Forrest Terrace, Abbotsford, BC V2S 1G7 Tel: Fax: Website:

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1 Forrest Terrace, Abbotsford, BC V2S 1G7 Tel: Fax: Website: SIMMS Inventory Management System RFQ Module Manual Prerequisites: - SIMMS Version RFQ.zip - WEBRFQ.zip - SQL 2005 or SQLExpress with (SQL Server Management Studio installed as well) - Windows 2003 Server with IIS - (required for the web RFQ submission portion of the RFQ module, if you don t use this portion of the RFQ module then you do not require this prerequisite) RFQ Installation Instructions Preparation 1) Assure you have SIMMS 6.3 or newer installed. 2) Complete a SIMMS Database backup. 3) Complete a SIMMS directory backup (backup the whole SIMMS Software folder). Windows 2003 IIS Installation for the SIMMS RFQ Web Submission form 1) Assure IIS is up and running and you have a domain name and/or sub-domain assigned to the

2 server IP address. 2) Unzip the WEBRFQ.zip file to a temporary folder on the server. 3) Proceed to the unzipped folder and open the \WEBRFQ directory. 4) Copy the sub folder called \WEBRFQ into your initpub folder feel free to rename the folder if you wish or as has been done below: 5) Launch the SQL Server Management Studio. 6) Restore the database found in the RFQWEB\SQL folder. 7) Launch IIS. 8) Create a new Website and make sure the home directory points to the new folder you created. 9) Make sure you associate the host header name to the website by clicking the website tab then advanced the host header name should be the fully qualified domain name used to access the service. 10) Enable all access per the illustration below, feel free to tweak this per your security requirements.

3 11) Make sure the default document is Default.aspx per illustration below. 12) Proceed to the new directory using your file explorer. 13) Open the web.config file with your notepad. 14) Look for the following line: <connectionstrings> <add connectionstring="data Source=SERVER\SQLEXPRESS;Initial Catalog=WEBRFQ;Integrated Security=true" name ="WebDBCnn"></add> </connectionstrings>

4 15) Change the text SERVER\SQLEXPRESS to match your SQL Server name and instance. 16) If you wish to use sa authentication then change the whole string too the following making sure to change the SERVER\SQLEXPRESS and SQLPASSWORDHERE text accordingly, obviously your sql password gets entered instead of SQLPASSWORDHERE : <connectionstrings> <add connectionstring="data Source=SERVER\SQLEXPRESS;Initial Catalog=WEBRFQ;User ID=sa;Pwd=SQLPASSWORDHERE" name ="WebDBCnn"></add> </connectionstrings> SIMMS Workstation Installation for the SIMMS RFQ Module 1) Download the RFQ.zip file and unzip the contents. 2) Make sure you do not have SIMMS running on any workstation. 3) Copy the KCSI.Simms.PlugIn.RFQ.dll file from within the unzipped folder to the SIMMS Software root folder. (default folder is usually "C:\Program Files\KCSI\SIMMS 6.3\") 4) Right click the RFQ_SQL.sql file from within the unzipped folder and select open with notepad. 5) From the notepad menu select edit, select All. 6) From the notepad menu, select Edit then Copy. 7) Close the file. 8) Launch SIMMS. 9) From the SIMMS Menu select Administration, SIMMS Management, SQL Assistant. 10) On your keyboard click the CTRL + V key to paste in what you copied. You should see the script you copied appear, as in the below illustration:

5 11) Click the Run SQL button only once. You should see no errors, and the process should indicate it was successful. 12) Close SIMMS. 13) Repeat steps 1-3 only on all workstations. SIMMS Workstation Configuration for the SIMMS RFQ Web Submission form 1) Launch SIMMS again. 2) Click on the modules, purchasing, RFQ, Web Service Settings menu. 3) In the server address field enter the domain or IP of the IIS Server hosting the RFQ web portion /rfqws.asmx, as below:

6 4) In the username field enter admin (this is the default user). 5) In the password field enter admin (this is the default password). 6) In the PIN field enter SI (this is the default password). 7) In the SMTP server field enter your SMTP address and Port in the port field to the right. (Defining an SMTP server gives SIMMS the ability to send to vendors when RFQs are submitted to them). 8) The SMTP username and password fields should be used if your SMTP server requires authentication. 9) Enable the Anonymous login field if you do not require SMTP authentication. 10) Click Test Connection and wait, you should see a connection successful indicator otherwise if it fails double check the server setup and/or contact KCSI for technical support. 11) Click Save. 12) Click Close screen. 13) To create or modify web admin users, proceed to your webservice url/admin.aspx?isadmin=1. Example: a. You will see a button labelled Load Data like the illustration below. Click it to proceed. b. You will see the default user in the grid.

7 c. To edit this user information, click the edit link, make your changes then click update. d. To add a new user, click New, then assign that user a unique PIN username and password. Then in the client field, enter your company name. NOTE: This is the company name displayed in the web page when the vendor logs in to submit their quotes. Creating an RFQ 1) Login to SIMMS. 2) Proceed to Modules->Purchasing->RFQ ->Create New. 3) Enter a Description for this RFQ in the Description field. 4) Enter an RFQ deadline in the Deadline field. 5) If required you can override the transaction date in the Date field. 6) Select items by: a. using the item drop down field, or, b. Select the category option then once you have chosen the category you can use the item drop down box again and it will only display the items in the selected category or; c. Click CTRL + F to use the item search option to make your item selection. 7) Override the U/M if required. 8) Change the quantity if required. 9) Click Insert. 10) To delete a line, select the line item then click Delete.

8 11) To edit a line, select the line make the changes then click Modify. 12) Proceed to the Vendors tab. 13) Assign Vendors to the RFQ by selecting them and clicking add Vendors to move to the list on the right. 14) You can select more then one vendor at a time by using shift and select or CTRL select. 15) Proceed to the Items-Vendors tab. 16) Select what you wish each vendor to have the opportunity to bid on. You can assign an item to only one vendor to bid on or certain to vendors to bid on.

9 17) Once you have finished assigning items to vendors, click Save. 18) If you are sure you have added all of the items and vendors to the RFQ you require, click the Close RFQ button in order to initiate the bidding process. 19) If you change your mind you can then click Unclose to open the RFQ for changes again. 20) Click Print to print an RFQ request for each vendor if you wish. Processing Manual RFQ Submissions If you wish to manually enter your vendor responses you can do so by doing the following: 1) Login to SIMMS. 2) Proceed to Modules->Purchasing->RFQ ->Lookup Existing. 3) If you wish select the date filters to reduce the RFQ results. 4) Click Search to load the RFQ s based on the date filters selected. 5) In the action drop down select Process Vendor Response. 6) Click Load RFQ to open the RFQ.

10 7) If you wish to exclude Vendors from the RFQ then you can click exclude from RFQ Process next to the vendor name then click Update. 8) Click on Vendor Responses. 9) Click in the quoted price field to the right of the vendor with which you wish to associate a bid price. 10) Enter the price.

11 11) Repeat steps 9-10 for the rest of the vendors you wish to associate quoted prices with. (note if you don t have all of the quotes in yet just enter what you have, you can return to this screen later to enter the rest, when all vendors have responded you will see a message at the top indicating Full Vendor Quoting Received", just like the illustration below. 12) Click Update to save the prices entered. 13) Proceed to the user Comments Screen. 14) Enter any comments you wish to associate to each vendor bid. 15) The ability to review the quoting is important so proceed to the Analyze Quoting Tab. 16) Here you can see the most expensive vendor and cheapest vendor per item to be bid on, you can also see all of the bids in the grid at the top.

12 17) Proceed to the Vendor Scoring Tab. 18) In this tab you can score your Vendor assign them a score number that you can use later in future bids to refer to. 19) Select the score and click update vendor scoring when done. 20) Click on Generate PO to award the RFQ.

13 21) Select the Vendor on the left you wish to award to. 22) Select the item you wish to award to the selected vendor by clicking include in PO. 23) Select the vendor contact and purchasing agent. 24) Click generate PO. 25) Once saved you can select the PO from the po list and view it if you wish. 26) If all items are selected you are done if not repeat steps for all vendors and items you wish to generate POs for until all items are assigned to vendors. 27) REMINDER: For one RFQ you can assign different items from an RFQ to different Vendors effectively creating one PO per Vendor with their assigned items. 28) Once POs have been generated for all of the items required for the RFQ, it is finished, and its full status is awarded. Processing Automated RFQ Submissions The SIMMS RFQ module with the Web submission form enabled gives you the ability to RFQ s to your vendors including secure url and login information giving your vendors the ability to bid on your rfq s online. You then have the capability of viewing and comparing the bids made live from within the SIMMS RFQ module. The following are the instructions on how to use this module: 1) Login to SIMMS. 2) Create an RFQ for Bidding (for instructions on this refer to the section above called Creating an

14 RFQ). 3) Proceed to Modules->Purchasing->RFQ ->Lookup Existing. 4) If you wish select the date filters to reduce the RFQ results. 5) Click Search to load the RFQs based on the date filters selected. 6) Select the RFQ you wish to submit to your vendors. 7) In the action drop down select Process Vendor Response. 8) Click Submit to submit the RFQ to the Vendors for bidding, this will every vendor you have associated addresses, the will contain a link, PIN, username and password for each vendor. 9) Click close and wait for vendor responses. 10) Check for vendor responses. a. Proceed to Modules->Purchasing->RFQ ->Lookup Existing. b. Click Check for updates, if there are any updates the screen will indicate it.

15 11) Click load RFQ. 12) If you wish to exclude Vendors from the RFQ then you can click exclude from RFQ Process next to the vendor name then click update. 13) Click on Vendor Responses and review the bid prices. 14) The ability to review the quoting is important so proceed to the Analyze Quoting Tab. 15) Here you can see the most expensive vendor and cheapest vendor per item to be bid on, you can also see all of the bids in the grid at the top. 16) Proceed to the Vendor Scoring Tab. 17) In this tab you can score your Vendor assign them a score number that you can use later in future bids to refer to. 18) Select the score and click update vendor scoring when done. 19) Click on Generate PO to award the RFQ. 20) Select the Vendor on the left you wish to award to. 21) Select the item you wish to award to the selected vendor by clicking include in PO. 22) Select the vendor contact and purchasing agent. 23) Click generate PO.

16 24) Once saved you can select the PO from the po list and view it if you wish. 25) If all items are selected you are done if not repeat steps for all vendors and items you wish to generate po s for until all items are assigned to vendors. 26) In case you have not notice by now, for one RFQ you can assign different items from an RFQ to different Vendors effectively creating one PO per Vendor with there assigned items. 27) Once PO s have been generated for all of the items required for the RFQ it is finished. And status d Fully awarded. Vendor Quoting in SIMMS RFQ Web Submission Form 1) Your vendors will have received an from you with the login information. 2) Have your vendor click the link in the and login with the credentials supplied in the e- mail. 3) The vendor can then select the rfq they from a list of rfq s they are invited to bid on and then enter in the price and comment for each item, when done they click submit.

17 Important SIMMS Software Contact Information Forrest Terrace, Abbotsford, BC V2S 1G7 Tel: Fax: Website: Sales Phone Support Phone Fax Accounting Phone