Finance > Procurement Services > REGISTER – Register in UT’s NEW Sourcing System

REGISTER – Register in UT’s NEW Sourcing System

 

In early 2025, UT Procurement Services transitioned to a new electronic sourcing system (bid system) provided by Oracle. ALL SUPPLIERS WHO WISH TO RESPOND TO UT’S SOLICITATIONS, INCLUDING SUPPLIERS PREVIOUSLY REGISTERED IN ESM, MUST REGISTER IN ORACLE.

 

INSTRUCTIONS FOR REGISTERING IN ORACLE:

TIP: READING THE INSTRUCTIONS WILL REDUCE THE TIME IT TAKES TO REGISTER.  

1. Refer to one of the following sets of instructions.

2. CLICK HERE TO REGISTER.

3. IMPORTANT: SKIP THE BANK ACCOUNT SECTION – UT uses another system for payable vendors.

4. After you register, watch for two emails.

  • “Approval” email (read only) shortly after you register.
  • “Welcome” email with reset password link within 48 hours.  If you do not receive the welcome email within 48 hours, email SupplierInfo@tennessee.edu.

 

AFTER YOU REGISTER – Getting Started in Oracle

Bookmark this link for Oracle supplier portal.

Supplier Resources

Supplier Webinar:  Getting Started in Oracle.  Visit our supplier training webpage to register.

 

UPDATING YOUR ORACLE PROFILE

Currently, bidders cannot edit their Oracle profiles from within the system.  Use this UPDATE ORACLE PROFILE FORM to update products and services categories, business classifications, or to add bidder contacts.

Keep in mind that UT uses a separate system for payable vendors.  UT payable vendors should log into their Payment Works account to update payment information.

 

Additional Training Materials & Webinars

Visit our supplier training webpage to view additional training materials and upcoming webinars.

 

Frequently Asked Questions 

Check back frequently for updates.  Click here to submit questions or email SupplierInfo@tennessee.edu.

The email address you used when you registered.

Navigate to the Oracle supplier portal login screen.  Enter your email address in the User ID field.   Click “Forgot Password.”

Terminology

  • Solicitations (RFQs, RFPs, and RFQ-Ss) will be called “negotiations.”
  • Bidders will be called “prospective suppliers.”
  • Payable vendors will be called “spend authorized suppliers.”

Automated Email Notifications for UT’s Negotiations

  • Registered bidders (prospective suppliers) will receive automated email notifications for negotiations that are applicable to their company or to which they are invited to respond. (In the old system, most bidders received automated notices for all UT solicitations, even those that were not applicable to their company.)

  • Bidders will still register at no cost.
  • Bidders will still submit responses electronically.
  • The RFQ, RFP, and RFQ-S documents that UT asks bidders to complete and upload in the current system will remain the same.
  • UT procurement policies and procedures will remain the same.

  • YES!  Suppliers must register specifically for UT.  We will email the registration link to suppliers as soon as it is available in late December.

Company Details Section:

  • Company name
  • Tax organization type (corporation, individual, partnership, government, foreign corporation, foreign individual, foreign partnership, foreign government, fiduciary, tax exempt organization)
  • Taxpayer ID
  • Your name and email address

Contacts Section:

  • Names and email addresses of other bidders for your company, if applicable.

Address Section:

  • Company’s primary (legal) address.

Business Classifications Section:

  • Companies may voluntarily report business classifications such as minority-owned business, woman-owned business, or others.   If applicable, companies may select the certifying agency that corresponds with the classification.

Products and Services Section:

  • Click here to preview UT’s list of products and services categories.

  • NEITHER!  When you register in Oracle as a bidder (prospective supplier) for UT, you will describe your company’s products and services by selecting options from a list of 48 broad categories.  (In our old system, suppliers had to navigate through hundreds of NIGP codes).  See the previous FAQ to preview the list of UT’s categories.

  • UT is only using broad categories, not subcategories.

  • NO, but we encourage you to register as soon as the portal opens so you won’t miss upcoming opportunities.

  • UT will still use separate registration processes for bidders (prospective suppliers) and payable vendors (spend authorized suppliers).
  • UT Accounts Payable will continue to use Payment Works to set up payable (spend authorized) suppliers. As before, suppliers will be invited to register in Payment Works at the time they start doing business with UT, not in advance.