This Quick Reference Guide will provide the steps to take for Buyers to award RFxs to Suppliers in the ERC/Fiori application.

Transcription

1 This Quick Reference Guide will provide the steps to take for Buyers to award RFxs to Suppliers in the ERC/Fiori application. 1. Log into the ERC and click on the Fiori tab, then click the Launch Pad link. 3. The My RFXs to Award screen provides 1) purchase group selection, 2) search, 3) export to Excel, 4) user preferences, and 5) refresh functions. *Note: The search function accepts partial words or numbers. 2. The first time you go to Fiori you may be required to add the My RFXs tile. Refer to page 2 of the ERC Using Fiori Applications QRG on the Employee Resource Center Help Links page. Select the My RFxs tile which will open the My RFXs to Award Screen. 4. Select the Purchasing Group using the selection list drop-down. For this example select Mechanical Locomotive ( ). Page 1 of 8

2 5. Following the selection of the Mechanical Locomotive purchasing group, the screen provides RFX Numbers, RFx Descriptions and count of Bids. Click the radio button next to RFX Number and click the View to Award button below to view bid details. The Status is set to Published at this point. Columns are sortable. Filtering is available for the Bidders, Questions and Status columns. 7. To view the RFx Tracking History, click the clock icon on the Summary of Responses screen and the RFx Tracking History will display. This screen lists the RFxs and shows the Status changes and the date. 8. The Responses screen includes columns Response Number, name of the Vendor Company, the Total bid price, Number of Items on a bid, the number of Questions from each vendor company, and an Award column. Results from the RFX display for this example. 6. The Responses screen opens and displays the Summary of Responses for the selected RFX, the time remaining for the bids, and an icon for RFX Tracking History. Page 2 of 8

3 9. To answer a question posed by a Vendor, click on the associated question value. This opens the Questions & Answers communication screen which displays previous questions and provides a method for the buyer to send an answer. 10. The Questions and Answers screen provides recipient selection options. Click the drop-down arrow to make a selection. Options to respond to recipients are Broadcast to All or send answer to a specific vendor. Note: The responder to a supplier question will display as the assigned owner of the purchasing group. 11. When finished with your message in the Questions & Answers box, click the Send button, and then Close. You will see a pop-up box stating, Buyer s response saved successfully. Page 3 of 8

4 12. Individual response details can be viewed by clicking the hyperlink for the RFX Response Number. Note: For RFXs containing only one response, the buyer will be able to award from this screen. RFXs containing greater than one response will be required to award from the Compare screen as the Award button within the Response Details screen will be greyed out and not selectable. 13. Below the example Itemized Response screen shows indicators in the Remarks column. Click the indicator to view supplemental information. Page 4 of 8

5 14. The Remarks screen displays pertinent information related to the items within the RFX. Click the Close button to return. 16. The Compare Responses screen opens and displays material details on the left. Utilize the search on the left side and use partial names or numbers. The right side shows each of the three Vendor Companies, their Unit Price, Total Bid Price, Ship From location, Ship To location, Terms, and Remarks. Make a selection from the left side Items section first and then a Vendor Company. You can make another selection from Items and select, deselect, choose two or all vendors. You have the option to buy from multiple Vendors by item. 15. From the Responses screen you can compare two or more bids. Click the appropriate check boxes and click the Compare button. This example shows the first two bids as equal, but we will compare all three. This comparison between three vendor bids displays data and any differences in Unit Price, Total Bid Price, and the Ship From city and state. Decisions to award the line items within the bid can be easily made from the Compare Responses screen. Note: Any items not awarded within an RFX will return to the buyer s queue for future action. Page 5 of 8

6 17. For this example we will award the bid to the vendor with the lowest unit price and bid, BUFFS CAR WASH 1. Click the checkbox next to the Vendor Company Name and click the Award button. 19. The PO has been created. The Award Summary screen shows that the bid has been awarded to BUFFS CAR WASH 1 by having the Award symbol in the Status column. Click the Go to RFX button. 18. A pop-up will display the Award, the optional Create PO, and Close RFX. For this example, click the checkboxes for Award and Create PO, and then click the Award button. 20. The My RFXs to Award screen reopens and the Status now reads Published. To advance the status to Transaction Completed, the buyer will need to close the RFX by clicking the Close RFx button and selecting Yes from the warning pop-up. Click the Refresh button to see the updated RFX status of Transaction Completed. Notes: When the RFX Status is Transaction Completed, the Award button is disabled. Also, there is an option create a Follow-on RFx when necessary. Page 6 of 8

7 21. When you click Follow-on RFx a warning pop-up will display entitled Create follow-on RFx? It provides information to consider before you click Yes. Note: Creating a follow-on RFx will generate a clone of the selected RFx in the Saved status. The buyer can edit this follow-on RFx as needed (suppliers, bidding period, items, etc.) via the standard front-end SRM process prior to publishing for supplier bids. 23. The Preference Settings box displays. You can select your Purchasing Group from the drop-down. Select the Status you prefer, Saved, Transaction Completed, or Published. When finished, click the Save button. 24. You will see a confirmation pop-up box for your new Preference setting. Click the OK button. 22. For future RFX transactions, User Preferences are available on the My RFXs to Award screen in the top right corner. Click the User Preferences button. 25. To view all RFX Statuses for a purchasing group, click the Refresh button. Page 7 of 8

8 26. Note that for Supplier questions and any closed RFXs, UWL notifications will appear in the buyer s Task tab on the ERC. The messages direct the buyer to take appropriate action. A UWL notification example is shown below. You have successfully reviewed, compared bids and awarded a bid to a supplier. Page 8 of 8