EBIDDING USER MANUAL FOR SUPPLIERS

Transcription

1 EBIDDING USER MANUAL FOR SUPPLIERS Table of content 1. General system requirements and Logging into the system by using one of the following links Changing the language Username and password Forgot my password New supplier registration Login as supplier 6 2. Main Recommendations when using the system 7 3. Icons from the system What do they do? 8 4. Updating our Company information / User data for the account Company documents Participating in Tenders / Auctions Placing your offers in the e-sourcing system for Tenders Uploading documents Save as new version Placing your offers in the e-sourcing system for eauctions Error message Communication possibilities in the e-sourcing system 26 1

2 General system requirements Hardware: Pentium 4 or above Internet: 2 Mbytes or above Browser: Internet Explorer 10 or above (latest) Google Chrome 55 or above (latest) Mozilla Firefox 50 or above (latest) Operating system: Windows Vista or above (latest) any other Operating system, but with the supported browser types Resolution: Laptop: minimum 1366 x 768 for user friendly experience Desktop: minimum 1280 x 1024 for user friendly experience Logging into the system by using one of the following links These links can be re-found in the Invitation to Register / Invitation s. Please insert one of the mentioned links into your browser and confirm it or just simply click on the desired link from this manual. After you have confirmed the link, the corresponding entry page will open in your browser. Please observe the following example: Enter the link by hand or click on it from the manual: 2

3 Confirm navigation of this link (in general it can be confirmed with the Enter key from the keyboard) and the Login page will be loaded by your browser. On this Login page we have the possibility to change the language before: We Enter our Login credentials (username and password) - insert them in the corresponding fields then click on SIGN IN button 3

4 We Request the system to send us a new password with the Forgot my password button - Insert the address which you have given during the registration into the system, please enter the Security Code and click on the Reset password button. You will receive an which will contain a link for resetting password. When you click on the link, a page will open where you need to define a new password (second print screen). The password defined - must contain a minimum of 8 characters (please use the combination of upper case and lower-case character from A until 0) and should not contain any special characters - on this page will be your new password. 4

5 We perform a New Supplier Registration (If we were asked to perform this action bymol Group or any of its subsidiary) - If you know for sure that you are not part of the Suppliers Database yet (never received any notification from the buying company about this). You can register yourself by using the New Supplier Registration button and fill in the registration forms. Please be careful when entering the address, as during the registration process you have given a badly defined address, the system will try to send the Registration with your username and password, but you will not receive anything because of this mistake. Please be aware that all mandatory fields (marked with a star) or/and dropdowns need to contain information on a specific page in order for it to be saved when we click on the SAVE button. During the registration process please read the Welcome message (highlighted with blue on the print screen) and use the help section if you encounter any difficulties. In order for your registration to be valid you need to have a Progresss of a 100% in order for your profile to eligible for events. 5

6 Accept the Terms and Conditions after you have clicked on the SIGN IN button (highlighted with blue on the print screen). The final step during the Login process is to click on the Login as supplier button (highlighted with red on the print screen). The supplier manual can be downloaded by clicking on the Question mark (highlighted with red on the print screen next to the Login as supplier button) or can be found uploaded in the ITB-eAuction / Documents page, when you are invited to participate in an event created by MOL Group or any subsidiary. 6

7 Main Recommendations when using the system Do not open the system in two or more tabs / windows in the same browser at the same time! This is also valid during the use of the Open events tab for MOL Group and all subsidiaries! During the registration process (please first have at hand the Financial Statement from the last year Please set a valid date during the upload process by taking in consideration laws applied in your own country! Example: FS 2017 in Hungary must be valid until the 31 st of May 2019). Please try to verify what is requested from your side during the registration and when you are sure to have every requested information in hand, then proceed with the registration. The maximum document size during events is 500MB / document, but this requires a very good internet connection (please take in consideration your computers resources, browser type, internet speed and the document size during the uploading process Example: slower PC, slower internet and huge documents upload time is very long). If you see that the desired document takes too long to be uploaded into the system, try to split it up into smaller proportions. It is recommended to have a backup internet connection, if you have problems with your main internet connection. It is advised to have a mobile internet connection possibility at hand. 7

8 Icons from the system What do they do? Mail icon Here you can see the number of unread messages, read messages, you can send messages to the Event Creator (every time you would like to read a message as a user, you have to select an event. Without selecting an event, you are not able to read any message. These messages in general are sent to your Inbox as well or at least you receive a notification, that a message has been sent to you and can be found in the system). Contact icon Here you can find the contact details of the technical support (Event related questions must be addressed only to the Event Creator Contact information for the Event Creator can be found at the bottom of the Invitation mail or in the application by clicking on the ITB-eAuction / General menu). Refresh icon By clicking on this button you can refresh the system. This icon animates every 30 second (If you have an issue during the refresh or during the animation then a Red Triangle will appear with an Exclamation mark in the middle ). We are also able to change the displayed language in the system, by selecting one of the language flags next to our names (but this is only active during our own browsing session, meaning that if you log out from the system, the language set in your profile will become active during the next browsing session. In order to be sure that the system will display your preferred language, you need to navigate to Company / Company information General Data tab and select the desired language at the Default Language section, by clicking on the drop-down menu). 8

9 Updating our Company information / User data for the account Mandatory fields marked with a star, are the fields that need to be filled in by the user (you cannot save any given information if you do not fill in every mandatory filed with information). You will need to fill in every tab under the Company information menu in order for your progress to be 100% (please fill in your information tab by tab meaning fill in every mandatory field in one whole tab in order for every given information to be saved after clicking on the SAVE button). In order for your profile to be eligible to participate in tenders, you have to have a profile progress of a 100%. The interrogation process for Bureau van Dijk can be activated by giving a Company Name, Tax ID and Country. Please be reminded, that the Bureau van Dijk information cannot be changed by any user. This information is sent by the interrogation process. If you consider that these information s are obsolete, please change them in the editable fields. In time the given information by the user will be updated. 9

10 Company documents page On this page we are able to upload documents that our company possess. Example: Financial statement, ISO certificates or any additional valid document. 10

11 In the Online Bidding Terms and Conditions underlined section we are to download on of the requested documents by MOL Group and its subsidiaries (highlighted with blue on the print screen). We can easily upload documents in this tab, by clicking on the Upload Document button. In this pop-up window we have all the information that is necessary to upload a document successfully. If you do not want to select the Document type from the drop-down list, you can click in the Documents Types (highlighted with black on the screen) section before clicking on the Upload Document button (highlighted with red on the print screen). If by any means during the upload procedure we leave out some of the mandatory steps which are requested from our side, the system will highlight the step which has been left out. In general, only two / three steps are required: 1. Browse for the document 2. Select the Document type 3. Select a validity date for the Document (this is mandatory for: Certificates, Financial Statement or any other document that has an expiry date) 4. Save If all steps were fulfilled correctly, then the uploaded document will be visible in the Company Documents tab next to the corresponding document type. 11

12 Participating intenders / Auctions Tenders / Auctions that we are invited to, are displayed in the ITB-eAuction / Events page. If this ITB-eAuction / Events menu is not displayed or you cannot see it, it means that your profile is still under the approval process of MOL Group or its subsidiaries. If you see this menu, but you cannot see any events in this list, it means that you were not invited into any tender / auction. In case you have participated in many events, have a long list of events, but you want to organize / display / search a certain event, you can use the filters section by clicking on the Show filters (expand the filter section) / Hide filters (contract the filter section) button. 1. Select the event by clicking exactly on the name of the tender / auction from the list. If you have clicked on it correctly, then the system will display Event: ********* in the top middle section of the screen. Also, the Remaining time counter will come up displaying the end date / time of the event (first print screen). 2. After the tender / auction has been selected, you can use the buttons from the bottom of the list to perform your required task (second print screen). Bid you can send your requested answers by filling in the Questionnaires -> ITB-eAuction / Bid/Quote menu navigation gives you the same result. Questionnaire List you are able to preview the questions from the Questionnaires. Attachments you can upload all the documents which are requested from your side -> ITB-eAuction / Documents menu navigation gives you the same result. Logs shows the activity that has been done by you in the system. I will not quote this option is given if you want to notify the event creator that you wouldn t like to participate in that specific event. 12

13 First print screen Second print screen 13

14 Placing your offers in the e-sourcing system for Tenders The events you are involved in or you need to participate, are displayed in the ITB-eAuction / Events page. Depending on each of the tender s requirements you will need to: 1. Fill in the forms (Questionnaires) directly inside the system (if you haven t uploaded the documents earlier) You need to select the event, then click on the button (the same result is achieved if you use the following menu combination: ITB-eAuction / Bid/Quote). A page will open, where you need to fill in all requested fields, after which you need to click on the button (this action will only save the filled in data, but not publish your answer towards the event creator). The save function also helps us to understand, what progress we have at the time before we would like to send our answers towards the event creator (please be reminded that all the time a Progress of a 100% is needed in order to send our answers the system takes in consideration the number of mandatory fields that need to filled by us). By pressing the button we are able to send our final version of answers to the event creator. The Save and Save and Publish button are only active during the Bid Submission time (Event has open state for suppliers), after the event is closed these buttons will become inactive. By clicking on these two buttons, a confirmation message is displayed every time to notify us that an action has been fulfilled by the systems point of view based upon our action. 14

15 Fields marked with a star ( * ) are mandatory and it needs to be filled in by us. A warning message will be displayed if something is missing. We are also able to work offline by using the button to export the Questionnaires and the button to import the filled in form. 15

16 2. Uploading the requested Documents (if you haven t sent your answers towards the event creator on the Bid/Quote page) You need to select the event, then click on the button (the same result is achieved if you use the following menu combination: ITBeAuction / Documents). A page will open, where you need to upload your version of the requested documents (second print screen). 16

17 In case you have many documents or have a long list of documents, but you want to organize / display / search a certain document, you can use the filters section by clicking on the Show filters (expand the filter section) / Hide filters (contract the filter section) button (second print screen page 16) or just simply type in a document name in the Search field. The first step in general is to download all the documents or just only those documents which need to be verified, filled in and reuploaded back into this page. On the Documents page there are 3 types of References: None, Technical and Price. Based on event types event creators may modify the Reference names. Downloading Documents: One or More Documents by just selecting the corresponding line from the list and clicking on the Download or Download in zip archive button. All Documents by just clicking on the Download in zip archive button without selecting anything prior on the page. Preview of attachments by clicking on the Preview of attachment button, we can preview the documents (only JPG, PNG and PDF files). 17

18 Uploading Documents: Users have the possibility to upload a Single document or Multiple document (please keep the CTRL key pressed at all time during selection process) upload. The main steps for uploading documents are the same for both types of upload, the only difference is by the selection of number of documents from our computer. Please be reminded, that during Multiple Document upload process only One Questionnaire Reference selection is possible. Steps for uploading a document: 1) click on the Add new file/link button, in order to start the upload steps 2) clicking on the Browse button, a window will open, from where we are able to select document/s from our computer 18

19 3) after selecting the document from our computer, the name of the file will appear in the Document name field and under the Browse (you are able to modify documents before finalizing the uploading process) button in the Add new file/link window 4) selecting a Questionnaire Reference during the upload process is mandatory at all times 19

20 5) after all 4 initial steps are fulfilled, we can finalize the upload process by clicking on the Save button 6) A feedback message will appear, that the upload process was a success 20

21 7) In theory after the upload process is complete, then the event creator is able to verify our uploaded documents, but in case of 2 envelope tenders, the buyer will only see the documents after the Bid Submission has ended. In this case it is possible that the event creator gave us the right to modify documents by giving us the option to delete documents with the help of the Delete attachments (first print screen) button until the Bid Submission ends (if we do not have this option, we are able to use the Save as new version (second print screen) button if we made a mistake during the upload or we would like for a newer version of document to be uploaded. Steps: Select a document and click on the Save as new version button, select the new version of the document from the computer by using the Browse button, after this please click on the Save button as earlier). The document will have a similar number under the same document (third print screen). 21

22 After the upload process is complete, then the event creator is able to verify our uploaded documents, but in case of 2 envelope tenders, the buyer will only see the documents after the Bid Submission has ended. In this case it is possible that the event creator gave us the right to modify documents by giving us the option to delete documents with the help of the Delete attachments (first print screen on page 21) button until the Bid Submission ends (if we do not have this option, we are able to use the Save as new version button if we made a mistake during the upload or we would like for a newer version of document to be uploaded. Steps: Select a document and click on the Save as new version button, select the new version of the document from the computer by using the Browse button, after this please click on the Save button as earlier). 22

23 Placing your offers in the e-sourcing system for eauctions When participating in an eauction, usually we don t have to upload documents like in our initial example. This event type is a real-time live competition between suppliers. These suppliers have to insert prices according to the auction rules (like: steps, overtime, bidding steps) which were set by the event creator. eauctions can be independent events or another stage of a previous RFQ/RFI. The actual bidding process will happen on the bidding page. Accessing the bidding page can be achieved by selecting the event from the ITBeAuction / Events page and clicking on the button (the same result is achieved if you use the following menu combination: ITB-eAuction / Bid/Quote). These types of events can have a stricter regulation that need to be fulfilled in order to be eligible in placing an offer. Details of the Questionnaires can be found by clicking on the button (first print screen on page 24). Additional settings of the event can be verified (if we as suppliers are allowed to access these information s by clicking on the ITB-eAuction / Event Settings menu) or general information about the event creator and the purchasing company (this type of information can be accessed by clicking on the ITB-eAuction / General menu). The offer placing mechanism is the same as in our earlier example (RFQ/RFI), all mandatory fields need to be filled in and we need to click on the Save and Publish button (second print screen page 24). Please also follow the Remaining Time as this countdown is showing how much time you have till the Bid Submission ends (Event will close). 23

24 24

25 Error message example in case if our offer is not accepted by the system. 25

26 Communication possibilities in the ebidding system Communication for suppliers can only be achieved byselecting an event and sending chat, forum or types messages throught the system. Everytime we would like to send a question or a message we need first to select that specific event. Forum (can be accessed, by clicking on the Desktop / Forum menu after we have selected the event from ITB-eAuction / Events page) Chat (can be accessed, by clicking the Desktop / Chat menu or by clicking the chat icon next to our names) 26

27 Messages (can be accessed, by clicking on the Desktop / Messages menu or by clicking on the envelope icon next to our names) 27

28 In order to use the messaging function, first we need to select a message from the Inbox and after that we are able to send a reply to the event creator, just as we would use a messaging application. As supplier users we can only send messages to our own company users or to the event creator of that specific event. When sending a new message we need to click on the Address Book icon (this can be found next to the To field, which is always uneditable. From within the messaging we can select Supplier or Buyer company and from within that list the user to which we would like to send a message. After the message has been written we are able to send it, by clicking on the Send Message button. 28