Eisenmann Supplier Portal

Transcription

1 Editing Orders, Tenders and Handling Units Contact partner: Purchasing Department Eisenmann SE Your contact partner: Purchasing Dept., Telephone , Eisenmann SE, Tübinger Straße 81, Böblingen, Phone , Fax

2 Contents 1. List of Amendments Introduction... 3 Process and System Landscape Login... 4 Navigation Supplier Self Services (SUS)... 8 Master data Managing and editing company data Entering employees Employee list Management of personal data Qualifications Certificates and attachments Orders Purchase order confirmation in the supplier portal Tenders Display tenders Submitting a quote for the tender Making modifications to a quote already submitted Incorporating negotiation results into the quote Rejected quotes from bidders Handling Unit Tracking Tool (HUTT) Introduction General information regarding the HUTT web portal Registration onto the Prerequisites for entering the HU data Functional sequence for HU data entry General and personal settings Packing specific order items (order with ZHU1) Packing multi-piece purchased parts for a BOM entered by the supplier (Orders with ZHU2) Editing / Changing the HU header data and HU content data after the packaging process (of ZHU1 and ZHU2) Overview of HU status sequence Creating and printing HU labels Finalizing the HU data Printing the HU lists of contents Finalization of the ready to dispatch HU Attachment Abbreviations Terms Applicable documents Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

3 1. List of Amendments Date Version Author / Revision Responsible 2/6/ Approved by: Miriam Knöller 7/15/ Revision Volker Haug 12/28/ Chapter 5 new Volker Haug 2. Introduction The use of the supplier portal allows companies to map the entire supplier management, and helps to systematically and efficiently handle processes with potential and existing suppliers. This is why Eisenmann is introducing a software solution based on SAP building blocks such as SAP ECC and SAP Supplier Self Service (SUS). From the initial registration as supplier for Eisenmann over the independent management of master data all the way to editing tenders, purchase orders and specifications of qualifications and certifications - the supplier can carry out all these processes via the portal. Intuitive and easily accessible handling, as well as open communication shall guarantee an efficient collaboration between Eisenmann and their suppliers. This does not only refer to existing suppliers, but also potential contenders, and thus shall create additional value for all involved. The following pages of this manual present the individual processes and their functions for general applications. The manual does not claim to be comprehensive, and is only intended as a reference to provide assistance; only system functions are described. Furthermore, the manual is being revised regularly the current version can be found under > About us > Purchasing > Downloads. Our usual contact partners from the purchasing department will be at your disposal to answer further questions. Process and System Landscape The procurement processes are portrayed in a highly integrated system landscape - as illustrated in Figure 1. In this manual, the supplier front end module is described in detail only. Supplier Self-Services (SUS): It incorporates all options needed for editing merchandise or service orders and suppliers into the procurement process of large-scale purchasing organizations. These suppliers will not need their own sales system to offer their products and services. They only need to have access to the Internet to benefit from the purchase order and content management functions of the host. Suppliers have the opportunity to manage their master data in the SUS, manage their certificates and attachments, view tenders, send out quotations, call up purchase orders including complete documentation, and confirm the purchase orders. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

4 Figure 1 System landscape purchasing 3. Login You as the supplier will receive an with the access information. Password and registration information will be sent in two separate s. Unfortunately, logging in with a Mozilla Firefox browser is not possible, as it is not supported by the supplier portal. Please use other more common browsers such as Google Chrome, Internet Explorer,.... Figure 2 with login information Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

5 Figure 3 with the password Please log into the supplier portal using the link included in the . Figure 4 Logging into the Portal Please enter your user ID and password that you received by into the respective fields. Please complete your information underneath and select a new user name and password - the first user from your company logging in via the link indicated in the shall act as administrator. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

6 He/she must agree to the privacy policy in order to continue. Confirm the entries by clicking Create. The privacy policy and user directive can be viewed under The following window will open: You can close the window or get to the portal login by clicking on the Log in link. Now you log into the portal by using your user ID information you have just selected. Alternatively, you can gain access to the supplier portal via the Eisenmann website. In the Portal section simply select the Supplier ETS category. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

7 Figure 5 Portal access via After opening the Eisenmann supplier portal via the link, the enrollment window appears (Figure 4). It is recommended to use the latest browser version of Google Chrome or Microsoft Internet Explorer to ensure proper use. The portal cannot be accessed via Microsoft Edge. Navigation After logging in successfully, the supplier gets to the start page of the Eisenmann supplier portal. The navigation menu comprises the main menu and the respective detailed navigation menus (figure 3). Figure 6 Navigation menu Master data: The supplier can manage his/her personal settings and company information under the Master data tab after logging in. Furthermore, he/she can enter additional employees, assign roles, as well as enter and edit master data. Qualifications: Qualification requests can be viewed, edited and performed under the Qualification tab. This is an important step for potential contenders in order to be added to the supplier pool. Certificates & Attachments: Documents can be uploaded from the local computer under the Attachments menu tab, and thus be made available to Eisenmann. Documents saved in the system can be viewed in the Certificate tab, as long as these have been attached to the qualification. Purchase Orders: All Purchase orders filed in the system can be displayed, including their current status, in the Purchase orders tab. This provides the option to submit purchase order confirmations for purchase orders placed. Bid Processing: Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

8 All tenders that request your quote as supplier are listed in the Tenders tab. Tenders may be viewed and reviewed. The supplier can also submit the respective quote for the tender here. HUTT (Handling Unit Tracking Tool) Webportal: Based on the Incoterm, delivery address and delivery scope of the purchase order, you are requested to report your delivery units (handling units (HU)) to the colleagues in the shipping department at Eisenmann. The HUTT portal which is integrated in the supplier portal is provided for that purpose. 4. Supplier Self Services (SUS) This section outlines the individual menu items and submenu items. This manual provides a detailed step-by-step description of the functionality of the Eisenmann supplier portal. Master data Under the menu item Master data (Figure 7), the supplier will find the tabs Company data, Enter employee, Employee list and Personal data. These tabs are described in detail below. 2 1 Figure 7 Master data - Company data Managing and editing company data General information regarding the company of the supplier are collected, managed and updated in the Company master data tab. Data records such as contact, communication and general information are displayed here. The company logo (1) can also be inserted on the upper right side (Figure 7). Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

9 By clicking the Edit button (2) on the upper left side (Figure 7), a new screen is opened enabling all functions to edit. Fields marked with an * are mandatory, and therefore must be completed. After entering the data, it is saved by clicking the Save button. The updated screen is accessed by clicking the Display button. After the entry of all information is completed, a text field appears that confirms the modification, and indicates that no further editing is possible, as the file is subject to run through the approval process. (Figure 8). Figure 8 Confirmation regarding the company data update The modifications carried out by you must first be reviewed by the responsible buyer, and then either be confirmed or rejected. Only then can the supplier carry out further modifications of his/her company data. During editing, the supplier is allowed to carry out an unlimited number of modifications to his/her company data. Upon sending out his/her modifications, the supplier shall receive an indicating the status of his/her approval process in addition to the notification in the supplier portal. By clicking on Display modifications a new screen is accessed which lists all modification that are pending and still subject to approval. The date and time of the update is shown. (Figure 9) With the Back button, the supplier can return to the home screen. Figure 9 Overview of the approval status Entering employees By clicking on the Enter employee tab, the supplier opens a new screen which allows to enter additional employees of his/her company as portal users, and thus provide them access to the portal. Here, data regarding contact partners are entered, and the agreement with the privacy policy is acknowledged. Fields marked with an * are mandatory. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

10 The employee of the supplier who receives the access data first shall act as the supplier s portal administrator. Later in the process, a detailed description of the responsibilities of the supplier administrator, employee and buyer at Eisenmann shall follow. Figure 10 Enter employee After completing the mandatory fields, the supplier administrator may click the Display button on the upper left side of the screen that had been gray up until then. The new screen Display employee is accessed, displaying the status information of the filing process on the top of the page, confirming the entry of the employee and indicating that no further editing is possible, as the file is first subject to run through the approval process (Figure 11). The approval is granted, if the responsible buyer at Eisenmann confirms the employee in the portal. Only then can the entry of this employee be completed, and he/she use the portal. Figure 11 Status of the employee entry At the same time, additional fields with the user details appear at the bottom of the screen (Figure 12). One or more roles can be assigned to the employee from the supplier administrator (1), a user name and user ID can be provided (2), and notifications can be activated or deactivated (3) here. Entries can only be made, if the employee has been confirmed as new portal user by the responsible buyer at Eisenmann. A role controls which functions an employee is authorized to use. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

11 2 1 3 Figure 12 User details for the employee The employee may assume the following roles: Roles Function Management of employee Entry of new employees, role assignments, and management of the employee list data Qualification expert Response to qualification requests Management of supplier Modification of master data, if required (address data, master data contact data, etc.) Task assignee for the supplier Editing tasks assigned to the supplier Bidder Participant in tenders, preparation and corrections of quotations Purchase order processor In charge of the orders and creation of purchase order confirmations Editing qualifications, Editing incoming qualification requests, tasks and certificate requests of the buyer. In addition, uploading tasks, certificates and attachments necessary attachment via the portal. Carrier DIS-HUTT Portal & Vendor DIS-HUTT Portal The functionality of Vendor and Carrier is described in detail in the Supplier portal for HUTT users under section Fehler! Verweisquelle konnte nicht gefunden werden.. A role is assigned to an employee by clicking/activating the check box. The role assignments are confirmed by using the Save button in the upper left side. These modifications are not subject to approval by the purchasing department, as the employee has already been confirmed at the time of entry. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

12 Employee list A list of all employees of the supplier entered in the portal, including the pending entries subject to approval by Eisenmann purchasing department, can be found in the List of employees tab (Figure 13). In the Status column it is shown whether an employee status is pending ( Not approved yet ), has been approved ( Up-to-date ) or has already been approved ( Unblocked ). In addition, the name of the employee, user and address are displayed. After approval by the buyer (status: up-to-date), the roles can be assigned and the user name, possible notifications can be defined via the address and the user ID here. The settings can be carried out by opening the profile with a click on the respective name. Figure 13 Master data - Employee list After clicking on the name of the employee the screen to Enter the employee (fig. 9) is reopened. The fields in the opened profile appear in gray first, and therefore must be unlocked by clicking the Edit button. In this edit mode, the contact partner details are edited. User details such as user name, user ID, role assignments and notifications can be reset here. In order to save modifications, click the Save button on the upper left side when editing is completed. A text box will appear that confirms the modification. If a user name and user ID are stored in the User details section, the employee can log into the supplier portal by using these data. It is the responsibility of the administrator user of the supplier to inform the newly entered employee about his new role in the supplier portal, and to send him/her the access data as well as the link to the Eisenmann supplier portal. The system will not generate an automated . The employee may log into the portal to carry out the functions associated with his/her assigned role. When logging in for the first time, he/she is prompted to change the initial password Management of personal data The Personal data section under menu item Master data opens the employee profile of the contact partner (fig. 11) saved in the registration form at Eisenmann. At the same time, he/she shall be the administrator user. The contact partner can edit personal details, user details and his/her role and notifications anew. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

13 Figure 11: Personal data tab opens the data of the saved contact partner This sector is only available to the administrator user and the manager of employees. Qualifications In the Qualification section, qualification requests by Eisenmann can be viewed. The responsible buyer requests answers to the questions in order to review whether the supplier meets the basic prerequisites required for a successful collaboration. For this purpose, the supplier must complete questionnaires in the supplier portal and disclose information and references to the buyer. In the New tab, an overview of new pending qualification requests are listed subject to processing by the supplier. In the In process tab, requests saved temporarily are opened and further processed. It is also possible to view the requests already sent in the Submitted tab. An additional To be clarified tab is available for the buyer to clarify any ambiguities with the supplier, and to ask more specific questions regarding the qualification, if necessary. Under each tab, the name, date of entry, status and submission deadline of the qualification request is displayed in columns (fig. 12). Figure 14 Qualification menu Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

14 By clicking on the submenu items described above, a list of available qualifications is displayed. The qualification can be opened by clicking on the respective name of the request (fig. 13). Figure 15 List of submitted qualifications By clicking on the qualification, a new window opens (Figure 1). With the top or bottom navigation buttons, the supplier can: jump to the next page (Next), return to the previous page (Previous), temporarily store the entered data and further edit it at a later date (Save), create a print preview (Print Preview), and close the qualification screen (Close). Additional information, such as name of the qualification, supplier, qualification status, submission deadline are also displayed. In the introduction, an introductory text regarding an assessment request will be displayed. It is also indicated that all questions marked with a red asterisk * are mandatory and thus must be answered by the supplier. Figure 16 Supplier qualification After all steps are taken and all questions answered, the results can now be returned to Eisenmann by clicking on the Send button. It is irrelevant whether the questions were all answered at once, or if they were temporarily saved during the process and completed at a later date. However, before activating the Submit button, the gray boxes must first be checked and thus confirmed for accuracy of the personal information (fig. 15). Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

15 Figure 17 After checking the box the Submit button is unlocked An assessment request already sent is displayed on the supplier portal under Qualifications in the Submitted tab. These can be viewed from here. Certificates and attachments The Certificates & attachment screen includes an overview of all attachments and certificates stored in the system. Figure 13 shows that an attached file can be uploaded from the local computer and be named in the Description field. This may include, for example, documents for the Eisenmann s company presentation. From this overview, the supplier can also find out the status, file name and size, descriptions, persons in charge, and the date the attachment was filed. Figure 18 Attachments By clicking the Search button, a new window opens which provides the supplier access to his/her local files. After an attachment is selected, it is uploaded onto the portal by clicking the Add attachment and will show up in the overview. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

16 The file must, however, not be zero or larger than 20 Mbyte. Otherwise an error message will appear as shown in Figure 19. Figure 19 Error message regarding file size If the upload of the attachment is complete, a text box will appear (Figure 20) which confirms the upload, and indicates that it is subject to approval by the administrator. Figure 20 Attachment successfully uploaded In the overview of the Certificates menu item, the certificates stored in the system can be viewed. They are uploaded during the qualification process as part of the certificate request. In the overview in Figure 21, you can find the certificate name, validity, expiration date, status and action. The supplier can click on the Upload certificate symbol in the Action column in order to get to a new screen. Figure 21 Certificates A certificate can be uploaded on this screen (Figure 22). An option to enter a certificate name, the person in charge, a comment, a description and the validity period is also provided. All fields with a red asterisk * are mandatory. A box to set the validity period of the certificate to unrestricted is also provided. As soon as all required fields are completed, the certificate can be made available by clicking the Upload certificate button. Prerequisite for the display of this information is the appropriate indication of the qualification request. Figure 22 Upload certificates Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

17 Orders All Eisenmann purchase orders intended for the portal are displayed under the Purchase orders menu item. In addition, a notification is sent by from Eisenmann to the supplier in order to inform him/her about new purchase orders or purchase order modifications. The purchase orders may be sorted and organized on the basis of external reference numbers (Eisenmann purchase order number), ID number, name, date, total purchase order amount and processing status. The following submenues are provided for this: Menu items All New Modified In process Confirmed Partially confirmed Rejected Canceled Description All purchase orders are displayed. Only purchase orders with the status New are displayed. Purchase orders that have recently been modified are displayed. This may refer to purchase orders with the status New as well as the status In process. All purchase orders with the status In process are displayed. All purchase orders with the status Confirmed are displayed. All pending purchase orders subject to final confirmation are displayed. All service entries rejected by the supplier are displayed here. All service entries canceled by the supplier are displayed here. Figure 23 Orders Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

18 Purchase order confirmation in the supplier portal Purchase orders are filed in the main section. A purchase order is opened by clicking on the external reference number in the upper left corner (Figure 23). By clicking on the reference number, a new screen is accessed (Figure 24). Figure 24 Display purchase orders In this screen the following sections and detailed general information are displayed: Sections Basic data Payment conditions Item overview Description Here, you can find general information on the purchase order, receipt number, document name (e.g. PO (purchase order)), date of receipt, purchase order number, possible follow-up documents, purchase order status. Agreed payment periods for this purchase order are displayed here. All details regarding the items are displayed here. It can be opened by clicking on an entry in the No. column. Information regarding the following items are recorded: No. Short text Product Purchase order quantity Individual price Needed by (delivery or pick up date) Confirmed quantity Confirmed price Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

19 Confirmed as of Status Partner information Terms of delivery Attachments By clicking on an item, a new screen is opened with detailed information regarding the item dates, follow-up documents regarding items, delivery times, terms of delivery, product information, price information, quote reference and partner information. Communications and collaborations are displayed as well. The client and delivery address is recorded here. The Incoterm and location is recorded under the terms of delivery. Attachments can be found under Communications and collaboration. These include documents, such as purchase order forms, which are sent with the purchase order by Eisenmann, and are stored in this section. If intended as a follow-on function, the purchase orders may be confirmed for now. In order to carry out this step, the purchase order must first be assigned the New or In process status. If the Edit button on the upper left side is clicked now (Figure 24), a new screen Edit purchase order is opened (Figure 25). In the Edit purchase order screen, each item in the Item overview must be confirmed or rejected. An icon to be clicked is therefore provided in the Confirm and/or reject item column (blue frame) (Figure 25). By clicking on the icons, the item, together with associated sub-items, is either marked as confirmed or rejected. Alternatively, the supplier can also use the buttons right above the items. With the Confirm all items button, all listed items are confirmed. The Reject all items button, rejecting all items, is located next to it. Finally, the Clear all items button deselects all items. These three buttons described herein allow to either confirm, reject or clear all items with one click. All items in a purchase order must be marked either as confirmed or rejected. In case of non-compliance, no purchase order confirmation can be submitted! Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

20 Figure 25 Editing purchase orders The supplier can edit the number (1) and purchase order name (2), and, for example, overwrite it with their own purchase order confirmation number under Basic data in the Edit purchase orders screen (Figure 26). In the Item overview, it is also possible to edit the confirmed quantity (3) and the confirmed price (4) again. The date of the confirmation (5) can be changed as well. If the supplier clicks on the item in the No. column (6), the new screen Display item is accessed Figure 26 Editing purchase orders II In the Display item screen, all data regarding item information, follow-on documents for the item, price information, delivery deadlines, terms of delivery, product information and partner information are stored (Figure 27). In the delivery deadlines section the delivery date and the confirmed quantity can be updated by clicking on New row. By clicking on the Update price button in the top left corner, the supplier returns to the previous screen. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

21 Figure 27 Editing purchase order Display item Now, in order to send all updated data to Eisenmann, the supplier must still click the Submit button under Edit purchase order in to upper left area (Figure 26). If the modifications are okay, a respective status notification is displayed, confirming the modifications or pointing out errors during the entry (Figure 28). Warnings are merely notices that show inconsistency, which do not necessarily need rectification. Errors, however, must be corrected. The status of the purchase order changes in the basic data to Confirmed after modifications were applied successfully and correctly. Your purchase order confirmation is now transferred to the buyer. Figure 28 Successful purchase order modifications Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

22 Tenders All tenders in the portal to which the supplier has been invited by Eisenmann to participate can be accessed via the supplier portal under the Tenders menu item. The supplier also receives information about new tenders by . By clicking on the tender number in the first column with the designation Event no., the bidder accesses the tender directly via a new window (Figure 29). If the tender does not open, it is probable that a pop-up blocker has been activated. To allow proper opening of the tender, this must be deactivated. Figure 29 Tender Active inquiries Tenders from Eisenmann can be searched by using the Quick criteria maintenance button. Various criteria are available for selection that can be viewed in Figure 30. By clicking the Apply button, the portal filters all tenders based on the selected criteria. Figure 30 Filter tenders - Quick criteria maintenance Display tenders Figure 31 shows an illustration of a tender. General information is displayed in the top section of the tender (1): Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

23 Tender number Name of tender Status of the tender Tender start date Tender owner Version number of tender Type of tender version The navigation bar is located above this general information (2), consisting of the following items: Navigation bar Close Participate Not to participate Tentative Create quote Export Download all attachments System information Create memory snapshot Description Closes the tender window. Prompts the supplier to submit a quote. Not to participate with a tender (rejection to participate with a tender). The supplier tentatively participates with a tender. Creates a quote. Exports the tender into Excel format. Starts downloading all attachments to the file that are available for the tender. Information on the logged in user and the system. Creates a memory snapshot of the system. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

24 Figure 31 Illustration of a tender There are three tabs underneath the information and navigation bar: Tender information, Items and Notes and attachments (3). The following sub-tabs are found in the Tender information section: Tender parameters, Questions, Notes and attachments and Conditions (4). Tender parameters tab In the Tender parameters tab further general information regarding tenders can be found which are divided into Organization, Deadlines and Project details. Information regarding the buyer responsible, the Eisenmann branch concerned, deadlines to quote, as well as project details are found here. The Partner and supplier information field will follow below, containing information regarding the recipient of the merchandise, the delivery address and the Eisenmann branch in charge of the tender. In order to receive additional detailed information regarding these units, the respective row must be selected. This is done by simply clicking on the respective row which is then highlighted in blue (Figure 32). Figure 32 Section Partner and supplier information In order to receive further details about the marked unit, select the Detail button located in the upper left area (Figure 32). A new window is opened, showing details regarding the marked row (Figure 33). Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

25 Figure 33 Partner details In the second sub-tab Questions, corresponding questions regarding the tender can be found (Figure 34). A response and comment area is provided in the same row to each question. By answering the questions, the buyer receives further details relevant to award decision. Each questionnaire contains can- and must-questions. The must-questions are marked with a red asterisk * and must be answered, while can-questions may be answered optionally. Figure 34 Tender - Questions In the third Notes and attachments sub-tab, all notes and attachments regarding the tender are found. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

26 Figure 35 Notes and attachments By clicking on the name of a note or attachment, the respective note or attachment is displayed in a separate window. All attachment data is shown in the Attachments tab. By clicking on a file and after the local storage location is entered by the supplier, the respective file is downloaded. It is also possible to carry out individual settings regarding the display of the information via the Settings function on the right side of the screen. In addition, it is possible to display the files in an ascending or descending order in the Attachments section. The navigation bar includes the Download all attachments button. With one click all file attachments linked to the tender are started to download. Some browsers do not specifically indicate that the download has started in the background. It is recommended to wait up to one minute until the download is completed. Then a window is opened, displaying all files. In the Conditions section, all conditions regarding the tender are listed. These are explained in more detail in the further course of this manual. Figure 36 Conditions section Items tab In the second Items tab, an overview of all items to be quoted is displayed (Figure 37). Figure 37 Items tab Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

27 In order to obtain further details regarding the individual items, you must click on the respective row to highlight it in blue (Figure 37). After one click on the Details button on the top left, the information appears underneath the overview. Figure 38 Detailed view in the Items tab The following sections are displayed here: Item data, Questions, Notes and attachments and Conditions. Under Item data, all information regarding the material and its identification are provided to the supplier. The Partner and supplier information field containing information regarding the requester of the tender is among these. In the Questions tab, questions are answered for the supplier and comments are added. By clicking on the Notes and attachments tab, the supplier accesses a new screen in which notes about the items are left, and attachments are downloaded from the table. This process is carried out by clicking on the attachment note and entering the file path for the downloads. In the Conditions section, all condition types are selected by the supplier. After completion of the steps described in Submitting a quote for the tender, the supplier can add, modify or remove discounts for the quoted items. This is described in detail below (?). Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

28 Figure 39 Adding conditions in the Items tab In case discounts have been added under the Conditions tab by the supplier as described in section 4.5.2, he/she can add discounts in the Condition type column, insert scaled conditions, or duplicate and remove condition types under the Items tab (fig. 38). Furthermore, the supplier can define the amount, the price per piece as well as the start and end of the validity range. This can be done for each item in the overview (fig. 38). Notes and attachments tab (Figure 40 Notes and attachments tab) Figure 40 Notes and attachments tab All associated notes and attachments regarding the tender are saved under this tab Submitting a quote for the tender In order to participate in a tender and submit a quote, the enrollment must first be confirmed and the Create quote button clicked (Figure 1). Figure 41 Participating in a tender and creating a quote Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

29 By clicking the Create quote button, a new window is opened. It is almost the same window as the previous Display tender window, with the exception that the bidder must enter precise information and complete the questionnaires included in the tender in order to submit an optimum quote. Figure 42 Create quote In addition to the tabs already described, such as Tender information, Items, Notes and attachments and Conditions, the tabs Summary and Tracking are also provided. These are described in detail in the following sections. The first tab, Tender information, is also divided into three sections within the quote: Basic data, Questions and Notes and attachments. The following data must be entered under Basic data : Payment conditions: A payment key harmonious with the published general terms and conditions of purchase (GTC) must be selected here. By clicking the Payment conditions field, the window is opened. Now, the Search button (1) is clicked, opening up a list of payment options. The payment conditions are selected from this list and confirmed by double clicking (2) (Figure 43). The general terms and conditions of Eisenmann apply. The supplier must confirm the payment conditions according to the list below (Figure 43) and upon consultation with the responsible buyer. Deviating payment conditions result in a negative commercial evaluation of the bidder. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

30 1 2 Figure 43 Payment conditions window Incoterm An Incoterm must be indicated in the services and delivery section. By clicking the Incoterm field, a window is opened which allows the bidder to select the desired option and confirm it with a double click. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

31 Figure 44 Incoterm key window In the second section Questions within the Tender information tab, the individual questionnaires must be completed by the bidder. Three new columns are shown, one for the questions, one for the answers and one additional column for comments. In the third section of the Notes and attachments tab, the bidder has the option to attach documents to his/her quote by clicking the Add attachments button located at the bottom on the left (Figure 45). After clicking this button, a window is opened to select a local file which is consequently uploaded. Figure 45 Add attachments In the second tab Items (Figure 46) the quoted items are processed. The following parameters are entered by the bidder: Quoted quantity Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

32 Price Price per (quantity unit) Figure 46 Items tab After selecting the row, it is highlighted in blue. Then the option is given to create a detailed view with detailed information regarding the item as well as the partner and supplier information. Figure 47 Items tab Edit price conditions After adding price conditions for the quoted items under the Conditions tab, the supplier can view these conditions and edit them again, if required, in the Price column under the Items tab (Figure 47). This procedure is described in detail by means of figure 50 Figure 50 down below. In the Price column, the writing See conditions is shown in blue instead of the price (Figure 47). If the supplier clicks on this writing, a new section with the respective details regarding the items is displayed underneath the table. The details (Figure 48) are found under the individual tabs, including Item data, Questions, Notes and attachments, and Conditions (1). It is the same window as shown under Items tab on page 29. Under the Conditions tab (Figure 48), the supplier will find the following buttons: Add a condition, Scale, Duplicate and Remove (2). Here, the supplier is given the option to add additional conditions, include price scales and also to duplicate or remove conditions. Discounts under the conditions for the supplier by Eisenmann should be of interest only. 1 2 Figure 48 Details regarding the items Editing price conditions In the third tab Notes and attachments attachments are added to the quoted items (Figure 49). The attachments and notes uploaded here refer to the quoted items. The Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

33 attachment is uploaded, as already described, by clicking the Add attachment button. Figure 49 Notes and attachments tab Via the Conditions button, it is also possible to receive an overview of all price conditions, and add or modify conditions, as well as to check their validity (Figure 50). The navigation bar for the Price conditions list includes the following buttons: Add conditions Scale Copy clipboard Insert clipboard Delete clipboard Remove The supplier has the option to add conditions for each row. The following options are provided: Header discount (%) Item price (contr./quote) Item discount (absolute) Item discount (%) Item price (contr./quote) Dependent on location Item discount (absolute) dependent on location Item discount (%) dependent on location In addition, the supplier is allowed to determine the amount, currency, price per unit and the validity date so that he/she does not have to add anything else from the Items tab in the Conditions section. However, only the Item discount (absolute) and Item discount (%) options should be of interest for the supplier. Figure 50 Conditions tab Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

34 The Summary tab in the top section of the bar (Figure 51) shows an overview of all relevant data regarding the quote. These refer to the following: Quote number Item with answer Questions Notes Attachments Conditions Total value of the quote Figure 51 Summary tab The Tracking tab (Figure 52) provides a history of the created quote versions. This gives the option to compare different quote versions with each other, if the option to modify the quote has been unlocked for the bidder by Eisenmann. In the menu items above (1), the user can switch between the quote versions and the tender versions. By clicking on the Detail button (2), a new window is opened, containing information regarding the respective tender or quote. If, however, the adjacent Compare button is clicked, the system will prompt the user to chose a second row to allow a comparison between two items. 2 1 Figure 52 Tracking tab When creating a quote, it is saved by using the Save button. This allows the user to continue editing the data at a later time. This section is located in the top area of the page (Figure 53). Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

35 Figure 53 Save button In order to submit a quote after all required information is entered successfully, the Submit button on the upper left side of the page must be clicked (Figure 54). Figure 54 Submit button After a successful transfer of the information, a confirmation message and additional information marked with a yellow exclamation mark is given (Figure 55). In order to find the submitted quote again, it is recommended to note down the quote number. Figure 55 Confirmation message after Submit quote Making modifications to a quote already submitted In order to make modifications to a quote that has already been submitted, the supplier must open the Tender section (1) via the supplier portal. The modifications are only activated if entered within the deadline. For this purpose, the quote number must be called up. To simplify the search, the quote number can be entered via the Quick criteria maintenance button (2) in the upper section of the page, and be confirmed with the Apply button (3). Whether a quote has been saved, submitted, or no quote was created, can be checked in the following overview via the Quote status column (4). If the blue number in the Quote number column (5) is clicked, the bidder directly accesses the respective quote via a separate window (Figure 56). Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

36 Figure 56 Overview of all quotes in the Tenders section If the quote status is indicated as Submitted, the following window is opened (Figure 57): Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

37 2 1 Figure 57 Quote already submitted Via the Quote number (1) it is verified again, whether it is the correct quote number. If so, the editing mode is activated via the Edit button (2) at the top left. All entries can then be edited and modified. At the same time, the system creates a modifications document (based on the current modifications of the quote) regarding the quote which is shown in the Tracking tab (Figure 58). Figure 58 Tracking tab - modifications document If all modifications in the quote are applied, the revised quote is returned for review to Eisenmann by using the Submit button (Figure 59) at the top left. Figure 59 Submit button to submit modifications to Eisenmann Incorporating negotiation results into the quote After a successfully submitted quote, all quotes of the bidders are assessed by Eisenmann. In the following step, the bidder might possibly be invited to negotiate. The potentially revised conditions and prices resulting from this meeting must be incorporated into the system by all bidders. The incorporation is analog to the modification of a quote already submitted. The bidder must open the quote, as described in section Modifying a quote that has already been submitted on page 37, and adjust the entries accordingly, based on the negotiated values, and then resend the revised quote. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

38 Eisenmann will then review the new values and create a ranking according to the individual assessments of the individual parts of the quote, and as a summarized overview of all bidders. The supplier will then find the purchase order in the supplier portal Rejected quotes from bidders The bidder who has not been awarded the purchase order will be notified by the buyer accordingly. 5. Handling Unit Tracking Tool (HUTT) Introduction To ensure a flawless logistics process at Eisenmann across interfaces, specific packaging data regarding individual orders and order items are required from our suppliers. Using this feedback, the following logistics processes are controlled by Eisenmann: Planning / control of transports via various transport chains Traceability of the flow of goods within the transport chains Retention of basic data regarding the contents/weights/dimensions of the HUs to comply with statutory provisions regarding transport/customs and export control Goods receipt postings of orders by means of entered packaging data Entry of relevant data regarding customs clearance in the country of origin and recipient country Control of inbound delivery of goods on site Identification of delivered goods by internal and external staff on site Following abbreviations are used in this chapter: HU Handling Unit HUTT Handling Unit Tracking Tool ZHU1 parameter from the order for entering packaging data for specific order items ZHU2 parameter from the order for entering packaging data for multi-piece purchased parts with a bill of material (BOM) issued by the supplier BOM Bill of Material PSP-Element Element of the Project Structure Plan General information regarding the HUTT web portal Registration onto the An with an invitation to register at the purchasing portal is sent to you by the staff of the Eisenmann purchasing department in charge of you. If you have not received such an yet, please do not hesitate to contact the purchasing agent responsible for you. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

39 Please refer to the general supplier manual under section 3.1 ( Navigation ) for a detailed description of the registration procedure and approval process to access the HUTT web portal tab Prerequisites for entering the HU data The existence of an order placed with you in the HUTT web portal. You will receive information on whether the order requires packaging from the following order text included in the order: This order includes material that requires packaging. Please submit packaging dimensions and contents defined by you via the supplier portal (category: HUTT). Please follow the Eisenmann packaging guidelines. These can be downloaded under: Provision of blank HU labels (DinA5) and red delivery note pockets by the Eisenmann purchasing department Laser print with manual side pocket Internet access Different PSP elements may not be combined in one package Functional sequence for HU data entry Access into the HUTT web portal via the following link: Log in here with your login data (as described in section 3.1 Navigation ). After logging in, you will access the following website. On this website, the HUTT web portal tab is enabled for selection: Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

40 General and personal settings The layout can be configured in the HUTT web portal via the Personalize button. For example, columns can be removed from the overview, or more columns can be added. The widths of the columns can be configured here. All columns are displayed completely by default. By clicking on the arrows, columns together with their headers can be added or unselected for later overviews. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

41 Packing specific order items (order with ZHU1) The filter function can be selected according to the relevant order by Eisenmann. At the bottom of the screen, an overview of the selected order is displayed. In order to start with the packaging process, mark the complete row with the relevant order by navigating the mouse cursor in front of the order number and by clicking on the row. The row will then be marked in blue. By clicking onto the Packaging menu item at the top, you will then access the packaging mode. The respective HU data are entered into the enabled fields, or selected from the preselection via the symbol. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

42 A pick up or delivery date can be picked via the symbol. In the Packaging materials field, predefined packaging types can be selected. On the right next to the field, the corresponding unit can be selected via the symbol in the Weight unit and Dimension unit fields,. The units KG and MM are preferably to be selected here in order to comply with the Eisenmann internal standard. After the header data of the HU are entered, the corresponding packaging quantity must be entered into the respective order items. At the bottom of the overview, you will find the Remain. Qnty and PO QTY columns. The system naturally also offers the possibility to pack partial quantities into a handling unit. In this case, the Remain. Qnty is reduced by the quantity entered into Pack. QTY. The PO QTY always remains the same. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

43 Finally, the entries can be saved via the save symbol, what initiates the following actions that are also indicated on the success notification: If you would like to enter additional handling units, then click on the Refresh button. The header data are reset and the quantities updated accordingly. The next handling unit entry can be started now. As soon as the packaging process of the order items is completed, the start screen can be accessed again by using the Back button. The following data is now entered in the start screen: - HU number under order HU status 00 (this status is the initial status of the HU history) - Packaging material - HU label can be retrieved (was created automatically) - Date and time the HU was created Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

44 Packing multi-piece purchased parts for a BOM entered by the supplier (Orders with ZHU2) ZHU2 indicates multi-piece purchased parts. Here, the supplier is required to enter his/her BOM (bill of material) into a predefined Excel template (available for the relevant order to download in the HUTT web portal), and to subsequently upload the BOM into the portal. Packing is carried out according to the uploaded BOM. Selections can be made according to the relevant order via the filter function. At the bottom of the screen, an overview of the selected order is displayed. In order to start with the packaging process, mark the complete row with the relevant order by navigating the mouse cursor in front of the order number and by clicking on the row. By clicking onto the Packaging menu item at the top, you will then access the packaging mode. The download function for the Excel template can be found in the packaging mode. By clicking the Template download button, the Excel file can either be saved locally, or opened and edited directly as follows: Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

45 In order to continue with the Excel files, Editing must be enabled first. Then the Excel file can be completed as follows: The supplier and order numbers can be found in the packaging mode. These must be entered into the designated Excel fields. Mandatory fields are: Numbering Ascending and consecutive numbers per row Quantity Quantity to be delivered Quantity unit The relevant quantity unit must be entered here by means of templates from the legend on the right Material description Customs conforming declaration of the materials to be delivered Optional fields are: Value Currency key Drawing number Sales price per material with regard to the order value (no single values) The relevant currency must be entered here by means of templates from the legend on the right Eisenmann drawing number (if applicable) Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

46 After completing the Excel templates, the file must be saved locally, in order to be able to upload it in the HUTT web portal accordingly. Click the Browse... button and select the previously saved file. Then, the file can be uploaded by clicking the Upload button. After uploading the file successfully, a success notification appears. Your BOM was uploaded and the materials can now be packed. You have the option to edit the items that have not been packed yet (remove or add). Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

47 Removing items: Mark the row(s) of the relevant item(s) in packaging mode and click on the Remove button. Adding items: In order to add more items, rows can be added in the locally saved Excel document. Attention must be paid to the consecutive numbering. The edited Excel document must then be uploaded in the HUTT web portal. Packing the uploaded items: First enter the header data of the handling unit (HU). A pick up or delivery date can be picked via the symbol. In the Packaging materials field, predefined packaging types can be selected. In the Weight unit and Dimension unit fields, the corresponding unit can be selected via the symbol to the right of the field. The units KG and MM are preferably to be selected here in order to comply with the Eisenmann internal standard. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

48 After the header data of the handling unit (HU) are entered, the corresponding packaging quantity must be entered into the respective BOM items. At the bottom of the overview, you will find the Quantity (total) and Remaining Quantity columns. The system naturally also offers the possibility to pack partial quantities into a handling unit. In this case, the Remaining Quantity is reduced by the quantity entered into Packed quantity. The Quantity (total) always remains the same. Finally, the entries can be saved via the save symbol, what initiates the following actions that are also indicated on the success notification: If you would like to enter additional handling units, then click on the Create button. The header data are reset and the quantities updated accordingly. The next handling unit entry can be started now. As soon as the packaging process of the order items is completed, the start screen, now displaying the following data entered, can be accessed again by using the Back button: HU number under order Packaging material Date and time the HU was created HU status 00 (this status is the initial status of the HU history) HU label can be retrieved (was created automatically) Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

49 Editing / Changing the HU header data and HU content data after the packaging process (of ZHU1 and ZHU2) If a HU still shows status 00, you will have the following editing options: Change the weights Change the dimensions Remove contents (per item) Change the packaging material By clicking on the box on the left side of the screen, the respective row in the HUTT web portal overview that shows the status 00 and the HU header data of which have to be changed, is marked. Then the HU detail screen can be accessed via the the changes described above can be executed. button. This is where A further option to edit the HU with the HU status 00 is as follows: Contents from the relevant order can be added into the existing HU In doing so, the row with the respective HU information must be marked in the HUTT web portal overview accordingly. By clicking onto the Packaging button, you can return to the packaging mode. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

50 Additional items (as already described) can be packed into the existing HU here. HU Status 00 Overview of HU status sequence HU initially created but not forwarded to Eisenmann yet HU label created as PDF. HU Status 01 HU Status 06 HU Status 02 HU Status 03 HU finalized and sent to Eisenmann The HU data sent are being reviewed by the Eisenmann back office HU approved for delivery. With this approval, the supplier receives the HU lists of content as PDF file in the HUTT web portal overview Delivery of the HU is blocked. The HU list of contents will be available to you, despite the fact that the HU is blocked, and can be printed Creating and printing HU labels The HU label is created automatically after the HU is saved, and can therefore be printed and attached to the corresponding HU. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

51 In order to open a HU label, the HU row must first be marked in the HUTT web portal overview. Then the task window is opened. A selection can be made whether the PDF file should be opened or saved (save locally). A copy of a HU label looks as follows: Printer configuration to print the HU label (A5 format) 1.) Select a printer 2.) Select the Actual size field in the Fit to page and options field. 3.) Then click onto the Page setup field. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

52 4.) In the Page setup screen, select size A5, then click OK and print Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017

53 Finalizing the HU data If the HU is ready for dispatch, the HU status must be set to 01 via Finalize The finalization is carried out by marking the relevant HU row in the HUTT web portal overview (status 00 must prevail!) (click onto the box on the left side of the screen) and by clicking the button After the Finalize HU process is completed, the HU data is automatically sent to Eisenmann for review and approval. Printing the HU lists of contents The HU list of contents is created automatically after the HU is approved by the Eisenmann back office, and can therefore be printed and attached to the corresponding HU. In order to be able to print the HU list of contents, the HU row must first be marked in the HUTT web portal overview. Then click on the HU list of contents link. The task window is reopened, with which the HU list of contents is saved, opened and printed. Doc. title: Manual Approval date: 12/28/ / 55 Reviewed on: 12/28/2017