Indirect Procurement Services. Coupa Sourcing Supplier s Guide. Issued by. Indirect Procurement Services. May 2016

Transcription

1 1 Indirect Procurement Services Coupa Sourcing Supplier s Guide Issued by Indirect Procurement Services May 2016

2 2 Indirect Procurement Services Indirect Procurement Services (IPS) is part of the Shared Services business group and is responsible for the purchase of indirect goods and services. 'Indirect' means those goods and services that do not form part of a finished product that is sold on to a customer. IPS manage a wide variety of spend categories ranging from accountancy to logistics, office supplies to waste management.

3 3 Overview Indirect Procurement Services are now using the Coupa electronic Sourcing toolset. For further information, please visit; This toolset will be used by Indirect Procurement Services personnel to conduct the process of sourcing and competitive selection of suppliers covering BAE System expenditure on indirect goods and services. Suppliers will use the system to review the details of the tender, submit proposals and participate in Reverse Auctions where applicable.

4 4 Contents 1. Open and access a tender event 2. Review and accept mandatory requirements to proceed 3. Review tender details, documents and answer questions 4. Submit your proposal 5. Participating in a Reverse Auction

5 5 1. Open and access a tender event

6 6 Which internet browser is best? As with all software, it is important to keep up to date with the most recent versions, drivers, and operating systems to ensure the best performance and the latest capability. To get the best user experience the Coupa Sourcing platform recommends using of the following Internet Browsers (and the most recent versions where possible); - Google Chrome - Firefox - The platform does work with more recent versions of Internet Explorer, however, older versions of this browser may work less well compared to other browsers.

7 7 Welcome You will receive a welcome requesting that you set up a password.. Example only Example only Supplier. @address.co.uk Click on the link or paste into internet browser (Google Chrome, Firefox work best)

8 8 Enter a new password

9 9 Return to your welcome and click on the link Example only Click on the link

10 10 Login screen Your Username was detailed on the welcome and the Password is the one you have just created

11 11 Once logged in you will see the event details Events will be listed here. Click on the event number to launch 11

12 12 Notification for a tender event Once you have set up your login credentials to the system, you will receive an when you are invited to a tender event. Click on the View Event icon to login to the system and view the event details Supplier. @address.co.uk

13 13 2. Review and accept mandatory requirements to proceed

14 14 Review and accept mandatory requirements to proceed Read the notification Review and understand the bidding rules Tick box to give notification you intend to respond to the tender. The buyer will receive an automatically generated .

15 15 Review and accept mandatory requirements to proceed Review any attachments for participating in the tender and tick agree Terms and Conditions of the event will be shown here, there may be the T&C s of the event, an non-disclosure Agreement or the Tender Conditions Check the timeline and that you will be able to respond within the time set Use the message board to submit any initial questions or messages to the buyer Click Enter Response to proceed to view the full details of the tender

16 16 3. Review tender documents, details and answer questions

17 17 My Company Info and Attachment Section Add your company logo ATTACHMENTS SECTION: Review any attachments the buyer has provided in this section, this will typically include specifications, contract templates, etc Click on the document to view it A red asterisk means it is compulsory to upload the attachment Upload your response to the attachment. Zip files are not permitted for security reasons.

18 18 Questionnaires Sections can be expanded and collapsed QUESTIONNAIRES: Respond to the questions provided. Click Save at the bottom of the section. Questions marked with a red asterisk are mandatory

19 19 Items and Lots Lot Name ITEMS AND LOTS: Enter pricing information. Note: Click on the item as there may be additional questionnaires or attachments relevant to the individual line item Items within a lot Enter unit price Individual item not in a lot

20 20 Items and Lots Click on the item to expand the item details and enter required information

21 21 Export data for completion in Excel Alternatively the Questionnaires section and the Items and Lots section can be exported to Excel and completed in this format then imported back into Coupa. Click Export to Excel. Once completed in Excel click Import to Excel.

22 22 Export file This is the Item Pricing worksheet enter information in white cells

23 23 Export file This is the Questionnaire worksheet enter information in white cells

24 24 Send a message to the buyer The message board can be used to communicate questions or messages to the buyer. The buyer is alerted with an notification when they have a new message. Only BAE systems personnel will be able to see the messages you send

25 25 4. Submit your proposal

26 26 Send Response to Buyer Once all information is completed, click Submit Response to Buyer. Once you have submitted your response you have the opportunity to edit the response before the return deadline expires.

27 27 Edit your response You will be returned to the My Response page. You are able to edit your proposal clicking here.

28 28 If the tender invites multiple bids Individual Bids The buyer may invite suppliers to submit multiple bids as part of their tender response. If this functionality is enabled, when you click on the My Response tab you will be directed to the responses for that event. Once you have submitted one response you will be able to click on Enter Response and generate an additional tender response for the same tender event. Your individual bids will be listed.

29 29 If the buyer edits the tender whilst it is live If the buyer changes the tender before the tender event deadline you will receive an notification detailing what has changed IMPORTANT: Please ensure you access the event from the latest notification received or directly at in your internet browser

30 30 If the buyer edits the tender whilst it is live Once you have logged into the system you will see a notification here and an icon next to the event number here. Click on the event number

31 31 If the buyer edits the tender whilst it is live Review the changes and make any amendments to your proposal then tick the box here and click Submit Response to Buyer. Coupa should retain all information you previously submitted and this should be available for review on this screen. If multiple bids are enabled you will need to do this for each individual bid you have submitted.

32 32 5. Participating in a Reverse Auction

33 33 Review and accept mandatory requirements to proceed Pre-bidding information can be Review completed event before information the Reverse and bidding Auction rules begins carefully

34 34 Pre-bidding information can be completed Pre-bidding information can be completed before the Reverse Auction begins

35 35 Bidding timeline With a Reverse Auction the timeline indicates when Pre-Bidding starts When bidding in the Reverse Auction Starts and Ends

36 36 Enter your price Enter prices for line items. Click Submit Bids

37 37 See your position See your position for the individual Line Items and Lots