E-Sourcing. User manual Supplier

Transcription

1 E-Sourcing User manual Supplier Document Supplier Version 1.1 Status: 02/05/2018

2 Content 1 Introduction 2 2 Supplier Role Introduction Advantages gained by using E-Sourcing Login Home page RFQs/RFPs View an RFQ/RFP Confirm or cancel participation in the RFQ/RFP Submit a quotation Contact details 17 User manual E-Sourcing - Version /05/2018 1

3 1 Introduction The user manual for Voith's E-Sourcing platform is divided into three sections. The user-specific operating instructions are designed for three target groups: purchasers, non-purchasing departments suppliers Location of E-Sourcing in the Voith procurement process E-Sourcing is used in the procurement process to determine efficiently the source of supply. User manual E-Sourcing - Version /05/2018 2

4 2 Supplier Role 2.1 Introduction Basically, you are informed by us about all necessary activities regarding E-Sourcing and Supplier- Lifecycle-Management (short SLM) via . All s that you receive from Voith via the E- Sourcing platform include the following text in the subject line; "VOITH SLM & E-Sourcing" Advantages gained by using E-Sourcing The E-Sourcing system is an electronic RFQ/RFP platform. By using this platform, we can provide you inquiries, including all related commercial and technical information (i.e. agreements, specification documents) in a simple digital form. You can quickly evaluate RFQs and your participation can be confirmed or rejected. Furthermore, you have an overview of all your current Voith requests Login As soon as your company has been selected by our purchasers to participate in an RFQ, the relevant contact person of your company will receive access data for the Voith Extranet via . If you have not received an with the access data, but have received an with an invitation to an RFQ on the "VOITH SLM & E-Sourcing" system, you can use the already known access data to the Voith Extranet. If you don t have your access data anymore, you can request a new password via the Voith Extranet tab "Forgotten password". The user name is your address. Link to the Voith Extranet: login.voith.com/ User manual E-Sourcing - Version /05/2018 3

5 After successful login, select the application VOITH SLM & E-Sourcing. Remark: Please note that at the beginning of your first login, you must accept the General Terms of Use before you gain access to the "Master Data" page. Please follow the workflow. User manual E-Sourcing - Version /05/2018 4

6 Company data Please verify your data. Your modifications will be used to update the system after examination by the SLM-team. Information We would appreciate further information about your company. In this sub-heading you can provide additional information related to financial and employee data of your company. User manual E-Sourcing - Version /05/2018 5

7 Compliance & Sustainability In this sub-heading you will be asked to provide a Compliance Contact and answer a few basic questions related to your compliance and sustainability organization. Be aware that participating in RFQs and answering questionnaires is only possible if you have completed the compliance questions first. Documents If you receive any questionnaires or other tasks, you might be asked for related certificates. You are able to upload these certificates in the menu documents. The expired certificates are archived for periodic review. Expiry date of the certificate. Certificates with unlimited validity get the date 31/12/9999. Date of execution for planned, but not yet available certificates. Date when and who uploaded the certificate. User manual E-Sourcing - Version /05/2018 6

8 Please choose the tab Documents on the right side of the page and click on the button New document and then the attachment type to upload a new document. If you upload a document, please choose the sub type and upload the corresponding file. User manual E-Sourcing - Version /05/2018 7

9 If you upload a certificate, please choose the certificate type, fill in all yellow marked mandatory fields and upload the file Home page After completing the required steps during your first login, the following screen appears. In the Personal Settings section, you can adapt your company information and view other data or files related to your account (company name, shown here as test company). In the "Actual RFQs" widget you will find your current RFQs (so called events ). Under the "Documents" widget you find training documents to the E-Sourcing System. In the Deadlines widget you find the start and end dates of your events. User manual E-Sourcing - Version /05/2018 8

10 2.2 RFQs/RFPs View an RFQ/RFP In E-Sourcing, RFQs are so called Events. On the home page under the tab Events you can select an RFQ from the list or search for an RFQ-number or -name. Clicking on the desired event opens the inquiry. User manual E-Sourcing - Version /05/2018 9

11 If you select an event, you open directly the RFQ main page. On the right hand side you find a stepby-step instruction guide on how to submit your quotation for this request. There are three possibilities to download the RFQ documents: 1. You can download all documents related to the inquiry as a ZIP file with the button "Download documents". 2. You can also download the documents individually under the tab "RFQ documents" in the left-hand toolbar. User manual E-Sourcing - Version /05/

12 1. The documents can be downloaded and sorted by each request item directly from the RFQ template. To do this, select the "RFQ" tab in the right-hand toolbar under Quotation items. Next, by clicking on the paper clip icon close to the request positions, a list of the associated documents will open. User manual E-Sourcing - Version /05/

13 If you have any questions regarding the event, you can find the responsible purchaser contact information at the bottom of the page Confirm or cancel participation in the RFQ/RFP You can confirm or cancel your participation by using the links in the step by step instructions on the right; or you can choose directly via the buttons in the middle area of the page. If you cancel your participation, please provide a reason. User manual E-Sourcing - Version /05/

14 2.2.3 Submit a quotation To submit a quotation, select the event as described in chapter 4.2.1, then follow the step by step instructions on the right hand side or click on the button "Create new quote". A pop-up window opens. You may change the yellow fields (name and currency of the quotation), insert your quotation number and confirm with "OK". User manual E-Sourcing - Version /05/

15 To enter your quotation, you have two options: 1. Input of data directly in the system (browser) In the browser input option, the quotation template defined by the buyer opens, where you can directly enter your quotation data. The upload of general documents e.g. PDF files or supporting data is explained in the next chapter. If you do not want to upload any documents, you can save and submit the quote or save it temporarily for submission at a later time. Important note: the cached / temporarily saved quotation is not yet binding or valid. 2. Upload a predefined Excel quotation template Please click on the action menu in the top right corner of the page and select the item "Export a quotation form". User manual E-Sourcing - Version /05/

16 Select the XLS form for export. You must complete the Excel template with your quotation data. Then upload the XLS file via the same action menu under the item "Import offer". The upload of general documents e.g. PDF files or supporting data is explained in the next chapter. If you do not want to upload any documents, you can save and submit the quote or save it temporarily for submission at a later time. Important note: the cached / temporarily saved quotation is not yet binding or valid. To upload a document, go to the tab "supplier documents" on the left hand side of the screen and click "New". User manual E-Sourcing - Version /05/

17 A pop-up window opens where you can search the respective file on your computer ("Browse" button) and upload it. The file name is written in the "Name" field, but can be modified if necessary. Once you have completed the quotation template and uploaded your documents, please click on "Submit quote". We are looking forward to receive your offers! User manual E-Sourcing - Version /05/

18 2.3 Contact details Project Manager (system administrator): Pascal Schmidt Robert Wopalensky (deputy) Implementation Manager EMEA Dieter Schiele NA Timothy Cahill SA Bruno Dolce APAC Simon Cao User manual E-Sourcing - Version /05/