry in the "Bank Account" section of this page. 69. Click the Country list. 70. Click the More... list item. Page 54

59 71. Click the Go button to view all available countries to choose from. 72. Alternatively, you can narrow the results for the country by entering search criteria. Click in the Search By field. 73. Enter the desired information into the Search By field. For this example, enter "united". 74. Click the Go button. 75. Click the desired Quick Select button for the country you want to select. For this example, click the Quick Select button for "United States". Page 55

60 76. Click the Existing Bank option. 77. Click in the Bank Name field. 78. Enter the desired information into the Bank Name field. For this example, enter "first tenn". 79. The auto-complete feature will lookup the value as you type in the Bank Name field. You may select the bank name from the list or Tab out of the field if their is only one value to available. Press [Tab]. 80. Click the Existing Branch option. 81. Click in the Branch Name field. 82. Click the Search for Branch Name button. Page 56

61 83. Click the Go button to view all of the locations provided by "First Tennessee Bank". 84. Click the desired Quick Select button for the location of your bank. For this example, click the Quick Select button for "Downtown". 85. The Bank Account section is where the supplier will enter their bank account information. Page 57

62 86. Scroll down the page. Click the Vertical scrollbar. 87. Click the Expand button for "Show Account Details". 88. Once you have filled out the banking details, you should click Save to save the page. For this training, you are not going to save the changes. Click the Cancel button. 89. Click the Payment & Invoicing link. 90. Use the Payment Details page to define and manage supplier payment and invoicing information and default options for each address. 91. You have successfully completed the Managing Address Book topic. For technical help, please contact the MLGW Service Desk at or by at End of Procedure. Creating an Address Site Procedure Page 58

63 1. Click the isupplier Portal Full Access link. Page 59

64 2. Click the Admin tab. 3. Click the Address Book link. Page 60

65 4. Click the Create button. 5. All fields with the asterisk (*) are required fields. Page 61

66 6. Click in the Address Name field. 7. Enter the name of your site into the Address Name field. For this example, enter "Site". A company may want to use the name of the city they reside in, i.e. Memphis, Nashville, New York etc... In this example, we are using "Site" to cut down some of the confusion. 8. Click in the Address Line 1 field. 9. Enter your address into the Address Line 1 field. For this example, enter "123 Main St.". 10. Click in the City/Town/Locality field. 11. Enter the site city into the City/Town/Locality field. For this example, enter "Memphis". 12. Click in the Postal Code field. 13. Enter the site zip code into the Postal Code field. For this example, enter "38103". 14. Click the Save button. 15. End of Procedure. Adding Additional Contacts Procedure Page 62

67 1. Click the isupplier Portal Full Access link. Page 63

68 2. Click the Admin tab. 3. Click the Contact Directory link. 4. Click the Create button. 5. All fields with the asterisk (*) are the required fields. 6. Click in the First Name field. 7. Enter the contact's first name into the First Name field. For this example, enter "Tim". 8. Click in the Last Name field. Page 64

69 9. Enter the contact's last name into the Last Name field. Enter "Parker". 10. Click the Save button. 11. End of Procedure. Adding Business Classifications Procedure 1. Click the isupplier Portal Full Access link. Page 65

70 2. Click the Admin tab. Page 66

71 3. Click the Business Classifications link. 4. Click the certification option. 5. Click the Appliciable option. 6. Click the Minority Type list. 7. Click the Black African American Male list item. 8. Click in the Certificate Number field. 9. Enter the certificate number of your certification into the Certificate Number field. For this example, enter "AT555". Page 67

72 10. Click in the Certifying Agency field. 11. Enter the name of the certifying agency into the Certifying Agency field. For this example, enter "NMSDC". 12. Click in the Expiration Date field. 13. Enter the certification expiration date into the Expiration Date field. For this example, enter "31-OCT-2026". 14. Click the Save button. 15. End of Procedure. Adding Products and Services (NIGP Code) Procedure Page 68

73 1. Click the isupplier Portal Full Access link. 2. Click the Admin tab. Page 69

74 3. Click the Product & Services link. Page 70

75 4. Click the Add button. 5. Click the Search for Specific Product & Service option. 6. Click in the Description field. 7. Enter the description of the product or service that you provide into the Description field. For this example, enter "FURNITURE". 8. Click the Go button. 9. Click the FURNITURE: OFFICE option. 10. Click the Apply button. 11. End of Procedure. Adding Banking Details Procedure Page 71

76 1. Click the isupplier Portal Full Access link. Page 72

77 2. Click the Admin tab. 3. Click the Banking Details link. Page 73

78 4. Click the Create button. 5. For this example, we are selecting a bank that already exists in the system. If your bank is not listed, you can add it here. Be sure to provide both bank and bank branch information. 6. Click the Existing Bank option. 7. Click the Search for Bank Name button. Page 74

79 8. Click the Go button. 9. Click the Quick Select button. Page 75

80 10. Click the Existing Branch option. 11. Click the Search for Branch Name button. 12. Click the Go button. 13. Click the Quick Select button. Page 76

81 14. Click in the Account Number field. 15. Enter a valid account number into the Account Number field. For this example, enter " ". 16. Click the Save button. 17. End of Procedure. Page 77

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