TRAINING GUIDE - REGISTERED SUPPLIER GUIDE Lamprell Energy Limited Procurement and Supply Chain Version: 1.0
Table of Contents Introduction... 3 Login... 3 Login Assistance... 3 Homepage... 4 Sourcing... 5 Online Quote Submission... 5 Purchasing... 14 Accessing Purchase Orders... 14 View Receipts... 16 View Returns... 18 Online Invoicing... 19 Submitting Invoices... 19 View Invoices... 22 Work Confirmation... 24 Create Work Confirmation... 24 View/Update an existing work confirmation... 29 P a g e 2
Introduction This document contains a brief overview of how various tasks can be performed by a registered supplier in the isupplier Portal of Lamprell Energy Limited. Login To login to isupplier portal of Lamprell Energy Ltd, click on the login link for registered suppliers. Below page will be opened Provide your login credentials and click Login. Login Assistance If you have forgot your username or password, you can click on the Login Assistance link provide under login button. Kindly fill your relevant information and click on Forgot Password or Forgot User Name link and you will receive a new password in your email within next few minutes. P a g e 3
Homepage Once you are successfully logged in, you will routed to your homepage as below 1) You can view the list of access rights you have been given to perform certain actions / transactions with Lamprell Energy Ltd. 2) Worklist shows the messages and notifications and any list from Lamprell Energy Ltd. 3) Preferences where you can set your user specific date, currency format, etc. P a g e 4
Sourcing Suppliers can use the Lamprell Energy Ltd isupplier Portal to quickly locate and respond to RFQs and RFIs. If you are not registered as a Supplier with Lamprell, buyers can invite you to register with the system. Once you receive a registration invitation and have registered and been approved, you can start participating in sourcing process using isupplier portal. Online Quote Submission Once you are registered with Lamprell Energy Ltd Buyer will be able to invite you to participate in RFQs and an invitation email will be sent to contact person listed by supplier through supplier registration. To respond to RFQ to which you have been specifically invited, view the Open Invitations section of the sourcing homepage. To respond to an RFQ /RFI, click the number. Use the Search RFQ /RFI field to search for a particular RFQ /RFI. To monitor the RFQs /RFIs in which you are participating, check Your Active and Draft Responses section. To edit your personal information, click the Preferences link at the top of the page. You can enter many different personal options such as your language, date format, and password, among others. You can also click "Edit" link in the Profile section of Quick Links update contact information such as your name and email address. 1. After login, click on Sourcing homepage link. 2. On the sourcing homepage, select Create Quote/Create Bid from the Actions menu to create a response to the RFQ /RFI. 3. If the buyer has defined Terms and Conditions, you are asked to read and accept the RFQ /RFI terms and conditions. After reading the terms and conditions, click Accept. 4. On the Create Quote/Create Bid page, enter the following header information. Quote Currency(Bid Currency) Quote Valid Until (Bid Valid Until) Reference Number Note to Buyer Attachments Requirements 5. Click the Lines tab. Enter your values for the following fields: Quote/Bid Price Quote Quantity/Bid Quantity Promised Date Notes and Attachments 6. When you have entered responses to all your line responses, click Continue. This returns you to the Create: Review and Submit page 7. When you are satisfied with your bid, click Submit. P a g e 5
Notes: If for some reason you do not wish to submit your response immediately, click Save Draft to save your response information for a later session. Your draft will be assigned a number which you can use later when accessing the draft for editing or completion. You can access your draft responses by clicking the Manage Draft quick link from the homepage. You can access the draft for editing or for submission. Invitation to Submit Quote Login to the Application Using Login/ Password by clicking the link mentioned above in Invitation Email as Login and View RFQ /RFI Details. You will be able to find RFQ Number for which you are invited on the Worklist and further when you will press Sourcing Supplier folder and click Sourcing Home Page system will take you to Dashboard where all invitation and response to those invitation will appear. Click on Sourcing Supplier Folder option under Main Menu Tab and then press Sourcing Subfolder under Sourcing Supplier Folder. P a g e 6
Click on Sourcing Home Page Function to go to the RFQ /RFI Form where you can find all invitations and responses your company has made against those invitations. After clicking Sourcing Home Page following window will appear, you can see your invitations in Your Company s Open Invitations Tab System will prompt you for your intent to participate in the RFQ once you click on RFQ Number. P a g e 7
Click yes to submit response to RFQ. To Create Quote open the RFQ and from the Action list select Create Quote and press Go button to submit quote details. Lamprell Energy Ltd standard Terms and Conditions will appear on the next form. Scroll down to click I have read and accepted terms and conditions button and click accept. P a g e 8
Enter Quote Valid Until Date, Reference Number, Note to Buyer and further scroll down to enter Quote Value for Inspection Requirement. Press Bidder to Quote under Inspection Requirement list and select Yes/ No. To enter Quote Price/ Quantity click Lines Tab. P a g e 9
Note: Red symbol indicates more Information available. To find any attachments click on blue highlighted Line Description and you will be able to see Notes and Attachments section from where you can download attachments in case where Buyer attached any supporting documents. To enter further details click on Update Button (Pencil Sign) against each line. Enter Quote Price/ Quantity and enter the response for Line Attributes P a g e 10
Enter the desired information in the required field. And after filling up all information click on Apply button. System will return back to Lines form then press continue button to review detail information entered for Quotation P a g e 11
Review Header, Line and Attribute level information and click Submit button. System will display Confirmation message. P a g e 12
P a g e 13 Training Guide Registered Suppliers
Purchasing When Lamprell Energy Ltd will enter a Purchase Order in Oracle Purchasing, the PO details will be available to the supplier in the isupplier Portal which will enable the supplier to track the PO s throughout the entire procure-to-pay flow. Purchase Orders Navigation Path: isupplier Portal full access > Home Page > Orders > Purchase Orders P a g e 14
As a supplier you can open any PO by clicking on its number It is important to notice the status next to the PO, if the status shows as requires acknowledgment; then select the PO and click Acknowledge Click the Accept Entire Order if you want to proceed with this PO else Reject Purchase Order P a g e 15
Click Submit. This will navigate to PO summary page and you can give a note to buyer. After the PO is acknowledged the status will become Accepted. View Receipts Navigation Path: isupplier Portal Full access > Home Page > Shipments > Receipts On the Receipts page, you may search for details on receipt transactions using the following search criteria: Organization Supplier Supplier Site Receipt Number Receipt Date PO Number Item Supplier Item Receipt Location P a g e 16
You must enter a minimum search criteria to display search results. Minimum search criteria for receipts include receipt or supplier. You may view details of receipt transactions in the search results list. If you would like to export data regarding receipt transactions, click Export. P a g e 17
View Returns Navigation Path: isupplier Portal Full Access > Home Page > Shipments > Returns Now you can search your PO number or simply click on go to see a list of your returns. P a g e 18
Online Invoicing Submitting Invoices You can submit an invoice online to Lamprell Group based on the purchase order lines you have fulfilled. You need to only identify those items shipped and enter a quantity. You can invoice against open, approved, standard, or blanket purchase orders that are not fully billed. You can enter a credit memo against a fully billed purchase order (use negative quantity amounts to enter a credit memo), as well as invoice against multiple purchase orders. However, the currency and Organisation of all items on an invoice must be the same. The Organisation is the entity within the Lamprell Group that you are invoicing. Navigation Path: isupplier Portal Full Access > Home Page > Finance > View Invoices Select Option Create Invoice with a PO and click Go. P a g e 19
On the Create Invoice: Purchase Orders page, enter search criteria to identify the purchase order, and click Go. Select items of the PO to be invoiced and click Add to Invoice. Add as many items as you need (items on your invoice display at the bottom of the page). If you mistakenly add an item to the invoice, you can select it and click Remove from invoice. When finished adding items, click Next. On the Create Invoice: Details page, enter an invoice number, invoice date, attach scanned copies of invoice and delivery note, etc. You can also update the quantity and/or price. Enter and any additional information, and then click Next. P a g e 20
On the Create Invoice: Review and Submit page, review your invoice and click Submit. You also have the option to return to this invoice later by clicking Save for Later. A Confirmation page is generated informing you of successful invoice creation. P a g e 21
View Invoices Navigation Path: isupplier Portal Full Access > Home Page > Finance > View Invoices On the View Invoices page, you may search for details on invoices using the following search criteria: Invoice Supplier Supplier Site Invoice Date PO Number Payment Payment Status Operating Unit Gross Amount Invoice Date Amount Due Due Date P a g e 22
You must enter a minimum search criteria to display search results. Minimum search criteria for invoices include invoice number or supplier. You may view details of invoices in the search results list. If you would like to export data regarding invoices, click Export. P a g e 23
Work Confirmation Over the course of a subcontract, various pay items defined for the subcontract come due. To notify the Lamprell Project Management that a pay item needs to be processed for a completed unit of work, the subcontractor creates a work confirmation. The subcontractor creates work confirmations for requesting payments. For each pay item that is included on the work confirmation, the subcontractor must enter the amount requested or state the progress percentage and any material stored onsite, etc. Additionally, if there are any supporting documents for the work performed, attach the documents to the work confirmation. When the work confirmation document is complete, subcontractor submits it to the Lamprell Project Management for approval. Work confirmation is routed for approval to Quantity Surveyor and Project Manager. Create Work Confirmation From the home screen, access the purchase order by inputting PO number. P a g e 24
On the PO Details page, select Create Work Confirmation from the Actions menu and click Go. From the View menu, select either o Pay Items Due This Week o Pay Items Due This Month o All Pay Items P a g e 25
On the Create Work Confirmation page, select one or more pay items and click Next. Enter a work confirmation ID. P a g e 26
If this work confirmation reflects a particular span of time, enter performance period dates. Accept the default or enter a value for Requested/Delivered. Update the Progress Percentage column, if appropriate. P a g e 27
Click Save to keep a draft work confirmation in the system. You can return to the draft later for make further updates or submit it. When you have finished defining your work confirmation, click Submit. Once you click Submit, the approver is notified of the work confirmation and must approve it. You will receive below message if work confirmation is saved without submitting If the work confirmation is submitted to Lamprell for approval, below confirmation will be provided to subcontractor. P a g e 28
View/Update an existing work confirmation You can view existing work confirmations. From the Orders tab, click the Work Confirmations subtab. From the View menu, select either o Last 25 Work Confirmations o Draft Work Confirmations o Rejected Work Confirmations o All Work Confirmations The search results show the progress of the complex work order using the following columns: o Previous Requested o Previous Delivered o Current Requested o Current Delivered o Total Progress % Click the work confirmation number to access and view the work confirmation. You can select the work confirmation and click Update if you need to make changes to confirmation or address any issues with a rejected confirmation. You can modify details P a g e 29
of a rejected work confirmation as well as add additional items. If the confirmation has a status of Processing, Rejected, or Pending Approval, you can select the confirmation and delete it. P a g e 30