Scholastic

Oracle Cloud

Supplier Portal

User Guide

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Table of Contents Introduction to the Supplier Portal 3

What is the Supplier Portal? 3

Navigating the Supplier portal 3

Logging in 3

Supplier Preferences 4

Homepage Navigation 6

Notifications 6

Supplier Portal 7

Performing a Search 7

Watchlist 8

Tasks 8

Additional Tips: 9

Negotiations (Requests for Quote - RFQ) 9

Receiving an Invitation to a Negotiation 9

Viewing the Negotiation (RFQ) 10

Creating a Response 12

Award Decision 19

Purchase Orders (PO) 21

PO Notification 21

Review PO Details 22

Acknowledge a PO 23

Pending Acknowledgment – New Order 23

Pending Acknowledgment – Change Order 25

Acknowledge POs Using Spreadsheet Functionality 26

Manage Orders 32

Enter/Revise a Promised Ship Date for a Schedule 33

Manage Schedules 35

Order Life Cycle 36

Invoices 37

Create and Submit an Invoice 37

Tax 39

Miscellaneous Charges 41

Create Invoice without PO 42

View Invoices 44

View Payments 45

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Introduction to the Supplier Portal

What is the Supplier Portal? The Scholastic Supplier Portal is a secure, web-based workspace that provides our

vendors with full visibility to Scholastic transactions, including request for quotations (RFQ),

purchase orders, and invoices.

The Supplier Portal plays a key role in Scholastic’s Oracle ERP transformation, as this

tool helps improve communication with our suppliers by automating and streamlining the source-

to settle process.

Navigating the Supplier portal

Logging in You will receive an email from noreply@okta.com with a custom link to create a

password. Your login ID is your email address.

***Please make sure that you bookmark the website after you first log-in as it will expire.

Once your password has been set, click on the “Oracle Fusion Prod” icon to reach the

Supplier Portal home page.

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Login using your Scholastic Supplier Portal ID (your email address) and newly created password.

Supplier Preferences On the home page, click the arrow by your name, and select “Set Preferences”

Select “Regional” in the General Preferences list to review the option to update your date and

time format, preferred number format, primary currency, and time zone.

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Select “Save and Close” when finished.

Select “Language” to change the primary language of the website. The default is “American

English” or you can change to “Canadian French.”

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Homepage Navigation On the home page, click on the Supplier Portal icon.

Notifications At the top right corner of the home page, the bell icon will display your pending

notifications. This includes new purchase orders pending Acknowledgment as well as invitations

to negotiations.

Note: Clicking on the notification brings you to the PO or Negotiation in question.

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Supplier Portal The opening page includes a dashboard with infolets to show Orders Requiring

Attention, Recent Activity, and Transaction Reports. This can be customized by clicking the icon

on the right side of the page, where you can select which infolets you would like to appear. You

can also click and drag the infolets to rearrange their order.

Clicking on any of the subsets within an infolet navigates directly to the screen for the

selected filter so that the user can begin working on the transactions immediately. For example,

if you click on the blue section of the wheel above, which represents Schedules Overdue or Due

Today, the next screen will show the 10 schedules that are overdue or due today.

Performing a Search You can search for specific orders, shipments, invoices, etc. using the search bar at the

top of the page. Select the item for which you want to search using the drop down in the search

field, enter your parameter, and press enter or click the magnifying glass to perform the search.

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Watchlist Click on the flag icon in the blue menu bar to open the Watchlist. This contains a list of

saved searches which display counts of urgent or recent transactions, possibly requiring action,

such as Orders Pending Acknowledgment. Clicking a watch list entry navigates directly to the

screen so the user can begin working on the transactions immediately.

Tasks You can also select an option, such as Manage Orders, Create Invoice, or View Active

Negotiations, from “Tasks” on the left side. You will not use the Shipments section (these are

managed in OTM) or the Consigned Inventory section.

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Additional Tips: ● When you run a Search, it collapses the Search parameters. To run a new search, click on

the gray triangle next to Search to expand the parameters.

● Columns can be added, removed, reordered, or sorted under the View option within the

search.

● Select Query by Example (also available under “View”) to apply additional filters to

search results.

● For any fields in blue, clicking will drill into another tab with additional details.

● The PO Life Cycle icon provides details around shipments, receipts, and invoicing on the

PO. You can hover over the icon to see these values without drilling into the purchase order.

● Hovering over the warning icon displays any warnings for the row, such as an overdue

schedule.

● The information icon notifies you of additional information, such as a pending change

order.

● Click from a record to return to the Supplier Portal home page. Clicking the home

icon will take you all the way back to the initial Oracle menu.

Negotiations (Requests for Quote - RFQ)

Receiving an Invitation to a Negotiation The Scholastic Sourcing group has the ability to invite vendors to bid on projects through

the Supplier Portal. If your organization is invited to a negotiation, you will receive an email as

well as a notification in the Supplier Portal.

The email invitation will include a PDF overview of the project. There is also a link that

will take you directly to the RFQ in the Supplier Portal.

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Viewing the Negotiation (RFQ) You can view the Negotiation (RFQ) by clicking on the link within the email notification,

or navigating to it through the Supplier Portal. The Supplier Portal has several ways to navigate

to the negotiation: “Open Invitations” in the Watchlist, “View Active Negotiations” in the Task

bar, or “Negotiation invitations” in the Recent Activity infolet.

From the search results screen, you can view a PDF of the negotiation, view the close

date and time remaining, review your previous responses, see any unread messages, and more.

Select the RFQ from the results by clicking the negotiation number.

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This will bring up the RFQ cover page with the time remaining to respond displayed. On

the left hand side of the RFQ, you will see links to the different components of the RFQ.

Click on the Overview link. This will bring up the Overview page, which has key dates

and terms tied to the RFQ.

RFQ requirements and specifications

If you are a U.S. supplier, this can be found on the right hand side of the Overview page.

The attachment will have the requirements for the RFQ along with instructions,

quantities, and any other relevant information.

If you are a Canadian supplier, click on the Requirements link. This will bring up the

requirements/specs that you will be quoting on. Please review and respond as needed.

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Click on the Lines link. This will bring up the line items tied to the RFQ. In some cases, due to

complex requirements, there will be one placeholder line visible with the advanced

requirements included in an attachment.

Creating a Response When you decide to bid on an RFQ, you must first acknowledge that you will participate.

You can do this from the Active Negotiations search by highlighting the negotiation and clicking

Acknowledge Participation.

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This will bring up the Acknowledge Participation popup. Select Yes or No, enter a

comment to the Scholastic buyer (optional), and click OK.

In the search results, you will see YES listed in the ‘Will Participate’ column. Create your

response by clicking Create Response after highlighting or opening the negotiation.

This brings up the response page. Enter the quote expiration date, an internal quote

number if you have one, and any notes to the buyer. You can also attach correspondence by

clicking + next to Attachments.

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Once you attach a file, it will show up on the main screen. You can attach more than

one file by clicking + or remove the attachment by clicking X next to the file name in either the

attachments screen or the response screen.

Click Save and then Next to move to the “Lines” section.

In the Requirements Tab, respond to any mandatory questions/optional costs in the

corresponding text box.

In the “Lines” screen, enter unit costs for the lines along with a Promised Ship Date.

In some negotiations, the Scholastic buyer will give the supplier an option to create your

own line by clicking + under Create Alternate. This is especially useful if you want to

incorporate a unique idea or proposal.

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On the Alternate Line screen, you are required to enter a description, response price,

and response quantity. You can enter a note to the buyer and attach files to the alternate line.

After clicking Save and Close, the alternate line will be added to the RFQ response.

Click Save and Next. This will bring you to the Review screen, where you can view the

response as a whole. There are tabs for the Overview and Lines. When you are ready to submit

the response to Scholastic, click Submit. You can also Save and come back to the response later.

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You will be asked to confirm that you wish to continue if only one response is allowed.

Click Yes on the warning and OK on the confirmation message that displays.

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Revise Negotiation (RFQ) Response

If the supplier wants to edit their original response, they will need to navigate to the

negotiation in question by using the Manage Responses option in the Task list within the

Supplier Portal. Highlight the response and press Revise. Edit the appropriate fields and press

Submit.

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Award Decision After the Scholastic buyer receives all bids, they will award either the whole job, or part

of the job.

If you are selected, you will receive an email notification as well as an Oracle notification

confirming which lines of the negotiation were awarded to you. If you are not selected, it’s up

to the Scholastic buyer if they want to inform the suppliers systematically that were not

selected. If the buyer chooses to inform the supplier that they were not selected, the supplier

would receive a similar alert, but the awarded lines amount will be “0”.

Clicking on the notification will bring up the award decision. In the screenshot below,

one line was awarded.

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Here is a screenshot of an award decision where nothing was awarded:

Another way to view the status of the RFQ is to go to Manage Responses in the Task bar.

Enter search parameters, such as the negotiation or response number, or click Advanced for

more search options.

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Purchase Orders (PO)

PO Notification When a Scholastic purchase order is issued, you will receive an email notification with a

PDF attachment.

If an acknowledgment is required, the email subject will include “Requires

Acknowledgment”. The hyperlink within the body of the email can be used to go directly into

the Supplier Portal for acknowledgment.

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The bell icon will show alerts when action is required for a PO. The PO can be accessed

through the notifications link directly, or you can search for the PO within the Supplier Portal

page.

Review PO Details Purchase order details can be viewed by opening the PDF attachment within the email,

or by utilizing the Supplier Portal. Within Supplier Portal, you can use several options to

review PO details. Search for the PO directly by the order number, click on Manage

Orders under Tasks, select a search from your Watchlist, or choose the appropriate

option under the Requiring Attention or Recent Activity infolets.

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Acknowledge a PO Some Scholastic POs will require a supplier acknowledgment within the Portal. The PO

will not be considered “open” until the Supplier completes the acknowledgment process. If a

PO requires acknowledgment, the email subject will note “Requires Acknowledgment”. You can

acknowledge the PO from the link in the email, log into the supplier portal and click on the

“Orders to Acknowledge” section in the Requiring Attention infolet, or use the acknowledge in

spreadsheet functionality.

The “Manage Orders” screen will be displayed with all orders or change orders pending

Acknowledgment.

Pending Acknowledgment – New Order To acknowledge a new order, click the order number.

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The PO header and details will be displayed. At the top right of the screen, click

Acknowledge.

You are given the option to “Accept” or “Reject”. Please only “Accept” the PO using this

process. If there is something wrong with the order, please reach out to your Scholastic buyer

via email or phone.

Then click OK and Done to close out of the order.

The acknowledgment has been sent back to Scholastic and the order status is now

“Open”.

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Pending Acknowledgment – Change Order If it is a change order pending Acknowledgment, click on the change order number.

Any fields that have been updated on the change order are indicated with a blue dot.

You may need to acknowledge under both Terms and Schedules. Under Terms, click on

the drop down menu for Acknowledgment response and select Accept.

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In order to acknowledge at the schedule level, select each line and click Accept.

In the top right hand corner, click Submit.

Then click OK and Done to close out of the order.

The acknowledgment has been sent back to Scholastic and the change order status is now

“Open”.

Acknowledge POs Using Spreadsheet Functionality You have the option to acknowledge purchase orders using the Acknowledge in

Spreadsheet functionality.

Step 1: Download the Excel Add-in to your computer using the below link

● https://scholastic.okta.com/app/scholasticcorporationprod_oraclefusionprod_1/exkjjd6

rscUXe3XH50x7/sso/saml

● Activate the Add-in within Excel

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Step 2: Setup your Excel to use the add-in and enable macros

● From the Office Button in Excel, click Excel Options, then click Trust Center Settings

● In Macro Settings, check “Enable” all macros.

Step 3: Begin acknowledgement process in Oracle.

Navigate to the Supplier Portal page and press the “Acknowledge Schedules in

Spreadsheet” option.

An Excel pop up will appear in the lower left hand side of the screen. Open the Excel pop up.

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Once Excel loads, a popup will appear informing you that you are about to connect to the Oracle

URL and asks if you want to connect. Press “Yes”.

Enter your User ID and Password. Press “Sign In”.

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Once your log-in credentials are accepted, the two tabs will be populated with information and

data. The first tab lists the instructions for using the spreadsheet upload functionality.

Data is loaded into second tab.

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Once complete, the purchase order lines needing to be acknowledged will be listed. To refresh

the contents of the spreadsheet with the latest data from the application, click “Download”.

Step 4: Acknowledge the Schedules:

● Accept the schedule by selecting “Accept” as your response on the PO line

● Reject the schedule by selecting “Reject” as your response on the PO line

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● Propose a schedule change by modifying the quantity or the promised date. When

proposing a change, a reason must be provided

● Submit acknowledgment response by selecting the “Upload” action button

Step 5: Verify Upload Errors:

● The status column displays the processing status for the uploaded order schedule

● Processed rows will show the status: row updated successfully. Processed split rows will

show the status: row inserted successfully

● Rows with an upload error will show the status as: update failed. Use the status viewer

to examine the error tables

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● To validate that no errors occurred, press the “Status Viewer” button in the upper left

hand side of the screen. A popup will appear on the right hand side of the screen

indicating if there were errors or not.

Manage Orders Click on Manage Orders in the Tasks list. This opens a search page at the PO Header

level. You can search by things like Supplier Site, Status, or Order. From here, you can also run

saved searches, create saved searches to add in your Watchlist, or click on Advanced to see

more search options.

The search results contain the header detail of our purchase orders in the “Headers”

tab. The header contains the PO issued date and the total $ amount ordered. The item level

detail, quantity, and ship-to locations can be found in the “Schedules” tab.

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Enter/Revise a Promised Ship Date for a Schedule On every order, we send a “Requested Ship Date”. We expect that every supplier will

respond with a “Promised Ship Date” confirming when you can ship. These dates are loaded

into the Scholastic system for reporting purposes, so it’s important that they are populated for

every order and kept up to date.

Pull up the order you wish to update. The top section contains the PO header

information with your supplier information. The Lines and Schedules tabs at the bottom contain

the PO detail.

In the previous screenshot, the requested ship date is 4/26/18. However, the promised

ship date is blank. In order to enter a new promised ship date or revise an existing promised

ship date, click Actions on the top right of the screen and select Edit.

A warning message pops up to confirm that any action will create a change order. Click Yes.

In the “Schedules” tab, enter a new promised ship date and a change reason if applicable.

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Enter a description of the change order you made at the top of the PO as shown below and then

click Submit.

Note: Clicking Save will save your work, but will not send the updated date back to Scholastic.

You must select Submit.

After clicking submit, a popup message confirms that your changes have been sent to

Scholastic. We will reach out to you with any questions.

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Manage Schedules Navigate to the line level detail by either selecting Manage Schedules from the Task

menu, or clicking on the Schedules tab within the Manage Orders screen. Perform manual or

saved searches from this screen.

A purchase order “Schedule” contains the quantity, ship-to location, and promised ship

date. An order with a ship date in the past is highlighted with an alert. Schedules must be kept

up to date. The promised ship dates that you provide are visible for everyone at Scholastic.

The Manage Orders screen allows you to search all PO Schedules, open or closed. The

default search is “All”, but you can search using a number of parameters, as well as setup

custom searches. You can also easily tell which schedules don’t have a “Promised Ship Date” by

sorting the field. In fact, all of the fields are sortable.

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Order Life Cycle When you select a PO to view or edit, the “Order Life Cycle” graph can be found on the

top right of the screen. It is a graphical view of the dollar amount ordered, received, delivered,

and invoiced. Select “View Details” for additional information.

The Order Life Cycle now displays a complete order summary including in-transit

shipment information (pulled in from our OTM module), receipt dates, and invoice status.

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Invoices

Create and Submit an Invoice The Scholastic Supplier Portal allows you to submit invoices directly to Scholastic.

Processing your invoices through the supplier portal will increase the speed that your payment

is processed. In the task list, select “Create Invoice”.

In the “Create Invoice” section, select an order from the “Identifying PO” drop down list.

This will populate most of the fields. Then enter your internal “Invoice Number” and today’s

date.

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Under “Attachments”, click the + to upload a copy of your internal invoice for our

records. You can upload multiple attachments in this screen, or use the X to delete attachments.

Click on Choose File to browse for the file you are attaching.

In the “Items” section, click the “Select and add” button to choose the PO lines you’d

like to add to the invoice.

Select the line(s) and click “Apply”.

Click “OK”. The item(s) has been added to the invoice.

TIP: To select multiple lines, hold Ctrl while clicking on the desired lines. To filter the lines

by an item number, line, schedule, etc., use the Query by Example icon.

In the quantity field, enter the shipped quantity.

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Note: If the shipped quantity exceeds the ordered quantity or the unit price

does not match, the invoice will not be processed. Please reach out to your Scholastic

buyer to have the purchase order increased before the invoice can be created.

Tax If you are a Canadian vendor, you must populate the Location of Final Discharge

dropdown by choosing the correct tax code.

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Once all the line items have been added to the Invoice, click on the Calculate Tax Button. Your

taxes should now be calculated on the Invoice.

Note: if you calculate tax after only one line item is picked, it will not work on any subsequent

line items.

If tax is required and you are a U.S. vendor, please add it as a “Miscellaneous Charge” towards

the bottom of the screen. Our current module is not equipped to calculate tax. If you click

Calculate Tax in the “Items” section, it will not calculate. This functionality will be available in

the future.

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Miscellaneous Charges Click + under “Shipping and Handling” and select “Miscellaneous”. Enter an amount

and description. When adding Tax (for U.S. vendors only), please specify the tax % in the

description.

Note: Freight is not a viable option as all of our shipments should be booked through the

Scholastic Logistics group via the OTM system.

Click “Submit” to send the invoice to Scholastic.

A pop-up message will confirm that the invoice has been submitted.

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Create Invoice without PO

For services completed where a Scholastic PO wasn’t issued, please submit an invoice using the “Create Invoice without PO” in the Task list.

On the invoice header, enter your invoice number, today’s date, and attach any pertinent documents. You must also enter the email address of the buyer at Scholastic who will receive and approve the invoice.

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For the invoice details, hit the + icon to add a line. Select a ship to and Location of Final

Discharge, enter an amount and a description of the services provided.

To add taxes, hit the “Calculate Tax” button.

Note: Location of Final Discharge must be populated in order to calculate taxes on the invoice.

Add miscellaneous charges at the bottom under “Shipping and Handling”.

Hit “Submit” at the top of the screen and you’ll receive a confirmation message that your

invoice has been submitted.

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View Invoices To search for all submitted invoices, on the Task Menu, select “View Invoices”

Select your “Supplier” name, and click search. You can use the fields to narrow your search as

well as create custom searches. You can see the Invoice Status, as well as a Payment Number to

confirm that a payment has been made against your invoice. Please note that all of these

columns can be sorted.

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If an Invoice Status shows “On hold,” click on the status to see additional details.

View Payments To search for invoice payment status, on the Task Menu, select “View Payments”

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Select your “Supplier” name, and click search. You can use the fields to narrow your search as

well as create custom searches. You can also see the payment status to confirm that a payment

has been made. Select a “Payment Number” to see the complete details of the payment.

The complete payment details will be displayed.