Contracts Guide - Suppliers How to participate in Contract negotiations in Synthesis 2

Transcription

1 Contracts Guide - Suppliers How to participate in Contract negotiations in Synthesis 2 Version 1.5 User Manual S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 1 of 24

2 Contracts Guide - Suppliers How to Participate in Contracts Negotiation User Manual Version Control Sheet Date Version Modified By Amendments Made 14-Dec Uwe Schenk Draft 15-Dec Uwe Schenk RR content 16-Dec Uwe Schenk RR content 4-Mar Sebastian Roesch Update regarding Release 2 of Synthesis 2 17-Apr Sebastian Roesch Support information updated, screenshots updated, document comparison updated 17-May Sebastian Roesch GSP Screenshots updated. Autogenerated s updated. System Requirements added S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 2 of 24

3 Contents 1. Navigation Tips System Requirements Logging into the Global Supplier Portal, via Exostar Accessing the Synthesis 2 International Server System Generated Invite Process International Server Accessing the Synthesis 2 U.S Server System Generated Invite Process U.S Server Direct Access via the Global Supplier Portal U.S Server Supplier Homepage/Workbench Access the Contracts Section Access the contract Workspace Make changes Compare versions Support Forgot Exostar Password S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 3 of 24

4 1. Navigation Tips Step Action Within SAP Sourcing 1 Note the fields that have an asterisk * are required fields. 2 Work the tabs from left to right. 3 In order to get into Edit mode, please click on the following buttons. 4 You can discard your work in the current window by clicking on the cancel button. 5 You can Save you work by clicking on the save button 6 You can Save your work and close the current window by clicking Done 7 Use the application navigational controls (do not use the browser back/forward buttons) or S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 4 of 24

5 2. System Requirements In order for you to access the Rolls-Royce Global Supplier Portal and SAP Sourcing, you need the following minimum system requirements to be in place: Internet Browsers supported for SAP Sourcing Internet Explorer versions 6.0, 7.0 and 8.0 are supported Internet Browsers Not supported for SAP Sourcing Firefox Google Chrome Safari (Mac) Internet Browsers supported for the Global Supplier Portal Internet Explorer versions 6.0 or above Internet Browsers supported for Exostar Managed Access Gateway S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 5 of 24

6 3. Logging into the Global Supplier Portal, via Exostar The steps highlighted below specify what you need to do to access the Global Supplier Portal and Synthesis 2. This will allow you to access RFx events that Rolls-Royce has sent for response. Step Action Result Within Internet Explorer 8 Open up a new internet explorer window and in the URL type: The Global Supplier Portal page is displayed. 9 Click on the Login link. Once clicked you will be presented with a pop-up page that is your digital certificate, which will authenticate you as a user. The Exostar MAG Portal page is displayed. Select the certificate and click on the OK button. Click on the OK button. Step Action Result Within Exostar MAG 10 You are now required to enter in your Exostar MAG userid/password. Enter in your details and click on the Login button. You are now successfully logged into the Global Supplier Portal. S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 6 of 24

7 1. Enter your userid and password for MAG. 2. Click on the Login button to access the GSP Accessing the Synthesis 2 International Server In order for you to access the Synthesis 2 International server there are 2 ways in, which you can access you re RFx s. They are: 1. Via a system generated that you receive for participation in an RFx 2. Direct access within the Global Supplier Portal System Generated Invite Process International Server When the Rolls-Royce purchaser invites you to an event in Synthesis 2, e.g. an RFx you will receive a system generated in your mail system (e.g. Microsoft Outlook). Within this you will have specific instructions to access the applicable event, e.g. an RFx. S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 7 of 24

8 NOTE To identify that you are accessing the International server of Synthesis 2, the ID of the event you are accessing will have the wording of ICE in the ID. The following events will have the following identifications: RFx = RFX-ICE-0000XXXX Auction = AUC-ICE-00000X Contracts = MA-ICE-0000XXX To access your applicable RFx, via the system , please follow the steps highlighted below: Step Action Result Within System Generated 1 Open the system generated and follow the steps within the TO CONFIRM PARTICIPATION section, e.g. User follows the applicable steps to access the applicable event in Synthesis 2. Click on the Global Supplier Portal link in step 1: Continue to follow the remaining steps in the to access applicable event. ID of the event determines you are accessing the International server of Synthesis 2 Click on the hyperlink to open the GSP and applicable event S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 8 of 24

9 3.2. Accessing the Synthesis 2 U.S Server In order for you to access the Synthesis 2 U.S server there are 2 ways in, which you can access your RFx s. They are: 1. Via a system generated that you receive for participation in an RFx 2. Direct access within the Global Supplier Portal System Generated Invite Process U.S Server When the Rolls-Royce purchaser invites you to an event in Synthesis 2, e.g. an RFx you will receive a system generated in your mail system (e.g. Microsoft Outlook). Within this you will have specific instructions to access the applicable event, e.g. an RFx. NOTE To identify that you are accessing the U.S server of Synthesis 2, the ID of the event you are accessing will have the wording of USEC in the ID. The following events will have the following identifications: RFx = RFX-USEC-0000XXXX Auction = AUC-USEC-00000X Contracts = MA-USEC-0000XXX To access your applicable RFx, via the system , please follow the steps highlighted below: Step Action Result Within System Generated 2 Open the system generated and follow the steps within the TO CONFIRM PARTICIPATION section, e.g. Click on the Global Supplier Portal link in step 1: Continue to follow the remaining steps in the to access RFx event. User follows the applicable steps to access the applicable RFx event in Synthesis 2 U.S server. S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 9 of 24

10 ID of the event determines you are accessing the U.S server of Synthesis 2 Click on the hyperlink to open the GSP and applicable event Direct Access via the Global Supplier Portal U.S Server The second way of accessing your Rolls-Royce events (RFx s) is via directly through the Global Supplier Portal. In order to access the applicable events, please follow the steps highlighted below. Step Action Within Global Supplier Portal 1 To access your applicable Rolls-Royce events through GSP click on the Sign on to Synthesis 2 U.S. Server link. Result The Synthesis 2 U.S. Server supplier portal page is displayed. Click on the Sign on to Synthesis 2 U.S. link to access the supplier portal of Synthesis 2. S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 10 of 24

11 You will now be able to access your RFx s from the U.S. sever, which the Rolls-Royce buyer has sent for You will now be able response. to access your contracts from the U.S. sever, which the Rolls-Royce buyer has sent for response. S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 11 of 24

12 4. Supplier Homepage/Workbench When you log into Synthesis 2 you will be taken to your Homepage which displays key information. You will see 3 module tabs for selection (RFx, Auctions and contracts) along with a calendar, events and alerts. You will be able to highlight the day in the calendar and this will populate the open items in the events section. On the Homepage, you will see these features; Calendar Manages the information that appears on the Workbench Events Channel Clicking a date on the Calendar channel displays the events for that date in the Events channel Links to internal and external websites Click on the link to visit the website Technical Support and Training Contact and Training Information Link to Online Help Update your Profile Alerts Important situations related to your sourcing events as well as showing alert messages. Help Click on help to access online help guide Use the search function to find your problem New Discussions Lists unread messages that were created in sourcing documents within the last three days. You can link to both the message and the related sourcing document. Announcements Click to keep up to date with changes on Synthesis 2 at Rolls Royce. Supplier Set up Manage your profile. Upcoming events A view of any events in the future. Active Auctions, RFx and Agreements. See all documents you are invited to. You will be able to select the events from the blue hyperlinks or the icon. To see where these channels are located on the homepage, please see below:- S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 12 of 24

13 Click on the modules on the Navigation Bar to view the different Workbenches Online Help Guide Today s Events Calendar of key Events New Discussions Internal and External Links S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 13 of 24

14 5. Access the Contracts Section Click on Contract tab to get access to contract section Click on the ID of the contract you want to deal with 5.1. Access the contract Workspace Contract summary will be shown Click on Contract Document tab to get access to contract document Contract type, name and status become visible Click on Contract name to enter the contract workspace S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 14 of 24

15 5.2. Make changes Contract workspace opens up General information, Check out information and version history can be found here. To work with the document, click on file name to enter the word document A pop up appears requesting to download, check out or cancel Changes to the document should only be made on a checked out document. Check the document out S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 15 of 24

16 Check out window opens up. A comment can be added. Click OK when ready Contract workspace displayed Check Out information updated Click again on the file name S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 16 of 24

17 A pop up appears requesting to download or cancel Download the document, save it on your local device and open it for changes. Make changes to the document and save locally. S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 17 of 24

18 Navigate to contract workspace Click check in Check In A New Version window appears A comment can be added. 3.) Click OK 1.) Click on this field 2.) Browse for the document S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 18 of 24

19 Contract workspace appears and the Supplier (UAT1)-version can be seen. S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 19 of 24

20 5.3. Compare versions Two different versions of the contract are available version1 from the buyer and a changed version from the supplier. Changes can be made visible by comparing the version with each other, this will generate a third version of the document with track changes enabled. 1.) check the boxes next to the versions you want to compare Version Compare window opens up 1.) Click on the name of the document to open the comparison. 2.) Click finish Note: There is no need to add the compare document as a new version because each user can compare each version with each other version on demand. S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 20 of 24

21 Contract Documents can only be picked up for further editing when they are in a checked in state. Whenever changes are made or the document should be available for RR it needs to be checked in. The process of changing can have much iteration and will always result in a new version. S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 21 of 24

22 6. Support SAP Sourcing If you need help with SAP Sourcing, once you start using it, please contact the Rolls-Royce IT Service Desk via the following options: Telephone: (+44) (For English) Telephone: (+49) Germany (For Germany & Polish) Telephone: (+1) USA (For English) Telephone: (+1) Canada (For English & French) Electronic POs, Advanced Shipment Notifications, Invoicing and Scheduling Exostar customer support: Complete the online help form OR use the live chat functionality at: OR call UK Worldwide Forgot Exostar Password The following steps will describe what steps you need to follow, in order to reset your Exostar password: Step 1: Once you have clicked on the Login button on the Global Supplier Portal home page and authenticated via your digital certificate, you will be presented with the Exostar Managed Access Gateway (MAG) page (screenshot below) where you enter your userid and password. From this page, click on the Forgot Password link. Once clicked, you will be asked to enter your Exostar Userid within the Userid textbox. S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 22 of 24

23 Type your userid and then click on the Continue button for the next step. Click on the Continue button. Enter your Exostar Userid. Step 2: The next step is to provide answers to 2 security questions, which you provided as part of the onboarding process. Within the 2 drop-down selections, choose the appropriate questions and provide the necessary answers. Note: Answers that you provide to the security questions are case sensitive, if you have used upper/lower case characters. If your answers do not match or you have provided the incorrect answers, you will not be able to continue with the process. If you enter the wrong details repeatedly, your account may be locked out of use for 5 minutes whilst the system resets your account. Once 5 minutes is over, you may then try to answer your security questions again. 2. Click on the Continue button, once you have selected the appropriate questions and answers. 1. Select the appropriate questions and provide the necessary answers that you set, as part of the registration process. Step 3: You will be prompted to enter a new password with the New Password & Re-enter new password text boxes. Enter your new password with complying with the password regulations (screenshot below). Once entered, click on the Continue button. 1. Enter new password 2. Click on the Submit button. S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 23 of 24

24 If the new password complies, you will automatically be re-directed to the Account Management page within Exostar, where you will need to click on the Open Application link. Clicking on this link will then open up the Global Supplier Portal page. Click on the Open Application link Click on the relevant sign on link to access SAP Sourcing S2_Supplier_Contracts_SAP_1.5.doc Modified: Page 24 of 24