ORACLE

SOURCING
USER GUIDE

SUPPLIER
EDITION v1.1

Date of last update

10/04/2006
 Instructions for using this guide

Introduction

Santos has chosen to use the Oracle Sourcing Module as part of its standard
business practice as it provides a consistent model / process for contract
execution, delivers significant internal & external efficiency gains, supports the
strategic sourcing process through the use of attributes which embeds total
cost of ownership thinking into standard business processes and provides
linkage to other Oracle Applications

When using this guide note the formatting of particular text throughout the
document.

• Number references exist on pages where multiple screen shot

annotations are necessary. Below each of the screen shots tables are
present which contain instructions relating to each number reference.

• Words that are formatted as underlined text indicates that definitions

are present in the glossary located within the help function of the
Oracle Sourcing site.

• Any wording below the tables that are formatted as bold and italic
represent important points relating to actions required on those pages.

Particular attention is drawn to the following guides contained in this

document:

• RFI / RFQ / BA checklists which provide a list of mandatory and

optional tasks (pages 19, 43 & 64 respectively)

• Negotiation flowchart which provides an overview of the whole process

(page 2)

As all negotiations differ greatly no reference has been made to typical time
frames between steps – this information will be provided by the Contract
Analyst running the negotiation.

To keep yourself up to date with any updates to this document you should
register your interest in email updates via the Santos Procurement & Logistics
website:

http://www.santos.com/MS_Default.aspx?p=253

1
Negotiation Flow Chart

2
TABLE OF CONTENTS

1. LOG INTO ORACLE APPLICATIONS.....................................................5

1.1. How to log in.................................................................................................5
2. FUNCTIONALITY – GETTING STARTED ...............................................8
2.1. How to Change your Password ....................................................................8
2.2. How to Edit your Personal Information .......................................................11
2.3. How to Acknowledge Participation .............................................................14
2.4. How to search for previous negotiations you have participated in .............17
3. RFI CHECKLIST ....................................................................................19
3.1. How to view an RFI ....................................................................................20
3.2. How to view RFI attributes .........................................................................21
3.3. How to view notes and Download file attachments ....................................22
3.4. How to view RFI lines .................................................................................26
3.5. How to view detailed line information .........................................................27
3.6. How to view Oracle Sourcing conditions for the RFI ..................................28
3.7. How to create an RFI response..................................................................29
3.8. How to view and accept the terms and conditions of the Santos Sourcing
site..............................................................................................................30
3.9. How to create RFI header details and add attachments ............................31
3.10. How to add attachments to your response .................................................32
3.11. How to populate RFI line details.................................................................33
3.12. How to respond to line level attributes .......................................................34
3.13. Example of RFI with populated fields .........................................................35
3.14. How to save draft or proceed with completing an RFI................................36
3.15. Draft RFI confirmation screen ....................................................................37
3.16. How to review your RFI response and submit to Santos............................38
3.17. RFI response - submit confirmation............................................................39
3.18. How to respond by spreadsheet.................................................................40
3.19. How to download the spreadsheet response template and instructions ....41
3.20. How to load a spreadsheet response to Sourcing......................................42
RFQ CHECKLIST..........................................................................................43
3.21. How to view an RFQ ..................................................................................44
3.22. How to download RFQ instructions / attachments......................................45
3.23. How to export an RFQ to a spreadsheet or create a response ..................49
3.24. How to view and accept the terms and conditions of the Santos Sourcing
site..............................................................................................................51
3.25. How to create RFQ header details .............................................................52
3.26. How to populate RFQ line details and add attachments ............................53
3.27. Example of RFQ with populated fields and proceeding with completing an
RFQ ............................................................................................................54

3
 3.28. How to upload a pre-prepared RFQ spreadsheet quote ............................55
3.29. How to review your RFQ response and submit to Santos..........................56
3.30. RFQ response - submit confirmation..........................................................57
3.31. How to view the details of the quote you have submitted...........................58
3.32. How to view negotiations that are awarded, rejected or disqualified after a
decision has been made ............................................................................60
4. BUYER’S AUCTION CHECKLIST .........................................................64
4.1. How to view a Buyers Auction ....................................................................65
4.2. How to download Buyers Auction instructions / attachments .....................66
4.3. How to export a Buyers Auction to a spreadsheet – How to create a bid .70
4.4. How to view and accept the terms and conditions of the Santos Sourcing
site..............................................................................................................76
4.5. How to create auction header details .........................................................77
4.6. How to populate Buyers Auction line details and add line level attachments
...................................................................................................................78
4.7. Example of Buyers Auction with populated fields.......................................79
4.8. How to bid by spreadsheet – How to save draft – How to proceed with
completing the auction response................................................................80
4.9. Draft Buyers Auction response confirmation screen ..................................81
4.10. How to upload your pre-prepared spreadsheet. .........................................82
4.11. How to review bid details and submit your bid ...........................................83
4.12. How to view the details of the bid you have submitted...............................84
4.13. How to use the Power Bid function.............................................................88
4.14. How to use the Auction Monitor..................................................................93
4.15. How to Cancel proxy bidding......................................................................99

4
 1. LOG INTO ORACLE APPLICATIONS

1.1. How to log in

(1)

REF # ENTRY

Go to http://www.santos.com/MS_Default.aspx?p=253 and click on the “Log into

Oracle” link

(1) Key in your username and password and click on the Login To Oracle
Applications button

Note: If you do not access the screen shown above then you may need to speak to
your I.T. department for assistance

5
(1)

REF # ENTRY

(1) Click on the Sourcing Supplier link to enter the Santos Sourcing module

6
(1)

REF # ENTRY

(1) Click on the Sourcing Home Page link to proceed to your company home page.

Functionality Proceed to page 8 of this guide

RFI Proceed to page 20 of this guide

RFQ Proceed to page 44 of this guide

Buyers Proceed to page 65 of this guide

Auction

7
 2. FUNCTIONALITY – GETTING STARTED

2.1. How to Change your Password

(1)

REF # ENTRY

(1) Click on the Preferences link

8
(1)

(2)

REF # ENTRY

(1) Type your old and new passwords in these fields

(2) Click the Apply button

9
(1)

REF # ENTRY

(1) Click the home link to return to the home page

10
 Functionality

2.2. How to Edit your Personal Information

(1)

REF # ENTRY

(1) Click the Personal Information link under the Manage header on your home page

11
(1)

(2)

REF # ENTRY

(1) Edit fields as required

(2) Click the Apply button to save your changes

12
(1)

REF # ENTRY

(1) If successful you will see this confirmation

(now click the negotiations link to return to your home page)

13
 Functionality

2.3. How to Acknowledge Participation

(1)

REF # ENTRY

(1) Any negotiations you have been invited to participate in will be listed below the
“Open Invitations” header. Click on the Negotiation Number link to enter a
negotiation, (in this example it is 6419).

Note: the process for acknowledging participation is the same for RFI, RFQ and Buyers
Auctions.

14
(1)

* REMAINDER OF SCREEN SHOT OMITTED *

REF # ENTRY

(1) Select the value “Acknowledge Participation” from the drop down box and click the
“Go” button

15
(1)

(2)

(3)

REF # ENTRY

(1) Check the relevant radio button

(2) Type a note here for the buyer if required (optional)

(3) Click Apply to submit acknowledgement to Santos

Note: You will have received an email from Santos informing you of the negotiation –
you should not reply to the email, but use this process to acknowledge participation.

16
 Functionality

2.4. How to search for previous negotiations you have participated in

(1)

REF # ENTRY

(1) Any negotiations you have previously participated in can be viewed by clicking on
one of the links in this area of your home page

Note: This is the only method of viewing negotiations you have previously been
involved in. If the Active link does not yield results, try the Awarded or Rejected links.

17
(1)

(2)

REF # ENTRY

Click on the Response Number link to view details of the information / quote you
(1) sent to Santos

Click on the Negotiation Number link to view details of the negotiation you
(2) participated in

18
3. RFI CHECKLIST

A Request for Information (RFI) is used to qualify suppliers and their goods and services for
subsequent procurement activities. RFI’s are used more for gathering information on goods
and service provided by a supplier than to lock in particular price information. Typically, an
RFI will contain prequalification documents and attribute questions for response as well as
additional information for suppliers including an instruction letter and draft contract

Mandatory Optional

Step 1: Acknowledge participation in an RFI 5 …

Acknowledge participation 5 …

Step 2: Download RFI information 5 …

View RFI lines 5 …
Download “prequalification documents” 5 …
Complete prequalification response off line 5 …
Complete any other required information off line 5 …

Step 2: Respond to an RFI 5 …

Click “create response” 5 …
Read and accept the terms and conditions of the Oracle 5 …
Sourcing site

Create RFI header details 5 …

Populate RFI line details 5 …
Add attachments including completed prequalification 5 …
documentation

Save a draft of your response … 5

Review your RFI response 5 …
Send messages to the Santos buyers … 5
Submit your response to Santos 5 …

19
 RFI

3.1. How to view an RFI

(1)

REF # ENTRY

Any negotiations you have been invited to participate in will be listed below the
“Open Invitations” header. Click on the Negotiation Number link to enter a
(1) negotiation, (in this example it is 6419).

20
 RFI

3.2. How to view RFI attributes

(1)

REF # ENTRY

Click the show all details link to view details of RFI header level attributes (an RFI
may not have header level attributes in every instance – if this is the case the field
(1) will still expand but will not show any data)

21
 RFI

3.3. How to view notes and Download file attachments

(1)

REF #

(1) Any notes to suppliers and Header level attachments will be present below the Notes
and Attachments heading. The attachments can be downloaded by clicking on each
of the links (one at a time if there are multiple present)

Note: This is where you will find prequalification information.

22
 RFI

Download attachments > save file

(1)

REF # ENTRY

(1) Click the Save button

23
(1)

REF # ENTRY

(1) Save the file to a location on your PC / network.

24
(1)

REF # ENTRY

(1) Click the Open button to view and or edit the document

Repeat steps from page 22 - 25 for any other attachments

25
 RFI

3.4. How to view RFI lines

(1)

* REMAINDER OF SCREEN SHOT OMITTED *

REF # ENTRY

(1) Click the “Lines” link to view detailed information for all lines within the RFI

26
 RFI

3.5. How to view detailed line information

(1)

REF # ENTRY

(1) Click the link respective to the line description you are seeking detailed
information for

27
 RFI

3.6. How to view Oracle Sourcing conditions for the RFI

(1)

(2)

REF # ENTRY

(1) Click the “Controls” link

(2) The RFI conditions will then be present and are only available in a read only
format

28
 RFI

3.7. How to create an RFI response

(1)

REF # ENTRY

(1) Select “Create Response” from the drop down list and click Go to respond to the
RFI

29
 RFI

3.8. How to view and accept the terms and conditions of the Santos
Sourcing site

(1)

* REMAINDER OF SCREEN SHOT OMITTED *

REF # ENTRY

(1) Read the terms and conditions and click the “Accept” button if you accept the
terms and conditions of access to the Santos Sourcing site

30
 RFI

3.9. How to create RFI header details and add attachments

(1)

(2)
(3)

(4)

(5)

REF # ENTRY

(1) Key a value in the “Response Valid Until” field. This value should reflect the
validity of the information you provide within the RFI response. If a validity period
does not exist, leave the field blank.

(2) The reference number is for your internal tracking only.

(3) Any notes typed to buyer will be received by the buyer upon receipt of your
response

(4) Click the Add Attachments button to attach you prequalification responses and
any other required files – refer to next page for more detail with regard to adding
attachments

(5) Answer attributes (if any) by typing directly into the Response Value fields

31
 RFI

3.10. How to add attachments to your response

(1)

(2)

(3)

(4)

REF # ENTRY

Click the Add Attachments button (refer previous page of this manual)

(1) Type a description for the file to be attached in this field. (a copy of the file name
will suffice)

(2) Make sure the radio button next to File is checked. The maximum file size for
attachments is 10 Megabytes. If the files you need to attach are larger, split the
content and attach multiple “smaller” files. There is no limit to the amount of files
that can be attached.

(3) Click the Browse button to navigate within your PC / network to the file you wish to
attach.

(4) Click the Add Another button if you have more than one attachment to add and
then Apply button when all attachments have been added

Note: you can also add web links as attachments

32
 RFI

3.11. How to populate RFI line details

(1)

(2)

(3)

REF # ENTRY

(1) If this target symbol appears, it means more detail is required at line level such as
attributes. Click the update (pencil shaped) icon to drill down and respond the
additional requirement

Proceed to the next page of this guide if you have selected this option

(2) If a pricing response is required within the RFI, key pricing details in the Response
Price field

(3) Click the calendar icon next to the promise date field and select a date that occurs in
the future

Note: Not all RFIs will have items at a line level

NOTE: If there is a large number of items you may wish to respond by

using a spreadsheet (REFER PG 40 OF THIS GUIDE)

33
 RFI

3.12. How to respond to line level attributes

(1)

(2)

(3)

(4)

REF # ENTRY

(1) Key the response price for the item

(2) Key your response to the line level attribute(s)

(3) Add any attachments pertinent to the line item (refer to page 32 of this guide for
further instructions with adding attachments

(4) Click the Apply button when line details are complete to return to RFI response
page

34
 RFI

3.13. Example of RFI with populated fields

(1)

REF # ENTRY

(1) Note the attachment details show that the Prequalification response is attached

35
 RFI

3.14. How to save draft or proceed with completing an RFI

(1)

(2)

REF # ENTRY

(1) Click the Save Draft button to save your progress. You can save a draft of your
progress any time this icon is present on the page. (and proceed to next page of
this guide) OR

(2) Click the Continue button when all requirements are completed. (Proceed to page
38 of this guide if you elect to Continue.)

36
 RFI

3.15. Draft RFI confirmation screen

(2)

REF # ENTRY

(1) Make a note of the draft number for your reference. You can access your drafts
from the Manage Draft Responses link or by navigating to your company home
page and looking under the Your Active and Draft Negotiations header.

Either continue editing your draft or click on the logout link at the top of the page
to end your session

37
 RFI

3.16. How to review your RFI response and submit to Santos

(1)

REF # ENTRY

(1) Click the Submit button to lodge your response to Santos Limited.

38
 RFI

3.17. RFI response - submit confirmation

(1)

REF # ENTRY

(1) This message is shown to confirm your response has been lodged with Santos
Limited

39
 RFI

3.18. How to respond by spreadsheet

(1)

REF # ENTRY

(1) Click the respond by spreadsheet button

40
 RFI

3.19. How to download the spreadsheet response template and

instructions

(1)

REF # ENTRY

(1) Select lines from the drop down box and click the Export button

Save the file to a location on your network / PC. The .zip file will contain
instructions as to how to complete the spreadsheet.

Once the spreadsheet has been populated with applicable detail proceed to the
next page of this guide for an explanation as to loading the spreadsheet

41
 RFI

3.20. How to load a spreadsheet response to Sourcing

(1)

(2)

REF # ENTRY

(1) Click the browse button and find the file on your network / PC you wish to load

(2) Click the Import button to load the spreadsheet response and return to page 36 of
this guide to continue responding to the RFI

42
RFQ CHECKLIST

A Request for Quotation (RFQ) enables buyers to collect quotes from suppliers. Typically, an
RFQ will contain a list of items to quote and attribute questions for response as well as
additional information for suppliers including an instruction letter, a draft contract and product
specifications. Once suppliers have submitted an initial round of quotes, the buyer may fine-
tune the RFQ and initiate detailed negotiations as necessary. The process may go through
multiple rounds of negotiations and quotes before completion.

Mandatory Optional

Step 1: Acknowledge participation in an RFQ 5 …

Acknowledge participation 5 …

Step 2: Download RFQ information 5 …

Download “instructions for completing an RFQ” 5 …
View RFQ lines 5 …
Download “quoting spreadsheet” … 5
Complete quotation off line … 5

Step 2: Respond to an RFQ 5 …

Click “create response” 5 …
Read and accept the terms and conditions of the Oracle 5 …
Sourcing site

Create RFQ header details 5 …

Populate RFQ line details … 5
Upload pre-prepared quotation spreadsheet … 5
Save a draft of your response … 5
Review your RFQ response 5 …
Submit your response to Santos 5 …

43
RFQ

3.21. How to view an RFQ

REF # ENTRY

Any negotiations you have been invited to participate in will be listed below the
“Open Invitations” header. Click on the Negotiation Number link to enter a
negotiation, (in this example it is 6422).

44
 RFQ

3.22. How to download RFQ instructions / attachments

(1)

REF # ENTRY

(1) Click on the link below the file name header to download the attachment

45
(1)

REF # ENTRY

(1) Click the Save button

46
(1)

REF # ENTRY

(1) Save the file to a location on your PC / network.

47
(1)

REF # ENTRY

(1) Click the Open button to view the document and read through the instructions for
completing the RFI

Repeat steps from page 45 - 48 for any other attachments

48
 RFQ

3.23. How to export an RFQ to a spreadsheet or create a response

(1)

REF # ENTRY

(1) Select “Export to Spreadsheet” from the drop down list of values and click the Go
button to begin the process of preparing your quote from a spreadsheet – this
process is recommended for RFQs containing more than 10 items requiring a
response. (proceed to the next page of this guide if you select this option)

OR

Select Create Quote from the drop down list of values and click the Go button to
proceed with development of your response to the RFQ online (proceed to page
51 of this guide)

49
(1)

REF # ENTRY

(1) Select lines from the drop down list of values and click the Export button to
download the RFQ lines (save them to a location on your PC / network and open
the file – then proceed to the next page of this guide)

Then save the file as a *.txt (tab delimited) file in a location on your PC / network
and click the green back arrow on the main toolbar to return to Oracle Sourcing.

If the file is not saved as a *.txt (tab delimited) file it will not load to Santos
Sourcing.

Once you have prepared your spreadsheet response go back to page 49 of this
guide and follow the instruction to Create Quote

NOTE: The .zip file also includes a help file that provides assistance with
preparing the spreadsheet response

50
 RFQ

3.24. How to view and accept the terms and conditions of the Santos
Sourcing site

(1)

REF # ENTRY

(1) Read the terms and conditions and click the “Accept” button if you accept the
terms and conditions of access to the Santos Sourcing site

51
 RFQ

3.25. How to create RFQ header details

(1)

(2)

(3)

(4)

(5)

REF # ENTRY

(1) Click the Quote By Spreadsheet button to load pre-prepared spreadsheets – go

directly to page 55 of this guide for instructions to load your spreadsheet OR

(2) Key a value in the “Quote Valid Until” field. This value should reflect the validity of
the information you provide within the RFQ response. If a validity period does not
exist, leave the field blank.

(3) The reference number is for your internal tracking only

(4) Attach any attachments by clicking the button. Any documentation supporting your
quotation should always be attached to this area of the response. Refer to page
33 of this guide for instructions as to loading of attachments. (after viewing
instructions for downloading attachments return to this page and follow the next
step)

(5) Any notes typed to buyer will be received by the buyer upon receipt of your
response

52
 RFQ

3.26. How to populate RFQ line details and add attachments

* SCREEN SHOT CONTINUED FROM PREVIOUS PAGE *

(1)

(2)

(3)

(4)

REF # ENTRY

(1) Key prices for each line of the RFQ

(2) This symbol indicates that items within line 2 (i.e. 2.1, 2.2, 2.3) are part of a lot.

(Lots are collections of lines, giving a hierarchical structure to the sourcing

document. A lot may be an assembled product or lines may be organized into lots to
obtain the most competitive bid. Suppliers are required to evaluate the entire lot and
place a bid at the lot level for speed and convenience. Suppliers may optionally
provide line-level bids as well)

(3) This symbol indicates the items within line 3 are grouped.

(Groups are collections of negotiation lines organized into groups for ease of
analysis and award. Groups are collections of related lines that allow buyers to
model market baskets.)

(4) If a target symbol is present next to any of these pencil icons you will need to click
on the icon to add additional information

Attachments can also be added at line level by clicking on the pencil icon

The following page shows an example of completed RFQ fields

53
 RFQ

3.27. Example of RFQ with populated fields and proceeding with

completing an RFQ

(1)

REF # ENTRY

(1) Once all quote details have been entered, click the Continue button to review your
quote prior to submitting it to Santos. (Proceed to page 56 of this guide if you
elect to continue)

54
 RFQ

3.28. How to upload a pre-prepared RFQ spreadsheet quote

(1)

(2)

REF # ENTRY

(1) To load your prepared spreadsheet pricing click the Browse button and navigate
to the location on your PC / network you saved the file.

(2) Once you have found the file, click “Import” button. This will take you back to the
create quote screen with populated fields – page 54 of this user guide.

55
 RFQ

3.29. How to review your RFQ response and submit to Santos

(1)

(2)

REF # ENTRY

(1) Review the details of your quote.

If incorrect, click the Back button to return to the previous screen for editing. OR

(2) If all details are correct, click the Submit button to send your quote to Santos

56
 RFQ

3.30. RFQ response - submit confirmation

(1)

REF # ENTRY

(1) This screen will appear to confirm the RFQ response has been submitted.
To check the result of the quote you have submitted click the “Return to Sourcing
Home Page” link and proceed to the next page of this guide

57
 RFQ

3.31. How to view the details of the quote you have submitted

(1)

REF # ENTRY

(1) Click the Response Number link to view the response and proceed to the next
page of this guide

58
(1)

1
1

REF # ENTRY

The results of your RFQ will only be shown within the rank column if the buyer has
allowed participants to view results. In this example quote 2384 was the best for
all lines as is shown by the text on each line.

Note: The rank indicator specifies how response rankings are displayed. There are
three types of different indicators.
• Win/Lose displays "Win" for the best ranked Quote/Bid and "Lose" for all
others.
• "1,2,3..." displays "1" for the best Quote/Bid and sequentially numbers the
remaining bids in order of rank.
• "None" displays no ranking indicator.

NB: Rank 1 does not necessarily mean that you will be awarded the business.

59
 RFQ

3.32. How to view negotiations that are awarded, rejected or disqualified

after a decision has been made

(1)

REF # ENTRY

(1) From your company home page either awarded, rejected or disqualified items can
be navigated to using the links as highlighted on the screen shot

Proceed to page 61 if you click the awarded items link

Proceed to page 62 if you click the rejected items link

Proceed to page 63 if you click the disqualified responses link

60
REF # ENTRY

This screen shot shows the items you were successful on regarding your quote.
Further detail will be provided by the Santos representative once a final
assessment is complete.

61
(1)

REF # ENTRY

Any items where your bid has been unsuccessful will be displayed within the
rejected items page. The Item Attributes will however always appear on the
rejected items page as they are not deemed to be a line item within the proposed
supply agreement. Any items listed on this screen aside from the Item Attributes
will be accompanied by a reason as to why the bid for each line was rejected.

62
REF # ENTRY

If for any reason your response has been disqualified the details will be present on
this screen.

63
4. BUYER’S AUCTION CHECKLIST

A Buyer’s Auction is an auction to purchase items or services that are clearly defined.
Typically, a Buyer’s Auction will contain a list of items to bid on and attribute questions for
response as well as additional information for suppliers including an instruction letter, a draft
contract and product specifications. Buyers can tailor each auction to control who can see
bids during the auction, whether multiple rounds of bidding are possible, and whether partial
bids are allowed.

Mandatory Optional

Step 1: Acknowledge participation in Buyers 5 …

Auction
Acknowledge participation 5 …

Step 2: Download Buyers Auction 5 …

information
View Buyers Auction lines 5 …
Download “quoting spreadsheet” … 5
Complete quotation off line … 5

Step 2: Respond to a Buyers Auction 5 …

Click “create bid” 5 …
Read and accept the terms and conditions of the Oracle 5 …
Sourcing site

Create Buyers Auction header details 5 …

Populate Buyers Auction line details … 5
Upload pre-prepared quotation spreadsheet … 5
Save a draft of your response … 5
Submit your bid to Santos 5 …
Review your Buyers Auction bid status 5 …
Use the Auction Monitor … 5

64
 BUYERS AUCTION

4.1. How to view a Buyers Auction

(1)

REF # ENTRY

(1) Any negotiations you have been invited to participate in will be listed below the
“Open Invitations” header. Click on the negotiation number link to enter a
negotiation, (in the example it is 6434).

65
 BUYERS AUCTION

4.2. How to download Buyers Auction instructions / attachments

(1)

REF # ENTRY

(1) Any notes to suppliers and Header level attachments will be present below the
Notes and Attachments heading. The attachments can be downloaded by clicking
on each of the links (one at a time if there are multiple present)

66
(1)

REF # ENTRY

(1) Then click the Save button

67
(1)

REF # ENTRY

(1) Save the file to a location on your PC / network.

68
(1)

REF # ENTRY

(1) Click the open button to view / edit the document

Repeat steps from page 66-69 for any other attachments

69
 BUYERS AUCTION

4.3. How to export a Buyers Auction to a spreadsheet – How to create a

bid

(1)

REF # ENTRY

(1) Select “Export to Spreadsheet” from the drop down list of values and click the Go
button to begin the process of preparing your bid from a spreadsheet – this
process is recommended for auctions containing more than 10 items requiring a
response. (proceed to the next page of this guide if you select this option)

OR

Select Create Bid from the drop down list of values and click the Go button to
proceed with development of your response to the auction online (proceed to page
76 of this guide)

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(1) Select lines from the drop down list of values and click the Export button to
download the auction lines (save them to a location on your PC / network and
open the file – then proceed to the next page of this guide)

Once you have prepared your spreadsheet response go back to page 70 of this
guide and follow the instruction to Create Quote

NOTE: The .zip file also includes a help file that provides assistance with
preparing the spreadsheet response

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(1) Click the save button

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(1) Save the file to a location on your PC / network

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(1) Click the open button to open the .zip file

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(1) Double click the excel file to open the spreadsheet and begin editing

You can also download instructions as to field descriptions etcetera, at this point
also

Then save the file as a *.txt (tab delimited) file in a location on your PC / network
and click the green back arrow on the main toolbar to return to Oracle Sourcing.

If the file is not saved as a *.txt (tab delimited) file it will not load to Santos
Sourcing.

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4.4. How to view and accept the terms and conditions of the Santos
Sourcing site

(1)

REF # ENTRY

(1) Read the terms and conditions and click the “Accept” button if you accept the
terms and conditions of access to the Santos Sourcing site

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4.5. How to create auction header details

(1)

(2)

(3)

(4)
(5)
(6)

(7)

REF # ENTRY

(1) Click the Bid By Spreadsheet button to load pre-prepared spreadsheets – go

directly to page 82 of this guide for instructions to load your spreadsheet OR

(2) Key a value in the “Bid Valid Until” field. This value should reflect the validity of
the information you provide within the auction response. If a validity period does
not exist, leave the field blank.

(3) The reference number is for your internal tracking only

(4) Attach any attachments by clicking the button. Any documentation supporting your
quotation should always be attached to this area of the response.

(5) Any notes typed to buyer will be received by the buyer upon receipt of your
response

(6) Key any responses to line level attributes

(7) Proxy bidding is a method of automatically bidding when a competitor in the

auction environment places a bid lower than yours. The increment in which a
supplier wishes to decrease their bid by is required to be entered here. The
increment can not be changed after it has been set. Proxy minimum bids are to
be entered on each individual line – see point (2) on page 78 of this guide. (NB:
Proxy bidding is not compulsory within Santos Buyers Auctions) - To cancel proxy
bidding refer to pages 99 - 101 of this guide.

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4.6. How to populate Buyers Auction line details and add line level
attachments

* SCREEN SHOT CONTINUED FROM PREVIOUS PAGE *

(1)

(2)

(3)

(4)

REF # ENTRY

(1) Key your bid price for each item in this column

(2) The minimum amount you are willing to bid for each item should be entered in this
field on each corresponding line (if you have elected to utilise the proxy bidding
function)

(3) Key promise dates for all items with a date in the future

(4) Click the pencil icon to key line level item attributes (if applicable) and add line
level attachments

Note: Page 79 of this guide show examples of completed fields for the tasks outlined
on pages 77-78

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4.7. Example of Buyers Auction with populated fields

(1)

REF # ENTRY

(1) Once you have completed all required fields click the continue button and proceed
to page 83 of this guide

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4.8. How to bid by spreadsheet – How to save draft – How to proceed

with completing the auction response

(1)
(2)

(3)

REF # ENTRY

(1) Click the Bid by Spreadsheet button if you have pre-prepared a spreadsheet for
the Buyers Auction (proceed to page 82 of this guide if you chose this option) OR

(2) Click the Save Draft button to save your progress. You can save a draft of your
progress any time this icon is positioned at the bottom of the page. (if you choose
this option proceed to next page of this guide) OR

(3) Click the Continue button when all requirements are completed. (Proceed to page
83 of this guide if you elect to Continue.)

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4.9. Draft Buyers Auction response confirmation screen

(1)

REF # ENTRY

(1) Make a note of the draft number for your reference. You can access your drafts
from the Manage Draft Responses link or by navigating to your company home
page and looking under the Your Active and Draft Negotiations header.

Either continue editing your draft or click on the logout link at the top of the page
to end your session

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4.10. How to upload your pre-prepared spreadsheet.

(1)

(2)

REF # ENTRY

(1) To load your prepared spreadsheet pricing click the Browse button and navigate
to the location on your PC / network you saved the file.

(2) Once you have found the file, click “Import” button. (go to page 79 of this guide
which contain screen shots showing an example of populated fields and click the
Continue button)

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4.11. How to review bid details and submit your bid

(1)

(2)

REF # ENTRY

(1) Review the details of your bid.

If incorrect, click the Back button to return to the previous screen for editing. OR

(2) If all details are correct, click the Submit button to submit your current bid to the
Santos Buyers Auction

Note: If you do not click the Submit button your bid will not be transmitted to the
Auction environment. Ensure you see the screen shot from the following page of this
guide on your computer monitor after clicking the Submit button which confirms your
bid has been submitted.

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4.12. How to view the details of the bid you have submitted

(1)

REF # ENTRY

(1) This screen will appear to confirm the bid has been submitted.
To check the result of the bid you have submitted click the “Monitor Auction” link
and proceed to the next page of this guide

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The results of your current bid will be shown within the rank column of the web
page. In this example the best bid for all lines is shown by the text on each line.
Proceed to the next page of this guide for an example of a different result OR

Proceed to page 93 for information regarding the Auction Monitor

Note: The rank indicator specifies how response rankings are displayed. There are
three types of different indicators.
• Win/Lose displays "Win" for the best ranked Quote/Bid and "Lose" for all
others.
• "1,2,3..." displays "1" for the best Quote/Bid and sequentially numbers the
remaining bids in order of rank.
• "None" displays no ranking indicator.

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(1)

REF # ENTRY

(1) Where a line shows Lose rather than Win it is recommended to resubmit on
selected lines by clicking the “Create Bid” button to improve your standing.
Proceed to the next page of this guide

Note: The rank indicator specifies how response rankings are displayed. There are
three types of different indicators.
• Win/Lose displays "Win" for the best ranked Quote/Bid and "Lose" for all
others.
• "1,2,3..." displays "1" for the best Quote/Bid and sequentially numbers the
remaining bids in order of rank.
• "None" displays no ranking indicator.

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(1)

REF # ENTRY

(1) Either manually enter new bids for lines you are not winning on OR upload a new
bid spreadsheet OR proceed to the next page of this guide for information
regarding Power Bidding

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4.13. How to use the Power Bid function

(1)

(2)

REF # ENTRY

Power Bid is a function that allows you to decrease your previous bid prices by a
percentage value. The percentage you select will be removed from all bid prices
whether you are winning or losing.

(1) Type the percentage decrease in this field and click the Recalculate button.

(2) Click the Continue button to review your new bid and proceed to the next page of
this guide

Note: Power Bid is only available for your second and subsequent bids.

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(1) Review the new bid details and click submit to transmit your new bid to the Santos
Buyers Auction

Note: Only lines that have a re-bid value will be shown on this screen

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(1) This screen will appear to confirm the bid has been submitted.
To check the result of the bid you have submitted click the “View Bid History for
this Auction” link and proceed to the next page of this guide

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(1) Click the View Bid Details button to view the results for your current bid and
proceed to the next page of this guide. You can also review previous bids on this
page.

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Review your results and return to page 77 of this guide to repeat process until
completion of the Buyers Auction

**After the Buyers Auction has closed a Santos representative will contact you to
advise as to the result and the next steps in the negotiation process

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4.14. How to use the Auction Monitor

(1)

REF # ENTRY

(1) After placing your first bid you may wish to view your performance against
competing bid on a matrix. To navigate to the Auction Monitor Click the
Negotiations tab.

Note: This function is only available if the Santos representative has set up the Buyers
Auction as public.

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(1) Click the Monitor icon on the same row as the active negotiation

Note: This function is only available if the Santos representative has set up the Buyers
Auction as public. If the Monitor icon is not coloured it means the Buyers Auction is
set as Sealed and therefore access to competitors bid pricing is unavailable.

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(2)

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(1) Check the radio button on the line you wish to view using the Monitor function

(2) Click the Graph Price button

Note: only one line can be selected and viewed at a time.

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Your bids are displayed on the matrix as triangles as shown in the legend.
Competitor’s bids are displayed as circles. The best bid is highlighted with the
green target.

Close this window when you have finished viewing the monitor and proceed to the
next page for instructions to navigate back to the bid page

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(1) Click the Negotiations tab to return to your home page

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(1) Click the Negotiations number link to re-enter the negotiation and proceed to page
77 of this guide to continue bidding

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4.15. How to Cancel proxy bidding

(1)

REF # ENTRY

(1) If you are using the Proxy Bid function and would like to turn it off, click the
“Cancel Proxy” button to enable manual bidding and proceed to the next page of
this guide

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(2)

(3)

REF # ENTRY

(1) Select any items you wish to remove the proxy bidding function from AND

(2) Click the “Cancel” button OR

(3) Click the “Cancel All Proxies” button to remove the function from all lines

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(1) This screen shot shows confirmation of the proxy bidding cancellation.
Click the “Create Bid” button to continue bidding manually – refer back to page 77
of this guide

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