Con o t n i t n i e n n e t n a t l a S u S p u p p l p ier e r P or o t r a t l User Manual

Transcription

1 Continental Supplier Portal User Manual

2 Continental Supplier Portal Manual Continental AG, Contents 1. Process description Log in on Continental Supplier Portal First view Price Update via Continental Supplier Portal - Steps Notification of Price Inquiry has been published Display the Price Inquiry Price Inquiry Information tab The information tab contains general information about the request Price Inquiry Item tab Price Inquiry Notes tab Create a response Manually create a response Single Price Multiple prices with different validity periods Scale prices Upload prices via.csv file Submit the new prices Status of the response Response Accepted by Continental Response Returned completely by Continental Response partially Returned Response Rejected by Continental User Administration Create new users Maintain user data edit contact information, block user account Edit contact information Find users, Block users Change password Help and support:... 26

3 1. Process description As shown in the picture above the process contains the following steps: Receiving the notification new Price Inquiry has been published in your inbox Display Price Inquiry Create a response and submit the response o Manually entered in the system o Using upload file great for multiple entries Response can be approved, returned completely, partially returned or rejected 3

4 2. Log in on Continental Supplier Portal Use your personal user name andd password to log in on: First view Clicking on the Display Price Inquiries the list with all the inquiries that were sent to your company account is generated. The list contains all the Inquiries that were sent on the company account, for all the contact persons that were registered under the same company name. responses can be created only by the user to which the inquiries were sent to. 4

5 Colleagues can see all the inquiries but can only respond if they are listed as the contact By default the list contains all the inquiries and responses that were sent from Continental, with one exception, the inquiries that were cancelled by Continental. If someone from Continental is sending an inquiry and afterwards is realizing that the inquiry contains an error, they can cancel it, even if no response was created yet. In this case the cancelled inquiry can be found by clicking on the Cancelled, category. For these inquiries you cannot create any response. They are already closed. If the category All, or Published, are selected, the list will display all the inquiries with or without any response, for which the supplier can create a response. Besides the price inquiry number and name, there is also the response number in this list, to help track the responses that are created during the price update process. As described in the processs before, responses created by the suppliers of Continental can be accepted, returned or rejected. In this list can be checked the status of the created responses, or the inquiries that still needs to be updated. (Blank response field status No bid created ). Status of the response: 5

6 No bid created No response was created for the corresponding inquiry. Submitted Response was sent to Continental but no decision has been taken. Accepted Prices were accepted by Continental and the contract was updated. Returned: Response is returned on the supplier portal and can be modified Rejected: Prices were rejected by Continental Saved: Before sending the response can be saved, and can be sent it later. To search for a certain response or inquiry the option Show Quick Criteria Maintenance can be used. The list can be filtered by the inquiry no, by the status of the response, creation date or by the supplier contact person the responsible person from the supplier side. The list contains by default the total no of Inquiries which were sent to the company no matter for which user it was assigned each request. In order to obtain the list with the Inquiries that were sent to a certain user, you can filter the list by Supplier Contact Person. 3. Price Update via Continental Supplier Portal - Steps 3.1 Notification of Price Inquiry has been published The process starts with the notification that will be sent via , asking to update the price(s)/conditions for a certain contract agreed with Continental, in the negotiation phase. The notification will be sent in the moment that the Continental Purchaser will send the request for prices to the responsible contact person. 6

7 If the purchaser will choose multiple contact persons from the same company, the notification will be sent to all contact persons and everyone can create a response to the inquiry. The contains the main details of the request: price inquiry number, price inquiry name, the contract number and name and sender's name. To be able to access the inquiry document directly, the includes the URL, and by accessing this you will be directed to the log on page. After log in, a pop-up window with the inquiry will be opened. 7

8 The next valid option to enter in the Inquiry is by, log in on the Portal, using the user name and the password. Open the tab Display Price Inquiries, and check in the list the inquiries with the status No Bid Created. To open the Inquiry click on the Inquiry No. 3.2 Display the Price Inquiry In order to update a contract agreed with Continental, a price received as a response to the inquiry needs to be accepted by the Continental purchaser. The price inquiry is the document generated by the system sent from Continental to the supplier that includes all the information necessary to update prices and conditions Price Inquiry Information tab 4. The information tab contains general information about the request. Opening the price inquiry, the Information tab is the first one automatically displayed. In this category, name and contact information of the sender from Continental are displayed, under the Parameters tab. The system offers the possibility to send messages from Continental to the supplier portal, and also from suppliers to the Continental purchasers. Under the Notes field, from the Information tab, are displayed all the messages related to the whole document. 8

9 4.1.1 Price Inquiry Item tab This is the most important tab from the price inquiry. Under this category, all the information related to the requested prices is displayed. Item overview offers all the details about the inquiry request: material for which the Continental buyers are requesting the agreed prices, the Continental plant which is requesting the prices, the quantity that is needed and details regarding the payment terms and INCOTERMS. Corp. Mat. Key & Global Plant Key are the Continental keys used to identify the material which makes the object of the Inquiry, and the Continental plant for which the material is requested. The application offers the possibility to set up and enter own keys for the materials, to identify more easily for whichh material on the supplier side the price needs to be updated. Key and name for the materials can be entered under the Details tab, in Supplier Material Key & Supplier Material Text fields. 9

10 1 Under the Notes tab all the notes related to the items are displayed. If item 1 is selected, in notes can be found the notes that are sent from Continental related only to item Price Inquiry Notes tab All the notes related to document header (General remarks), or related (Remark item) from the Inquiry are displayed here. to a certain item 5. Create a response The response is the system document related to a single price inquiry used to transmit the updated price information back to Continental. To create a response click on the Create Response button from the Price Inquiry window. 10

11 1 Response window will be opened, with Information tab opened, like presented in the Price Inquiry case. Close the Response Save the Response Send the Response Read Only Check the validity of the information The submenu of the Informationn tab contains Basic data with some general information about the responsible supplier contact person. The Items tab contains the same information described in the previous chapter from the display of the price inquiry (3.2.1). In Conditions tab all the added conditions from the response are displayed as a list. It s a simple overview and an easy way to check if everything entered in the response so far is according to what was agreed with the Continental purchaser,. There are 2 possibilities to createe a response: directly in the system by manually entering the price and conditions or by using a.csv upload file. 11

12 1 5.1 Manually create a response Single Price One of the possibilities to create a response is by entering in the corresponding fields the price and the validity period. This is a faster option when there is one or a small number of items to update. Steps: 1 Click on Create Response 2 Select item Multiple prices with different validity periods To add multiple prices with different validity periods click the button New, under the Conditions tab. A new line will be added to the item and the price with the corresponding validity period can be added. 12

13 Scale prices To enter different prices based on different quantities, click on Scales, followed by the Add button. There are no limitations for the numbers of scale prices. The mandatory condition is start with the highest price and finish with the lowest. Volume is increasing and the price is decreasing. To enter more than one condition (multiple prices with multiple validity periods or multiple scale prices) in the item overview, the price field contains the indicator see conditions. By clicking here the corresponding conditions of the item will be displayed. 5.2 Upload prices via.csv file The scope of this semiautomatic way to enter prices is taking into consideration the following: To efficiently handle big amount of data To re-use data from own excel files 13

14 1 Steps in upload prices: The.csv template to upload the prices needs to be first downloaded from the create response window. 1. Open the Price Inquiry 2. Create a response and download the template 14

15 1 3. Save the template locally* 4. Fill in the file accordingly with the price, validity and supplier material key & text RFx No Number of the Response (is given by the system) Item No Number of the item system) (number is coming from the contract from Continental Corp. Mat. Key Continental own key for the material Loc. Mat. Text- Continental own key for the material Supplier Material No & Supplier Material text are optional fields, supplier the possibility to better track his products internally. which gives the Glob. Plant Key - Continental own key for the plant in which the material is delivered Glob. Plant Text - Continental plant in which the material is delivered Consignment If the material consignment) is with consignment or not (N- no consignment; Y 15

16 1 Target Quantity - For the avoidance of doubt, entering any agreed product prices into the new SRM/SUS system of the purchaser shall not qualify as a binding agreement on the supply of certain volumes (Binding are the agreed contracts / commercial conditions). UoM Unit of measurement Price the price that needs to be updated. Price Unit the amount of UoMs included in the given price Currency currency in which the contract is agreed Scale Qty. from quantity for scales prices Valid From starting validity period of the price Pmt Term payment details set up during the negociation phase Incoterm - set up during the negociation phase Incoterm Location - set up during the negociation phase The mandatory fields are Price & Valid From. To enter multiple prices with multiple validity periods for the same item, copy and paste the whole row, and just change the price and the validity period accordingly. To enter scales prices via upload file, copy the line time considering the number of the quantity intervals. The main rule is to keep the volume increasing, and price decreasing. So start with the highest price until the lowest. E.g.: Line item is copied 3 times for 3 different prices based on 3 different interval quantities. 100 EUR for a volume between KG 99 EUR for a volume between KG 98 EUR for a volume over 1000 KG 16

17 1 *Regional settings of the Windows necessary to open properly the.csv file: Start Control Panel Region and Language Additional settings Choose semicolon (;) as List separator 17

18 1 5. Save the file as a.csv file. 6. Click on Browse and select the saved csv. file 7. Click on Upload file Going to the items tab you can verify the successful upload of then prices. 6. Submit the new prices The application offers the possibility to check the validity and completeness of the information that is entered in system by clicking the Check button. To save the response click on the Save button and the response is automatically saved and can be sent later. If everything is ok then the last step of the process is to submit the price update. 18

19 1 7. Status of the responsee 7.1 Response Accepted by Continental The incoming price updates are checked by Continental's responsible purchaser. If everything is according to the decision taken during the negotiation phase, prices will be accepted by Continental and the corresponding central contract will updated automatically. Once the price update is accepted a notification will be received, informing that the prices were accepted and the contract was updated. To check what is the status of a certain response log in into the Portal and check the directly in the list as is shown in chapter 2. 19

20 2 7.2 Response Returned completely by Continental In case of returned Response, a notification will be received. The can have attached a note from the Continental side, with the reason of the returning response. Steps in changing a returned response: 1. Log on in the Supplier Portal 2. Click Display Price Inquiries List 3. Click on the Response Number with the status Returned 4. Press Edit button in order to be able to change something in the response 5. Change the response as it is shown in the creation of the Response chapter, by manually changing the price and the conditions or by uploading a new csv. file. * You can change the prices in the response only in the Edit mode. Open the response 5. Submit the new Response 20

21 2 Once you press Submit the response will be sent on the Continental Platform. 7.3 Response partially Returned If only one item contains a mistake, the purchaser from Continental can accept only the items which are correct, and the wrong one can be returned to the supplier portal, in a new Inquiry published, for which the supplier needs to create a response. 7.4 Response Rejected by Continental If the during the verification process response is rejected, a notification is received. The can contain Notes sent by Continental Purchaser. The rejection note can be checked by clicking the Notes tab. The Process will be stopped and you cannot make a new price/condition proposal, a new Inquiry needs to be sent by the Continental Purchaser in order to give a new price or condition. The difference between return and reject response is that in case of return the response can be changed and sent back to Continental, and in case of rejection the process is stopped. 8. User Administration 8.1 Create new users The first user created will have administrator role. The administrator has the possibility to create new users for his "team" members. Each member of the team will see the inquiries that are coming from Continental purchasing, but they can create a response only for the ones that are sent to their personal account. To create additional contact person users click on User Administration tab, and Create user option. 21

22 2 Complete with the required information and press the Save button.by pressing the Save button a request for the new user will be sent to be approved by Continental representatives. After this approval process the new user will receive on his/her the log in details. After changing the password, the new user can startt working on his account. The layout will be the same as described before. The only exception is that in the tab User Administration, the fields Create User and Find User are visible only for the person which has an administration role. This role can be granted on request also for multiple users for the same company. For the contact persons created by the administrator user the only visible tab is Own Data. 22

23 2 8.2 Maintain user data edit contact information, block user account Edit contact informationn The account information can be changed by editing in the field Own data,, in the User Administration tab Find users, Block users To find a certain user created under one company use the tab Find User, which is visible only for the Administrator account. The search can be done using the first name, last name or address. To display the total list, leave all the fields empty and press Find button. 23

24 2 In case the accounts on the Supplier Continental Platform, is not required anymore, the administrator can block this account in the list by pressing the Lock indicator. If the contact person account is blocked, no Inquiry can be sent to this account. To unlock the user access use unlock indicator. Because we want to keep track of the user accounts, the deletion of unused accounts is done exclusively by Continental at request Change password If you lost your password, click on Forgot password. Enter your address and select the type of the information that you need: reset password, receive user ID, unlock account, receive user ID and password, unlock account. *If you choose reset password, your account is automatically unlocked. 24

25 2 You will get an with the requested information. 25

26 2 Help and support: You can receive support by calling at our Service Desk numbers according to the list bellow. They can be reached at any time, regardless of the time difference. We now have support in 12 languages with dedicated phone numbers for 14 countries all over the world. The service desk will take over the issues, offer you support directly or route them to the next level support. Please provide your contact details to the service agents so that you can be reached for feedback or further details. 26

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