1. E-Procurement Overview

Transcription

1 Table of Content 1. E-Procurement Overview RFx (Tender) Processing Tender Details Create Response Single Envelop Response Two Envelop Response Auction Processing Auction Details Participate in Live Auction Frequently Asked Questions (FAQ) Question: How do I reset my password? Question: On selecting the RFx number nothing happens. RFx is not Opening or not able to submit response, what can I do?... 29

2 1. E-Procurement Overview Dear All We have Gone-LIVE of e-tendering application of SAP-SRM. Henceforth, we will be floating our e-tenders through SRM system only. Following is the given user-manual; refer the same for submitting offers through e-tender (SRM). You can submit the tender online with us with the following portal address: For updating records with us please submit following details: Title First Name Last Name Company Name User Id Phone No. Mobile For any query, feel free to contact us. Regards, HMEL-Procurement Team

3 2. RFx (Tender) Processing 2.1 Tender Details As per below screen shot, please enter your login id and password to get into HMEL e- procurement portal After login following workbench screen will, here you can see all of your current and previous RFx (Tender) that has been raised by HMEL for you; in the same screen you can see the previous quotation also that has been filled by you. In above screen there are two Active Queries being display; 1. erfxs 2. eauctions. For RFx (Tender) please select erfxs and for Auctions please select eauctions. Afterwards press the refresh button there you can see your current RFx will be displayed there in Column Event Number. To see the details click on the number, system will

4 open a new screen as per below screen shot. There are 3 Tabs where you can find all details of tender: (i) RFx Information (ii) Items (iii) Notes and Attachment and one Button with name Technical RFx (only in case of 2 envelop tender) RFx Information will tell you the basic details Like: Submission deadline of RFx, Incoterm required and Terms of Payment. In item Tab you will find the details relevant to item like: Material Code, Short Description, Quantity and UOM; Material long text you will find in next tab Notes & Attachment under Notes.

5 In Notes and Attachment Tab under Notes header you can see the Material Long Text under Material PO Text. If there is any other text message to be passed to you that will be here in Tender Text. In case of 2 envelop tender, to see the Technical RFx please click on Technical RFx Button system will prompt you below screen, this will come only first time, please accept. This will leads you to cfolder screen.

6 In folder Tender Documents you will find all documents relevant to tender technocommercial information. To Participate in RFx (Tender), please press Participate Button click on Create Response. and afterwards

7 2.2 Create Response Single Envelop Response Once you will press Create Response as per below a new screen will come which will have some of the tabs named: 1. RFx Information 2. Items 3. Notes and Attachment 4. Summary Fill the following details in RFx Information Tab-Basic Data: 1. Select Your Currency 2. Provide all mandatory information a. Offer Validity b. Mode of Transport c. Dispatch Location d. Delivery Period

8 e. Payment Terms Acceptance ---- (If it is not accepted, please update your comments in Notes and Attachment tab under Notes section) f. Incoterms Acceptance ---- (If it is not accepted, please update your comments in Notes and Attachment tab under Notes section) g. PRS Clause Acceptance ---- (If it is not accepted, please update your comments in Notes and Attachment tab under Notes section) h. ATC/GPC Clause Acceptance ---- (If it is not accepted, please update your comments in Notes and Attachment tab under Notes section) 3. Chapter Id 4. Custom Tariff Code Common surcharges can be filled in RFx Information Tab >> Price Taxes and Duties As per above screen common surcharges can be filled in; in case if you are not able to see all the row; please click on setting, following new screen will appear and change the value of number of visible rows from 5 to 99 and press OK; it s a onetime activity.

9 To fill the detailed item-wise price click on Item Tab and click on See Condition link(blue Color) In case if you are not able to see the entire rows; please click on settings, following new screen will appear and change the value of number of visible rows from 5 to 99 and press OK; it s a onetime activity.

10 Below screen will appear fill the Basic Price and select your currency press enter all the common surcharges that have been filled in RFx Information tab will automatically copied here.

11 To enter any Notes or Attachment please click on Notes and Attachment tab. To enter Notes, please click on Add and select the Bidder Remark and enter your message here. If this Note is applicable to all items please select General Data and if it is relevant to a particular item please select Single Item.

12 To add any attachments please click on Add Attachment button and attachments can be added here. Notes and Attachment will be added as shown in below screen shot. In the Summary Tab you can see the summary of your quotation. Press the Submit Button to submit the Response Below Message will be displayed RFx Response Submitted.

13 You can see the Response status in your Workbench also, if it is not updated please press the Refresh button Two Envelop Response Once you will press Create Response as per below a new screen will come which will have some of the tabs named: 1. RFx Information 2. Items 3. Notes and Attachment 4. Summary

14 Fill the following details in RFx Information Tab-Basic Data: 1. Select Your Currency 2. Provide all mandatory information a. Offer Validity b. Mode of Transport c. Dispatch Location d. Delivery Period e. Payment Terms Acceptance ---- (If it is not accepted, please update your comments in Notes and Attachment tab under Notes section) f. Incoterms Acceptance ---- (If it is not accepted, please update your comments in Notes and Attachment tab under Notes section) g. PRS Clause Acceptance ---- (If it is not accepted, please update your comments in Notes and Attachment tab under Notes section) h. ATC/GPC Clause Acceptance ---- (If it is not accepted, please update your comments in Notes and Attachment tab under Notes section) 3. Chapter Id 4. Custom Tariff Code Common surcharges can be filled in RFx Information Tab >> Price Taxes and Duties

15 As per above screen common surcharges can be filled in; in case if you are not able to see all the row; please click on setting, following new screen will appear and change the value of number of visible rows from 5 to 99 and press OK; it s a onetime activity. To fill the detailed item-wise price click on Item Tab and click on See Condition link(blue Color) In case if you are not able to see the entire rows; please click on settings, following new screen will appear and change the value of number of visible rows from 5 to 99 and press OK; it s a onetime activity.

16 Below screen will appear fill the Basic Price and select your currency press enter all the common surcharges that have been filled in RFx Information tab will automatically copied here.

17 To enter any Notes or Attachment please click on Notes and Attachment tab. To enter Notes, please click on Add and select the Bidder Remark and enter your message here. If this Note is applicable to all items please select General Data and if it is relevant to a particular item please select Single Item. To add any attachments please click on Add Attachment button and attachments can be added here.

18 Notes and Attachment will be added as shown in below screen shot. In the Summary Tab you can see the summary of your quotation. Click on Technical RFx Response button to attach the Technical document. There will a Folder with your User id Name and Subfolder with the name Tech Bid. Click on Tech_Bid Folder and click on Create Button.

19 System will prompt a new screen; here you need to select the Document option. Enter the Attachment Description here. Attach the file and press save

20 Your attachment will be displayed like below screen shot; in case multiple attachments repeat the process. Press the Submit Button to submit the Response Below Message will be displayed RFx Response Submitted. You can see the Response status in your Workbench also, if it is not updated please press the Refresh button.

21 3. Auction Processing 3.1 Auction Details As per below screen shot, please enter your login id and password to get into HMEL e- procurement portal After login following workbench screen will, here you can see all of your current and previous RFx (Tender) that has been raised by HMEL for you; in the same screen you can see the previous quotation also that has been filled by you. In above screen there are two Active Queries being display; 1. erfxs 2. eauctions. For Auctions please select eauctions >> All. Afterwards press the refresh button to display the current Auction in Column Event Number. To see the details click on the number, system will open a new screen as per

22 below screen shot. There are 3 Tabs where you can find all details of an Auction: (i) Auction Information (ii) Items (iii) Notes and Attachment and one Button with name Live Auction Auction Information will tell you the basic details Like: Auction Start and End date/time and Bid Validation rule. In Item Tab you will find the details relevant to item like: Material Code, Short Description, Quantity and UOM; Material long text you will find in next tab Notes & Attachment under Notes. In Notes and Attachment Tab under Notes header you can see the Material Long Text under Material PO Text.

23 3.2 Participate in Live Auction To participate in an Auction, please press Live Auction button. This will open a new Terms and Conditions window if multiple currency option is available in an Auction. Select the Bid Currency and click on Accept Button. A new window will open where Java Applet will run. This would require that Java SDK should be installed at your side. Also ensure that Java security is set to either Medium or High.

24 In case you receive an error, open Windows Start Option >> Control Panel >> Java (32-bit) >> Security tab Select Edit Site List >> Add >> Copy and paste the Link of Auction page where you received an error.

25 Select OK button as well as on next screen click on OK button. Now go back to the Auction Page and Reload the page to open Auction. NOTE: If the problem still persist, try disabling the Antivirus installed on your system and then try reloading the Auction page. Once the Auction page is loaded successfully, below screen will be displayed. Provide the Price of each item in Bid Price column for all the items and click on submit button.

26 On the pop-up screen select Yes if all the prices you provided are correct otherwise select No and update the price and submit again. Once the price is submitted, a message will be displayed in the Chat and System Messages section. Also Next Valid Bid will be displayed which can be quoted for further auction price.

27 In-order to chat with the Purchaser, you may type your message/comment in the Chat Input area and select Send button To view other details for Auction Item/History of Bid Amount/Calculation, you may you select appropriate view Details/History/Charts/Calculations.

28 4. Frequently Asked Questions (FAQ) Question: How do I reset my password? Answer: Open hmel portal homepage and select Get Support link as highlighted below On next screen provide your user id and id that was earlier associated with the user id. And select Submit button. If id provided matches with the user id then a message will be displayed that New password was assigned and sent by . An will be received with new initial password which you may use to reset it to new password of your choice.

29 Question: On selecting the RFx number nothing happens. RFx is not Opening or not able to submit response, what can I do? Answer: This may be due to Internet browser setting at your side. 1. Disable pop-up blocker: If you are using Internet Explorer follow below process. Click on Alt key from your keyboard to enable menu bar in your Internet Explorer. Goto Tools >> Pop-up Blocker >> Pop-up Blocker settings Add *.hmel.in as an Allowed site and also change the blocking level to Low: Allow pop-ups from secure sites as per below screenshot. Click on Close button to go back to initial screen.

30 2. Enable Compatibility View If you are using Internet Explorer follow below process. Goto Tools >> Compatibility View settings Add hmel.in as an Allowed site and also change select the check box Display intranet sites in Compatibility View Click on Close button to go back to initial screen.