Suppliers Guide

Logging into Oracle

Registration/Log-In

Follow the link to the Supplier Information Page.

Click on “Existing Suppliers” then use the link “log in to the Supplier Portal” to access your account.

If you are not yet registered on our supplier portal please click on “Register as a supplier” where you will find the help guides and the link “supplier registration system”

Log in using the log in box, your User ID is the email address you used when registering. When logging in for the first time please use “Forgotten Password” to create a password for your account.

Finding Tender Opportunities

Once logged in select the “Current UoD Opportunities” Icon

On the supplier portal page, scroll down the left menu and select "View Active Tenders (Negotiation)"

Using the search fields, please leave the title field blank and all the current opportunities will be returned you or can search for the tender (using the exact title) you wish to submit a response to by entering the title of the tender field. 

Please note that if you have been invited to the tender via the system ensure that within the “Invitation Received” field “Yes” is selected. If you have not been invited to the tender please ensure that “No” is selected. Invites to the tender will be sent via email from the Oracle Cloud system to the registered contact on the system.  

Then click on “Search” to find the tenders open for bidding

If you have been invited to the tender (and have selected ‘YES’ in the previous step), to express an interest in the project please click to highlight the relevant tender and then click the “Acknowledge Participation” button. This will alert procurement that you will be intending to submit a response.

If you have not received an invitation (and have selected ‘NO’ the previous step) to the tender, please click to highlight the relevant tender and then click on “create response”.

Creating Tender Response

PLEASE NOTE SOME OPPORTUNITIES MAY NOT ALLOW ANY TENDER RESPONSE AMENDMENTS ONCE THEY ARE SUBMITTED. PLEASE ENSURE YOUR TENDER RESPONSE IS COMPLETE AND FULL TO YOUR SATISFACTION BEFORE SUBMITTING.

Once you have found the tender and clicked into the project you will be able to see details of the project using the “table of contents” on the left. When you are ready to create a response click on “Create Response”.

Then Accept the Terms and Conditions of Use

On the first screen of your response you can add a “Response Valid Until” date as well as giving your response a reference number. If you wish you can also add any notes to the procurement lead which they will see when they open your response and furthermore you have the option to add any attachments that support your response such as your environmental policy. Once this screen is completed to your satisfaction you can select the next button to take you to the tender requirements.

On the requirements tab you will be able to see each requirement for the tender. Please ensure that you respond to all questions (requirements) in a section and use the navigation tool at the top of the screen or by clicking on "next" to view all sections as there may be more than one section to be completed

Please Note: there is a 4000 character limit to any responses provided using the text boxes.  Questions requiring more information may allow an option to attach a response, this will be indicated in the question if applicable.

You can save your response progress if you wish to come back to it by pressing the “Save” button. Then follow the steps 1 to 8 to access your response.

To respond to the requirement please use the response text field given to you and also ensure you upload any relevant documents that support your response.    

Submitting Response

Once you have completed the text fields and uploaded and supporting documents that you are required to submit you can select the “Next” button to take you to the next stage of the tender.

When you have completed these fields to your satisfaction you can press the “Next” button to take you to the Review page.

Within the review page you can review your response before you submit, to navigate to each section of your response using either the number buttons at the top of the screen or the tabs in the middle left of the screen. Once you have reviewed click on “Submit”.

Error Messages

If you receive an error message this will either specify a question that will need to be reviewed or

If you receive the error message “An application error occurred. See the incident log for more information” this indicates that one or more of your responses have exceeded 4000 characters and your response will need to be reviewed.

Clarification Questions

If you have any clarification questions you wish the University to answer, you may submit these through the “Messages” icon, that is available to you at every stage of your response. This will allow you to message the procurement lead for more information.

Within the messages tab you can create your message by pressing the “+ create message” icon.

This will bring up a text field that you can populate as per an email, there is also an option to add attachments.  Once complete click on “Send”

To reply to a message simply highlight the message you wish to respond to and press the "Reply" button

Please note some opportunities may not allow any tender response amendments once they are submitted. Please ensure your tender response is complete before submitting.

If you have any further questions regarding submitting a response please contact Procurement@derby.ac.uk stating your name and contact number and a member of our procurement team will contact you to resolve your query.

Last reviewed: 05/11/2025

Content owner: Finance - Procurement