collaborative requisitioning guide

Collaborative Requisitioning Guide

Working with Collaboration Requests

© 2013 Ariba – an SAP company. All rights reserved. 2

Agenda

Getting Started on the Ariba Network

Receiving a Collaboration Request

Responding to a Collaboration Request

Post-Response Actions


What are Collaboration Requests?

A Collaboration Request is the document by which Cognizant

works with you as a supplier to find, evaluate and obtain goods

and/or services.

During the collaboration process, Cognizant sends information

about collaboration requests to your online Inbox on the Ariba

Network.

The Quick Links panel on your Home Dashboard indicates you

have received a new collaboration request.

In your online Inbox, you can view collaboration requests, assign

collaboration requests and search for specific collaboration

requests.


Getting Started on the Ariba Network

Setting Up Users and Permissions on the Ariba

Network

•Adding Collaboration Permissions (Roles)

•Create Users

Receiving System Notifications for Collaboration

Events

•Setting Email Addressing for System Notifications

For details on how to set up users and permissions, review the Account

Management Guide in Supplier Information Portal


Setting up Email Notifications

Collaboration request email notifications can be set up to receive

emails when collaboration requests are received. Click the

checkbox beside collaboration request, enter email addresses and

click Save. You can enter up to 3 email addresses separated by a

comma.

• The following events will trigger notification to an individual user’s email address

• A collaboration request is assigned to the user

• An assigned collaboration request’s status changes



From the Home page you can see under the Collaboration Requests

Quick Link section you have two collaboration requests needing

your attention.

Note: If you do not see any collaboration requests needing your

attention, you may need to check the date range in the View field

under Quick Links.



You can work on the collaboration request yourself or you have the option to

assign it to another person. If you wish to assign it, click the checkbox

beside the request you wish to assign and choose the Assign To party.

From your inbox you can see two collaboration requests.

You can apply a sort of the requests by simply clicking the column you would like to sort by.

To open a specific request, simply click the link for the request you wish to view. In this example,

the supplier will click on PR4694-R363



As this particular request has not been acted upon by any user, you

see a green box beside the request number.

Click on the green box to view the details of the collaboration request.



Click on the Detail button to see each of the Line

Items.



You can view the details of the

collaboration request such as

Description, Quantity, Amount.

Click OK to exit this screen.



You can send a message to the buyer within the

collaboration request itself. Click on the Actions

button and then select Send Message., or on button

New Message


Working with Collaboration Requests Enter the Subject of your message along with the message you would like to send to

the Buyer. You can add an attachment to your message by clicking on the Add

button beside Attachments.

Note: You and the buyer can submit multiple messages throughout the

collaboration request process.

Click Send to send the message to the buyer.

A record of messages referring to this document are seen at the

bottom portion of the screen.


Respond with Proposal

To respond with a proposal, simply click on Respond

with Proposal button.

Note: When needing to return to a

previous screen, use the back link in the

application, not the browser.



Note that there is one item within the proposal. In order

to modify the description click on the Description line.

To continue please click Next button



Note: In this example the buyer is requesting a

quantity of 10 with the item exceeding $100 per item.

In this example it is assumed the item on hand is

$129.9. This example illustrates the options available

using the Edit button.

Note: Within the proposal you have the option to Add

from Catalog or Add Non-Catalog Item to the proposal.



Enter full description, Supplier Part Number, Quantity,

Price as well as populate values for any additional

fields. Click OK.



To add a comment, click Add Comment.

Enter the comment. Click OK.


Respond with Proposal To add an attachment. Click Add Attachment.

Search for and select the document within Explorer

window.

Browse to the attachment



Click OK to attach the attachment to the collaboration

request.

You can add an additional attachment or

delete ones that are attached. Click OK to

proceed.



Click Submit to send a proposal to the buyer.

Note: This is a response with proposal.

A simple response could just be a message.

Please see slide 24 for referral.



The proposal has now been submitted to the

customer.



You can see that the proposal was

accepted by the buyer. Note:

Buyer may undergo additional

approvals after the acceptance of a

proposal. It is important to

understand that : "Acceptance of

Proposal" and issuance of PO are

not the same cases.

Click on the link to see any comments

the Buyer might have made thus far.

To check the status of the proposal you just

submitted, click on Response Needed under the

Collaboration Requests Quick Link.

PO related to this collaborative

request. PO was created after the

collaborative request was completed.



Note that the buyer has sent further message

following your earlier comment.

You may find all messages related to this

collaborative request here.


Post Collaboration Response Actions

Review of potential Collaboration event statuses

Revise a previously submitted proposal to provide revised

information Revise proposal

Edit proposal information

Submit revised proposal

Withdraw previously submitted proposal Withdraw proposal

Provide reason for withdrawal

Submit withdrawal

Decline a Proposal


Potential Collaboration Statuses

1. Request Received – Supplier Response Required A new Collaboration request is in your Inbox. The Buyer is awaiting your response.

2. Awaiting Response from Buyer The Buyer is reviewing the proposal submitted.

3. Proposal Accepted By Buyer The Buyer has accepted all line items on the proposal submitted. Note: Proposal Accepted may require additional

approval within the buying organization. This indicates an intent to pursue the proposal, but is not finalized.

4. Proposal Rejected By Buyer The Buyer has rejected the entire proposal submitted. The supplier may choose to resubmit a revised proposal

until the request has been closed.

5. Proposal Withdrawn By Supplier You have decided to withdraw a proposal which you had submitted.

6. Request Declined By Supplier You declined to submit a proposal to the Buyer’s request.

7. Request Canceled By Buyer The Buyer has decided to cancel the request. No further action is allowed.

8. Request Closed The request has been closed through the Buyer’s selection of an alternative proposal. No further action is allowed.

9. Proposal Accepted and Request Closed The Buyer has accepted your proposal and therefore closed the request. No further action is allowed.


Revise a Proposal

Select Revise Proposal under

Respond menu.

Note: A proposal can be revised only if the

customer has not accepted the collaboration

request.


Revise a Proposal

Click on Edit to revise the

proposal.


Revise a Proposal

In this example the price will be changed

from $150 to $140. Click OK after all changes

have been made.

Enter $140 and click OK.


Revise a Proposal

After changes have been made, Select

the SUBMIT button to submit revised

proposal


Revise a Proposal

Your revised proposal has now been

submitted.


Withdraw a Proposal

Enter a withdraw reason and a

comment. Click OK.

After a proposal has been submitted to the buyer it can be

withdrawn by you. Click Withdraw Request from the Respond

Menu.


Decline a Proposal

To decline a proposal click on

Respond and select Decline

Request.

Enter a decline reason and a

comment. Click OK.


Supplier Information Portal

Supplier Education Portal: An Ariba Network-hosted, Customer-managed website specifically dedicated for sharing Cognizant specific information. Primary method for distributing education and training material. All the guides and documents have been saved here. Please go through all the slides for you reference

Thank you

collaborative requisitioning guide

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