Response to the Quote(Sourcing Event)Positioning of This Document
This document shows operations of quote response in the purchasing processes with using Ariba.
Operation in the Supplier Side

Image Diagram

Quote
Response
Quote

Shipment

Purchase Order

Receipt
Ship Notice

Invoice
Confirmation

On SAP Ariba, click "Create Ship Notice" tocommunicate the shipping date anddelivery date. It is not eligible for any
services that do not have shipments.
You can click the receipts tab to view theorders which already have been done tillreceiving process on the JAL side.

InvoiceCreation

Receive

Receipt
Information

Order
Confirmation

After you review the purchase order, click"Create Order Confirm" on SAP Ariba to
contact that you received the order.

Refer to the order information and register
the "Invoice" on SAP Ariba.

Ship Notice

Order

Delivery of the quote’s request/response isdigitized. Enter the information for thequote on the system.

Order
Confirmation

Specification
Information

Request for
Quote

Supplier

Quote
Response

JAL

Register
InvoiceInvoice©Japan Airlines, ALL rights reserved.

1

Table Contents
0. Introduction
0-1. Note

2. Quote Response
2-1. Confirmation of Quotation Contents

2-2. Confirmation of Prerequisites
1. Method for Transition to the Quote Response
Screen2-3. Select Lot

2-4. Enter and Submit Quote Response

1-1. From Notification Email2-5. Appendix : Confirm the Extended Price

1-2. From the Login Screen

2-6. Appendix : Save Draft
2-7. Appendix : Revise Quote Response

2-8. Appendix : Compose a Message and Check the Reply
2-9. Appendix : Status of the Quotation
3. End of Quote

3-1. Notification Email about Bid Period End

2

0. Introduction• Sourcing Events (mentioned as Event later) are a type of quote activity with using Ariba.
• There are three types of events that are provided from JAPAN AIRLINES vie Ariba:• Request for Proposal(RFP)• Request for Information (RFI)• Auction• This document explains how to respond to quotes (respond to the events) which are mentioned above.

©Japan Airlines, ALL rights reserved.

3

0. Introduction
0-1.Caution• Keep followings in your mind when entering values in Ariba:•

Fields with * next to the input item nameis required fields.

•

If you press "Next" without entering arequired field, the error items are
displayed in the red with no transition to
the next screen.

•

Example)Example)DO NOT USE

Don’t use the browser's "Back" and "Next"
button. Please use the "Exit" and "Next"
buttons at the top right or bottom left ofthe screen.
Use These©Japan Airlines, ALL rights reserved.

4

Table Contents
0. Introduction
0-1. Note

2. Quote Response
2-1. Confirmation of Quotation Contents

2-2. Confirmation of Prerequisites
1. How to Transition to the Screen of Quote
Response

2-3. Select Lot

2-4. Enter and Submit Quote Response

1-1. From Notification Email2-5. Appendix : Confirm the Extended Price

1-2. From the Login Screen

2-6. Appendix : Save Draft
2-7. Appendix : Revise Quote Response

2-8. Appendix : Compose a Message and Check
the Reply
2-9. Appendix : Status of the Quotation
3. End of Quote
3-1. Notification Email about Bid Period End5

1. How to Transition to the Screen of Quote Response• After JAPAN AIRLINES submitted a request for quotation , a request email for a quote response will be sent to the
supplier.
• Log in from the email.

When Ariba starts running in June 2021,
the person in charge of ordering will receive a quotation request email.
Please register a user in charge of quotation from June.
After registration, please contact the JAPAN AIRLINES procurement department
about changing the person who response the quote.
Then we will send a request for quotations to the new person.

©Japan Airlines, ALL rights reserved.

61. How to Transition to the Screen of Quote Response
1-1. From Notification Email(1) Transition from the notification email to the quote response screen.
① Check the notification emails sent to the person in charge of quote and click the link in the email.
After clicking it, you will move to the login screen of the Ariba Network.

① Click©Japan Airlines, ALL rights reserved.

71. How to Transition to the Screen of Quote Response
1-1. From Notification Email(1) Transition from the notification email to the quote response screen.
② Enter the login information (A and B).
③ Click "Login". After login, you will transition to the quote response screen.

(A) User name(B) Password②EnterA
B③Click©Japan Airlines, ALL rights reserved.

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1. How to Transition to the Screen of Quote Response
1-2. From the Login Screen(1) Log in to the Ariba Network.
① Enter login information (A and B).
② Click "Login". After log in, you will transition to the home screen.

(A) User name(B) Password①EnterA
B②Click©Japan Airlines, ALL rights reserved.

91. How to Transition to the Screen of Quote Response
1-2. From the Login Screen(2) Go to the summary page of the events to which you are responding.
① Click on "Ariba Network" on the top left side of the screen.
② Click "Ariba Proposals & Questionnaires".
* If "Ariba Proposals And Questionnaires" has already been displayed on the top left of the screen, please go to thefollowing page of this document.
① Click②Click©Japan Airlines, ALL rights reserved.

101. How to Transition to the Screen of Quote Response
1-2. From the Login Screen(3) Select the event that you want to respond to.
① Click on the "title" of the event to which you want to respond. You will transition to the Event Details screen.

①Click©Japan Airlines, ALL rights reserved.

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Table Contents
0. Introduction
0-1. Note

2. Quote Response
2-1. Confirmation of Quotation Contents

2-2. Confirmation of Prerequisites
1. Method for Transition to the Quote Response
Screen2-3. Select Lot

2-4. Enter and Submit Quote Response

1-1. From Notification Email2-5. Appendix : Confirm the Extended Price

1-2. From the Login Screen

2-6. Appendix : Save Draft
2-7. Appendix : Revise Quote Response

2-8. Appendix : Compose a Message and Check
the Reply
2-9. Appendix : Status of the Quotation
3. End of Quote
3-1. Notification Email about Bid Period End

122. Quote Response• Quote responses are carried out in the following steps:• Review Quote Content• The section numbers and titles of the items which you need to check are as follows:
1. Overview
2. Response Method
3. Appendix (JAL⇒Suppliers)
5. Additional Information
7. Ship-to
8. Item*Information about the quoted items will be listed after section no.8.
• Check prerequisites• Select Lot (Select Line Items for quotes)• Enter values as a quote response and submit it• The section numbers and title of the item that you need to enter and submit is as follows:
4. Appendix (Suppliers→JAL)
5. Additional information
8. Item (Price, Lead Time, Quote Validity Date, Tax Rate)©Japan Airlines, ALL rights reserved.

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2. Quote Response• The typical pattern for requesting quotes from JAPAN AIRLINES is as follows:

Quote Pattern

Request from JAL

How to answer from the vendor① Total Cost
1 line item in 1 quotation
Example: With Purchase Order, Bulk
Delivery/Payment• Please answer only the Total Cost.
• Breakdown of the cost should be includedin the attached document, such as
quotation’s document.

②Each Item
Multiple line Items in 1 quotation
Example: With Purchase Order, Split (The event contains multiple line
Delivery/Payment
items.)• Please respond to the unit price andquantity for each line.
• Attaching quote’s document are optional.

③Response as 1 yen
Example: Without Purchase Order,
Cost Reimbursement

1 line in 1 quotation• Please answer it as 1 yen in 1 quotation.
• The unit price should be descried in theattached document, such as quotation’s
document.

④Advanced Payments
Example: With Purchase Orders,
Derived type of ①②

Multiple lines in 1 quotation(The event contains multiple line
items.)• Please answer quotations with"prepayment amount x 1 set" and "mainbilling amount x 1 set or main billing
amount x quantity".

©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-1. Confirmation of Quotation Contents(1) Check the quote content on the "Event Details" screen.
① Check the remaining time of quote response in (A).
② Check the contents of the event in (B).
③ Check the event overview and timing rules in (C).
(A) Time Remaining
Remaining time until the quote response due date isdisplayed.
Quotation response after the time is over will not besent to us. Please be careful about it.
The status of the quote is also displayed here. For moredetails about status, check P73. in this manual.

A

B(B) All Content
The details of the quotation are described. Moreinformation is described from the following page.

C(C) Event Overview and Timing Rules
You can check the type of event (RFP, RFI, Auction),
Publish Time, Due Date, and Owner(JAL).
©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-1. Confirmation of Quotation Contents(2) Check the "1. Overview" field in the contents of the event.
① Click "More..+" to open the overview field.
② Review the contents.
①ClickThe overview field provides an
explanation and caution about thequote.
(A) Notice of acceptance orrejection of the estimate(B) Operation of this system(C) About the "Due Date Related"
items to be notified when
responding to the estimate

A
B
C©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-1. Confirmation of Quotation Contents(2) Check the "1. Overview" field in the event contents.
② Review the contents.

The overview field provides an
explanation and caution about thequote.
(D) About the Terms andConditions(E) About Supplier Code of Conduct

DE©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-1. Confirmation of Quotation Contents(2) Check the "1. Overview" field in the event contents.
② Review the contents.

The overview field provides an
explanation and caution about thequote.
(F) Operating hours in Procurement
Division and contact

F©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-1. Confirmation of Quotation Contents(3) Check the "2. Response Method" field in the event contents.
① Click "More..+" to open the response method field.
② Confirm the contents.
In the response method field, how to answers the quote is described.

① Click② Confirm©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-1. Confirmation of Quotation Contents(4) Check the "3. Appendix (JAL→ Suppliers)" field in the event content.
If there are any attachment file in this quote, it will be displayed in this field.
① Click on "▽" which is on the right of the attachment file.
② Click "Download this attachment".
③ After download is completed, confirm the content of the file.

①Click
②Click©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-1. Confirmation of Quotation Contents(5) Check "5. Additional Information" field in the event content.
If there are any additional information in the quote, it will be displayed in this field.
① Confirm the text which is on the right of "5. Additional Information" column.

① Confirm©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-1. Confirmation of Quotation Contents(6) Check the " 7. Terms " field in the events content.
At the time of the quote, the delivery address will be displayed in this item.
① Confirm the text which is on the right in the "7.1 Ship To" column.

① Confirm©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-1. Confirmation of Quotation Contents(7) Check the "Items" field in the event contents.
The information for the quote line item is provided after the ship-to entry. If you have more than one item, pleasecheck all of them.
① Check the information (from A to C) of the quote item.
(A) Name
The name of the quote item is entered.
(B) 詳細説明（Item Description）
Item detail which was requested by
JAL is displayed.

Item DescriptionAB(C) 希望納入日（Requested Delivery
Date）
The requested delivery date from JAL
is displayed.

Delivery Site

C
Manufacture name, Model©Japan Airlines, ALL rights reserved.

Requested Delivery Date23

2. Quote Response
2-2. Confirmation of Prerequisites(1) Go to the prerequisites review screen.
As the result of reviewing the quote content.
【 When proceeding to respond to the quote】 Click "Review Prerequisites" to go the next page.
【When declining to respond to a quote 】 Click "Decline to Respond".

Click

Click

©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-2. Confirmation of Prerequisites(2) Review the prerequisites.
① Confirm the contents of the prerequisites.

① Confirm©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-2. Confirmation of Prerequisites(2) Review the prerequisites.
② After confirming the contents of the prerequisites, click "I agree the terms of this agreement" at the bottom of thescreen.
③ Click "OK".

② Click③ Click©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-2. Confirmation of Prerequisites(2) Review the prerequisites.
④ "Submit this agreement?" is appeared, then click "OK".

④ Click©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-3. Select Lot
There are three patterns to select the lot. If JAL accept you to choose the currency, they are pattern 2,3.

Pattern 1：When you can’t select a currency

Pattern 2：When you select one currency for all lot

Pattern 3：When you select a currency for each lot©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-3. Select Lot(pattern 1)(1) Select the lots (quote items) to which you will respond.
【When you can’t select a currency 】*If the JAPAN AIRLINES procurement division doesn’t allow you to select the currency, there is no items to select thecurrency on the lot selection screen.

©Japan Airlines, ALL rights reserved.

29

2. Quote Response
2-3. Select Lot(pattern 2)(1) Select the lots (quote items) to which you will respond.
【 When you select one currency for all lots 】*If the JAPAN AIRLINES procurement division allows you to respond to the quote in a currency other than USD, you canselect the currency on the lot selection screen.
① Click "▽" of Select event bidding currency.
② From the currency list, select the currency which is used for the quote response.

①Click

②Select©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-3. Select Lot(pattern 3)(1) Select the lots (quote items) to which you will respond.
【 When you select a currency for each lot 】*If the JAPAN AIRLINES procurement division allows you to respond to the quote in a currency other than USD, you canselect the currency on the lot selection screen.
① Check a box on “Use a different currency for different lots ”.
② Click “▽”. From the currency list, select the currency which is used for the quote response.
①Check

②Click

②Select©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-3. Select Lot(1) Select the lots (quote items) for which you will respond to.
【Quote Items which you will respond to】① Click the check boxes which are on the left of the item which you will respond to.

①Click©Japan Airlines, ALL rights reserved.

32

2. Quote Response
2-3. Select Lot(1) Select the lots (quote items) to which you will respond.
【Quote Items which you won’t respond to】② Click "▽".
③ Select the reason why you don’t participate in the bid from the list.
④ Click "Confirm Selected Lots".

②Click

③Click

④Click©Japan Airlines, ALL rights reserved.

33

2. Quote Response
2-3. Select Lot(1) Select a lot.
⑤ If there is a lot that you don’t respond to, a confirmation screen will be displayed. If there is no problem, click "UseSelected Lots." After clicking it ,you will move to the Quote response screen.

⑤ Click©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-4. Enter and Submit Quote Response(1) Attach the file.
If there are attachment fie, attach it in the "4. Appendix(Suppliers ⇒ JAL)".
① Click "Attach a file". After click it, you will move to the screen for adding an attachment file.

①Click©Japan Airlines, ALL rights reserved.

35

2. Quote Response
2-4. Enter and Submit Quote Response(1) Attach the file.
If there is an attachment which you want to add, attach it in the "4. Appendix(Suppliers ⇒ JAL)".
② After transition to the screen for adding the attachment, click "Browse".
③ Select the file and click “open”.
④ Click "OK".

②Click

④Click
④クリック③Click©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-4. Enter and Submit Quote Response(1) Attach the file.
If there are attachment fie, attach it in the "4. Appendix(Suppliers ⇒ JAL)".
⑤ Confirm that the attached file is displayed.
* If you want to change or delete the attached file, refer to the appendix page of this manual.

⑤ Confirm©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-4. Enter and Submit Quote Response(2) Enter the additional information.
① If there is additional information other than the attached file, add it in the "5. Additional Information" field.

①Enter©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-4. Enter and Submit Quote Response(3) Response to the quote.
① Fill in the information for the quote item from A to D.
*These fields must be filled in. So, you cannot submit a quote response if you have not entered in them .
(A) Estimated price
Please enter the price.
* The price should not include tax.
(B) Lead Time
Please enter the lead time by days (numbers).
Example) If the lead time is 7 days: 7(C) Tax Rate, Quote Validity Date
Please enter the tax rate of the item. The tax
rate are "10%", "8%", or "tax-exempt.“ Andplease write the quote validity date.
Example)Tax Rate: 10%
Quote Validity Date: 2021/05/31

A
B
C©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-4. Enter and Submit Quote Response(4) Submit a quote response.
① Click "Submit Enter Response" at the bottom of the screen after completing to fill in all required items.
*Error message will be appeared if required item is not completed to fill in. Please review and correct the contents.
① Click©Japan Airlines, ALL rights reserved.

40

2. Quote Response
2-4. Enter and Submit Quote Response(4) Submit a quote response.
② A confirmation screen is displayed, and then click "OK".
③ Confirm that a message stating that the response has been submitted is displayed.

②Click

③Confirm©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-5. Appendix : Confirm the Extended Price(1) Review the calculation results of the total price.
① After entering the price, click "Update Totals" at the bottom of the screen.
② Confirm the Extended price column on the right of the estimated line item.

① Click② Confirm©Japan Airlines, ALL rights reserved.

42

2. Quote Response
2-6. Appendix : Save Draft(1) Save the content of the quote response temporarily. After being saved, it is possible to restart it.
① Click on "Save draft" at the bottom of the screen.
② Confirm that a message which shows the draft is saved is displayed.
* After logging out from the Ariba Network, then when you restart the input , take the actions described from P9.

①Click

②Confirm©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-7. Appendix : Revise Quote Response(1) Revise/alternative response.
If you have time in "Time Remaining" which is on the upper right corner of the screen, you can reset the quote response
by following procedure described from P31.
* If you did the procedure ① and ② , you will not be able to submit your response unless you modify the quote content.
① After the Quote has been answered, click "Revise/Alternative Response" on the details screen of the event.
② A confirmation screen is displayed, and then click "OK". After clicking it, you will move to the input screen for thequote response.

①Click

②Click©Japan Airlines, ALL rights reserved.

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2. Quote Response
2-8. Appendix : Compose a Message and Check the Reply
You can send and receive messages on the Ariba Network with JAL procurement staff.
(1) Go to the screen for composing Message.
① Click "Compose Message" at the bottom of the quote response screen.

①Click©Japan Airlines, ALL rights reserved.

45

2. Quote Response
2-8. Appendix : Compose a Message and Check the Reply
You can send and receive messages on the Ariba Network with JAL procurement staff.
(2) Compose a message and send it.
① Entered the subject and body of the mail.
② Click "Send".
(A)Subject
The event title is set as default subject.
If you have any additional information,please add it.

②ClickA
B(B)Body
Please write your requirements.

②Click©Japan Airlines, ALL rights reserved.

46

2. Quote Response
2-8. Appendix : Compose a Message and Check the Reply
You can send and receive messages on the Ariba Network with JAL procurement staff.
(3) Confirm the message from JAL.
【Confirm from Mail】① If JAL reply, the person in charge of quote will receive an email. Click "Click Here" in the email.

①Click©Japan Airlines, ALL rights reserved.

47

2. Quote Response
2-8. Appendix : Compose a Message and Check the Reply
You can send and receive messages on the Ariba Network with JAL procurement staff.
(3) Confirm the message from JAL.
【Check from Event Details Screen】① Click on "Event Messages".

①Click©Japan Airlines, ALL rights reserved.

48

2. Quote Response
2-8. Appendix : Compose a Message and Check the Reply
You can send and receive messages on the Ariba Network with JAL procurement staff.
(3) Confirm the message from JAL.
【Check from Event Details Screen】② Click "〇" which is on the left of the message you want to display.
③ Click "View".

②Click

③Click©Japan Airlines, ALL rights reserved.

49

2. Quote Response
2-8. Appendix : Compose a Message and Check the Reply
You can send and receive messages on the Ariba Network with JAL procurement staff.
(4) Reply to JAL.
① Check the messages from JAL.
② If you need to reply, click "Reply". * Input Method is written in P42.

②Click

① Check©Japan Airlines, ALL rights reserved.

50

2. Quote Response
2-9. Appendix : Status of the Quotation
The Quotation Status displayed on the Ariba Network is as follows.

StatusActionEvent List Screen

Event Detail Screen

SupplierJAL

During bid period

Time remaining is displayed.

Responding to the quote

Waiting for the quote
response

Pending Selection

Pending Selection

Waiting for successful bid

Deciding the successful
bidderCompleted

Completed

Completed to award

Completed to award

Event List

Event Detail Screen©Japan Airlines, ALL rights reserved.

51

Table Contents
0. Introduction
0-1. Note

2. Quote Response
2-1. Confirmation of Quotation Contents

2-2. Confirmation of Prerequisites
1. Method for Transition to the Quote Response
Screen2-3. Select Lot

2-4. Enter and Submit Quote Response

1-1. From Notification Email2-5. Appendix : Confirm the Extended Price

1-2. From the Login Screen

2-6. Appendix : Save Draft
2-7. Appendix : Revise Quote Response

2-8. Appendix : Compose a Message and Check
the Reply
2-9. Appendix : Status of the Quotation
3. End of Quote
3-1. Notification Email about Bid Period End

52

3. End of Quote
JAL will send the e-mail showing that the bidding period is finished to the suppliers after the bid period.
If the successful bid is finalized, then the purchase order will be sent the supplier.

©Japan Airlines, ALL rights reserved.

53

3. End of Quote
3-1. Notification Email about Bid Period Ends
After the bidding period ends, the following email will be sent to suppliers.
If you are the successful bidder, you will receive an order officially.

©Japan Airlines, ALL rights reserved.

54

Modification Log
File Name

JAL_Ariba_SA_2_Supplier Operation Manual _Quote response (Sourcing Event)_v0.1

File Location-

Change History
Date
Ver.
Modified
0.1
2021/4/8
0.1
2021/4/21

Approval History
Approval date
Ver.

Where tochangeResponsible

What to change

IBM Iwasaki-

Draft Creation

IBM Hoshi-

Create English Version

approved by

Review date

Review by

2021/4/24

IBM Arai

Approval Comment©Japan Airlines, ALL rights reserved.

55