Scanmarket. eauction Module v User manual

Transcription

1 Scanmarket eauction Module v User manual FEBRUARY 2018

2 TABLE OF CONTENTS 1 INTRODUCTION ACCESSING THE SYSTEM Login Security System Overview QUICK START Choice of Auction type Define auction details Participants Bid list Submit invitations Auction in progress Closing the auction EVENT DASHBOARD General Overview Search and sorting options Advanced search options Other Event Dashboard functionalities SUPPLIERS Contact Archive Create companies and contacts Create departments Edit companies, departments and contacts Move contacts Create and edit Contact groups Add contacts to Product categories Advanced search options Import and export contacts via Excel Re-organise your contacts in Excel Add participants to your event Status of a participant Search and filtering options in the Contact archive Delete and restore contacts User Manual eauction Module 1

3 5.2 Suppliers & Internal Users Create companies and contacts Edit companies, departments and contacts Move contacts Create and edit Contact groups Add contacts to Product categories Import and export contacts via Excel Re-organise your contacts in Excel Add participants to your event Status of a participant Search and filtering options in the overview Delete and restore contacts DOCUMENT MANAGEMENT List of files in Document Management Space limitation Upload files to Document Management My files Company files Supplier files Define file as a standard document Attachment to an auction Delete files from Document Management Download files from Document Management and events MAIL TEMPLATES Create mail template AUCTION SET UP General information Where to find your Auctions Status options for an Auction Create and edit a template Auction Copy an Auction Delete an Auction Create an Auction Specifications User Manual eauction Module 2

4 8.3.1 Event settings Proxy bidding Acceptance prior to event Auctions not showing competitive information Auctions with Sequential line start Additional functionality in List and CherryLot Auctions Participants Add Participants to the auction Select status and language for participants Languages & translations Bid list Setting up lots and lines Amount of characters in lots and lines Number of lines in the Bid list Copy, delete and change order of lines and lots Preview of Bid list Partial Quantity Bidding Excel event creation Introduction Setting up the event in Excel Specifications Setting up the event in Excel Bid list Participant settings window blindfolding, individual start prices & incumbent supplier Predefined Options: Delivery -, payment terms, currencies and other customized options Parameters Submit Invitations Inviting Participants in preselected order Inviting Participants in a different order CHERRYDUTCH AND JAPANESE AUCTIONS CherryDutch Auction User Manual eauction Module 3

5 9.1.1 Setting up the event The active event Japanese Auction Setting up the event The active event SUPPLIER TRAINING Training session one-to-all Training session one-to-one Training session run by Scanmarket - one-to-one AUCTION IN PROGRESS Participants tab Tool icon Internal notes tab Bids coming in The graph Delete a bid Modify an auction Invite more participants Reporting possibilities and the log Messaging Prolong the event Stop, Pause or Cancel the event ADD CATEGORIES TO EVENTS Add category ENABLE REMINDERS ON EVENTS Reminder set-up AUCTION SETTLEMENT Adjust bids Download supplier files from event Event report PDF Event report Excel The Log Close the auction Close and select winner(s) Transfer the auction into a new auction User Manual eauction Module 4

6 Preliminary Notification Accessing the settled event PARTICIPANT FUNCTIONS Login Maintain own contact details Participation Report APPENDICES Auction template types Report from Event list List of icons used in system Recommended System Requirements User Manual eauction Module 5

7 1 INTRODUCTION By means of this manual it is possible to use Scanmarket auction Module to prepare and complete online auctions (eauctions). A user, knowing all functionalities described in this manual and who understands how they add up and are used, has reached a level corresponding to what is required to be a super user of the system. This manual starts with giving you a Quick Start guide on how you set up and complete an auction, where only the most basic things are included. A total overview of all items and functionalities in Scanmarket auction module will then follow, with the following headlines: Contacts Document management Mail templates Auction Set up Auction in progress Auction Settlement Participant Functions Appendices Some of the mentioned functionalities might not be accessible to all users. This in particular concerns the chapter Participant Functions, as it is only the invited contact persons usually potential suppliers who will be presented to these. However, for all users it is nice to know the different functionalities and features available for the participants, so it will be possible to advise or answer questions from the invited participants. The chapter regarding Participant Functions, can also work as a manual, you can hand out to your suppliers if you wish. Once logged in to the system you also have access to view several tutorials explaining the complete process - finding events from the event list, setting up new event, inviting suppliers, running the live event, extracting reports etc. This will for example help you in setting up your event, choosing the right event settings and also show you the supplier side of the event. You will find the tutorials under the main menu "General" - "User manuals and tutorials. User Manual eauction Module 6

8 2 ACCESSING THE SYSTEM This preliminary chapter will describe how to login to the Scanmarket esourcing platform. Also you will find information on the check of your Internet Browser and specific Browser settings that will be conducted automatically after logging in. Before starting it is recommended to check up on the system requirements so the settings on your computer are compatible with Scanmarket esourcing Services. The requirements are stated in the Appendix: Recommended system requirements for Scanmarket esourcing Services. 2.1 LOGIN In order to use Scanmarket eauction Module you must be created as a user in a company with a subscription to the system. When you have been created as a user, you will receive your username and password by . In case you have not received such an , you must contact the responsible person in your company or you may contact your Account Manager at Scanmarket. If you have not received or forgotten username and password, it can be required by clicking Forgotten Password on the front-page, see below. Besides your login information, the system only demands that you have access to the Internet. To login, go to the internet address where you can log in with your username and password by selecting LOGON at the top right. Click here to login or reset password User Manual eauction Module 7

9 2.2 SECURITY The system is security protected against malicious attempts to gain access. This means that your user account will be locked down for a period of 15 minutes after 3 incorrect attempts to log on are made. Your user account will also be locked down, if you have not been logged into the system within a period of minimum 3 months. This is done to secure your information in the system. You are told why your account is locked If you would need to have your account unlocked, please contact the super user from you company or alternatively Scanmarket, who will be able to assist you instantly. We advise you to use the Quick Call function on the web site for the quickest assistance. 2.3 SYSTEM OVERVIEW When logging into the system, you will be presented to the last dashboard viewed before logging out. In the upper right corner you will find a joint menu button, a home button and a Last activity button for easy system navigation. When clicking the Menu button, you can access your Dashboard, Document management, Mail templates, Reports and Scanmarket Participation terms. You can also access User manuals & tutorials, a Suitability Analysis tool and elearning (if part of your license). To access your user profile or company profile, simply click on Profile. If Supply Base Management is part of your license, you can also switch to your Stakeholder profile via this menu. User Manual eauction Module 8

10 The home button next to the menu item will take you back to the last visited dashboard. The company logo is also click-able and has the same function. The Last activity button allows you to quickly navigate back to the last 10 events viewed, the Quick Call button allows access to Scanmarkets customer support. User Manual eauction Module 9

11 3 QUICK START When following the guidance in this chapter you are able to set up and carry out your auction simple and easy. 3.1 CHOICE OF AUCTION TYPE To create a new Auction, simply click the button Create event that is available directly on your dashboard. You can now choose which of the auction template types that you would like to use. The different auction template types are described shortly on the screen to help you decide what kind of auction is the most suitable to your situation. The descriptions are supported by graphs, illustrating the different event types. Furthermore an overall flow chart can guide you in making the right decision when deciding which auction template type to use. If you have access to the erfx module you will also find a description of the different RFx template types. You can also find the auctions described in the appendix Auction template types. To choose an auction type, click the scroll down menu in the Create Event dialogue box, choose the applicable auction type and click Create. In this example we choose a Cherry Picking Auction in the scroll down menu. User Manual eauction Module 10

12 Choose the kind of auction you want and click Create The flow chart can assist you in making the right choice of auction template type Click here to expand the graphs and descriptions of different event types User Manual eauction Module 11

13 When you have selected an auction type, the auction window will appear with four sections: Specifications, Participants, Bid list and Internal notes. The use and options with Internal notes is described in chapter: You will firstly be taken to the Specifications section. The three other sections will be listed as three tabs next to each other at the top of the screen. To access a particular section, click on the tab. You can skip back and forth while you finish the different sections, and can at any time change the details that you have already finished in the various sections. You can at any time get further help and information about the auction and the different sections by referring to the User manuals and tutorials under Help & Learning under Menu. Within the Specifications section you can also click Description of event and Demonstration video to view a supplier demo of the event type. 3.2 DEFINE AUCTION DETAILS In this section you can enter the specifications and details about your auction: Which product do you want to buy? How big is the volume you want to buy? What kind of packaging do you want etc.? State delivery terms and payment terms. Please note: all areas marked with * must be completed. The four section-tabs Click here to get help for setting up event and view supplier demo Hide name of event type Mark event as live or test All areas marked with * must be completed Here you can attach files or refer to links User Manual eauction Module 12

14 The first thing you have to do is to give your auction a Headline and describe the product as detailed as possible, so the participants know exactly what they are bidding for and on which terms. Description of the product(s), terms, various information etc. can be stated in the Description field. This step is probably the most important part, as it forms the basis of the whole auction. In order to describe the details further, you have the option below to attach files and pictures or refer to relevant links. You also need to select whether the event is a Live or a Test event. The suppliers will also see this information on their screen so they instantly know if they are taking part in a test event or a live eauction. Furthermore this will allow you to filter the Event list for test events and exclude these from your reporting. If you have information, which needs special attention, you can enter this in the Comments field. Text entered here will be highlighted in bold for the participants. If you do not wish to reveal the name of the event type to your suppliers, you can hide the name of the event type by selecting the tick box next to the event type. After this you need to state the date and time you wish to run the auction (Start of event/end of event). You can choose between 5 minutes and upwards, but from experience short bid periods of min. (max 1 hour) is most successful. It is better to advise the auction in due time submit invitations in due time - instead of letting the auction run for a long time. From experience, approximately 83% of all bids are placed in the final 13 scheduled minutes and in the extension time of an auction and scheduling too much time in advance will just make the auction last longer for all parties. The complexity of the product or service also has a great importance for how long time you may give the suppliers to prepare themselves. The time for preparation is the time between initiation and bid period start. Simple enquiries can be settled with a few days notice or maybe already the same day, whereas more complex enquiries should be given at least one week or more before the auction starts. If samples are requested from the suppliers or some kind of survey is demanded before the auction starts, additional time is naturally needed. You can attach links and files to the event and it is a possibility for you to disable suppliers from adding files to the specifications page if you have the appropriate user right enabled. Following that you need to state delivery terms, delivery address, and payment terms and choose currency. In the drop down menus you have a selection of already defined options. Furthermore, there is a possibility to select Free User Manual eauction Module 13

15 definition where you can insert your own definition. In Cherry Picking auctions you have the option to use sequential line start, which is explained in chapter Finally, there is the option Predefined options, which will be further explained in chapter In Event settings you have the possibility to tailor the event settings and decide what information should be displayed to the suppliers during the event. Ranking can be enabled so that the participants can follow their position in the bidding hierarchy during the auction. Another option is to show one or more of the leading bids or simply to let the supplier see, whether his bid is leading or not in the auction. These settings will be described more thoroughly in chapter User Manual eauction Module 14

16 3.3 PARTICIPANTS In this section you choose the Participants you want to invite to the auction. You can do this by clicking the button Choose contacts. Number of participants added and number of participants displayed per page Click here to select another language Click here to remove a participant Click here to invite a participant as a supplier, stakeholder or spectator There are two ways adding participants to your events. To add participants that already have been created in your Contact archive, simply select Choose contacts. Select the contacts you want to add via the drop down menus or via the tick boxes and click Add to event. The selected contacts will now be added to your event. User Manual eauction Module 15

17 It is also possible to add groups with several participants to the event. Select a group from the drop down menus at the top of the window. Companies and contacts in this group will now appear in your list of companies and can be added to the event by selecting the tick boxes and clicking Add to event. For a more thorough search or to create new contacts to add, you can click Contact archive and select/create the contacts from here. For creating contacts see chapter You now have a list of the contacts you wish to invite to your event. Here you can see status and language for each of the contacts. Furthermore, you can choose the language that you want the contacts to see the system in. Please note: if you have chosen more than one language, you will yourself have to translate the text that you insert in Specifications, Questionnaire and Bid list. Only the system text and mail templates are shown in the chosen languages. If you do not translate text into these languages, the system will automatically copy the text you write in the primary version (the language that you yourself are set up to), i.e. if you write your text in English in the primary version, all your text written in English will be copied to the other language versions, see chapter for more details. If you regret your choice of contacts, you select the tick boxes next to the participants and choose delete under Actions. When you have finished adding participants to the event you can continue by clicking Save and hereafter choose the next section you want to enter by clicking the particular section-tab. Furthermore it is possible to download contacts from other departments and upload a whole group of contacts from Excel. Read more about these functionalities in the chapter User Manual eauction Module 16

18 Tick the boxes to select contacts Click here to export selected contacts 3.4 BID LIST In this chapter we will go through the Bid list section. In this Quick Start guide only the basic details are mentioned. For more details, please see chapter 8.5. To create your product or service lines, you firstly name the line, choose a bid format by stating which unit you want the participants to bid for and state the quantity. Here you name the product line Click here to create additional lines Click here to copy/paste from Excel You can also choose to type in your Current price, Target/Reserve price and a possible Start price. The starting price is the maximum price the suppliers can enter, and may reflect the market prices, your current price, previous obtained quotations or be taken from a possible cost-benefit analysis. Please note: the current price and the target price you have entered can only be seen by you and possible spectators and stakeholders you have invited. The system will then calculate your savings in User Manual eauction Module 17

19 relation to these prices, based on the best bid, when you extract the results to Excel, see more in chapter You can also attach a file to the product line e.g. specifications or a picture of the product, by clicking the button. Please note: areas marked with * must be completed and areas marked with are only visible to you and possible stakeholders and spectators, not to the suppliers. You can add as many lines as you wish. If you have your product lines in an Excel spread sheet, it is possible to upload the product lines from this, see more in chapter You now have an auction with draft status, which you will always be able to go back to and edit, copy or possibly delete completely. If you log out, you are able to find the draft again on your Events dashboard if you choose to show Draft. Otherwise, you can now proceed to activate the auction by clicking the Invite button. You can at any time go back and check the various sections by clicking the various tabs to make sure that you are satisfied with all sections, before you activate the auction. 3.5 SUBMIT INVITATIONS You must now verify that you wish to activate the auction. The initiation results in invitations automatically being sent by to the suppliers, stakeholders and spectators you have chosen to participate. The invitation will contain a link, which the participants click to enter the auction. You have three options for your choice of invitation text: Invitation options You may choose the standard text by letting the option Default event text be marked. You may choose to edit parts of the standard text in the text boxes. The parts that you cannot edit, contains the individual supplier s unique link to the auction and start and end time of the auction. If you User Manual eauction Module 18

20 wish to save your edited text version, you can do that by clicking the option Save the mail as a new template and thereafter state the name of your new mail template. You may also choose to use a previously saved mail template by clicking the option Use a saved template and chose the template, you wish to use. When you have made your choice, you click Send invitations. When you click this button, the auction initiates, and your auction will appear as being Active. 3.6 AUCTION IN PROGRESS When the bidding period has started, a time ticker at the top of the screen counting down to the end of the bidding period will be presented. During the auction the page is updated automatically so you will be presented with the real-time results. If needed, then you can at any time update the page manually as normally via the update button in the browser menu or by using the function key number 5 (F5) on your keyboard. As the bids come in, the list of participants will change accordingly so that the lowest bid is ranked on top of the bid list (see example below). Instant update of savings when new bids are submitted Lowest bid ranked on top Click to view graph of bid development and savings Customize totals User Manual eauction Module 19

21 Please note: Bids submitted within the last 2 minutes will extend the auction with the amount of minutes, you have predetermined in the specifications. This will prevent supplier speculation about bidding in the last few seconds and thereby getting the order, since there will not be enough time for the other suppliers to react to the bid in question. You can add additional participants, whereas you cannot remove already invited participants. Instead, it is possible to block a participant so that he cannot participate. At any point you have the option to either Stop event or Cancel event. For more information about your options during an auction see chapter 11. During the whole period you can follow the status of your participants in the Participants section via the following symbols: Icons for activated blindfolding Here you can follow the status of the participants A black question mark indicates that you have not yet send an invitation to the participant in question. A green question mark indicates that you have invited the participant in question, but this person have not yet activated the link in the invitation , and therefore have not yet had a look at the auction. A green + indicates that the participant in question has activated the link in the invitation and has been into the auction. A indicates that the participant in question is currently online in the auction. When the bidding period expires (with or without extension of time) the status of the auction will change to Settled. You can then continue to close the auction. 3.7 CLOSING THE AUCTION To close your auction, click the Close event button at the bottom of the screen. You have three options for closing the auction: User Manual eauction Module 20

22 Close. If you want to select a winner based on the auction, you select Close. Transfer. If you wish to continue negotiations and run a second round, you can transfer the auction into a new auction. Preliminary Notification. If you wish to evaluate further on the results, but still want to give some kind of notification/confirmation to the suppliers, you can choose to send the suppliers a Preliminary Notification. Since you have not yet chosen a winner, the auction will still be active and you have the opportunity later on to choose a winner. In this Quick Start example, we will only mention the first option, Close, in details, where the other options are explained in chapter 9.5. Firstly, state which supplier you want for each of the product lines, or select No supplier if you are not satisfied with the prices submitted. You have three options when you close the auction Click here if you do NOT want to send an automated answer to the supplier If a supplier is chosen he will receive an automatic informing him that he has been chosen as a supplier, with a request for a confirmation of the order in agreement with the specifications provided. The remaining suppliers will receive a friendly rejection and a thank you for their participation. If all of the bids are rejected, naturally all the suppliers will receive a rejection. If you instead prefer to let the suppliers know the result in a different way other than via the system, you can choose to close the event without sending notifications from the system and do so manually from your inbox. If you have marked the box in front of the individual participant(s) that or those supplier(s) will NOT receive an automatic , so it is important that you yourself inform them of the auction result. Click to choose supplier or no supplier per line When you have marked your choice, click on the button Save & Submit, and the chosen suppliers will automatically receive either an acceptance or a rejection or no depending on which of the above choices you have made. User Manual eauction Module 21

23 After having closed the auction it will no longer be found under active auctions, but will appear under settled auctions. Now you have completed your first auction and hopefully gained the expected results. 4 EVENT DASHBOARD When logging in to the Scanmarket system you will be presented to your Dashboard. The Dashboard is divided into four tabs: Events, Contracts, Projects and Suppliers (this can vary depending on the modules included in your license). To view all your existing eauction events, click the Events tab. If the erfx module is included in your subscription, RFx events will also appear on Events. 4.1 GENERAL OVERVIEW Event statistics will be displayed at the top of your dashboard, where graphical charts will illustrate number of events per user and department/company as well as the total savings in relation to current price for your company or department. The charts will always display the current search result, meaning that they will update instantly as soon as a new search is performed. The events displayed on your dashboard search will contain the following information: Headline, event type, total cost value for the event, savings in relation to current price (if entered), event status, start and end date. User Manual eauction Module 22

24 Total number of events and savings in current search Different search options within the dashboard Reset current search Information about events and sorting options There are several search and sorting options on the Event Dashboard and these as well as other functionalities will be described below. 4.2 SEARCH AND SORTING OPTIONS The overall search and filter options will allow you to search by Event type, Event status and Event usage in all existing events. If you only subscribe to the eauction module Auctions will always be selected per default as Event type and you will not be able to remove the tick in this box. If you subscribe to both modules you can select whether you want to search in RFx, Auctions or both. Event status: Here you can search for events according to status - Draft, Active, Active Settled, Settled, Archived, Template and Cancelled. Event usage: Here you can select if events with the status Live or Test should appear in the search result. To search in your events, tick off the relevant boxes for example Auctions, Active, Active Settled and Live and the dashboard will update instantly according to the selected search criteria. The different search options allow you to customize your view of the Event Dashboard and specify which events should appear in the current search result. For example if you want a quick overview of your User Manual eauction Module 23

25 active events that are currently in progress or if you are looking for a specific event that has been Settled or Archived. The quick search box can be used to search by keywords in headline, Event manager, department, event type and status. As soon as you start typing the system will start searching. Select Quick Search settings Search in Headline: If you are searching for a specific event and you know the headline, you can enter the complete name of the event or part of the name. For example: Enter the keyword green apples. The search result will list all events containing EITHER the word green OR apples. If you search for green apples the system will list all events containing the EXACT phrase Green apples in the headline. There is also an option to make a combined search: green apples red grapes here the system will search for EITHER green apples OR red grapes and list all events containing one of these two options in the headline. The same search technique can also be applied when using the other keyword search options. Furthermore you can sort your events on the dashboard according to headline, start date, end date, status, event type and event manager. Select one of the options and click the small arrow next to the box to view the events in descending or ascending order. When clicking on Headline, Event manager, Event type or Status, the listed events will be sorted in alphabetical order. When clicking Start or End date the events will be listed in chronological order. Select Quick Search settings Please note: at least one event type, event status and event usage must be selected in order for the system to complete a valid search result. User Manual eauction Module 24

26 4.3 ADVANCED SEARCH OPTIONS In Advanced search options you can search by Event Manager, End date, Participant details, Projects and Categories. These options can be used to search for specific projects or categories that have been auctioned earlier on or you can search for suppliers that have been invited to previous events. You can search not only in your own events but also in events created by other users, if your user rights enable. To search in Advanced options click the + sign next to Advanced search options to expand the menu. Enter date, keyword(s) or select an event manager and click the button Search. Your current search result will be now be updated according to the entered search criteria. Click here to expand calendar and search within a specified time period Search by keywords and event manager Search by Event manager: Here you have an option to search for events created by other users (if this is allowed according to your profile setup). When you tick off the box next to one or several other event managers, the search result will also contain the events from these Event managers, which you are then able to view for inspiration or you can copy their event and in this way reuse their work and edit in it, see chapter on how to copy events. Search by end date: Here you can search for events that have been settled within a specified time frame. Click on the calendar icon next to each search field to select a date. You can reset the entered dates and use other search options simply by clicking Reset search. Search by Participant details: If you are looking for a specific participant you have the option to search by keywords in contact profiles. You can enter the complete name of the participant or part of the name. For example: Enter the keywords John and Doe. The search result will list all events with a participant named EITHER John OR Doe or both. If you search for John Doe the system will list events including participants with the complete name John Doe. There is also an option to make a combined search: John Doe Jane doe here the system will search for EITHER John Doe OR Jane Doe and list all events having one of these two participants. User Manual eauction Module 25

27 Click here to reset your search Furthermore you can search for events assigned to specific projects by choosing a project from the drop down menu or within specific categories, by choosing a product category from the list. 4.4 OTHER EVENT DASHBOARD FUNCTIONALITIES When leaving the Event Dashboard or logging out, the system will remember the current search result and the Event Dashboard will appear in the exact same state when returning to the Dashboard or logging back in to the system. This allows you to customize your view of the Event Dashboard and for example be presented to an overview of all active auctions when logging in. On the Event Dashboard you will find the menu item Actions which includes different functionalities for the Event Dashboard: Options on the event dashboard Report: This option will allow you to generate reports across events. This means that Excel reports can be extracted from several events at a time, simply by selecting the events directly on the Event Dashboard and clicking Report. Before extracting the report you can tailor the search criteria on the event dashboard and in Advanced search options and define which events the report should include for example events within a specified time frame, all events with the status Active Settled or events from particular Event managers. User Manual eauction Module 26

28 When you click Report, the generation of the report will start, and you will be notified by , once the report is ready. The includes a direct link to a page, from where you can download the report. You can also access the Reporting page via the Menu in the upper right corner on your dashboard. In the report you will find two tabs. The first tab Overview is a summary all will list the total savings per event. The second tab Details is a more detailed report where all information and bids submitted in your event are registered. You will find information about: Start and End of event, Event manager, Type of event and number of sections and questions used in the questionnaire etc. All bids will be listed as well and if any of the events contain several product lines/lots, each product line/lot will be listed in the report and you will be able to see savings per line/lot. Alongside all bids from suppliers a column will point out what the best bids are and who you selected as winning supplier of the event. If you have entered Current price, Target/Reserve price and Start price, your savings from these will be calculated according to the User Manual eauction Module 27

29 best bid. 1 st, 2 nd and 3 rd Quartiles will be calculated according to the quotations that you have received to give you an indication of each supplier s performance against the other suppliers. The Reference no. on the Specifications tab will also be included which will allow you to e.g. insert the product category or a contract number. The report will give you a complete overview of your events and will allow you to compare statistics such as savings and supplier participation. The same type of report can be extracted for particular event managers and will give you a good overview of how the system is used; what kind of auction template types are employed by the different users? How large is the supplier participation? What are the achieved results in the conducted events? How often is the platform used? Etc. (you will find an explanation of the different data columns in the event report in appendix 16.2). Please note: messaging will not be included when extracting reports across events. If you wish to extract the Messaging history from a particular event please see chapter 14.4 on Event report Excel. Supplier Activity report: This report will provide a complete overview across multiple events to see how active your suppliers are, which events they participated in etc. Select the companies/departments to be included in the report as well as the events, and choose the option Supplier activity report. The report is generated in the same way as the overall Event dashboard report, and is sent to you by and can be found on the reporting page. Archive: With this option you can archive several events at a time. Select the events to be archived directly from the event list, and then click Archive. Delete: With this option you can delete several events directly from the Event Dashboard at a time. Select the events that you want to delete by ticking off the box on the left hand side of the event headline, then click Delete. Mark as test: With this option you can mark several events as test events by a single click. Select the events that you want to mark as test, and then click Mark as test. User Manual eauction Module 28

30 Both delete and test will allow you to structure your Event Dashboard and quickly clean up and remove old events from the list. Assign to project: with this option you can create projects and assign one or several events to a particular project. Select the events that should be assigned to a project by ticking off the boxes on the left hand side of the event headline, then click Assign to project. Here a project name should be entered If no projects have been created yet, please enter a project name and click the button add. The project will be listed in the box below and you will need to select the project before events can be assigned to this project. Once projects have been created and events have been assigned to particular projects, the different projects will be listed in the box and you can select any of them when assigning events to a project. To remove events from a project, select the events via the tick boxes you will now have an option to remove the events from projects as well. Projects are shared within departments. This means that users in the same department can share projects and assign events to projects created by other users. You will be able to view projects created by other users and assign events to these and other users will be able to do it the other way around. You will also have the option to assign events from other Event managers to projects created by you or other users (it is however required that you have the user right to view other peoples events).. The advantage by creating projects is that you can structure your events and categorise them. For example if you need to purchase IT consumables for your organisation. You might have conducted 4 different RFx events on the following products: Laptops, monitors, mouse and mouse pads. If different buyers have conducted the events it is possible to create a project called IT Equipment and assign all events run by the different event managers to this one project. Another example would be a yearly User Manual eauction Module 29

31 contract for ingredients for food production. If the contract is negotiated once a year a project can be created and the yearly negotiations/rfq s for 2009, 2010 and 2011 can be assigned to this project. Please note: to be able to view and create projects the functionality Manage event list projects is required. If you do not have this functionality, please contact the Super User in your department or your Scanmarket Account Manager 5 SUPPLIERS An important cornerstone of the Scanmarket eauction Module is the Contact Archive. In here you can save the details of all the contacts and companies, you wish to invite to participate in your events. 5.1 CONTACT ARCHIVE At the top of the main screen you will find Suppliers. Find Contact Archive under Suppliers When opening the Contact archive a list of companies and contacts created within your company/department will be shown per default. Here you will find individual contacts as well as contacts from other users in your company, if you have the required user right to see other peoples contacts. Please note that only your company s Contact archive is accessible for you and other users in your company, and not for any other companies using the esourcing platform. This means that you decide which contacts should be accessible for you and other users in your company. The Contact archive is structured in Internal company users and Suppliers & external system users. In internal company users you will find all users in your company that have an account for the Scanmarket platform. Every time a new user account is created on the platform, a corresponding contact is created in the Contact archive under Internal company users. This contact is linked to the user profile, which means User Manual eauction Module 30

32 that the details of this contact will automatically be updated, if any changes are made to the user profile for example when changing the address or adding a phone number. In Suppliers & external company users you will find your remaining contacts, such as suppliers, stakeholders and spectators that have been manually created as contacts in the Contact archive. Click here to open search options Click here to switch between internal and external users Click company or contact name to view details Click on a company to have the company details shown. There are two tabs on the Company profile: Profile and Dashboard. Under Company profile you can see the contact details etc. from the company and under Dashboard you have a list of events that the company was invited to as well as a list of contracts created for this company (if available in your subscription). In events you can search for specific events via keyword search in headline or by End date, Event type, Event status and usage. Events can also be opened directly from the Dashboard. Company details User Manual eauction Module 31

33 Dashboard with events and contracts linked to this company The same options are available for the contact profile and here you can also view a list of other contacts within the same company. Company details Click here to view other contacts within the same company Contact details CREATE COMPANIES AND CONTACTS To create a company, click Create company. Enter company name and select country, then click Create. The new company is now created and you can edit all details and add various information for example Notes (will be visible to the contacts in this company) or Internal notes (will not be visible to the contacts). You can also create departments and contacts within this company. User Manual eauction Module 32

34 Click here to create a company Click here to view contracts that company was invited to Click here to create a department To create a contact, click Create contact. This will lead you to a form, where the following information is required: Name, address, country and language. Once this information has been entered click Create to save the entered information and create the contact. User Manual eauction Module 33

35 Enter contact details and create contact The newly created contact will appear directly on your screen and you have multiple options such as editing details, deleting the contact or creating new departments/contacts within the same company. The contact will automatically get the status Supplier - if you wish to apply a different status i.e. Stakeholder or Spectator this can be changed by clicking the pencil icon on the contact to edit the information. The contact can also be assigned to one or more contact categories, contact groups and/or specific product categories. We recommend that you register a direct phone number so the person can easily be contacted when participating in events. Select participant status for the contact here Contacts can be assigned to one or more contact groups and/or product categories User Manual eauction Module 34

36 Please note that choice of country is related to the time zone for the contact in question. This means that the end time of the event will be calculated according to time zone settings. If a country with several time zones is chosen, e.g. the USA or Russia, the same time zone as for the company will automatically be applied to the new contact. Here it is important to check, whether the contact is located in a different time zone than the company and hence change it. The available languages are limited to the chosen languages of your license. The text box Customer Reference is not visible to the contact and can be used to state the contact s customer- or supplier reference number from your company s CRM management system or similar. The text box Internal notes can be used freely to add notes and comments and will not be visible for the contact. All information entered in the text box Notes is on the other hand visible to your contact. There is no limit to the amount of companies and/or contacts that can be created! CREATE DEPARTMENTS You have the option to create departments within the companies in your Contact archive. To create one or more departments within a specific company, click on the name of the specific company to have the profile shown. Just below the details of the company you will find the option Create department. Click Create department to create a new department. This will lead you to a form, where you can state name and country for the department you wish to create. When you have stated the relevant information, you click the button Create, and the department is now created with the stated information. The details concerning the department in question will appear directly on your screen. Here you have multiple choices such as editing details, to delete the department and create a new contact within the newly created department. You can enter Notes that will be visible to the contacts in the department and Internal notes that are not visible to the contacts. Enter department details here Click here to create department User Manual eauction Module 35

37 The newly created department will be listed above the company name in question in your list of Companies. Contacts created in this department will appear below EDIT COMPANIES, DEPARTMENTS AND CONTACTS If you wish to edit an already existing company, department or contact, click on the name to open the profile. Click the pencil icon on the Company details/contacts line to edit the entered information. Use the button Delete button under the Actions menu if you wish to delete a company or a department. To delete a contact, click on the garbage can icon on the specific contacts profile. Please note: If you delete a contact attached to an existing event, the contact will no longer be able to access this event or any other events it has been invited to. Therefore, it is recommended not to delete a contact, if this contact is connected to an active event MOVE CONTACTS It is possible to move contacts in between companies and departments. Select the contacts you wish to move and click Move contacts under the Actions tab. A new window will appear where the companies and departments in your Contact archive are listed. Click the radio button next to a company/department name to select the company/department where your contact(s) should be moved to. You can move one or more contacts at a time. User Manual eauction Module 36

38 Click the tick box next to company/contact name to select one or more contacts Click Move contacts to move the selected contact(s) to a different company/ department Select the company/department that the contact should be moved to and click Move contacts User Manual eauction Module 37

39 5.1.5 CREATE AND EDIT CONTACT GROUPS You have the option to add individual contact persons into one or more contact groups and hereby avoid having to select each contact individually every time you wish to invite to an event. By organising your contacts in groups for example as per product category, line of business, countries etc. you can simply select the group you want to invite to an event and all contacts belonging to this group will be added to your event. Under Advanced Search options you will find the option Contact groups. Click Choose to view a list of your own contact groups as well as the ones created by other users in your company. If no contact groups have been created the box will be empty. Select the groups via the tick boxes to have companies/contacts from specific contact groups shown in your search. Click here to view and search in contact groups User Manual eauction Module 38

40 To create a new group, select the companies/contacts that you wish to include in this group and click Add to contact groups under the Actions tab on the Overview tab. A new window will open and you can type in a name and create the group. It is possible to rename and delete groups by clicking the corresponding icons listed next to contact groups. Please note: only Super users can create, edit and manage contact groups while other users have the option to assign contacts to one or more contact categories created by the Super user in their own company/department. There is no limit as to how many contact groups you can create, how many contacts that can belong to one group or how many groups the individual contact can belong to ADD CONTACTS TO PRODUCT CATEGORIES You have the option to add one or multiple contact persons into one or more product categories and hereby avoid having to select each contact individually every time you wish to invite to an event. Select the contacts you want to add and choose Add to product categories below the Actions tab. The window with product categories will now open, and you can choose one or more, then click Add. By organizing your contacts per product category you can simply select the product category you want to invite to an event and all contacts belonging to this group will be added to your event. User Manual eauction Module 39

41 Click here to add selected contacts to product categories ADVANCED SEARCH OPTIONS Under Advanced Search options, you will find more filter options: Product categories, Contact groups, Internal department, Company and contact profile as well as Registration questionnaire if the appropriate module is a part of your license. Product categories, Contact groups and Internal department When clicking Choose below one of these three filter options, you will be able to select the options that you want to apply as filters on your search for example specific Product categories. Your search will now be automatically updated showing companies/contacts based on your selection. User Manual eauction Module 40

42 Different filter options Company and contact profile Below this option, you can type in specific keywords and search in all fields in the Company and contact profile. You can also search within a specified date frame if you are searching for suppliers, who updated their information within this period. Type in keywords for your search User Manual eauction Module 41

43 5.1.8 EXPORT CONTACTS VIA EXCEL It is possible to export your existing contacts to Excel from the Contact archive. The export option works for a specific department, a specific group of contacts or all contacts within a specific company. It is an easy and quick way to get an overview of contact details for a group of suppliers. You simply select the contacts you wish to export and select Contact export under Actions. You will now have the option to decide, if you want to download All contacts in your current search or selected contacts in this search. Click tick boxes to select contacts Click here to export selected contacts User Manual eauction Module 42

44 5.1.9 RE-ORGANISE YOUR CONTACTS IN EXCEL You have the option to re-organise and enrich your contact details for companies and contacts via Excel. You simply export all contacts to an Excel file and re-organise them directly in the file - for example by moving contacts to a different company, editing or adding data to existing contacts or assigning contacts to a new category. This works via a contact ID number which is included in the Excel file ADD PARTICIPANTS TO YOUR EVENT There are two ways adding participants to your events. To add participants that already have been created in your Contact archive, simply select Choose contacts. To create new companies/contacts that should be added to your event, select Contact archive. Contacts can be added individually or in groups. To add an existing contact or contacts from a specific group to an event, you click Choose contacts in the Participants section, and a short cut version of the Contact Archive window will appear. Select the contacts you want to add via the drop down menus or via the tick boxes and click Add to event. The selected contacts will now be added to your event. User Manual eauction Module 43

45 For a more thorough search or to create new contacts to add, you can click Contact archive and select/create the contacts from here. For creating contacts see chapter Select one or more contacts by ticking the boxes on the left hand side of a company or a contact name. The selected contacts will be placed in Your selected contacts and can now be added to the event. Choose company/contacts via the tick boxes or choose categories/groups above To add more contacts from a specific product category click the link Choose to have a list of groups shown. Your search will instantly be updated and the contacts in the selected groups will be shown and can be added to the event. User Manual eauction Module 44

46 Click choose to find contacts in specific product categories or contact groups When tick boxes are selected, contact search is automatically updated You now have a list of the contacts you wish to invite to your auction. Here you can see status and language for each of the contacts. Furthermore, you can choose the language that you want the contacts to see the system in. Subsequently, it is possible in the main window of the auction to change status of the contact as supplier, stakeholder, spectator or spectator Q&A and likewise which language the current auction should use in connection with the individual contact. Please note: if you have chosen more than one language, you will yourself have to translate the text that you insert in Specifications and Bid list. Only the system text and mail templates are shown in the chosen languages. If you do not translate text into these languages, the system will automatically copy the text you write in the primary version (the language that you yourself are set up to), i.e. if you write your text in English in the primary version, all your text written in English will be copied to the other language versions, see chapter for more details. If you regret your choice of contacts, you select the contacts you want to delete and choose Delete under Actions. User Manual eauction Module 45

47 Click here to select a different language Click here to remove a participant Click here to invite a participant as a supplier, stakeholder, spectator or spectator Q&A If you wish to add more contacts to an event after it is activated, this is possible. Find your event via the Dashboard, see chapter In the Participants section you can edit contacts by clicking the button Edit event. You can then add more participants, change their Status and Language, and finish by inviting the newly added participants by clicking the button Invite at the bottom of the screen STATUS OF A PARTICIPANT As mentioned a participant can be a supplier, stakeholder, spectator or spectator Q&A. Suppliers are naturally the participants invited to respond in your auction. Both stakeholders and spectators invited will be able to see all the details regarding the auction that you have typed in (text, current prices etc.), the identities of the participants and the quotations given. They will be granted access with an invitation allowing access to the event in question only. Furthermore, a Spectator Q&A will be able to reply to messages via the messaging tool. Stakeholders although will not only be able to follow the event, but also to e.g. modify the event, send messages to other participants and score supplier responses to the questionnaire. This means that stakeholders can act as your partner in running an auction. A stakeholder can also be invited while the event still is in draft mode, meaning that a stakeholder can help you build up the event or approve the setup before inviting suppliers and spectators. Spectators will have viewing rights only. This means that spectators can see all information from suppliers including e.g. messaging and attached files, but they are not able to e.g. send messages or score responses from suppliers. Please note: it is strongly recommended that the possibility of inviting stakeholders and spectators/spectators Q&A is only used internally in your company. Thus, it is a good way to share internal knowledge regarding the creation of events and information and quotations obtained. User Manual eauction Module 46

48 SEARCH AND FILTERING OPTIONS IN THE CONTACT ARCHIVE Besides creating companies, contacts, groups etc. the Contact archive also offers several search and filtering options. These options can be used to search for specific companies and contacts, contacts allocated to specific product categories, contact groups etc. Besides searching in your own Contact archive you can also search in the overall Contact archive for your company. A quick search option is available where you can type in keywords and search with contact or company name. If you need to filter your search, click the + sign next to Advanced search options to elapse a menu with more options. You can filter your search to include contacts allocated to specific product categories, contact groups or contact categories. You can filter on company departments and you can search with keywords in all fields on the company and contact profiles. Search with free text for company and/or contact name User Manual eauction Module 47

49 Filter your search by selecting specific contact groups Please note: Only the specific contacts that you have made a search for will appear in your search result. Other contacts in the company/department will not be shown! Further options: Count on search result: When you have completed a search, the number of found contacts and companies will be shown. Clear search: This option allows you to reset and delete any keywords entered in the quick search or any filters keywords applied in the Advanced search options. User Manual eauction Module 48

50 DELETE AND RESTORE CONTACTS To delete one or more contacts, select the contacts and choose the option Delete under Actions. Click here to delete the selected contacts If you have deleted a contact or a company by a mistake, you can find it again by selecting the option Show deleted before typing in your search. To restore, select the contact/company via the tick boxes and choose Undelete under Actions. Deleted companies /contacts are indicated with a red X Select company /contacts and click Undelete to restore a contact User Manual eauction Module 49

51 5.2 SUPPLIERS & INTERNAL USERS At the top of the main screen you will find Suppliers. Find Overview under Suppliers Click to create a company The first tab Suppliers will be representing a list of all companies and contacts created as suppliers. The second tab Internal users contains a list of companies and contacts created within your company/department. Here you will find individual contacts as well as contacts from other users in your company, if you have the required user right to see other peoples contacts. Please note that only your company s suppliers and internal users are accessible for you and other users in your company, and not for any other companies using the esourcing platform. This means that you decide which contacts should be accessible for you and other users in your company. Every time a new user account is created on the platform, a corresponding contact is created in Internal users. This contact is linked to the user profile, which means that the details of this contact will automatically be updated, if any changes are made to the user profile for example when changing the address or adding a phone number. Click here to open search options User Manual eauction Module 50

52 Tick the box to select the contact group Click on a company to have the company details shown. There are two tabs on the Company profile: Profile and Dashboard. Under Company profile you can see the contact details etc. from the company and under Dashboard you have a list of events that the company was invited to as well as a list of contracts created for this company (if available in your subscription). In events you can search for specific events via keyword search in headline or by End date, Event type, Event status and usage. Events can also be opened directly from the Dashboard. Company details User Manual eauction Module 51

53 Dashboard with events and contracts linked to this company The same options are available for the contact profile and here you can also view a list of other contacts within the same company. Company details Click here to view other contacts within the same company Contact details CREATE COMPANIES AND CONTACTS To create a company, click Create company. Enter company name and select country, then click Create. The new company is now created and you can edit all details and add various information for example Notes (will be visible to the contacts in this company) or Internal notes (will not be visible to the contacts). You can also create departments and contacts within this company. User Manual eauction Module 52

54 Click here to create a company Select Contac import from the Actions menu to import a list of companies from Excel Click here to view contracts that company was invited to Click here to create a department Click here to create a contact Click here to edit company details Click to edit the company details To create a contact, click Create contact. This will lead you to a form, where the following information is required: Name, address, country and language. Once this information has been entered click Create to save the entered information and create the contact. User Manual eauction Module 53

55 Enter contact details and create contact The newly created contact will appear directly on your screen and you have multiple options such as editing details, deleting the contact or creating new departments/contacts within the same company. The contact will automatically get the status Supplier - if you wish to apply a different status i.e. Stakeholder or Spectator this can be changed by clicking the pencil icon on the contact to edit the information. The contact can also be assigned to one or more contact categories, contact groups and/or specific product categories. We recommend that you register a direct phone number so the person can easily be contacted when participating in events. Select participant status for the contact here Contacts can be assigned to one or more contact categories, contact groups and/or product categories User Manual eauction Module 54

56 Please note that choice of country is related to the time zone for the contact in question. This means that the end time of the event will be calculated according to time zone settings. If a country with several time zones is chosen, e.g. the USA or Russia, the same time zone as for the company will automatically be applied to the new contact. Here it is important to check, whether the contact is located in a different time zone than the company and hence change it. The available languages are limited to the chosen languages of your license. The text box Customer Reference is not visible to the contact and can be used to state the contact s customer- or supplier reference number from your company s CRM management system or similar. The text box Internal notes can be used freely to add notes and comments and will not be visible for the contact. All information entered in the text box Notes is on the other hand visible to your contact. There is no limit to the amount of companies and/or contacts that can be created! EDIT COMPANIES, DEPARTMENTS AND CONTACTS If you wish to edit an already existing company, department or contact, click on the name to open the profile. Click the pencil icon on the Company details/contacts line to edit the entered information. Use the Delete button under the Actions menu if you wish to delete a company or a department. To delete a contact, click on the garbage can icon on the specific contacts profile. Please note: If you delete a contact attached to an existing event, the contact will no longer be able to access this event or any other events it has been invited to. Therefore, it is recommended not to delete a contact, if this contact is connected to an active event MOVE CONTACTS It is possible to move contacts in between companies and departments. Select the contacts you wish to move and click Move contacts under the Actions tab. A new window will appear where the companies and departments in your databaseare listed. Click the radio button next to a company/department name to select the company/department where your contact(s) should be moved to. You can move one or more contacts at a time. Click Move contacts to move the selected contact(s) to a different company/ department Click the tick box next to company/contact name to select one or more contacts User Manual eauction Module 55

57 Select the company/department that the contact should be moved to and click Move contacts CREATE AND EDIT CONTACT GROUPS You have the option to add individual contact persons into one or more contact groups and hereby avoid having to select each contact individually every time you wish to invite to an event. By organising your contacts in groups for example as per product category, line of business, countries etc. you can simply select the group you want to invite to an event and all contacts belonging to this group will be added to your event. Under the Actions menu you have the option to add contacts to previously created groups. Select the groups via the tick boxes to have companies/contacts from specific contact groups shown in your search. Click here to add selected contacts to contact groups User Manual eauction Module 56

58 To create a new group, select the companies/contacts that you wish to include in this group and click Add to contact groups under the Actions tab. A new window will open and you can type in a name and create the group. It is possible to rename and delete groups by clicking the corresponding icons listed next to the contact groups. Please note: only Super users can create, edit and manage contact groups while other users have the option to assign contacts to one or more contact groups created by the Super user in their own company/department. There is no limit as to how many contact groups you can create, how many contacts that can belong to one group or how many groups the individual contact can belong to ADD CONTACTS TO PRODUCT CATEGORIES You have the option to add one or multiple contact persons into one or more product categories and hereby avoid having to select each contact individually every time you wish to invite to an event. Select the contacts you want to add and choose Add to product categories below the Actions tab. The window with product categories will now open, and you can choose one or more, then click Add. By organizing your contacts per product category you can simply select the product category you want to invite to an event and all contacts belonging to this group will be added to your event. User Manual eauction Module 57

59 Click here to add selected contacts to product categories IMPORT AND EXPORT CONTACTS VIA EXCEL It is possible to export your existing contacts to Excel, as well as import new contacts from Excel into the Overview. The export option works for a specific department, a specific group of contacts or all contacts within a specific company. It is an easy and quick way to get an overview of contact details for a group of suppliers. You simply select the contacts you wish to export and select Contact export under Actions. You will now have the option to decide, if you want to download All contacts in your current search or selected contacts in this search. Click tick boxes to select contacts Click here to import new contacts Click here to export selected contacts User Manual eauction Module 58

60 The import option allows you to speed up the process of entering new contacts. To be able to import contacts you need to use the Scanmarket Contact Template file. Start out by clicking Contact import and a new window will open from where you can download the Scanmarket Contact Template. Please make sure to save the file on your computer before you start entering any contact details. Click here to download template Click here to import template with new contacts Choose this option to upload contacts into existing contact group Company name, contact name and address is mandatory information. If no country and language is selected for the contact, the default country and language on your user profile will automatically be applied to the contact. If no participant status is selected, the contact will be created as a supplier. When uploading a file in to the system, you are able to specify if the contacts should be added to an existing group, a new group or to no group at all. The system will validate the data for each contact. It will e.g. check that the address is in correct format and that the contact does not already exist. If contacts are not uploaded, you will be asked to review these contacts in an Excel file and try to upload again. This file holds information on why a contact could not be uploaded. User Manual eauction Module 59

61 Please note: you are able to upload maximum contacts at a time RE-ORGANISE YOUR CONTACTS IN EXCEL You have the option to re-organise and enrich your contact details for companies and contacts via Excel. You simply export all contacts to an Excel file and re-organise them directly in the file - for example by moving contacts to a different company, editing or adding data to existing contacts or assigning contacts to a new category. This works via a contact ID number which is included in the Excel file ADD PARTICIPANTS TO YOUR EVENT There are two ways adding participants to your events. To add participants that already have been created in your supply base, simply select Choose contacts. To create new companies/contacts that should be added to your event, select Overview. Contacts can be added individually or in groups. To add an existing contact or contacts from a specific group or category to an event, you click Choose contacts in the Participants section, and a short cut version of the Overview window will appear. Select the contacts you want to add via the drop down menus or via the tick boxes and click Add to event. The selected contacts will now be added to your event. For a more thorough search or to create new contacts to add, you can click Overview and select/create the contacts from here. For creating contacts see chapter Select one or more contacts by ticking the boxes on the left hand side of a company or a contact name. The selected contacts can now be added to the event. User Manual eauction Module 60

62 Click to add the selecetd contacts to the event Select the contacts you would like to add to the event You now have a list of the contacts you wish to invite to your RFx. Here you can see status and language for each of the contacts. Furthermore, you can choose the language that you want the contacts to see the system in. Subsequently, it is possible in the main window of the RFx to change status of the contact as a supplier, stakeholder, spectator or spectator Q&A and likewise which language the current RFx should use in connection with the individual contact. Please note: if you have chosen more than one language, you will yourself have to translate the text that you insert in Specifications and Bid list. Only the system text and mail templates are shown in the chosen languages. If you do not translate text into these languages, the system will automatically copy the text you write in the primary version (the language that you yourself are set up to), i.e. if you write your text in English in the primary version, all your text written in English will be copied to the other language versions, see chapter for more details. If you regret your choice of contacts, you select the contacts you want to delete and choose Delete under Actions. Click here to select a different language Click here to remove a participant Click here to invite a participant as a supplier, stakeholder, spectator or spectator Q&A User Manual eauction Module 61

63 If you wish to add more contacts to an event after it is activated, this is possible. Find your event via the Dashboard, see chapter In the Participants section you can edit contacts by clicking the button Edit event. You can then add more participants, change their Status and Language, and finish by inviting the newly added participants by clicking the button Invite at the bottom of the screen STATUS OF A PARTICIPANT As mentioned a participant can be a supplier, stakeholder, spectator or spectator Q&A. Suppliers are naturally the participants invited to respond to your RFx. Both stakeholders and spectators invited will be able to see all the details regarding the RFx that you have typed in (text, current prices etc.), the identities of the participants, the information they provide and the quotations given. They will be granted access with an invitation allowing access to the event in question only. Furthermore, a Spectator Q&A will be able to reply to messages via the messaging tool. Stakeholders although will not only be able to follow the event, but also to e.g. modify the event, send messages to other participants and score supplier responses to the questionnaire. This means that stakeholders can act as your partner in running an RFx. A stakeholder can also be invited while the event still is in draft mode, meaning that a stakeholder can help you build up the event or approve the setup before inviting suppliers and spectators. Spectators will have viewing rights only. This means that spectators can see all information from suppliers including e.g. messaging and attached files, but they are not able to e.g. send messages or score responses from suppliers. Please note: it is strongly recommended that the possibility of inviting stakeholders and spectators/spectators Q&A is only used internally in your company. Thus, it is a good way to share internal knowledge regarding the creation of events and information and quotations obtained SEARCH AND FILTERING OPTIONS IN THE OVERVIEW Besides creating companies, contacts, groups etc. you also have some search and filtering options. These options can be used to search for specific companies and contactsa quick search option is available where you can type in keywords and search with contact or company name. If you need to filter your search based on the Contact group, click the Advanced search to elapse a menu with the various options. User Manual eauction Module 62

64 Type to search for a speficic company or contact Click on the Advanced Search to elaps the menu with the Contact groups Please note: Only the specific contacts that you have made a search for will appear in your search result. Other contacts in the company/department will not be shown! Further options: Count on search result: When you have completed a search, the number of found contacts and will be shown DELETE AND RESTORE CONTACTS To delete one or more contacts, select the contacts and choose the option Delete under Actions. Click here to delete the selected contacts User Manual eauction Module 63

65 If you have deleted a contact or a company by a mistake, you can find it again by selecting the option Show deleted under Settings from the Actions menu before typing in your search. Click here to drag and drop the fields marked with red Tick the box to show the deleted contacts To restore, select the contact/company via the tick boxes and choose Undelete under Actions. Select company /contacts and click Undelete to restore a contact Deleted companies /contacts are indicated with an X User Manual eauction Module 64

66 6 DOCUMENT MANAGEMENT In Document Management you have the option to attach files as documentation and specification for your events. You open Document Management in the menu at the upper right corner of the dashboard. Practically, it works in the following way: you save a copy of the relevant file in Document Management on the Internet server and attach it to your event. In this way it is possible for the participant(s) or other users to see the attached file, no matter where they are located. Click here to open Document Management All users are able to upload, view and delete their own files. Administrators can define if users should also have access to view and delete files uploaded by other users in the company. If you would like to have this option, please contact your Administrator to have the corresponding user rights enabled. 6.1 LIST OF FILES IN DOCUMENT MANAGEMENT When Document Management opens, it will show you the files that at the present moment are in the library and it will also state how much vacant capacity is left at your disposal. The files are sorted under three tabs: My files, Company files and Supplier files. Different search options are available under each tab and files can be sorted via the headlines. You can see how many events a file has been attached to and display a list of these events. Furthermore you can open the event in question directly from Document management. If you are a Super user you will have the option to save a file as a standard document (this is described further in chapter 6.7). User Manual eauction Module 65

67 6.2 SPACE LIMITATION Document Management has limited space. The exact amount of megabytes your company has at its disposal depends on your company s licence. If you need to upload a file that takes up more space than your remaining capacity, you need to either remove other files from the library, or you need to acquire more space at Scanmarket A/S, which can be done through your company s Super user. It is also possible for the suppliers in an event to attach files. Please note that these files take up space in Document Management as well. 6.3 UPLOAD FILES TO DOCUMENT MANAGEMENT If you wish to add a new file, open Document Management. Here you use the Browse button and a Window dialogue box will open. By using the dialogue box you can select the file(s), you wish to save in the library, and click on Open. The selected file(s) will be uploaded directly to Document Management and will be listed under the tab My files. Uploading larger or several files can take some time, depending on file size as well as the speed of your internet connection. Click here to browse You can upload several files to Document Management in one go, simply by selecting all files for upload when browsing and attaching files from your PC. User Manual eauction Module 66

68 To upload several files in one go select all files to be uploaded and click open. 6.4 MY FILES In My files all files uploaded by you will be listed. Following file information about uploaded files is displayed: File name, Size, Events and Upload date. You can search by file name and select one or more files to delete. - To open a file click the file name - To view a list of the events that a file has been attached to, click on the number in the column Events. This option will also display further file details - To delete one or more files, select the files via the tick boxes and click Delete - When opening Document Management from an event, the tick boxes are used to select files and attach them to the event (this is described further in chapter 6.8) - If you are browsing for files on your computer, the files will be uploaded to Document Management and attached to your event the very moment you select them User Manual eauction Module 67

69 6.5 COMPANY FILES In Company files all files uploaded by users in the company will be listed. Following file information about uploaded files is displayed: File name, Size, Owner, Department, Events and Upload date. You can search by File name, File owner or Department. If you have the appropriate user rights you can also select and delete one or more files. User Manual eauction Module 68

70 6.6 SUPPLIER FILES In Supplier files all files uploaded by suppliers will be listed. Following file information about uploaded files is displayed: File name, Size, Supplier, Event, Information and Upload. In the column Information it will be indicated if the file is an Excel response file and to which section the file was attached (Specifications, Questionnaire or Bid list). These file types cannot be deleted from Document management. You can search by File name, Supplier or Event. 6.7 DEFINE FILE AS A STANDARD DOCUMENT Super users have the option to define one or more files as a Standard document. The file will then automatically become attached to every event that the company creates in the chosen languages. To define a file as a standard document, click the number in the column Events next to the specific file and choose Yes in the box next to Standard document. Then choose the languages in which the file should be attached to as a standard document and click Save. User Manual eauction Module 69

71 6.8 ATTACHMENT TO AN AUCTION It is possible for you to attach files to an auction. You can attach files in Specifications, Questionnaire (to sections and questions) and in the Bid list (to lots and lines). To attach files, you click the Attach icon in the section you which to upload files into. This will open Document Management. If the relevant file is already saved in the library, you will find the file in the list, and if not you have to save it in the library. You can then save and attach the file in one step. You can follow the same procedure as in chapter 6.3. If the file is already in the library, you can select the wanted file via the tick boxes and they will be attached to the event instantly. You will now be able to see your attached file at the top of the window. It is possible to add as many files as necessary. However, the individual file cannot be larger than 200MB. You can upload several files to the event in one go, simply by selecting all files for upload when browsing and attaching files from your PC. You are also able to remove a file from the auction again. If you want to remove a file from the Specification tab, you can click the Delete icon next to the file name. If you want to remove a file from either the Questionnaire or Bid list tab, you can click the Attach icon, and then click the button Remove next to the file you no longer want to be attached to the auction. User Manual eauction Module 70

72 6.9 DELETE FILES FROM DOCUMENT MANAGEMENT If you wish to delete a file from Document Management, you select the tick boxes next to the file(s) that should be deleted and click the button Delete, situated below the list of files. If one or more of the files chosen to be deleted are attached to one or more events, you will be notified and will be asked to confirm that you want to delete the files. The files will then be deleted from Document Management and from any events where they are attached DOWNLOAD FILES FROM DOCUMENT MANAGEMENT AND EVENTS If you wish to download files from Document Management, you select the tick boxes next to the file(s) that should be downloaded and click the button Download situated below the list of files (please see above figure). If more than one file is selected, the files will be downloaded into a zip file. This will save you a lot of time when downloading multiple files and give you an opportunity to clean up your Document Management fast and effectively. You can also download files from specific events by downloading them via the Specifications tab this will allow you to download multiple files per event or per supplier as well as files attached by the Event manager. User Manual eauction Module 71

73 Click here to download event manager files Click here to download supplier files To download all supplier files in one go, click the link All supplier files. To download files from a specific supplier, click the link Company name/supplier name. Document management will now open, only displaying the tab with the Supplier files attached to this event. If you wish to download all files attached by the Event manager, click the link All files and a zip file will be generated directly on your screen. Before opening the files, save the zip file on your computer and unpack the file. User Manual eauction Module 72

74 7 MAIL TEMPLATES In Mail templates you have the option to create, modify or view a personal list of your mail template texts. These mail templates are to be used instead of the Default event text otherwise used for invitation of participants as well as for acceptance and rejection s. You open Mail templates in the menu at the top of the screen under Menu. Chose language and type of template to be viewed, modified or created Click here to create a new template In Mail templates you can view one of your templates by choosing the language of the templates as well as the type of mail template. You have 4 options regarding the type of template: Supplier invitation, stakeholder invitation, spectator invitation and Supplier accept/reject. For each type of mail template you can set up different templates for any of your RFx and auction events, should you have access to both Scanmarket modules. Please note: mail templates are personal, meaning that your colleagues do not have access to your mail templates. User Manual eauction Module 73

75 7.1 CREATE MAIL TEMPLATE To create a new mail template choose the language you want to create the template for as well as the type of template you would like. Then give the template an appropriate name and click OK. Text between the boxes cannot be modified. You can enter your own text in the blank text boxes You are able to enter you own text for the text boxes shown. Between the boxes system generated text will be shown, which cannot be modified as this contains e.g. the link to enter an RFx event and information about the period of participation. To view how your Mail template looks like for an RFx, click Preview for RFx. The system will then insert the appropriate System generated text between the editable text boxes. The Mail template created is automatically stored in the system when you stop entering new text User Manual eauction Module 74

76 8 AUCTION SET UP The crucial point in the Scanmarket auction Module is of course the actual auctions. In the Quick start chapter, the main steps on how to create, run and settle an auction were presented, but a number of functions and details were left out to preserve a general view. In the current chapter all functions and possibilities concerning auction creation will be presented, so that you as a user are aware of all the possibilities the system offers you. Before starting it is recommended to check up on the system requirements so the settings on your computer are compatible with Scanmarket esourcing Services. The requirements are stated in the Appendix: Recommended system requirements. 8.1 GENERAL INFORMATION Before starting on setting up an auction, a few basics will be highlighted WHERE TO FIND YOUR AUCTIONS Once you have created an auction, you will always be able to find it again from your Events Dashboard. As described in Chapter 4, the Event Dashboard will give you an overview of all of your auctions, which you can sort according to Event type, Event status and Event usage. Read more about the different search and sorting options in chapter 4.2. The different Event status Draft, Active, Active Settled, Settled, Archived and Template will be described in chapter Click on the headline of the auction to enter the event. Different search options within the event list Information about event Click the headline to enter the auction User Manual eauction Module 75

77 8.1.2 STATUS OPTIONS FOR AN AUCTION To ensure you always know where to find your auctions in accordance to their status, the content of the different folders will now be described. You can choose the various options by ticking off the box next to each event status in the Filter options. Draft: Here you will find the auctions, which you have not yet invited suppliers or spectators to. You can work on your draft auctions for as long as you wish. Changes you make in a draft will always be saved when clicking on Save for the particular auction. To ensure an auction is set up as you wish, it can often be a good idea to take a copy of the auction in order to run a test where you can invite yourself and colleagues to participate as suppliers. Please note: it is possible to invite stakeholders into a draft auction, see chapter This is a way for you to involve colleagues in setting up the auction or to have colleagues approving your design before inviting suppliers. Active: auctions in this folder are those currently in progress. Active - Settled: in this folder you will find the auctions that are settled, but where you have not yet closed the event, see chapter Settled: Once you click Close event, your auction will move into the Settled folder. If you choose to communicate results of an Active event manually to suppliers e.g. by telephone, you can click Close event within the auction, to move the auction from the Active to the Archived folder, which will make it easier to gain overview of your active auctions. Archived: After 30 days a Settled auction will move into the Archived folder, where it will stay. This ensures your access to any previous auctions, for either review or reuse in new events. Templates: auctions in this folder are template auctions. Templates can be either personal or shared within your company, see chapter for how to create templates. By a click on a headline of a template, the system will automatically create a new draft auction for you to modify if needed and invite your participants into. To edit and create templates, please see below chapter CREATE AND EDIT A TEMPLATE AUCTION Once any auction has been created it can be saved as a template by users with the appropriate rights. An event is saved as a template by clicking on Save as template for the event in question. Users with the user right to create templates are also allowed to edit templates. This is done by opening the template and clicking the Save button after the changes have been made. User Manual eauction Module 76

78 Click here to open a template When editing a template, it is possible to make the auction template available to the other users in your company. Click here to make the template available to other users Users without the right to create templates are only allowed to make use of the templates made available to them. To open and view a template event, click on the headline of the template. Once you have opened the template, click the button Copy event to create a new draft event from the template. The new draft event can then be modified as required. This means that template events unlike other events will stay unchanged in their separate folder also after being used for new events. Any Participants or Internal notes added to the event template are also transferred, when a user copies a template. This is useful, if you want to ensure that all the right suppliers are invited and if Internal notes contains a default list of tasks or responsibilities COPY AN AUCTION Any auction regardless of status can be copied by clicking the button Copy event when you are into the auction. See chapter on how to enter your auction. User Manual eauction Module 77

79 The different option buttons When you copy an auction, Specifications, Participants and Bid list will be included, however the auction will be named COPY OF followed by the headline of the auction, and it will receive the status Draft on the Event list. Bids from the participants, as well as for example files attached by the participants, are of course not included. When you click Copy event, you are asked to select which auction type you would like your copy to be. Accordingly you will be able to continue working with the new copy as any other draft, see below chapters in setting up and editing an auction. User Manual eauction Module 78

80 8.1.5 DELETE AN AUCTION You are able to delete your auction completely, except when the auction is in progress. To do this you click the button Delete event and you will be asked to verify this. Please note: it is not possible for you to access a deleted auction. Although, should you delete an auction in error, it can be recreated by contacting Scanmarket! 8.2 CREATE AN AUCTION To start setting up your auction, select Create event on the right corner of your Events page. Create event button Here you have a number of predefined auction templates to choose from. The correct choice will of course depend on how and what you wish to buy, and is moreover limited by your user rights and your company s license. Choose the kind of auction you want and click Create Description of event types menu User Manual eauction Module 79

81 An overview and detailed descriptions of the event types The auction types are presented below the drop down menu where you can select your desired auction type. An explanation of each auction type is available in Description of event types menu. By clicking on the menu button, you will be taken to a page providing a decision tree to help you navigate between the event types along with detailed descriptions of the various types. If you think you need an auction type, which is not available to you, you need to contact the person responsible for the composition of your license to Scanmarket eauction Module (or Super User), and therefore handles the contact to Scanmarket A/S. If you are not aware who this person is, you can submit a Quick Call. If the auction type in question is part of your license, the responsible person will be able to give you the rights to use the current type. If the auction type is not part of your license, the responsible person can contact Scanmarket A/S regarding changing your license. User Manual eauction Module 80

82 When you have chosen your desired auction type you will be taken to a window where you can set up your auction. Here you can define and modulate your auction to suit your requirements. Your choice of auction determines the content. When you have selected an auction type three sections will be available: Specifications, Participants and Bid List. These three sections will be described in the following. As a start you will be taken to the Specifications section in the setup window. The other sections are shown as tabs in the top of the setup window, please see below figure. To access a particular section, click the section tab. You can skip between the different sections to add or change details during the setup of your auction. Beside this manual you can find further guidance and information about the setup of the auction by watching one of the tutorials under User manuals & tutorials. Also, the Description of event and the Demonstration video as shown below will give you further information. You also have the option to set up your entire event in Excel. Please see chapter 8.6 if you wish to use this option. User Manual eauction Module 81

83 8.3 SPECIFICATIONS In this section you enter specifications and details about the auction to clarify the purpose of your specific auction e.g. what you are interested to buy, the volumes you are seeking, under what conditions, time frame etc. The four section-tabs Click here to get help for setting up event and view supplier demo Hide name of event type Mark event as live or test All areas marked with * must be completed Here you can attach files In Specifications you will find the following areas; all * areas are mandatory: Type: The chosen auction type will be stated in this area. Status: This area shows the status of your auction. During the creation, the auction has a status as a Draft. When the auction is in progress, it will be Active and when it is settled it will be Active - settled. When you subsequently decide to close the auction, it will become Settled. Live event / Test event: Here you can mark the event as a live or a test event. The suppliers will also see this information on their screen so they instantly know if they are taking part in a test event or a live auction. Furthermore this will allow you to filter the Event list for test events and exclude these from your reporting. This option will also be available under the Specifications tab after the event has been settled User Manual eauction Module 82

84 or archived. This means that you can easily switch between Live and Test event, should you mistakenly have marked a real event as a test event. Event Manager: Here the name of the Event Manager is stated. Headline*: Here you state a short and adequate headline for the auction. This headline will among other things be used as subject and link in the invitation s that are submitted to the participants regarding the auction. The text box has a maximum capacity of 100 characters. Description: Here you can type in a comprehensive and detailed description of the auction. It can be technical specifications or details concerning your specific demands. As an alternative to this area you have the option to attach a describing file possibly combined with pictures or other materials. You can also make a reference to an Internet address, where it is possible to find a more specific description via the area Links. If all information is attached as files and /or can be found through a link etc, you can provide a short description referring to these files / links. The text box has a maximum capacity of 5000 characters. Comments: If you have information, which needs special attention, you can enter this in the Comments field. Text entered here will be highlighted in bold for the participants. The text box has a maximum capacity of 5000 characters. Links: Here you can refer to documents and websites available online. For every link you wish to refer to you need to paste or type in the address, as it is shown in the Internet browser with the exception of As an example, if you wish to refer to Scanmarket s terms and conditions, you need to write in in the text box: Hereafter you click the enlarged + button to add the link to the auction. If you wish to add more links, you can type in another link and click the + button again. Attached files: Here you can attach one or more files from Document Management to the auction. This can be everything from standard trade clauses, product descriptions, and spreadsheets with technical data or pictures to illustrate the item of interest. Please see chapter 6.3 for further details regarding uploading files to Document Management and attaching them to an auction. You can attach as many files as needed to an auction as there is capacity in Document Management. The capacity differs according to your license. Be aware that the maximum size per file is 20 megabytes. Delivery terms*: Here you determine on which terms, you want the delivery to take place. The scrolldown menu contains standard Incoterms You can also choose Free definition, which will open a new text box, where you can state an alternative condition. This text box has a maximum capacity of 350 characters - if you need more space, we recommend that you use the Description or Comments area, and make a reference to this area or attach the terms. Delivery address*: Here you state the address/location, where you want your purchase delivered (cf. the stated terms of delivery). As a starting point your company address will be stated in the text box, but of User Manual eauction Module 83

85 course you have the option to state an alternative place, as well as type in more places of deliveries if needed. Payment terms: Here you choose which terms of payment you wish to use for payment of the delivery. The scroll-down menu contains the most commonly used terms from Cash on delivery to Current month + 60 days. Furthermore, as in Delivery terms you likewise have the option to choose Free definition, which will open a text box, where the alternative terms can be states. This text box has a maximum capacity of 350 characters. Sequential start: This option makes it possible to use sequential line start in Cherry Picking auctions. When enabling this option you can negotiate ONE product line at a time in a Cherry Picking auction with multiple product lines. The lines will open in chronological order starting with line number 1. (This will be further explained in chapter 8.3.5). Start of event *: In this area you state the start date and time for the auction. The area is stated in the format date/month/year, hours/minutes (sequence depending on country). We recommend, that you reserve a margin of at least a couple of days or more in order for the participants to have enough time to receive the invitation, go through the materials, collect the relevant information and prepare to make their bids. Please note: it is not possible to state a time, which lies after expiration of your company license. The Start of event only needs to be defined when conducting auctions and not tenders, since tenders automatically begin as soon as you have submitted the invitation . Notice the marker automatically moves from box to box making it possible to enter the 10 numbers in a row without having to consider moving the marker with the mouse or the tabulator. End of event *: In this area you state the end date and time for the auction. You can choose from 5 minutes after the auction has started and upwards. For auctions a general rule of thumb is a bidding period of minutes depending on number of lines, whether the suppliers are experienced or not, etc. This is to ensure that all suppliers are bidding simultaneously resulting in a better bid dynamic. Experience also shows that under all circumstances, the main bidding activity occurs during the final 12 minutes plus extension time regardless of the length of the bidding period. User Manual eauction Module 84

86 Currency*: Here you choose the currency you wish the participants to bid in. The area will per default be set using the user s national currency, which of course can be changed if required. Categories: Here you can select are category from a predefined list. This will not be visible to suppliers. Reference no: In this area it is possible to state a reference number or a requisition number that the purchase might have been appointed in your company s management control system. Reminders: Here you can set up reminders that should be sent out to participants on the event. This will not be visible to suppliers. Whether you have finished this section or not, you can at any time go to another section and come back later as it suits you. Please note: For Delivery terms, Payment terms and Currency there is a third option named Predefined options. Predefined options give you the possibility to set more than one Delivery term, Payment term and currency. The supplier will then choose these before he starts bidding in the auction. When selecting Predefined options in the drop down menu a link with the text SET will appear on the right hand side of the drop down box. When clicking on the SET link a new window will open with the Predefined options tab selected. These functionalities will be further explained in chapter Using categories and reminders on events will also be explained further in chapter 12 and EVENT SETTINGS The last part in the Specifications tab is the Event settings where you define which information to give the suppliers during the bidding regarding their bid position. You can decide to use the predefined selections that have already been made or you can tailor the event settings to your specific needs. In the following the different Event settings will be described: User Manual eauction Module 85

87 Show bid difference: In the bid list you can define minimum bid decrements per line, i.e. the bid differences. The bid difference can be entered as an amount or a percentage. Here you can decide whether you want the suppliers to see a column stating the bid difference per line. If unmarked, they will not see the specific bid differences. The functionality Bid difference is explained in more details in chapter Auto-suggest bid: This option is pre-selected in all auction template types and will auto-suggest the next possible bid for the supplier to enter. When removing the tick in this box the supplier will not be presented to a next possible bid and manually has to enter a new bid. If you want the suppliers to be more competitive on price and not just accept the auto-suggested bid each time a new bid is submitted, you can remove the tick in this box. Furthermore this is a way for you to document that the supplier by own means has submitted a price on a particular item. Show ranking: When selecting this option the participants will be able to see their ranking in the bid hierarchy, i.e. whether they are number 1,2,3 etc. Show leading/not leading: When selecting this option, the participants will see whether they are leading or not leading with their bid. You can either select to show Red or green lights or Red, yellow and green lights. The leading bid will be marked by flashing green lights and not leading bids will be marked with flashing red lights. If chosen, yellow lights are shown if the entered bid is within a predefined range of the leading bid, a percentage range that you need to define. To also enable the yellow lights can be more motivating for the suppliers, as they will get a better perception of closeness to leading bid. The User Manual eauction Module 86

88 participants are not able to see this percentage they will only see the yellow lights, so if you wish to make this information public, you should inform the participants, either in writing in Description or Comments above, or in the free text field in the Bid list. Show leading bids: Here you can choose to show the leading bid(s) in the auction. You can show up to 9 leading bids. Please be aware that when selecting this option the participants will be able to see the competing prices, according to the number you have defined in the drop down menu Show leading bid(s). Supplier reserve price indicator: When you select this option, the system will actively indicate to the supplier when a given bid has reached the Target price. When a given bid during the auction has reached the indicated target price, the background of the bid will change to a green background. In this way you indicate to the participant, that the target price is reached. If you use this functionality, remember to communicate this clearly and provide information about what happens if the target price is reached / is not reached, for instance that an order will not be issued. Other event settings: In this part of the Specifications tab you have further options. Any selections made here are not visible to the suppliers. The different options are described below: Bid difference settings: Here you can select between From best bid, From own bid or Bi-directional bidding. When selecting the option Best bid a participant s next bid (cf. the predetermined minimum bid difference), has to be smaller than the auctions best bid meaning that you are only interested in bids that are better than the current best bid of the auction. When selecting From own bid, a participant s next bid only has to be the bid difference smaller than his own previous bid. In the last option you make sure that you get the best price each supplier can give, and that there will also be competition regarding e.g. second and third place, in case you wish to diversify your risk, and choose more than one supplier for the given order or product line. Bi-directional bidding: When selecting this option, you will allow the suppliers to submit bids in both directions, both higher and lower bids. Extension unit: If a bid is given within the last 2 minutes of the auction, the auction will be extended with the number of minutes you define here. You can select from 1 to 60 minutes. Per default 2 minutes is chosen. The more complex the auction is, the number of product lines, the more complex calculations etc it can require for the participants to make a bid, the longer extension time is needed for them to be able to react. However, for most auctions an extension unit of 2 minutes should be sufficient. Be aware that an auction can be extended several times. Disable extensions: This option should only be selected, if you do not wish to have the auction extended automatically when bidding occurs within the final 2 minutes. Enable proxy bidding (optional): This option will only be visible if your company s license covers proxy bidding. Selecting this option will allow the suppliers to enter a proxy bid ensuring the system automatically bids for the supplier. See details of this option in the next chapter. User Manual eauction Module 87

89 Enable Excel response: When selecting this option, you will allow the suppliers to upload their bids via Excel. Also allow online response: This option can be selected, if you have selected the above option Enable Excel response. This will allow the suppliers to bid online as well, even though Excel response has been enabled on the event. Acceptance prior to event: This option can be selected, if you want your suppliers to accept certain Terms & Conditions an NDA or similar before they can access the event data. Once selected, you will have the option to insert your tailored T&C etc. For further instructions, please see chapter Locked event: This option can be used if the Bid list should not be accessible to you as event host or anyone else in the company during the active event. This can for instance be relevant for some public organisations. You will see that when your event is locked, a small lock icon will be placed on the Bid list tab until the event has been settled. Private event: Selecting this option will make the event invisible to your colleagues and it will not appear on their event list, when they select Show other people s auctions on their Event list. Super users are however able to view events marked as private PROXY BIDDING This option allows the suppliers to enter a proxy bid when the auction starts so the system will automatically bid for the supplier ensuring he is always no. 1, until his proxy bid is reached. Please note! In a CherryDutch auction the proxy bidding functionality works differently. The proxy bid will also bid on behalf of the supplier, but only ONE time and not until the current price level reaches the proxy bid. In a CherryDutch auction the proxy bid is often used to ensure that you have a price registered from all suppliers. If a line is closed by one supplier, all active proxy bids from other suppliers are registered as well. This allows event manager to choose a different supplier, if he is not happy with the supplier who closed a particular line. It is not possible for you to see the suppliers proxy bids but an indicator on the Participants list will show whenever a participant is using this function: P. This indicator will also appear in Participant settings under the tab Various settings. Here you will be able to see if suppliers have active proxy bids and on which product lines. If a proxy bid has not yet been activated for a particular line this indicator will appear: P. User Manual eauction Module 88

90 Active proxy bids on the event A proxy bid has been submitted for this item No proxy bid has been submitted for this item When a supplier has entered a proxy bid on one or more product lines it will appear next to the usual bid column. Here the green P will also show the supplier that he has an active proxy bid: Indication of active proxy bid from supplier point of view User Manual eauction Module 89

91 Enable proxy bid prior to auction (optional): This option can only be selected if the option Enable proxy bidding is selected. This means that it will be possible for the suppliers to submit their proxy bids before the auction starts. It can be relevant if you know that one of the suppliers cannot participate at that specific time. If the box is not selected, it will only be possible for the participants to enter a proxy bid during the actual auction. Lock-in proxy bids from suppliers (optional): This option can only be selected if the above option Enable proxy bid prior to auction is selected. If your suppliers have entered proxy bids prior to the auction you can lock-in these bids. When locking-in proxy bids the suppliers will no longer be able to de-activate or delete the entered proxy bid and the system will not allow them to enter a new proxy bid with a higher value than the one previous entered. If a supplier has submitted a proxy bid prior to the auction but then decides not to participate in the live auction, you will still have a binding offer from this particular supplier. Force proxy bids from suppliers (optional): This option is only selectable if the option Enable proxy bidding is selected. This option makes it mandatory for suppliers to activate proxy bids in order to participate in the auction. The suppliers will not be able to bid on a line, until they have activated a proxy bid on that particular line. As the supplier has entered a proxy bid on this line, the line will be open for bids. If no proxy bid was registered, the line will not be open for bids. Lock-in proxy bids is enabled User Manual eauction Module 90

92 Only the buyer can delete a proxy bid when the option Lock-in proxy bids from suppliers is in use. If a supplier mistakenly has submitted a wrong proxy bid, go to Participant settings and select Various settings. Here you can delete the submitted proxy bid(s) simply by clicking the green P next to the bid column. If there are several product lines in your event and more proxy bids should be deleted, you delete these line by line ACCEPTANCE PRIOR TO EVENT This option will allow you to insert your tailored Terms & Conditions, NDA etc. and make suppliers accept these before they can access the event. On the participants list it will be clearly indicated, if suppliers have accepted or rejected and you can choose to receive an confirmation every time a supplier has accepted the T&C. It is also possible to revise the Terms & Conditions even after initiation of the event. Click Edit to define the T&C/NDA etc. you want participants to accept Click Edit to define Terms & Conditions/NDA etc. A new pop up window will appear where you can enter a headline and write or copy-paste the Terms & Conditions to be read and accepted by the participants. You can attach several files and insert links in the text field if needed. You basically have the same options for editing text as in Word. User Manual eauction Module 91

93 You can also choose to have an sent as soon as a supplier has accepted the entered i.e. Terms & Conditions. When participants click the link in their invitation, the first page that will be presented is the page stating the Terms & Conditions entered by Event manager. In order to access the event, the participant should click I accept after having read the Terms & Conditions. If participants click I reject, access will be denied. Supplier cannot access the event before accepting Icons on the Participants tab will clearly state, if a participant has accepted or rejected the applied i.e. Terms & Conditions. If needed, you can edit the Terms & Conditions also after initiation and ask User Manual eauction Module 92

94 suppliers to accept one more time. This is done via the normal Edit event option. All steps in the process will be traced in the event log. Indicates if supplier has accepted or rejected prior to event AUCTIONS NOT SHOWING COMPETITIVE INFORMATION In order to make your suppliers more competitive and to give them a final push to improve their prices in an auction you can insert a blind period. Inserting a blind period in the auction means that you remove all competitive information about the suppliers position in the bidding. To insert a blind period you set up your auction as usual and select the information you would like to display to the suppliers during the event in Event Settings. When the blind period should start you click Edit event under the Specifications tab. Here you deselect the information currently shown to your suppliers such as ranking, leading/not leading and leading bids. Now suppliers will no longer be able to view any information about their position in the auction. Supplier screen showing competitive information User Manual eauction Module 93

95 Supplier screen during blind period - showing no competitive information This is an efficient way to pressure your suppliers even more, because there is a good chance that the supplier, who is currently leading the auction, will lower his price even more during the blind period. Due to the fact that he is no longer able to see his position, he will get nervous about other suppliers might bidding and most probably lower his bid even more not wanting to risk losing the order. Please note: the blind period should run at the end of the auction otherwise the suppliers will not be motivated to bid during the blind period. Remember to inform your suppliers if a blind period will be inserted in the auction and what the consequences might be if they are not bidding AUCTIONS WITH SEQUENTIAL LINE START It is possible to run a Cherry Picking auction with a sequential line start. This option is available on the Specifications page and can be selected while setting up the event. Sequential start will allow you to negotiate ONE product line at a time in a Cherry Picking auction with multiple product lines. The lines will open in chronological order beginning with line number 1. When the bidding period for line number 1 ends, line number 2 will open for bids, when line 2 closes, line 3 will open and so forth. User Manual eauction Module 94

96 Enable sequential line start Actual bidding period per product line When choosing Sequential start a box will appear where you need to enter a Time of sequence which is the actual bidding period per line. When sequential start is used, an End time for the event is not needed. Time of sequence will define the end time for the last product line in the auction. The auction will close as soon as the bidding period for the last product line ends. As in all other auction types, the bidding period for individual lines will be extended, if a bid is submitted within the last two minutes of the remaining time. User Manual eauction Module 95

97 Buyer screen: Lines will open in chronological order and be negotiated one at a time Supplier screen: Suppliers can bid as many times as they like during the bidding period for the product line currently open ADDITIONAL FUNCTIONALITY IN LIST AND CHERRYLOT AUCTIONS For these auction types you can enable the functionality Apply settings to all lines. With this enabled suppliers will also see how they are positioned on the individual products within the list or lot. This is User Manual eauction Module 96

98 useful to add competition to the individual product lines, while keeping the main completion on the total bid for the list or lot. Apply settings to all lines 8.4 PARTICIPANTS In this section you choose the Participants you want to invite to the auction ADD PARTICIPANTS TO THE AUCTION There are two ways adding participants to your events. To add participants that already have been created in your Contact archive, simply select Choose contacts. Select the contacts you want to add via the drop down menus or via the tick boxes and click Add to event. The selected contacts will now be added to your event. It is also possible to add groups with several participants to the event. Select a group from the drop down menus at the top of the window. Companies and contacts in this group will now appear in your list of companies and can be added to the event by selecting the tick boxes and clicking Add. User Manual eauction Module 97

99 For a more thorough search or to create new contacts to add, you can click Contact archive and select/create the contacts from here. For creating contacts see chapter Click tick boxes to select contacts Click here to export selected contacts You now have a list of the contacts you wish to invite to your event. Here you can see status and language for each of the contacts. Furthermore, you can choose the language that you want the contacts to see the system in. Please see chapter 5.1 for more information on in creating contacts and how to manage the Contact archive. When you have added all the contacts you wish to add as participants you need to select status and language for the participants SELECT STATUS AND LANGUAGE FOR PARTICIPANTS Under the scroll down menu Status you can assign different status to your participants. Participants will automatically be selected as suppliers, but you can also assign the status as stakeholder or spectator/spectator Q&A. For more information about these different status options see chapter User Manual eauction Module 98

100 Click here to view the auction in the different languages Select the number of participants displayed per Click page here to invite a participant as a supplier, stakeholder or spectator/ spectator Q&A Click here to select another language Click here and choose delete to remove a participant Moreover, you can choose what language the contacts are to be invited in by clicking the drop down menu. The choice of language for each participant will per default correspond to the language defined for them in their contact details. Please note: the default texts and system text (i.e. buttons, explanations etc.) will be shown in the chosen language. When you have made your choices regarding status and language of the participants, click Save to register your settings. If you have participants attached that you do not want to invite, you can choose Delete from the drop down menu on the right side or tick off the box next to the particular participant(s) and choose Delete under the Actions menu from the top of the participant list. Click Save at the bottom of the page to confirm the changes LANGUAGES & TRANSLATIONS It is possible to set up multi-language events. Let us take an example. In the figure above you can see that the event covers four languages English, German, French and Italian. You can also see that the main language is English, as this flag is bigger than the other ones. This is because you are set up with English as your own language. When you create the event, the system will continuously transfer the text you write in English (the main language of this event) to the other languages in the event. This means that if you invited the participants now, e.g. the German participant User Manual eauction Module 99

101 would receive a default invitation in German and see all system text in German, but at the same time see all the text you have entered in your own language, English. If you want to, you can translate the text you write in Specifications and Bid list into the other languages included in the event. This could enable the German participant not only to see system text in German, but also all other text. To do this you click on the flag for the language, you want to start translating into. You will then be able to translate or change the text from your primary language into the chosen language. This function is useful, if you would like to offer the participants the possibility to see everything in their own language. If you do not translate the text into these languages, the system will automatically copy the text you write in the main language into the other languages. Most often you will not use this function at all, but it is very useful in some cases. Please note: once you start editing the text in a language version besides your main language version, this text will only appear for this language and the text in your main language version will no longer automatically be copied to this particular language version. However it is possible to change the main language of the event and reset manual translations on any languages. The Language Options window is shown if you click on the Globe next to the flags. Here you can change the main language Click her to reset any other translations than your main language User Manual eauction Module 100

102 By resetting a language you will delete all manual translations on the language in question, and automatically transfer the text entered in the main language. From this point in time the system will continue to transfer text entered in the main language into the reset language. 8.5 BID LIST In this section you can set up your product or service lines. Depending on your choice of auction, the setup will look slightly different. There are two options when setting up the Bid list in the following chapter you will find a description on how to create the Bid list directly in the system while online. In chapter you will find a description on how to create the Bid list in Excel and upload it into the system SETTING UP LOTS AND LINES For the template auction types List auction and Cherry Picking auction the setup will be the same, whereas for the template type CherryLot Auction it will be slightly different. At the top of the Bid list you have a free text area, called Special bidding instructions. This area can be used for information, which you think will be useful for suppliers to have in the same place as where they are submitting bids. It could for instance be a clarification of the units you would like them to bid for, summing up the auction rules, or perhaps mentioning specifically the percentage that you have chosen for the yellow light indicator in leading/not leading. Start by giving the Product/service line an appropriate name. Then decide which unit you would like your bids in (for instance per kg, per ton, per 1000 units, total etc.), and state the quantity. Please note: suppliers will submit their prices per unit, meaning that the price they enter per unit will be multiplied with the quantity. If you for instance would like a price for 10,000 boxes, and you would like suppliers to bid per 100 boxes, your unit should be per 100 boxes and your quantity should be 1,000. Suppliers will then submit their bid per 100 boxes, and will be asked to confirm that their bid is equal to a total bid of unit multiplied with the quantity. You can also choose to type in your Current price, Target/Reserve price and a possible Start price. The system will then calculate your savings in relation to these prices, based on the best bid, when you extract the results to Excel, see more in chapter User Manual eauction Module 101

103 Free text area for suppliers to see Click here to create more lines Click here to copy/paste from Excel Click here to create from Excel Please note: areas marked with * must be completed and that the areas marked with are only visible to you, stakeholders and spectators/spectators Q&A, not to the suppliers. You can add as many lines as you wish. If you have your product lines in an Excel spread sheet, it is possible to upload the product lines from this by clicking the button Copy/Paste. In an CherryLot TM auction or RFQ CherryLot TM you can divide your product or service lines into subgroups, called lots. If you for instance wish to buy a variety of mugs, you can name the lot Assorted mugs and underneath set up one product line per mug type. Lot name Create new lots and product lines Click here to create from Excel User Manual eauction Module 102

104 Start by naming the lot in the Lot Name field. You are now able to set up your product or service lines underneath the lot, in the same way as explained above. You can setup as many lines as you like. To set up more lots, click the button Create new lot. Collapse or expand each lot by clicking the + or sign next to the lot. You have the possibility to add additional information to lots and to attach files to both lots and product lines. If you wish to give in additional information for a lot, you can add this in the field Description. Click the Description icon next to the Lot Name. If you wish to attach a file to either a lot or a product line, you can click the paperclip icon next to the lot/product name. It can for instance be specifications of the product or special terms AMOUNT OF CHARACTERS IN LOTS AND LINES The amount of characters that can be inserted differs depending on whether it is in lot or product line headers, description field and unit boxes. Please find below a summary of the maximum amount of characters that can be inserted: For event manager: Entering lot header: 128 characters Entering lot description: 2000 characters Entering product names: 128 characters Entering units: 64 characters NUMBER OF LINES IN THE BID LIST The number of lines that can be inserted in the bid list differs depending on the event type. Please find a summary of the maximum number of lines that can be created below: For event manager: Cherry Picking and List Auction: 160 lines CherryLot Auction: 100 lines per lot and 60 lots = 6000 lines in total COPY, DELETE AND CHANGE ORDER OF LINES AND LOTS Order for both lots and lines can be rearranged. To do this click on the number for the lot or product line, and you will be presented with a drop down, where you are asked to choose the wanted new position. See figure for references. User Manual eauction Module 103

105 Click the relevant icon to copy or delete Here you can change order of lots and lines You are able to copy a product line by clicking the relevant icon, and then edit the details. If you have made a redundant line, you are able to delete it again, by clicking the relevant icon. You can also change the order of the product lines by clicking the number of the product line you would like to reposition PREVIEW OF BID LIST While setting up the Bid list you are able to view a Supplier Preview. Please note: you need to add at least one participant to the event to be able to preview the Bid list. Click here to see Supplier Preview This enables you to check that the Bid list is designed in the way you want and that all functionalities have been selected correctly PARTIAL QUANTITY BIDDING A functionality called Partial Quantity Bidding is available if your subscription and user settings allow it. User Manual eauction Module 104

106 Click here to enable supplier to submit a quantity With this functionality enabled suppliers are not only asked to submit a price for each product line, but also a quantity. This can be useful to allow, if the requested quantity is higher than what you expect some of the suppliers are capable of delivering, and you want to be able to split you requested quantity to several suppliers. Please note: enabling this function will only allow suppliers to submit a quantity equal to or lower than the requested quantity not higher. 8.6 EXCEL EVENT CREATION INTRODUCTION If Excel event creation is included in your subscription, this option allows you to create your events in Excel. You can create an entire event or parts of your event in Excel. You can also edit or add event data to existing draft events via Excel. This allows you to e.g. extract all data from an existing draft event, reorganise the Bid list or correct the Specifications and upload it back into the event. This will also give you an option to extract event data for approval before inviting participants to the event. Excel event creation is very useful if you do not have access to Internet at all times and if you are building a larger event, which could slow down the system, because of normal Internet limitations if built online SETTING UP THE EVENT IN EXCEL SPECIFICATIONS First step when creating your event in Excel is to download an Excel template that is linked to the specific event type. Start by clicking Create event and select the event type you wish to create. Once you have selected an event type, you will as usual be presented to the draft event. To set up this event in Excel, go to the bottom of the page and click the button Excel event creation. This will open a pop up window from where you can download the Excel event creation template. User Manual eauction Module 105

107 The Excel template for the event types List and Cherry Picking are the same, whereas the templates for an RFI or a CherryLot are slightly different. In the following example an Excel event creation template is created in a Cherry Picking auction. Start by clicking the button Excel event creation, download the event template and save it on your computer. Click here to download specific event template The Excel event creation template will contain four sections: The first two sections are guidance sheets for Specifications and Bid list. The guidance sheets explain how to fill in the different sections and are followed by the two sections Specifications and Bid list which are the sheets for the actual creation of the event. User Manual eauction Module 106

108 Guidance sheets Specifications: You create the Specifications in the exact same way as in the system by entering a headline, product specifications, start and end time of event etc. Use the drop down menus to select delivery terms, payment terms and currency and select the Event settings you want to have displayed during the event. User Manual eauction Module 107

109 Select event status Enter your event details here Select Delivery terms and Payment terms Enter start and end time for the event User Manual eauction Module 108

110 Select currency Select the different event settings that should be displayed during the event SETTING UP THE EVENT IN EXCEL BID LIST First step when creating the Bid list in Excel is to download the Excel template that is linked to the specific event type. The template can be downloaded from the Bid list tab via the button Create from Excel, which will be available in event creation phase (events with a draft status). The Bid list templates for the auction types List and Cherry Picking are the same, whereas the template for a CherryLot auction is slightly different. In the following example the bid list is created via Excel in a Cherry Picking auction. Start by clicking the button Excel event creation and a small window will appear from where you can download the Excel file. User Manual eauction Module 109

111 Click here to download Excel file The Entry Guidance explains how to fill in the bidding file, whereas the Bid list is the actual bid list where you need to fill in information such as Product, Unit and Quantity. You can also choose to type in your Current price, Target/Reserve price and a possible Start price. The system will then calculate your savings in relation to these prices, based on the best quotation, when you extract the results to Excel, see more in chapter Entry guidance for the bid list User Manual eauction Module 110

112 Actual bidding file including Bid list and Work Sheet The Bid list section contains two parts Bid list and Work Sheet. As mentioned above bidding information is entered in the Bid list part and in the Work sheet part you have the opportunity to insert your price break down analysis. For example if you are requesting prices on corrugated card board, you might need a cost break down for materials, print and additional costs. All bidding information should be entered here Calculations linked to a possible cost break down in the Work Sheet should be entered here A cost break down of the subtotal for each product line can be entered here The Excel template can be customized to fit the specific event set up. Columns can be added, custom fields for the suppliers to bid in with underlying calculations can be created and hereby ensure that suppliers submit prices for all items specified in the Excel template. Furthermore additional sections with custom sheets containing separate calculations linked to the bid list section can be added in the Excel User Manual eauction Module 111

113 bidding file. This will enable you to build advanced and powerful calculations outside the system and use these results for bidding in actual events. Several sections with separate calculations can be added To upload the template and hereby the Specifications and Bid list, go back to the event and click Create from Excel. The same pop up menu will appear click Browse to find the Excel template on your computer and select the templates you wish to upload. You can upload one or more templates at a time. You can also make corrections in existing templates and upload them several times. Click Upload to import the Excel created event into the system. All information is now automatically allocated to the corresponding tabs in the system. Click here to browse for file Select sections to upload User Manual eauction Module 112

114 When uploading via Excel, all information is automatically allocated to the corresponding fields in the Bid list Furthermore you can allow your suppliers to upload their bids via Excel by selecting the option Enable offline response in Event Settings. This allows your suppliers to download an Excel template from the Bid list, where they can work on their prices and fill in their bids offline (read more about this in chapter 15). As mentioned above, the Excel template can be customized so you can control which columns and fields should be filled out by the suppliers and which calculations should be made. For example if you would like a breakdown of prices or include additional costs such as freight, discount or if other criteria should be reflected in the total quotations submitted in the event. You will always be able to access the Excel file used for creating your event via a link on the Specifications tab as shown below. User Manual eauction Module 113

115 8.7 PARTICIPANT SETTINGS WINDOW The Participant Settings Window gives you the possibility to decide and define various settings for your participants, i.e. spectators, stakeholders and foremost your suppliers. For instance you can Blindfold participants from seeing parts of the Bid list, insert Individual starting prices, set Predefined options such as various delivery terms, currencies and also define Parameters to apply for your suppliers. There are several ways to access the settings window, which will be described below in the various chapters dealing with the three tabs in the Participant Settings Window BLINDFOLDING, INDIVIDUAL START PRICES & INCUMBENT SUPPLIER When you are setting up the bid list, you may wish to blindfold some or more suppliers from seeing particular parts of the bid list or insert individual starting prices for some or all suppliers. To define these settings, click the link Participant Settings within the Bid list, see below figure: Please click the link to open the window User Manual eauction Module 114

116 The window will now appear with the first tab Various settings automatically shown: Be aware: if you apply parameters, you can decide whether the individual start prices should be without or include the parameters Tick the boxes to blindfold or mark incumbent suppliers Here you can enter individual starting prices If you have many participants you can filter these in the overview above Blindfolding a participant from a particular product line means that this participant will not be able to see the line in questions when invited to take part in the auction. This can be useful if you know that a particular supplier does not meet your quality requirements on some of the products listed. The functionality can also be used to hide all or part of the bid list for possible stakeholders or spectators, if you only want them to follow certain products. It is optional for you to set individual starting prices and you can select for only some lines and some participants or all. Individual starting prices entered for a supplier will work as a maximum bid that the particular supplier can submit on this particular product line. This functionality can e.g. be useful if you want to ensure your incumbent supplier does not submit bids higher than the current price. It can also be relevant if you have run an RFQ and thus setting the RFQ prices as their individual starting bids will ensure that they start at the level they have committed to. Be aware, that if you are also applying parameters, then choose if the individual start prices that you enter are the raw start prices that the supplier should see on his screen, or if it is your calculated total price. I.e. if it is the calculated start price, then any parameters will be deducted for the suppliers start prices. It is also possible to indicate incumbent supplier per product line. If this is enabled, a star icon on the bid list will clearly indicate who the incumbent supplier per product line is. User Manual eauction Module 115

117 8.7.2 PREDEFINED OPTIONS: DELIVERY -, PAYMENT TERMS, CURRENCIES AND OTHER CUSTOMIZED OPTIONS In this option you have the possibility to set pre-defined options for your event. The supplier will be presented to these options when entering the event and must decide before he can start bidding. You can set Predefined options for Delivery terms, Payment terms and Currency. This option may be used when you want your supplier to be able to choose between several Delivery terms and Payment terms or if they should have the possibility to decide which currency/currencies to bid in. There are two ways to access Predefined options: 1. Go to the Bid list tab and click on Participant Settings the window Participant Settings will open and you may need to click on the tab Predefined options within the window. Click here to open Participant Settings 2. Go to the Specifications tab and select Predefined options from the drop down menu in Delivery terms, Payment terms or Currency. The text Set will appear on the right hand side of the drop down menu. When clicking on Set the Participant Settings window will open with the Predefined options tab already selected. Select Predefined options and click Set to open Participant Settings When setting the Predefined options you firstly have to choose one of the three options: Delivery terms, Payment terms or Currency. Click on the option that you want to define and it will appear below. User Manual eauction Module 116

118 Click on option to have details shown below Tick the boxes to make it show the parameter Enter your calculation here Selection of standard terms / currencies Here you can then choose from the drop down menu that holds a selection of already existing terms/currencies. You can add as many options as you like for the suppliers to select from. Furthermore each of the options should be defined as a calculation (for example the rate of exchange on the currency) that will be included in the bid. The calculations can either be chosen to be visible or not for the participants. To make the calculations visible for the participants, tick off the box Expose calculation. Click on Save to save your choices and calculations. Make sure that the predefined option is active by ticking off the box Active on the left hand side of the name. You can add more options by clicking Add option. Typing in a calculation: A calculation always start with an X and it is only possible to use either * - + / once in each calculation. You can reverse the formula for instance in order to use 0,5 / X instead of X / 0,5 in calculations. Furthermore please note the following: a) X relates to the given bid b) * is used to multiply c) / is used to divide d) is used to deduct e) + is used to add User Manual eauction Module 117

119 You need to click on Save otherwise the calculation for the Predefined option will not be saved. If you have entered in a mathematically wrong calculation the system will automatically warn you. However, it is still possible to create a calculation in such a way that the calculations are incorrect so make sure to verify this. Delivery terms: Here you select a Delivery term one at a time from the drop down menu (standard Incoterms) and enter the calculation that should apply to this specific delivery term for example Ex Works (EXW) and the calculation: X (Euro). If a supplier chooses this delivery term, 0.01 Euro will be added to all of his bids in the auction. You can add more Delivery terms by clicking Add option. Payment terms: Here you select a Payment term one at a time from the drop down menu (standard payment terms) and as in the example above, a calculation should be entered if needed. If no calculation should be made, the calculation: X * 1.00 should be entered (for example by the payment term 14 days net). Currency: In this option you can give the participant the opportunity to select between different currencies before submitting his first bid. You can select one or more of the various currencies from the drop down menu. One of the selected currencies should be marked as a Base currency. The Base currency is your preferred currency and all bids that are submitted in another currency will be recalculated so that you will be able to see all bids that are submitted in the Auction in your preferred currency. The base currency should be entered with the calculation: X * 1.00 while calculations for additional currencies should include the exchange rate. You can enable that suppliers choose currency per product line. This is useful e.g. if you are running an international auction where products are to be delivered in different countries, and you will allow a supplier to invoice each country in different currencies. Please see example below: Base currency is marked here Enter exchange rate for additional currency here Add more currencies here Other pre-defined options can be added by clicking the button Add new. As a first thing a Name for this option should be entered and in the field Options below you should enter a text describing this specific option. User Manual eauction Module 118

120 Add more options Enter name for new option It is possible to change the pre-defined options during the bidding. Click on edit event and Participant Settings and select Predefined Options. Click on the Option name in the list and the calculation concerning the relevant option will be shown below, ready for editing. If you wish to remove an option, click the button Delete next to the option in question. You can inform your suppliers about the changes if you wish by using Messaging, see more in chapter User Manual eauction Module 119

121 On the supplier screen, the predefined options will appear as shown below: The supplier must make a selection from the drop down menu before a bid can be submitted Please note: predefined options will apply to all participants. If you have additional costs for example switching costs or marketing contribution that should only apply to some participants only these should be created under the tab Parameters instead. The difference between Predefined options and Parameters is that in Predefined options you define several options for suppliers that they should actively select as a first thing when logging into the event. Parameters on the other hand are already set and per default hidden for the participants so they are not able to make any selections or to see these parameters PARAMETERS With a parameter it is possible to attach a calculation to one or more of the participants that will be added to their bids. This calculation can either be chosen to be visible or not to the participants. The parameter is suitable to factors such as transportation costs, switching costs by changing supplier, "arbitrary weighing" based on quality, supplier preferences etc. The advantage of adding parameters is that any additional costs/differences in quality etc. will be included and you will get total price information on which supplier is your best choice overall. This means that you will not have to do more calculations after the auction, which might show that another supplier was actually better when including all costs. This makes the auction more fair and transparent for both you and the suppliers. The suppliers cannot necessarily see the parameters, but their position in the User Manual eauction Module 120

122 auction will be based on their price and any parameters you may have defined, and thus the results and their position will not change subsequently. If you want to attach parameters to the auction, you need to define these in the Parameters tab in the Participant Settings window. The window is accessible in the same way as described in Predefined options above. Please note: you need to create your product lines and add participants before you can create a parameter, because this parameter is to be attached to one or more of the product lines/participants. Also kindly note, that when applying parameters & individual start prices, you can decide if the start prices should include or exclude your parameters, for more information please see section As a starting point it will say: There are not yet any parameters, and a button will be shown saying Add new. Click on this if you wish to add parameters to the auction. Follow below procedure when adding a new parameter: Parameter name: State as short and adequate a name as possible for the parameter. Calculation: State the calculation you want to be effective for the parameter and tick off the box below the calculation to apply the parameter to all product lines or tick of the box by the individual product lines that this parameter should apply to (see more in previous chapter about entering calculations). Apply to Participants: Decide for which participants the parameter should be effective by ticking off the box in front of the participants in question. If the parameter is to be effective for all suppliers, you can tick off the box Select/deselect all. Apply to product lines: If the auction contains more than one product/service line you need to state for which of the product lines the parameter is to be effective. You do this by ticking off the boxes next to the individual product line(s). Save: Click this button to save the details entered about the parameter. The parameter is now activated. When you have defined the parameters these will be listed in the Parameters tab, and the details for each of them will be shown if you click on the name of the parameter. User Manual eauction Module 121

123 List of parameters Add new parameter Enter parameter name and calculation Add parameter to participants Add parameter to product lines More parameters can be added by clicking the button Add new. If you wish to remove a parameter, you use the button Delete next to the parameter in question. If you wish to edit an existing Parameter, open Participant Settings and go to Predefined Options. It is also possible to change the parameters during the bidding. Click on edit event and Participant Settings and select Parameters. Select the Parameter name in the list and the calculation concerning the relevant option will be shown below, ready for editing. When changing the calculation the submitted bids will be recalculated according to the changes. During the active auction, you will be able to see the original bid entered by the supplier, and also the calculated parameter bid: User Manual eauction Module 122

124 Choose here to show bids in base currency or other currencies Parameter bid calculation box If you click on the bid, a box will appear with the calculations (both for any predefined options chosen, and parameters). 8.8 SUBMIT INVITATIONS INVITING PARTICIPANTS IN PRESELECTED ORDER As long as you set up your auction, it will have Draft status. When you are done setting up the auction, you can continue to activate the auction by clicking the button Invite at the bottom of the screen. You will then be led to a page, where you have to verify that you wish to activate the auction. Invitations will automatically be sent by to the stakeholders, suppliers and spectators/spectators Q&A you have chosen to participate. The invitation will contain a link, which the participants click to enter the auction. Please note: you will be asked to invite participants according to order: firstly stakeholders, suppliers and finally spectators. After inviting stakeholders you will be asked if you would like to proceed with inviting suppliers. Likewise after inviting suppliers you will be asked if you would like to proceed with inviting spectators. User Manual eauction Module 123

125 Invitation options You have three options for your choice of invitation text: You may choose the standard text by letting the area Default event text be marked. You may choose to edit parts of the standard text in the 3 text boxes, provided that this option is included in your subscription. The parts that you cannot edit, contains the individual participant s unique link to the auction and the end time of the auction. If you wish to save your edited text version, you can do that by clicking the area Save the mail as a new template and thereafter state the name of your template. You may also choose to use a previously saved mail template by clicking the area Use a saved template and chose the template, you wish to use. When you have made your choice, you click Send invitations. If you invite suppliers and spectators, your suppliers will be invited first. A text box will then appear asking you to confirm if you wish to invite the spectators. If you confirm, you will be lead to a page, where you send invitations to the spectators also. When you have invited your participants, the auction initiates, and your auction will appear as being Active. If you log out, you will be able to find the auction again, by navigating back to your Events dashboard using the home button at the top right corner of your page. Here you will get an overview of all your auction s which you can sort according to Draft, Active, Settled, Archived and All. Your Active auctions will appear on the list per default. Click on the title of the auction to enter it. User Manual eauction Module 124

126 8.8.2 INVITING PARTICIPANTS IN A DIFFERENT ORDER You may choose to invite the participants in a different order than the one that is automatically selected by the system. As mentioned above clicking the invite button will lead you to a page, where you have to verify that you wish to activate the auction. Here an option will be presented where you can choose to invite participants with a different status than the one being suggested. Please note! Only Stakeholders can be invited in draft mode. Inviting participants in a different order User Manual eauction Module 125

127 9 CHERRYDUTCH AND JAPANESE AUCTIONS CherryDutch and Japanese auctions are different from the other auction template types available in the system. These auction types are typically used if there is a low level of competition in the market and/or few suppliers participating. Another significant difference is that while the dynamics in other auction types are created by suppliers and the level of competition, the dynamics in a CherryDutch /Japanese auction are created by the auction type itself. These auction types can also be carried out with only one supplier as participant, as competitors are not visible to the suppliers. 9.1 CHERRYDUTCH AUCTION A CherryDutch Auction includes one OR multiple product lines. In a CherryDutch auction the price will go up instead of down and the auction type is characterized by the first come first served principle meaning that the first participant to submit a bid for a particular line will close that line. Upon receipt of the first bid the line closes for further bidding. Additional lines will continue until they receive first bid. Event manager defines a starting price, a time interval and a bid increment. After each time interval each line will rise to the next price level. The price will rise until accepted by the first participant. Hereafter, the particular line is closed. When all lines in the auction are closed the auction is also closed SETTING UP THE EVENT Setting up a CherryDutch auction is very similar to setting up other auction types. There is however some information that differs in Specifications and on the Bid list. Here time interval between the price step is entered Latest end time is available once all information has been entered Selecting this option will make price step visible for suppliers User Manual eauction Module 126

128 Time between steps (mandatory): Here you choose the time interval between the Price steps. The time needs to be stated in whole seconds and can lie between 30 and 240 seconds. Latest end time: This will be calculated automatically by the system, once you have entered Start price, Time between steps, Price step and End price. Show price step: When choosing this option, the price step will be shown on suppliers screen. Enable proxy bidding: It is also possible to use proxy bidding in CherryDutch auctions. You can allow suppliers to enter a bid per line before auction start and/or you can force them to enter a bid per line before they can participate on the particular line. Suppliers can also be forced to submit proxy bids before they are able to bid and proxy bids can also be locked in. Please see chapter for more information about the different proxy bid functionalities. Start price from where the price will go up Latest end price for closing the line Price step between the bid levels Start price (mandatory): This is where you state a start price for the auction. We recommend a start price that is approximately 30 % lower than the best (lowest) RFQ bid from your suppliers. End price (mandatory): Here you state the end price for the product line. If none of the participating suppliers have closed the line with a bid before the end price is reached, this is where the product line will close. The end price should always correspond to the lowest RFQ bid submitted by your suppliers, to assure that you will not end up with a price that is higher than your initial lowest RFQ bid. Price step (mandatory): Here you state the price interval you wish to have between the price steps for the auction. The Price step can be entered as an amount or as a percentage. The system will check the Start price and End price and inform you if these are not dividable by the entered Price step and suggest a different Start price. When all event details have been entered and participants have been added, you can click Invite to activate the event (for a detailed description on how to set up the event, add participants, invite etc. please see chapter 8.2). User Manual eauction Module 127

129 9.1.2 THE ACTIVE EVENT In a CherryDutch auction the countdown will be towards the next price step instead of remaining time of the auction. This means that a countdown to the end of the bid period will appear on the top of the page in the event as soon as the auction starts. In the example below, the time will start at 30 seconds and count down until it reaches zero. This will repeat itself as long as there are unclosed lines in the auction. Buyer screen: Time is counting down until next price step Current price level in the auction Click the icon for a graph showing the price steps and calculated savings in the event: In the graph incoming bids and calculated savings are registered and updated instantly and Scheduled End time of the auction is displayed. You can zoom in on sections of the graph via mouse click, and select/deselect suppliers in order to view bids from just one or selected suppliers. User Manual eauction Module 128

130 Click here to download graph as image Click bid to view details of supplier bid Supplier screen: Supplier should click the submit button to accept the current price level shown For this auction type the bidding procedure is also different: There are no areas, where the bid is stated or can be stated. Instead bid levels are continuously suggested in the column Current level, where the bid will change according to the predetermined Time interval and Price step. In CherryDutch auctions, a participant does therefore not state a bid, but accepts a given price level and the auction then closes. If a line is closed by one of the suppliers, all active proxy bids are also registered. In the above example Event manager has defined a Start price of 0.10 Euro, a Price step of Euro and a Time between steps of 30 seconds. The price will start at 0.10 Euro - after 30 seconds the price will go up to Euro and after another 30 seconds the price will jump to 0.11 Euro. The supplier can User Manual eauction Module 129

131 secure the order by accepting the Current level shown, but can also wait another 30 seconds getting another Euro more for his goods but with the added risk of losing the business to a competitor. This psychological game defines this auction type, because it is all about the suppliers keeping a cool head as they risk losing the order if they do not accept the current price level shown in the auction. When a line is closed, the supplier will clearly be able to see if he closed the line with a bid or if the line was closed by a different supplier. He will however not be able to see information about competing suppliers or their bids. Supplier screen: Line was closed by a competing supplier Line was closed by you 9.2 JAPANESE AUCTION A Japanese Auction includes one OR multiple product lines. In a Japanese auction the bids begin from a high level (usually the best RFQ bid) and go downwards in intervals as in a CherryDutch auction, but in a Japanese auction each participant is asked to accept the bids on the respective levels. The Event Manager states a Start price, an End price and a Price Step along with a time interval. After each time interval the price decreases by the specified price step. For each price step the participants must accept the shown price level until the price is no longer attractive to the participant. If the participants do not accept a predefined number of price levels, they will be blocked automatically from further participation. When the price level reaches the end price the auction closes. Hereafter, the Event Manager will have a complete price picture from each participant. The participants will only be able to follow their own accepted price levels SETTING UP THE EVENT Setting up a Japanese auction is very similar to setting up other auction types. There is however some information that differs in Specifications and on the Bid list. User Manual eauction Module 130

132 Here time interval between the price steps is entered End time is available once all information has been entered Here max number of allowed rejected bids is entered Selecting this option will make price step visible for suppliers Time between steps (mandatory): Here you choose the time interval between the price steps. The time needs to be stated in whole seconds and can lie between 30 and 240 seconds. End of event: This will be calculated automatically by the system, once you have entered Start price, Time between steps, Price step and End price. Max allowed rejected bids (mandatory): Here you state how many price steps in a row, a participant can refrain from accepting, before this participant will be blocked from further participation in the auction. You use the scroll-down menu to choose the amount of allowed rejected bids. The range goes from 0 to infinite. Show price step: When choosing this option, the price step will be shown on suppliers screen. Enable proxy bidding: It is also possible to use proxy bidding in Japanese auctions. You can allow suppliers to enter a bid per line before auction start and/or you can force them to enter a bid per line before they can participate on the particular line. Suppliers can also be forced to submit proxy bids before they are able to bid and proxy bids can also be locked in. Please see chapter for more information about the different proxy bid functionalities. User Manual eauction Module 131

133 Start price from where the price will go down End price where line will close Price step between the price steps Start price (mandatory): This is where you state a start price for the auction line. We recommend that the best (lowest) RFQ bid from your suppliers is used as a start price. It is possible to enter an overall start price and / OR individual start prices. End price (mandatory): Here you state the end price for the product line. This is where the product line will close. The price should be unrealistic low, to be sure that no lines are closing before suppliers are done bidding. Price step (mandatory): Here you state the bid decrement you wish to have between the price steps for the auction. The Price step can be entered as an amount or as a percentage. The system will check the Start price and End price and inform you if these are not dividable by the entered Price step and suggest a different End price. Start price must be higher than End price. When all event details have been entered and participants have been added, you can click Invite to activate the event (for a detailed description on how to set up the event, add participants, invite etc. please see chapter 8.2) THE ACTIVE EVENT In a Japanese auction the countdown will be towards the next bidding step instead of remaining time of the auction. This means that a countdown to the end of the bid period will appear on the top of the page in the event as soon as the auction starts. In the example below, the time will start at 30 seconds and count down until it reaches zero. This will repeat itself as long as there are unclosed lines in the auction and until the End price is reached. Buyer screen: User Manual eauction Module 132

134 Time is counting down until next price step Current price level accepted by suppliers A sign on the bid list indicates that a participant is blocked from further participation on this line because he failed to accept the shown price level three times in a row (as Event manager you define how many times a participant can reject the shown price before he is blocked from further participation). A + sign indicates that the participant actively is accepting the shown price level and hereby still participating in the auction. Calculated Savings are displayed directly on the bid list and updated instantly as new price steps are accepted. Access can be reopened for a supplier, if a supplier fails to accept several price steps in a row and a line closes too early. To reopen access for a supplier on one or more lines, open Participant Settings. In Participant Settings click the sign next to the particular line that you wish to reopen for the supplier in question. User Manual eauction Module 133

135 Click to reopen access for supplier Click the icon for a graph showing the price steps and calculated savings in the event: In the graph incoming bids and calculated savings are registered and updated instantly and Scheduled End time of the auction is displayed. You can zoom in on sections of the graph via mouse click, and select/deselect suppliers in order to view bids from just one or selected suppliers. Click here to download graph as image Click tick boxes to hide/view bids from suppliers Click bid to view details of supplier bid User Manual eauction Module 134

136 Click the icon for a bid overview of accepted and rejected bids from suppliers: Price level rejected by supplier Price level accepted by supplier Supplier screen: Supplier should click the submit button to accept the current price level shown Participant will be warned when max allowed rejected bids is reached Supplier is excluded from further bidding because shown price level was not accepted three times in a row For this auction type the bidding procedure is also different: There are no areas, where the bid is stated or can be stated. Instead bid levels are continuously suggested in the column Current level, where the User Manual eauction Module 135

137 bid will change according to the predetermined Time interval and Price step. In Japanese auctions, a participant does therefore not state a bid, but accepts the shown price level until they no longer wish to participate. In the above example Event manager has defined a Start price of 1.10 Euro, a Price step of Euro and a Time between steps of 30 seconds. The price will start at 1.25 Euro - after 30 seconds the price will go down to Euro and after another 30 seconds the price will drop to 1.09 Euro. For each price step the supplier must decide am I in or am I out? And hence accept the current price level until the price is no longer attractive to the supplier. The suppliers will of course be blocked from participating if they cannot accept the price decrement for a given number of times in row. The auction will continue until it reaches the predefined End price and the buyer will hereafter have a complete price picture from all suppliers. Suppliers will have no information about competing suppliers or their bids and they will not be able to see who won a specific line. This must be communicated by the Event manager afterwards. All event details can be edited after initiation, please see chapter 11.5 for more information. User Manual eauction Module 136

138 10 SUPPLIER TRAINING Scanmarket always recommends that you prepare your suppliers in order to get the best result. Besides communicating clearly the process, specifications and selection criteria among others, training the suppliers is very essential. In this way you can clarify that terms, starting prices, specifications etc. is understood by the suppliers, and the suppliers get a chance to see how to participate and ask any questions that they may have regarding login issues, how to bid etc., and thus eliminate the insecurity that may be in participating in eauctions. All in all, this can help you ensure a successful auction and thus training the suppliers have several advantages. We will in the following go through various ways of training your suppliers to participate in your auction TRAINING SESSION ONE-TO-ALL One of the ways to train your suppliers is to take a copy of your auction, invite all the suppliers, and let it run for a whole day or a couple of days before the real auction is scheduled to take place. In this way, the suppliers can try to log in and submit some bids, and see how everything works. If the suppliers have any questions they may then contact you. Please note: suppliers cannot see each other s identities, so you can invite all of them to the same event. To do so, take a copy of the real auction by clicking Copy event. Select the same auction type and functionalities that you have chosen in the real auction, so that the suppliers can be trained in the exact same auction setup. In order for the suppliers not to mistake the training auction with the real auction you should insert the phrase TEST AUCTION or TRAINING AUCTION before the initial headline. Also it is recommended to add a piece of text in the description box, saying that it is a test auction only, and that no bids are binding as real bids. If you are using starting prices in the real auction, but do not want to disclose these starting prices yet, you can enter some fictive starting prices, and write in the description box, that the starting prices for the training auction are fictive. We would recommend you to use the same bid differences in the training auction as in the real auction. After such a one-to-all session you can go in to the training auction, go to the Participants section and view if all suppliers have been online and if they have submitted any bids. This is your way of checking if all suppliers have been active in the training auction. Remember to communicate to the suppliers beforehand that there will be a training session and the specified time for it, so that they are aware. Also communicate when you will send out the invitation s to the real auction, and ensure that your suppliers are aware that they should use a different invitation than the one for the training auction. User Manual eauction Module 137

139 10.2 TRAINING SESSION ONE-TO-ONE The second way to train your supplier is via a one-to-one session, where you can invite one supplier at a time together with inviting yourself as a supplier also. You can then call the supplier and train more specifically. To do so, you can copy the auction in the same way as described in above section, one test auction for each supplier. In order for the suppliers not to mistake the training auction with the real auction you should insert the phrase TEST AUCTION or TRAINING AUCTION before the initial headline. Also insert the name of the supplier in the initial headline, as this will help you have control of the different training sessions. The benefits of doing one-to-one sessions compared to a one-to-all session is that suppliers will have a better chance of asking possible questions during the training. Also one-to-one sessions will ensure that all suppliers actually do the training, and have tried out all available functionalities like e.g. massaging, bidding, asking for deletion of a bid and so on. In general Scanmarket would always recommend you to do one-to-one training sessions, and our experiences are that this will give the optimal results TRAINING SESSION RUN BY SCANMARKET - ONE-TO-ONE Finally, Scanmarket can perform the training sessions with the suppliers for you, on a consultancy basis. We will perform the training sessions on a one-to-one basis, where we will call each supplier and guide them through the training auction so issues such as login, bidding, system requirements, selection criteria etc. is dealt with and clarified beforehand. After a round of training sessions Scanmarket will report back what have been dealt with during the trainings, as well as possible questions and comments from suppliers. Suppliers often like this option, as the idea of a third-party conducting the technical training appears to be impartial. If you are interested in knowing more about this, please contact us for more information. User Manual eauction Module 138

140 11 AUCTION IN PROGRESS The Event Dashboard can provide you with an immediate overview of all active events that are currently in progress. Select the search option Active in Event status and update your Dashboard. Only active events that are in progress will now appear on your dashboard. When opening an auction from the Dashboard, you have several options to follow the active event PARTICIPANTS TAB In Participants you can follow the status of your participants according to four symbols: Use headlines for sorting Bid list is blocked for this supplier Icons for individual start prices or active blindfolds Access to event is blocked Supplier has accepted prior to event Here you can follow the status of the participants A black question mark indicates that you have not yet send an invitation to the participant in question. This can happen if you do not proceed to inviting e.g. spectators after having invited suppliers, as described in chapter 8.6, or if you have added additional participants after the initial invitation round, and not yet clicked Invite. A green question mark indicates that you have invited the participant in question, but this person has not yet activated the link in the invitation , and therefore has not yet had a look at the auction. A green + indicates that the participant in question has activated the link in the invitation and has been into the auction. A indicates that the participant in question is currently online in the auction. User Manual eauction Module 139

141 Different sorting options are available: Name, No. of bids, Bid list, Last logon, Last activity and Status. Sort via Status to see who is currently online and get an overview of who to send reminders to, or sort by No. of bids and get a good overview of how many bids are submitted in the auction. You can send messages directly via the participants list simply select the participants via the tick boxes and click Send message! This window will also show when the participant has last logged in to your auction or if the participant has not logged in at all. You will also be able to see if a particular participant has been blindfolded from parts of the Bid list or whether you have set an individual start price, see above figure for this information. Furthermore you can see if they have accepted your terms prior to accessing the event, if you have enabled Acceptance prior to event for the auction please refer to chapter for more details on this functionality. Different actions for the participants You can select multiple participants via the tick boxes and perform different actions in one click by selecting an option from the Actions tab. Send messages to selected participants Block/unblock access to event for selected participants Block/unblock access to bid list for selected participants Delete selected participants (only possible for participants that have not been invited yet) 11.2 TOOL ICON Next to each participant in the Participants section, the tool icon column gives you access to a number of options per participant, see above figure for location of the tool icon column. If you click on it, a list of options will appear: User Manual eauction Module 140

142 Different options for the participants Here you can resend the Invitation should a participant have lost it. Also if a participant claims not having received an invitation you are able to click Invitation and check the address, which the invitations was sent to. If the recipients address has to be edited permanently, you should click on the participant name, click Edit and correct the address, see chapter If you want to send the invitation to a different just this one time, you can click Invitation and enter the new address. This is very useful e.g. if a participant is off work, and you want to invite his colleague instead. Should a participant not be able to receive the invitation from the system, e.g. because of a strict IT-firewall, you have the option to the link from your personal address. Just copy the link from the tool box and paste it in a normal in your regular programme. Please note: in Locked events you will not have access to view the invitation, change the mail recipient or view the login link for a specific supplier. Instead you will have the option to click Resend the invitation and resent the invitation to the participant that was originally invited. This will give you a better control when running Locked events. You can verify the Mail History for a supplier. This can be useful if you want to know exactly when you have sent invitations to a supplier. An additional option Adjust bid for subsequent negotiations will only appear when the auction ends and has the status of being Settled, see chapter 14.1 for more details on that function. Click Browser Info to check which browser the participant is using. This information can be useful should a supplier experience any unexpected system behaviour when participating in your event. With this information you are able to view whether his system is set up according to the requirements set by Scanmarket and recommend the participant to alter his settings of his Internet Browser. Unique Login link here you will find the unique login link that was included in the invitation sent to the supplier. This allows you to login on behalf of the supplier. You can Block access for a participant. The participant can of course be unblocked again if needed. User Manual eauction Module 141

143 You can block suppliers and spectators from viewing the bid list INTERNAL NOTES TAB In this section you can add internal notes to the event. Several notes can be added, files can be attached and you can add comments to existing notes. Internal notes are only visible for Event manager, Stakeholders and Spectators. To create a new note, enter a text into the notes box and click submit To add a comment to existing notes, click the paper/pencil icon To attach a file to a note, click the paper clip icon To delete a note or a comment, click the x You can for example use Internal notes when communicating with Stakeholders, when blocking suppliers from participation or when evaluating the results of the event. Click icons to add comment, attach file or delete note/comment Enter the text for your note here and click Add to create note 11.4 BIDS COMING IN During the eauction you are able to follow all bids coming in from the suppliers within the Bid list. As the bids come in, the list of participants will change accordingly so that the lowest bid is ranked on top of the bid list. You are also able to follow bidding graphically the graphs will update automatically, and also show you the savings currently achieved. User Manual eauction Module 142

144 Lowest bid ranked on top Click this icon to see a graph Click name or supplier bid to delete a bid or send a message If available in your subscription, you can set up customized totals for example if you want to see savings per line or supplier, summarize selected product lines and in general calculate supply optimisation online THE GRAPH During the auction you can follow the bid development via a dynamic graph. In Cherry Picking auctions you will have a graph per product line, in List auctions a graph for the total of all lines and in a CherryLot auction a graph per Lot. In the graph incoming bids and calculated savings are registered and updated instantly and End time of the auction is displayed. You can zoom in on sections of the graph via mouse click, and select/deselect suppliers in order to view bids from just one or selected suppliers. User Manual eauction Module 143

145 Click here to download graph as image Click tick boxes to hide/view bids from suppliers Click bid to view details of supplier bid DELETE A BID Should a supplier submit a bid by error, you are able to delete it from the auction. Click the name of the supplier and select Delete bid. Click supplier name/bid to open delete option A small menu will appear where you have two options to delete the bid: User Manual eauction Module 144

146 When clicking Delete, you will be asked to confirm that you wish to delete the bid. The supplier will subsequently be asked to confirm deletion of his bid, so he needs to be online in the auction to confirm. When clicking Delete bid without acceptance, the bid will be deleted immediately without having to wait for the supplier to accept the deletion. The acceptance message is used to ensure that everything is traceable in the Log MODIFY AN AUCTION It is possible to control your auction also after it has been initialised by inviting participants. See below figure for control buttons. Various control buttons An important option is the Edit event option. This will allow you to edit in the setup of your auction. You can edit active events but also events with the status Active/Settled. This is useful if you e.g. have made any errors in setting up the auction or want to add additional questions or product lines. Furthermore this allows you to enter for example Current price and Target price after the event has finished, if you did not have this information prior to running the auction. After having edited in an event, you will be asked if you want to inform the participants of these changes. If you say yes to this, the Messaging window will open, giving you the option to let participants know what you have changed. Please note! You can only edit in one section at a time (i.e. Specifications, Participants and Bid list), meaning that you need to save your changes for one section, and then go the next and click Edit event to continue in that section. When editing Price step and Bid difference in a Japanese Auction, all previous price steps will be recalculated in the Bid overview. User Manual eauction Module 145

147 INVITE MORE PARTICIPANTS You are also able to invite more participants for example if you want to invite additional suppliers to the active event or if you need to invite Stakeholders for evaluating the results after the event has finished. Click the button Edit below your list of contacts in the Participants section. Then click on Choose Contacts to open your contact archive and choose whom you would like to add to your event (for more details regarding your contact archive, see chapter 5.1). Close down the window, and select status and language for the newly added participants. When you have done so, click Save. Remember to invite the newly added participants by clicking the button Invite and on the next page click Send Invitations. Only the participants not yet invited, will receive an invitation. Please note: it is not possible to delete participants already invited. Instead we recommend you to block their access should this be needed, see chapter REPORTING POSSIBILITIES AND THE LOG There are other options for you to follow the progress of your auction. See figure for location of the following three options: Event report PDF, Event report Excel and Log. User Manual eauction Module 146

148 The log Message icon that indicates you have received new messages Here you can prolong the event Click here to read and write messages Click here to create event report in PDF Click here to extract to Excel file To gain a quick overview of the development of your auction you can click Event report PDF to let the system generate a report with the status of you auction. In here you can e.g. follow participation rate in general along with each suppliers participation in submitting Bids. For more information on this function, see chapter You can also at any time extract the results to an Excel file to gain a total overview of incoming bids and messages etc. Click the button Event report Excel in the bottom of the screen, and an Excel file will be generated. The extract will contain two sections: RFQ Bids and Messaging. For more information on this function, see chapter User Manual eauction Module 147

149 During the whole process, all activities are registered in the Log, which you can use for documentation or overview. You can sort the log according to e.g. Activity and Participants to find exactly the information you are looking for. For more information on this function, see chapter MESSAGING During the period of participation, you can communicate with all participants via the Messaging functionality. Please see above figure for location of the function. It is furthermore possible to send messages from Settled and archived events. You can choose to communicate with individual or all participants at the same time. Clicking on Messaging will open a new window in which all communication is included. When you receive new messages, a flashing message icon will appear below the Remaining time, shown at the top of the screen. When clicking the flashing icon the messaging window will open. Envelope shows if a message has been sent as Select recipients of your message Speech-bubble shows if a message has been activated as ticker Attach files to messages Here you can write the text to be sent Various options for your message To send a message to one or more participants, enter your message in the last box and click "Submit". The participants ticked will receive your message. When having the messaging window open, it will be updated automatically if new messages come in. User Manual eauction Module 148

150 When replying to messages you have several options: - When clicking a message from a specific participant in the message history, the message will automatically be inserted in the box below where you write your messages. Furthermore the recipient who sent the message will automatically be selected. This is useful if you need to reply to a message with a long list of questions and want to include the questions in your response. Click the envelope to reply to a specific message and the text is automatically inserted in the box below for writing messages. Tick boxes to activate message as ticker, send as or send copy to own Select this option to receive all messages sent via Tick the boxes at the bottom left corner to: - Activate the message as a ticker on the screen of the participants - Send message as to the recipients - Send a copy to your own Furthermore you can choose to receive all messages via . These functionalities can be chosen independently. Files can be attached to the messages and sent to individual or all suppliers. Files attached to a message will not be uploaded to Document Management or attached on the Specifications tab, but can be found and accessed via the messaging window. Activating a message as a ticker can be a very good way of communicating with suppliers, as it is more visible to the participants, as it will run across their screen like a banner. Please see the figure for how a ticker is displayed on the recipients screen. User Manual eauction Module 149

151 Tickers displayed on recipients screen If you activate a message as a ticker you can easily deactivate the ticker again by clicking the Speechbubble icon in the history of messages. Activating a new message as a ticker will also automatically deactivate the old ticker. All s sent using this messaging function will be sent from the address noreply@scanmarket.com. Also all s sent from the event host or from stakeholders to suppliers will contain the recipients individual login-link. This is included to make it as easy as possible for the supplier to respond to a message, by quickly clicking on the login-link and then respond using this messaging function. All s sent from a supplier will be sent to stakeholder and the event host, and contain the login-link for the stakeholders. Spectators will not receive s when suppliers send messages whereas Spectators Q&A will. When the option Receive all messages via is selected, this will be selected as a default option for suppliers, stakeholders and spectators Q&A and the system will ensure that all messages sent during the event regardless if sent as a ticker or an will be sent to event managers address as well. Stakeholders and Spectators Q&A are also able to send messages to the Event manager and all other participants PROLONG THE EVENT If needed, you can prolong the event at the bottom of the event. Type in the number of days, hours and/or minutes you wish to prolong the event with, and a new end time will be suggested. To accept, click the button OK. Here you will be asked to confirm if you want to change the end time and on the top of the screen a text will appear to inform about that the event has been extended. This text will be visible to the suppliers as well. User Manual eauction Module 150

152 It is also possible to use this functionality to restart the event. This means that even if the End of event has been reached, you can always add more time to the period of participation and in this way turn a settled or archived event into an event in progress. Here it can also be useful to know of the option to edit an active event, and in this way e.g. change the event settings or add further information on Specifications etc. Please see chapter 11.5 on how to edit an active event STOP, PAUSE OR CANCEL THE EVENT If you have set up and activated your auction, but find that you need to stop the process, you are able to do so in two different ways depending on what you wish to communicate to the participants (or not). By clicking the button Stop event, the event will just stop and participants will not be notified. By clicking the button Cancel event, you will be asked to confirm that s should be sent to the participants informing them that the event has been cancelled. In CherryDutch and Japanese Auctions you also have the possible to pause and resume the active event. Buyer screen: User Manual eauction Module 151

153 Click to pause the event Click to resume event Supplier screen: Clear indication that event is paused User Manual eauction Module 152

154 12 ADD CATEGORIES TO EVENTS This option in Specifications will allow you to add categories to your events. You can choose among a series of standard product categories and add one or multiple to your events. This will allow you to categorize your events and make it very easy to search for events within a specific category; for example when creating a new event or looking for suppliers within a specific product category. Selection of category is not mandatory, but it can be made mandatory in Company settings if you want to ensure that a category is always selected for any event created on the esourcing platform ADD CATEGORY To select and add a product category to your event, please go to the section Specifications. The event should be in draft or edit mode. Click the link Add and a new window will open with a series of product categories to choose from. Click here to add category Select an overall category from the drop down menu to view and select categories within this specific area. Search for specific subcategories by typing in keywords in the search box or skip between the pages by clicking the numbers at the top or bottom of the window. User Manual eauction Module 153

155 Drop down with overall category list Select the categories you want to add via the tick boxes Select the categories you want to include on your event via the tick boxes and close the window. The selected categories have now been added automatically to your event. Categories added to the event Click here to delete a category from the event User Manual eauction Module 154

156 13 ENABLE REMINDERS ON EVENTS This option will allow you to set up reminders on your event that will trigger an to Event manager or selected participants on the event. You can set up multiple reminders on your events and have them repeated several times also after an event has been settled. The reminder functionality is useful i.e. if you want to remind participants before auction start or remind yourself or Stakeholders to re-run a negotiation the following year REMINDER SET-UP To set up and enable one or more reminders on your event, go to the section Specifications. The event should be in draft or edit mode. Click the link Reminders and a new window will open where you can enter your details for the reminder. Click here to set up reminder Here you enter date and time for activation of the reminder, type in details for the reminder that is sent to recipients and select the participants who should receive the reminder. You can choose to have the reminder repeated after a number of days and/or minutes and it can be repeated several times. You can also choose to include the access link to the contract in the . User Manual eauction Module 155

157 Enter details for reminder Once you have entered all information on the reminder and saved it, your reminder will be sent out at the scheduled date and time. You can choose to exclude suppliers who already logged in from receiving the reminder . Below you can see an example of an reminder sent to a participant on the event. You can edit existing reminder and also delete reminders. Click the link to view and edit reminder details Click to delete the reminder User Manual eauction Module 156

158 14 AUCTION SETTLEMENT When the auction reaches its end time, its status will change to Active - Settled. The suppliers are then no longer able to submit bids. However, they will still be able to log in and see their submitted bids. In Specifications you can see the files that suppliers have uploaded. You can see the files next to the text Supplier files in the middle of the screen. In Participants you will be able to see which of your participants have accessed the event, when they were last online and if they have submitted their bids. In the Bid list you can see the bids that your suppliers have entered. You will also have a number of other options ADJUST BIDS When the auction is settled, you have the option to adjust the bids that you have received. This can be relevant, if the supplier informs you that he has made a wrong bid, or if you negotiate to a better price. To adjust the bid, click the tool icon mentioned in chapter 11.2, and there will be a fourth option Adjust bid. Click that option, and below screen will appear: Original quotations In these fields you can enter the new bids remember to click save In the column Current bid you can see the original quotations that the supplier has submitted. In the column Adjusted bid you can enter the new bids. Remember to click Save DOWNLOAD SUPPLIER FILES FROM EVENT You can download files uploaded by suppliers directly from the Specifications tab, where you can download all files attached to the event or files per supplier. User Manual eauction Module 157

159 Click here to view all supplier files Click here to view files from individual suppliers To download all supplier files in one go, click the link All supplier files. To download files from a specific supplier, click the link Company name/supplier name. A new window accessing your Document management will now open, only displaying the tab with Supplier files attached to this event. Same procedure as mentioned above is used when downloading multiple files. Select files via tick boxes and click Download User Manual eauction Module 158

160 14.3 EVENT REPORT PDF To gain a quick overview of your auction you can click Event report PDF to let the system generate a report of your auction. This report will contain general information about the event and about the bids submitted in the auction as well as the best bid obtained. If you have entered a Current price or a Target/Reserve Price, savings in relation to this will also be calculated and stated in the report. Below you can see a section of an Event report PDF. If you do not want to wait for the report to be generated you can have it sent directly to your address as registered on your user account. User Manual eauction Module 159

161 Tick this box to have the complete report sent to you by The Event report PDF is a good way to inform colleagues about the achieved results of an auction, as it contains the information you would need. User Manual eauction Module 160

162 14.4 EVENT REPORT EXCEL To gain a total overview of incoming bids and messages, you can click the button Event report Excel in the bottom of the screen and an Excel file will be generated. The generation box will give you a few options: Choose if all or only participating suppliers should be included Select the data sheets to be included in your report Select the sheets and options you want to include in your report and click generate. If you do not want to wait for the report to be generated you can choose to have it sent directly to your address as registered on your user account. The window Export event results to Excel will appear where you can follow the generation of your report. The report will per standard include three sheets: Particpants, Bids and Messaging. You can tailor the report and include more sheets such as: Specifications, Bid data and Internal notes. Below you will see an example of the Excel file, where you can see all sheets at the bottom. The different sheets with bids and details from the event In Specifications you will find all details from the event entered on this tab and in Participants a list of all suppliers and their contact data. All communication via Messaging and Internal notes is also registered in the report. In Bids, all information and bids registered in your Bid list will be placed. Alongside all bids User Manual eauction Module 161

163 from suppliers a column will point out what the best bids are. If you have entered in Current price, Target/Reserve price and Start price, your savings from these will be calculated according to the best bid. 1 st, 2 nd and 3 rd Quartiles will be calculated according to the quotations that you have received to give you an indication of each supplier s performance against the other suppliers. The Bid data sheet is an optimized version of the Bid sheet, facilitating more complex data analysis and the creation of pivot tables. The Bid Analysis sheet displays the formulas behind the calculations in the bidding and allows the buyer to simulate savings by adjusting volumes, parameters, bids and more. Please note: in Dutch auctions savings will be calculated in relation to End Price THE LOG For your documentation, the Log registers all activities in the event, for example when invitations were sent, when a bid was submitted, by which supplier etc. See figure in chapter 11.6 for location of the log. User Manual eauction Module 162

164 Other sorting options Sorting options within Activity It is possible to sort according to activities, participants and bid list. For each of these three filters you have additional options. Also it is possible to make multiple-filter searches. You can for instance make a search on all bids from a particular supplier on a particular product line. When suppliers are logging in, accepting or rejecting terms prior to accessing the event, the IP address from the supplier is registered as well CLOSE THE AUCTION When you are ready to finish the auction, you can click the button Close event at the bottom of the screen. You will then have three options. Close Transfer Preliminary Notification Each option is explained in detail below CLOSE AND SELECT WINNER(S) If you want to select a winner based on the auction, you select Close. You are then asked to choose which supplier(s) you want as winner(s), or in case you are not satisfied with the answers and quotations, you can choose that you do not want any winner(s). If you have chosen a Cherry Picking auction you are able to select more than one supplier, i.e. one supplier per line. If you have chosen a CherryLot TM auction you can also select more than one supplier, i.e. one supplier per lot. If you have chosen a List Auction, you can choose one overall supplier for the complete list of products. User Manual eauction Module 163

165 You have three options when you close the auction Click here if you do NOT want to send an automated answer Click to choose supplier or no supplier per line In this example, a Cherry Picking auction, you are able to choose one supplier per product line. In the drop down for each line you can choose which supplier you want, or select No supplier if you are not satisfied with any of the bids submitted. If a supplier is chosen, he will receive a message informing him that he has been chosen as a supplier, with a request for a confirmation of the order in agreement with the specifications provided. The remaining participants will receive a friendly rejection and a thank you for their participation. See below figure showing the Default event text s for Accept as well as Reject. User Manual eauction Module 164

166 Accept can be modified if needed Reject can be modified if needed If No supplier is chosen, naturally all the participants will receive a rejection. If you instead prefer to let the suppliers know the result in a different way than via the system, you can select the tick boxes next to the suppliers and chose to close the event without sending a notification to the selected suppliers. If you have checked the boxes, none of them will receive an automatic , so it is important that you call or send an to the participants yourself, informing them of the results of the auction. Naturally you can modify the Default event text s for both acceptance and rejection. Just edit the text in the boxes available. A modified text can be stored as a personal template in the system or you can choose to use an already stored template text. When you have marked your choice, you click on the button Save & Submit, and the chosen participants will automatically receive either an acceptance or a rejection or no depending on which of the above choices you have made. User Manual eauction Module 165

167 When you have made your choice and closed the auction, the auction will no longer be visible on the list of active auction s, but will appear under settled auction s TRANSFER THE AUCTION INTO A NEW AUCTION If you wish to continue your negotiations and run a second auction round, you can transfer the auction into a new auction. To do this, select the second option Transfer. When you transfer the auction into a new auction, all specifications, shortlisted participants and product lines will automatically be copied into the new auction and can thus be reused. You can also choose to transfer the auction bids. If you transfer the bids into a new auction, you can decide whether these bids should be transferred as opening bids or as proxy bids into the auction. The submitted bids from your suppliers will be the suppliers starting bids in the new auction and will already be submitted as their first bid once the auction starts. It ensures that you receive bids from all suppliers in the auction, and that all suppliers start at the price-level that they have committed to earlier on. To transfer the auction into a new auction, you must choose which type of auction you would like to conduct, please see below figure. User Manual eauction Module 166

168 Click here to transfer the auction into a new auction Here you can select the suppliers you want to include If you wish to group your shortlisted suppliers, create a group by naming it here You can choose to transfer bids asif you only wish to include the RFQ bids, you can select a basic type auction in the field Type of Event. If you wish to include the auction Factor, you must select Advanced in Type of Event to be able to include the auction Factor as a parameter in the auction. You can then subsequently choose which Basic type auction you wish to hold, as well as selecting your choice in the fields Purchase/sales, Bid hierarchy and Parameters (for guidance on setting up advanced auction types, see the User Manual: Scanmarket auction Module). To include the auction Factors and the RFQ bids, you must tick off the fields Attach auction Factor and Transfer RFQ Bids. User Manual eauction Module 167

169 You can select which suppliers you wish to include in the auction. Here you are also able to adjust the suggested auction Factor, see above figure. The suppliers you do not select will receive a friendly rejection (provided that they have made a quotation in the auction). When you have made your choices, click the button Save & Submit in the bottom and you are then transferred into the details of the auction. You can then continue to edit and set up your auction. For further guidance, see the User Manual: Scanmarket auction Module. You can also create a group for your shortlisted suppliers in the Contact archive. This will make it easier for you to find the suppliers next time you run an eauction within this category. Please note! All information in Participant Settings will be transferred to the new event PRELIMINARY NOTIFICATION If you wish to evaluate further on the results of the auction, but still want to give the suppliers a notification or confirmation of participation, you can choose to send the suppliers a Preliminary Notification. See first figure in chapter for location of this function. Default Standard text, which you can edit It is possible to mark Manual Answer for some of the suppliers, if you do not want them to receive the preliminary notification. Then you need to contact these suppliers yourself. If you do not choose any Manual Answers all suppliers will receive your preliminary notification. You may of course edit in the Default event text if you wish. User Manual eauction Module 168

170 Since you have not yet chosen a winner, the auction will still be Active and you have the opportunity later on to choose a winner (option 1) or transfer the auction into a new auction (option 2) ACCESSING THE SETTLED EVENT After having closed you auction event according to the options above you will of course still be able to access the event. Just go to your Event list, choose settled or archived and click on the event in question. Within the Participants section you will see a notification of an envelope, if you have utilized the system to send out either acceptance or rejection notifications. Within the Bid list section you will see an underlining of the bids that you have chosen to accept if any. Envelopes indicating you have sent out notifications from the system Trophy icon indicates selected winning suppliers User Manual eauction Module 169

171 All information regarding how you have chosen to close your event will also appear clearly in the Log, as described in chapter PARTICIPANT FUNCTIONS For contacts invited to the auction as suppliers, stakeholders or spectators there will be a number of special functions which are only available to them. In this chapter we will explain in brief how participants invited into an auction will see the auction system. This is useful for you to know, should a participant return to you with questions to his participation. Also this chapter can be handed out to participants, should they need information on being invited to your auction LOGIN A contact that is invited to an auction will receive an invitation that informs about the auction and when it will take place. All invitation s will begin with Dear (participant name), so they will know that the invitation is intended for them. Hereafter they are informed what they are invited to, and which role they are assigned (supplier, stakeholder or spectator). The example below shows an to a supplier. Direct unique link for particular participant for particular auction Sender of the invitation including contact details Participants can use this link, if the first one doesn t work The invitation contains a link, which will take the participant directly into the auction by opening a browser window, in which the auction will be shown. Depending on the contact s programme and the set-up of the same there can be problems with the link being shown and not working as intended. User Manual eauction Module 170

172 Therefore, in all invitations a short text is shown informing, that if there are any problems with the link, you can copy a specific line manually from the and then place it in the browser address line. The line will always start with and end with a mixed code of letters and numbers. Make sure when you copy, to get the whole line copied even if it is broken with a line shift, since it will otherwise not work. If the Event manager has obliged the supplier to accept certain Terms and Conditions before being allowed access to the event, the supplier will be presented to the window below before entering the event. The suppliers can always review the accepted Terms and Conditions by clicking the relevant link on the Specifications tab in Event settings. Click here to review accepted T&C The first page participants will see after Acceptance prior to event, is the Specifications tab. At the top of this page participants will have access to an event description and a demonstration video. Description of event will include a short description of the event and the Demonstration video will explain the different User Manual eauction Module 171

173 steps of participation in the auction type in question. Please note: explanation texts included in the videos are always in English. Click here to view video demonstration Click here to view description of event type When a contact is logged in, this person will always be able to find/refresh the auction details by clicking on the name of the auction under My Menu on top of the page, or by manually clicking F5. Furthermore, in this menu it is possible to find an item with the name of the host company. Under this item the participant is able to find contact details both in general as well as on the Event Manager of the auction MAINTAIN OWN CONTACT DETAILS It is possible for a participant to maintain and complete his own contact details in the system. This means that a participant can modify his contact details, and they are automatically stored in your contact archive. For a participant to modify his contact details he should go to Menu and click Profile. User Manual eauction Module 172

174 Both company and contact information can be updated Click Edit to update the information This function is very useful for both you and the participant. Once you have invited a participant, you can ask him to go in and update his contact details with e.g. title, phone number and mobile number. Alternatively this function can be used to change contact details. Say you invited Mike Thompson for a particular supplier, but he is actually not responsible for the area covered by your auction. This person can go in and change his contact information to one of his colleagues, so all future communication from you will go to the appropriate contact person PARTICIPATION The supplier is firstly introduced to the Specifications section of the auction, so that he is able to familiarise himself with the purpose and details of the auction, before he submits his bids in the Bid list. The supplier is also able to communicate with the Event Host through the Messaging function during the whole period, as well as after the end of the event. At no point in time is it possible for any of the participants to see other participants identity, potential messages or files attached by them. The supplier can skip between the two sections of the auction during participation: Specifications and Bid list. He is also able to save and return at a later stage to finish. As well as being introduced to details and terms of the auction in the Specifications section, the supplier can also upload files here by clicking on the Attach file icon next to the text Supplier files. The supplier has the option to upload several files in one go, simply by selecting all files for upload when browsing and attaching the files from his PC. User Manual eauction Module 173

175 To submit bids in the Bid list, the supplier type in the desired bid amount in the relevant bidding boxes and clicks the button Submit. The supplier is free to improve his bid as many times as he wishes, as long as the event is still active. Once a supplier has submitted his first bid, he will see more information for example about his position in the bidding hierarchy (depending on the template type and the Event Settings set by Event Manager). Suppliers enter their bids here Suppliers can also send messages to Event manager and extract their bids to Excel If a start price is defined this will be clearly stated in the Start price column. The supplier can then choose to accept the proposed start price or enter in a lower amount. If no start price is stated, the supplier is free to submit any amount. The supplier can also be allowed to upload bids via Excel. If Excel response is enabled on the event, the supplier can download an Excel template from the Bid list tab, so he/she can work on the prices and fill in the bids while offline. When Excel response is enabled the supplier will be presented to Instructions for Excel bidding when accessing the Bid list. The supplier can download the customized template directly from the Bid list and upload it back into the system once all prices have been entered and the event is active. User Manual eauction Module 174

176 Bidding file for suppliers can be downloaded here Click here to find bidding file and upload it No bid boxes will appear if online bidding is not enabled The bidding file will contain two sections: Entry Guidance and Bid list. The Entry guidance explains how to fill in the bidding file, whereas the Bid list part is the actual bid list, where the supplier should fill in his prices. User Manual eauction Module 175

177 Supplier Excel bidding file entry guidance The Bid list section contains two parts Bid list and Work Sheet. In the Bid list part the supplier can insert a total price per line in the column My bid. If a cost break down is required, the suppliers should insert the different prices in the columns in the Work Sheet instead, and a total will automatically be calculated by the system and inserted in the column My bid. Supplier Excel bidding file Total bid should be inserted here Cost break down should be inserted here When the supplier uploads the template to the bid list all bids will be allocated to the corresponding bid boxes in the bid list. If online bidding is not enabled, no bid boxes will appear on the bid list as shown above. This means that the supplier can only submit his bids by uploading the Excel template. In order to change the initial bids, a new template with the altered prices should therefore be uploaded. Stakeholders and Spectators have access to the same information as the Event Manager including the identity of the participants, attached files, the log, any stated current, target and start prices as well as the information and bids given by the suppliers. Naturally, unlike Stakeholders, the spectators are not able to make changes in the auction (edit in the details of the auction, invite more participants etc.) or give in any other information. User Manual eauction Module 176

178 If any technical problems or questions arise, it is possible at any time for the participants to type in Name and phone number as well as choosing his Country and then click on Call me in the Quick Call box on top of the page. In this way Scanmarket will receive an , and one of Scanmarket s consultants will contact the person as soon as possible. Please note: Scanmarket consultants can help with all technical problems. Should your participants have questions in connection with e.g. product specifications, quantities and the information you have requested, Scanmarket is not able to assist. Therefore we would appreciate if you would let your participants know your contact details for these matters REPORT To gain a total overview of submitted bids and sent/received messages, the supplier can click the button Report in the bottom of the screen and an Excel file will be generated. The report will have a similar format as the one downloaded by Event manager and will contain two sections: Bids and Messaging. The report will provide the supplier with a good overview of submitted bids User Manual eauction Module 177

179 and sent/received messages. Below you will see an example of the Excel file, where you will see the two sections at the bottom. The two sections in which submitted bids and messages can be viewed User Manual eauction Module 178