PROCUREMENT GUIDE FOR

Transcription

1 ` PROCUREMENT GUIDE FOR

2 TABLE OF CONTENTS 1 OVERVIEW ABOUT THIS COURSE OBJECTIVES REQUEST FOR QUOTE NAVIGATION RFQ PHASES ADDING SUPPLIERS SEND A REQUEST ENTER SUPPLIER RESPONSES SELECT A SUPPLIER SPLIT A RFQ SUBMIT A RFQ FOR APPROVAL EXPEDITING Date: 26 June 2015 Page 2 of 13

3 1 Overview OrbFusion is a web focused software development company, providing solutions to improve day-to-day business operations, increase efficiencies and enable users to work intelligently with digital content. OrbFusion is adaptive, continually enhancing solutions and applying leading edge technologies to address the needs for the next generation. This, in turn, empowers organisations to connect people and business systems for more effective, efficient collaboration and control. 1.1 About This Course The information contained in this document is intended to provide the OrbFusion user with the necessary knowledge required to purchase goods from a supplier and take delivery thereof. 1.2 Objectives At the end of this course, you should be able to: Process Request for Quote. Expedite orders with suppliers. Date: 26 June 2015 Page 3 of 13

4 2 Request for Quote Open Purchase Requests that must be sent to suppliers for quotation are listed in the Request for Quote list under the RFQ menu item. Select the document to process. The available options are: : RFQ Entry (Request for Quotation detail) : Action Document (View\Action Document) 2.1 Navigation The layout of the RFQ screen is shown in the image below: Date: 26 June 2015 Page 4 of 13

5 Left Toggle Bar: All documents ready for quoting are listed here. Line Level Area: All lines from the selected document are displayed here. Supplier Level Area: This displays all suppliers linked to the line selected in the Header Area. 2.2 RFQ Phases As suppliers are added and quotes received from them, the RFQ goes through various phases (statuses) with each action taken. OrbFusion provides a user friendly method of tracking the status of each RFQ. The Status column displays the status as follows: Supplier Added RFQ Send Supplier Response/s Received Supplier Selected, RFQ Closed 2.3 Adding Suppliers OrbFusion provides four standard options to add suppliers to the RFQ: Option 1: Add The Same Supplier for All Lines To add the same supplier/s for all lines in the document, simply click the Add Supplier button in the Line Level area and select the applicable supplier/s. Option 2: Add Different Suppliers for Different Lines To add different suppliers per line, select the line from the Header area, navigate to the Supplier Level area, click the Add Supplier button and select the applicable supplier/s for that line. Continue to do this for all lines. Date: 26 June 2015 Page 5 of 13

6 Option 3: Add Historic Suppliers To add suppliers from previously quotations, simply click the line option dropdown list, select option Historic and continue to select the required supplier/s. Option 4: Add Preferred Suppliers To add preferred suppliers, click the line option dropdown list and select option Preferred and continue to select the preferred supplier/s Date: 26 June 2015 Page 6 of 13

7 Option 5: Add Suppliers by Commodity Based on the commodity of the item selected, this listing will display all suppliers that supplier that particular commodity. Note the RFQ status once suppliers have been added. 2.4 Send a Request Requests may be sent to suppliers using one of three options: Option 1: Printing Use this option to print and manually send the RFQ to all suppliers. Simply click the following information: Supplier: The supplier to print the RFQ for. Closing Date: The closing date for supplier responses. Closing Time: The closing time for supplier responses. Comment: Any additional information the supplier needs to take note of. Contact: Supplier Contact Name and enter Option 2: Use this option to send the RFQ via . Simply click information: and enter the following Send Attachments: Select whether or not to send attachments attached to the RFQ. Closing Date: The closing date for the RFQ. Closing Time: The closing time for supplier responses. Comment: Any additional information the supplier needs to take note of. Supplier: Select the supplier/s to by checking the checkbox. Default and contact information will be displayed. The and contact can be edited. Date: 26 June 2015 Page 7 of 13

8 Option 3: Publish Use this option to publish the RFQ to the supplier portal. Click enter the following details: Closing Date: The closing date for the RFQ. Instruction: Any additional information the supplier needs to take note of. and continue to Upload Attachments?: Select whether or not to send attachments attached to the RFQ. These will include only attachments marked as external communication Locked Request?: Supplier response can only be retrieved after closing date Note the RFQ status once sent to suppliers. 2.5 Enter Supplier Responses OrbFusion provides three options for capturing responses received from suppliers: Option 1: Line Level Select the supplier from the Line Level area and update the Unit Cost field with the amount quoted by the supplier. Option 2: Quick Entry From the Document Level area, click Unit Cost received from them., select the applicable supplier and enter the Option 3: From Supplier Portal For suppliers using the Supplier Portal, the responses they provide can easily be retrieved by clicking the Publish button and selecting option Retrieve; the lines will be updated accordingly. Note the RFQ status once the responses have been captured. Lead Times will be added on order creation for Expected Arrival Date. 2.6 Select a Supplier To select a supplier to purchase from, navigate to the Line Level area, select the supplier line and click the award icon to confirm. Date: 26 June 2015 Page 8 of 13

9 Alternatively, click the Analyse the green tick mark to select a supplier. button and select the supplier by clicking on Note the RFQ status once a supplier is selected. 2.7 Split a RFQ Document splitting allows selected lines to be moved to a new document, as a copy of the original. This function is useful for submitting some RFQ lines for approval while a supplier response is outstanding for the rest. Document Splitting, however, affects the document value and might influence the routing of the document during the approval process; it is therefore very important that this function be used with extreme caution and prudence. To split an RFQ, follow these steps: 1. Click. 2. In the Split pop-up window, select the lines to split and click to transfer to a new document 3. The selected lines have now been transferred to a new document and process of this RFQ may continue. It is important to note that although the lines transferred to a new document are assigned the next available document number in the system, the document date remains the same as the original document date. Date: 26 June 2015 Page 9 of 13

10 Original Request Split Request Split Line The original document number is also shown on the far right hand side of the header menu bar: 6. Where only one quote has been obtained for the RFQ, a non-compliance reason must be given on the system. To enter this, simply select from the header menu bar 7. Select a reason from the dropdown menu and enter applicable comments. 2.8 Submit a RFQ for Approval An RFQ may only be submitted once all required details have been captured, ie; once each line has a status of four stars: Supplier Selected, RFQ Closed To submit an RFQ for review, follow these steps: 1. Navigate back to the Document Level Area and select the Action Document (View\Action Document) option for the RFQ you wish to submit. Date: 26 June 2015 Page 10 of 13

11 2. You may view the Bid Tab within the details of the document to be approved (scroll down), to ensure that the correct supplier/s has/have been chosen, per line. The chosen supplier is highlighted in a blue shade: 3. Continue to submit the RFQ for approval by clicking 2.9 Expediting To easily expedite orders, follow these steps: 1. Select the menu option. 2. A listing of all open purchase orders in provided on the left toggle bar; expand this to view more columns as desired. Date: 26 June 2015 Page 11 of 13

12 3. Select an order to view the individual lines and update the delivery date, where applicable. Click on Aac Mining (supplier name) to view information about the supplier. Click on History to view the supplier s delivery change history. Update the delivery date Follow these steps to update the Delivery Date 1. To update the expected delivery date for all lines, simply enter this at the far right corner of the menu bar: 2. To update the delivery date per individual line, click on each line and enter the applicable date. 3. Click Update once done. Send a Reminder To send reminders for delivery to suppliers, follow these steps: 1. To send a reminder to a single supplier, click 2. Select the applicable supplier and tick all the orders a reminder is to be sent for Date: 26 June 2015 Page 12 of 13

13 3. Click to send To send a reminder to multiple supplier at once, click and select all the POs to send reminders for 5. Click to send . Date: 26 June 2015 Page 13 of 13