GeM Institution User Guide

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Domenic Banks
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1 GeM Institution User Guide June 2013 v. 2

2 Contents Logging into GeM... 3 Section 1: Viewing Suppliers and Contracts ( Contracted Suppliers tab)... 4 Section 2: Buying Products ( Contracted Products tab)... 6 How to Make A Purchase Step 1: Add to Basket Step 2: View Basket to See What Has Been Added Step 3: Change Quantity (Optional) Step 4: Press CHECKOUT Button to Make Payment Step 5: Enter Payment and Delivery Details Step 6: Scroll to Bottom and Click the PROCEED button to Finalise Payment. 13 Special Note: VAT Exemption (where applicable) Help and Support Table of Figures Figure 1 - GeM landing page screen... 3 Figure 2 - Landing Screen: Contracted Suppliers... 4 Figure 3 - How Agreements are displayed (in Blue), Lots (Pink) with the list of suppliers and associated contract titles below... 5 Figure 4 - VIEW button for extra information on the contract... 5 Figure 5 - Contracted Products highlighted. Indicates you can do a search to buy products directly in GeM Figure 6 - Search for "laptop"... 7 Figure 7 - Click Show only products available in the marketplace if you wish to see only products you can buy in GeM Figure 8 - How to see and download search results... 8 Figure 9 - Filter by Supplier... 9 GeM User Guide v2 Page 2

Logging into GeM Log into GeM via the website at: http://www.gem.ac.uk.

3 Logging into GeM Log into GeM via the website at: Choose go to Contracts (See below) to access GeM automatically from your campus. Click go to Contracts Figure 1 - GeM landing page screen GeM User Guide v2 Page 3

4 Section 1: Viewing Suppliers and Contracts ( Contracted Suppliers tab) The user is taken straight to the landing page (Figure 1). This lists all the suppliers users can buy from on contract for their college, university or research council. Using your IP Address, the system identifies which institution you are from and shows you only the framework agreements that are available to you. SEARCH Button Figure 2 - Landing Screen: Contracted Suppliers The landing page contains one search bar with a SEARCH button. The search area also contains an advanced search button/link. There are two new tabs beneath the search Contracted Suppliers and Contracted Products : The Contracted Suppliers tab is selected by default, whilst the Contracted Products tab will visibly appear to be deselected. There search results area is pre-populated by default with all contract/lots/agreement data available to the logged-in user. The results pane displays all the available categories on the left hand side of the screen as tabs, ordered alphabetically. By default, the first category will be selected (Audio Visual). Simply select one of the 15 Categories on the left hand side to filter down to the most relevant agreements e.g. Computer Suppliers and Services for laptops and desktops (See Figure 3 - How Agreements are displayed (in Blue), Lots (Pink) with the list of suppliers and associated contract titles below). GeM User Guide v2 Page 4

The main area of the results pane (right hand side) contains overview data for all the

Agreement Title (This is hyper-linked to take you to full agreement) 2.

the left hand side e.g. Food and Drink. Contracted Suppliers Tab.

Figure 3 - How Agreements are displayed (in Blue), Lots (Pink) with the list of suppliers and

5 The main area of the results pane (right hand side) contains overview data for all the agreements, lots and contracted suppliers, for the selected category. The data includes: 1. Agreement Title (This is hyper-linked to take you to full agreement) 2. Lot Title (where applicable. This is also hyper-linked and clickable) 3. Supplier Name(s) 4. End Date(s) 5. Contract Title(s) Filter by Contract Category by choosing one of 15 categories in the pane on the left hand side e.g. Food and Drink. Contracted Suppliers Tab. Contracted Products Tab: Click here to purchase products on marketplace. Figure 3 - How Agreements are displayed (in Blue), Lots (Pink) with the list of suppliers and associated contract titles below Each row of contracted suppliers contains a VIEW detail button/link on the right hand side. Click the VIEW button to go through to the contract itself - to see information such as the contract manager and supplier contract details (See Figure 4). Figure 4 - VIEW button for extra information on the contract Click the VIEW button to go through to the contract for extra information on the supplier. GeM User Guide v2 Page 5

Section 2: Buying Products ( Contracted Products tab) The Contracted Products tab is located beneath the Search: bar. The user is taken straight to the new landing page.

6 Section 2: Buying Products ( Contracted Products tab) The Contracted Products tab is located beneath the Search: bar. The user is taken straight to the new landing page. The page automatically loads Contracted Products data in the search results pane, hiding the Contracted Suppliers data. The Contracted Products tab visibly appears to be selected (in blue), with the Contracted Suppliers tab appearing deselected (See Figure 5 - Contracted Products highlighted. Indicates you can do a search to buy products directly in GeM.). Contracted Products Tab: Click here to purchase products on marketplace. Figure 5 - Contracted Products highlighted. Indicates you can do a search to buy products directly in GeM. The page displays a message by default informing the user that they must use the search bar to obtain Contracted Product search results. A user can enter a search term (e.g laptop ) into the Search: bar and click search. The search results are displayed in the Contracted Products results pane (See Figure 6 - Search for "laptop"). GeM User Guide v2 Page 6

Figure 6 - Search for "laptop" Above the list of the top suppliers, there is a control to display either all

Choose products on the marketplace by ticking the box if you wish to purchase goods and services from GeM (See

GeM.). Click Show only products available in the marketplace if you wish to see only products you can buy in GeM.

7 Figure 6 - Search for "laptop" Above the list of the top suppliers, there is a control to display either all products or marketplace only products ( Show only products available in the marketplace ). Choose products on the marketplace by ticking the box if you wish to purchase goods and services from GeM (See Figure 7 - Click Show only products available in the marketplace if you wish to see only products you can buy in GeM.). Click Show only products available in the marketplace if you wish to see only products you can buy in GeM. Figure 7 - Click Show only products available in the marketplace if you wish to see only products you can buy in GeM. GeM User Guide v2 Page 7

The main area of the results pane (right hand side) contains overview data for all the available products. The product data includes: 1. Image (if one exists) 2. Supplier Name and Part Number 3.

ADD TO BASKET and VIEW CONTRACT) The final column on the right hand side contains one of three buttons: Add to Basket/Request Quote/Notify Supplier.

If neither is available, the button will display the NOTIFY SUPPLIER text, which means you can click a button to let the supplier know you would be interested in buying their products in GeM.

8 The main area of the results pane (right hand side) contains overview data for all the available products. The product data includes: 1. Image (if one exists) 2. Supplier Name and Part Number 3. Product Name and Product Description 4. Unit of Purchase and Price 5. Actions (e.g. ADD TO BASKET and VIEW CONTRACT) The final column on the right hand side contains one of three buttons: Add to Basket/Request Quote/Notify Supplier. This indicates whether the supplier is on the marketplace and whether Request for Quote (RFQ) is enabled. If neither is available, the button will display the NOTIFY SUPPLIER text, which means you can click a button to let the supplier know you would be interested in buying their products in GeM. At the bottom of the search results there are two useful buttons: 1) the SEE MORE button will display extras results from the search; 2) the Download as Spreadsheet button downloads the top 1000 results to an Excel spreadsheet for easy viewing later. There is a label underneath this button informing users that it will only download 1000 results for doing further comparisons (See Figure 8 - How to see and download search results). Clicking on the hyper-linked product takes you to a page with more specific details. Figure 8 - How to see and download search results GeM User Guide v2 Page 8

If a supplier clicks through on the product (See green box in Figure 8 - How to see and download search results), they will be taken to a page with more information.

There is an All link at the top of the list, selected by default.

9 If a supplier clicks through on the product (See green box in Figure 8 - How to see and download search results), they will be taken to a page with more information. The results pane displays the available suppliers (top 15 maximum) on the left hand side of the screen as filter links. There is an All link at the top of the list, selected by default. By selecting a supplier from the green Filter by Supplier Tab on the left hand side, a user can narrow down who they wish to purchase from. (See Figure 9 - Filter by Supplier). Results filtered by a single supplier. In this example, we have filtered it to Stone Computers Ltd. Figure 9 - Filter by Supplier GeM User Guide v2 Page 9

10 How to Make A Purchase Once you have done a search in the Contracted Products Tab, you are able to add items to a shopping basket. Please note, you will need to login to GeM to make a purchase at this point. If you do not have a GeM account, your institution administrator can set this up for you. For any help and support with creating a GeM account, you can call JISC Procureweb on Step 1: Add to Basket Click ADD TO BASKET to select an item to purchase. GeM User Guide v2 Page 10

11 Step 2: View Basket to See What Has Been Added GeM User Guide v2 Page 11

Step 3: Change Quantity (Optional) If you wish

Step 4: Press CHECKOUT Button to Make Payment

12 Step 3: Change Quantity (Optional) If you wish to change the quantity, simply add the number you want in the Quantity field, and press the blue circle under the Update button. Step 4: Press CHECKOUT Button to Make Payment Click CHECKOUT button to make payment. GeM User Guide v2 Page 12

Enter card details and delivery address here.

13 Step 5: Enter Payment and Delivery Details Please note: you must have a valid Purchase Card to buy from GeM. Enter card details and delivery address here. Step 6: Scroll to Bottom and Click the PROCEED button to Finalise Payment GeM User Guide v2 Page 13

After placing all the relevant items in the VAT exempt shop, the buyer will be brought to the checkout and

14 Special Note: VAT Exemption (where applicable) Buyers should create their VAT exempt orders separately from VAT applicable shopping. After placing all the relevant items in the VAT exempt shop, the buyer will be brought to the checkout and presented with the option to complete a VAT EXEMPTION FORM, as shown in the image below (highlighted by the red box): Clicking on the VAT exemption button will provide you with these options: GeM User Guide v2 Page 14

and complete the checkout process as normal.

15 Typically, the option highlighted below in red is pre-selected: Complete the form below with the relevant details: Once the form has been completed, click CONTINUE and complete the checkout process as normal. If you have any questions, please call the GeM Support Team on or GeM User Guide v2 Page 15

16 Help and Support For GeM queries, help and support please contact GeM on or GeM User Guide v2 Page 16

How To Use Request for Quote (RFQ)

How To Use Request for Quote (RFQ) September 2013 v.6 Table of Contents Creating a RFQ from an Agreement, a Lot or a Contract... 3 Step 1 Locate Contract/Agreement/Lot... 3 Step 2 Click Create RFQ... 3