USER MANUAL LEICA GEOSYSTEMS / HEXAGON SUPPLIER PORTAL

USER MANUAL LEICA GEOSYSTEMS / HEXAGON SUPPLIER PORTAL Leica Geosystems AG Heinrich-Wild-Strasse CH-9435 Heerbrugg Switzerland Hotline: +41 71 727 4343 Phone +41 71 727 31 31 www.leica-geosystems.com

0 TABLE OF CONTENT Table of Content Table of Content... 2 1 Portal Registration... 3 1.1 Registration Website... 3 1.2 Login in Supplier Portal... 4 1.2.1 Company Basis data... 5 1.2.2 Contact people... 6 1.2.3 Commodity group assignment... 6 1.2.4 Profile maintenance... 7 2 Portal Navigation... 8 3 Portal Administration... 9 3.1 Own user data... 9 3.1.1 Change password... 9 3.1.2 Forgot password... 10 3.2 Administrate all user data... 10 3.2.1 Create a new user... 10 3.2.2 Recommended user settings... 11 3.2.3 Change user... 12 3.2.4 Delete user... 12 3.2.5 Reset password... 13 3.3 Company data... 14 3.3.1 Address and basis data... 14 3.3.2 Additional company data... 14 4 Request for Quotation (RFQ)... 15 4.1 Quote submission... 15 4.1.1 Documents... 16 4.1.2 General... 17 4.1.3 Quote... 17 4.1.4 Send Back... 19 4.1.5 Message Portal... 19 Hotline: +41 71 727 4343 2/19 Last update: 24.10.2014 / KUEN-3111

1 PORTAL REGISTRATION 1 Portal Registration 1.1 Registration Website You have been invited or you would like to register you as a supplier on our website. Please fill in all your general company data and your own contact data respectively change the pre-filled data. All boxes marked with a star (*) are mandatory fields and an entry is required. A user name for the registration in our supplier portal will you proposed from the system. This name can be used only once in the system. Is the chosen user name already in use, it shows up an error indication and you have to choose a new user name. The length of the user name is limited to 20 digits. Please read the general terms of use from the supplier portal and accept them so that you can proceed with the registration. If you like that your company data are visible on the market platform from POOL4TOOL you can give POOL4TOOL the acceptance to publish it on the 2releation.com-platform. We propose you to not tick the second check box. Click on and afterwards on to finalize the registration. Afterwards, you will receive an email with your personal password which will be sent to the email address as specified in your contact data. Hotline: +41 71 727 4343 3/19 Last update: 24.10.2014 / KUEN-3111

1 PORTAL REGISTRATION 1.2 Login in Supplier Portal Internet Browser: https://www.pool4tool.com/portal/leica-geosystems/ Choose the link which you have received in the email Log in with the user name and password as mentioned in the email After the first login the system informs you to change the password. Your password has to fulfill the following restrictions: at least 8 characters at least 1 special character at least 1 number at least 1 small letter and 1 capital letter none of the last 3 passwords Press afterwards the button After a few seconds you will automatically be forwarded to the supplier portal. The registration as a first step you have now successfully finished. We suggest to change your default user settings before proceeding with the further registration. Please proceed as described successive in chapter 3.2.2 Recommended user settings and make all necessary changes. Navigation area: Administration My Account and Info My User Data To proceed afterwards with the registration press Home beneath the Leica-Logo. Afterwards, please proceed with step number two. As soon as you are through all steps, you have the possibility to forward us your registration for verifying. Hotline: +41 71 727 4343 4/19 Last update: 24.10.2014 / KUEN-3111

1 PORTAL REGISTRATION 1.2.1 Company Basis data Please check again your company data and change them if necessary. In addition we ask you to fill in your company s DUNS no. What is a DUNS number? DUNS = Data Universally Numbering system of Dun & Bradstreet The DUNS number is a 9-digt numeric code with which can be unambiguously identified worldwide more than 124 million enterprises. Double registrations and mistakes are thereby avoided. The number is used by the United Nations, the association of the automobile industry (VDA), the European Commission or the ISO as a standard, is recognised and recommended. The specific DUNS number of a company can be asked free of charge at Dun & Bradstreet or if necessary be applied: https://www.upik.de/en/upik_suche.cgi Press afterwards the button. Hotline: +41 71 727 4343 5/19 Last update: 24.10.2014 / KUEN-3111

1 PORTAL REGISTRATION 1.2.2 Contact people Please check again your contact data and change them if necessary. For that click the editing icon. The first user automatically receives the administration rights. As soon as you have created more users you have the possibility to pass on the administration rights. We suggest to give the administration rights to two people in your company. With these rights it is possible to maintain company and all users data or to create new users. To create an additional user, please click on the button. Please complete the user details and choose a login name. Should the chosen login name already be in use, the following error message will appear.then, please choose another login name. You always have the possibility to create an additional user within the administration menu. Therefore, please switch to chapter 3.2.1 Create a new user. Please confirm the user data by pressing the button. 1.2.3 Commodity group assignment Beneath you will find a list of several commodity groups. If you press the plus icon a new level will be visible. Please tick all commodity groups which your company can deliver to us. Please specify the commodity groups in the commodity group structure as detailed as possible. Have you selected all commodity groups which your company can deliver to us, press the button In an additional step you will be asked to answer commodity group specific questions concerning your registration. Hotline: +41 71 727 4343 6/19 Last update: 24.10.2014 / KUEN-3111

1 PORTAL REGISTRATION 1.2.4 Profile maintenance We ask you in this step to answer the questions as detailed as possible so that we will get a detailed overview about your company. The information which you provide to us we will use to find the right suppliers for our products. In addition to this, the awareness level of your company will be increased within our global procurement organization. The questions are divided into the following three to four categories: General Business (Products) Certificates All fields marked with a star (*) are mandatory fields and an entry is required. On certain questions you have the possibility to upload documents. The uploaded documents will be handled confidentially. After you have completed all questions in a category, please click on "Save & Next" to continue with the registration. When you have answered all questions and you would like to send us your registration, please press the button Publish profile and confirm your intention with OK. This step is only possible after you have filled all mandatory fields in all categories and you are located in the category Certificates. If you are a new supplier for us, we will check your registration. If you could be a potential supplier for us, we will ask you to maintain further profile data. Hotline: +41 71 727 4343 7/19 Last update: 24.10.2014 / KUEN-3111

2 PORTAL NAVIGATION 2 Portal Navigation Header Navigation area View / Working area Header Portal language: The portal can be shown in English or German Home: Leads you back to the home page. If you are still in the registration process, you will see an overview of each registration step (see screenshot above). Logout: Please always log out when you leave the portal. Navigation area The navigation area is divided into four main areas. Administration: Execute of user and company data Commodity Group: Here you can execute the commodity groups which you can deliver to us. Company Profile: In the company profile you can execute the general, business and product specific company data as well as certificates and other documents. Requests: In this area you will find all ongoing and already closed requests. View / Working area Based on the subject selection appears in the navigation area the view / working area with the functions to view or edit. Hotline: +41 71 727 4343 8/19 Last update: 24.10.2014 / KUEN-3111

3 PORTAL ADMINISTRATION 3 Portal Administration 3.1 Own user data Navigation area: Administration My Account and Info My user data Your user data can be changed by the user itself or the nominated administrator of your company. We suggest you to set the user settings as proposed in chapter 3.2.2 Recommended user settings. Make the necessary changes Confirm your changes with the button 3.1.1 Change password Navigation area: Administration My account and info My password The system informs you every four months to change your password. Independent from this automatism you have always the possibility to change your password. Fill out all available fields Confirm this action with the button 0 The button is only to delete your entries. With this function you do not reset your current password. Hotline: +41 71 727 4343 9/19 Last update: 24.10.2014 / KUEN-3111

3 PORTAL ADMINISTRATION 3.1.2 Forgot password Internet Browser: https://www.pool4tool.com/portal/leica-geosystems/ Lost password? 0 You will receive a new password by email. 0 Start the registration site from the supplier portal on https://www.pool4tool.com/portal/leicageosystems/ Click on the login page on Lost password? Fill in you user name and email address If you receive the failure error that the user name and email address do not match, please check your entries and try again to request for a password. If this failure occurs again, please check with the administrator from your company if your user in the supplier portal still exists. If no suggestion helps, please contact our SRM support. email: srm.support@leica-geosystems.com Alternative to that, the administrator of your company can also reset your password. Please inform your administrator for that. The procedure to reset a password is described in chapter 3.2.5 Reset password. 3.2 Administrate all user data Navigation area: Administration All accounts I manage User data This and the following functions under chapter 3.2 Administrate all user data are only available for you if you are in the role of an administrator. When you start the user list you will see all users from your company which have been created. 3.2.1 Create a new user Navigation area: Administration All accounts I manage User data If you would like to add a new user, click in the header of the user list the button. Hotline: +41 71 727 4343 10/19 Last update: 24.10.2014 / KUEN-3111

3 PORTAL ADMINISTRATION Make now the most important portal settings as described in chapter 3.2.2 Recommended user settings. In the left screenshot below you can see an example of a new created user. If you have filled in all necessary data press the button and afterwards to register the new user in the system. Provided that you have marked the check-box Notification the newly added user will receive an email with user name and password as well as the link to the supplier portal. 3.2.2 Recommended user settings Hotline: +41 71 727 4343 11/19 Last update: 24.10.2014 / KUEN-3111

3 PORTAL ADMINISTRATION Mandatory fields are identified with a star (*). The most important fields are as follows : E-mail Main language Decimal separator Force relogin every Time Zone Authorization Notification (only visible when you add a user) Main Department The email address will be used for portal notifications and for the identification of the users if a password has been lost / forgotten. Via the main language you can regulate the language for portal notifications which will be sent via email. Please adjust the delimiter for decimal how it is suitable for you. Recommended is 4 hours. Please change the time zone accordingly. Normally, the administrator of your company give a new user the authorization user. If you choose the box admin, the new user will have admin rights and is able to add new users or delete existing users. We suggest you to give in your company two person this administration rights. If you activate this check-box, an email will be generated which contains the user name, the password and the link to the supplier portal. This email will be sent directly to the specified email address of the user. The main department conduce as additional information to your contact data. Additional adjustments can be done based on your preferences. 3.2.3 Change user Navigation area: Administration All accounts I manage User data change Choose in the row of the user you would like to change the icon editing mask. Make the necessary changes Confirm your changes with in the column menu to start the 3.2.4 Delete user If a person leaves your company or does no longer need access to the supplier portal, we ask you to delete this user. Therefore, please proceed as described following 1) Make sure, that the user is not invited currently in running RFQs Navigate to Request Company RFQs Standard filter Running RFQs If there are any RFQs available bellowing to the deleting user, please click on the icon. Hotline: +41 71 727 4343 12/19 Last update: 24.10.2014 / KUEN-3111

3 PORTAL ADMINISTRATION Reassign the running RFQ to the responsible user by selecting the name in the drop down list. Confirm the new responsibility by clicking 2) Clean up user data Navigate to Administration All accounts I manage User data delete Select the user you would like to delete and click on the icon Confirm this delete process with OK 3.2.5 Reset password Navigation area: Administration Execute all Users User list reset password If a user has forgotten the password, it is possible to request a new password as described in chapter 3.1.2 Forgot password. Alternative the administrator of your company can reset the password from the user. Choose the sign in the row of the user in the column menu. The user will receive an email which includes a new password. Afterwards, the user will be informed by the registration into the supplier portal to change the password. Hotline: +41 71 727 4343 13/19 Last update: 24.10.2014 / KUEN-3111

3 PORTAL ADMINISTRATION 3.3 Company data 3.3.1 Address and basis data Navigation area: Administration Company data Marketplace Basis data Please make sure that your company basis data are always up-to-date. These basis data are only visible and changeable for the administrator of your company. 3.3.2 Additional company data Navigation area: Administration Company profile Please ensure that the profile data are always up-to-date. As soon as you have done your changes, publish your profile so that we get informed about the changes. You will receive on a yearly basis an email which reminds you to check your profile and if necessary to make the changes. Hotline: +41 71 727 4343 14/19 Last update: 24.10.2014 / KUEN-3111

4 REQUEST FOR QUOTATION (RFQ) 4 Request for Quotation (RFQ) To create an offer over the supplier portal, you have to be invited via email to submit your quote. This email contains information as : Short information to the request incl. deadline for submission of quotation Direct link to the request Personal access data Do you already have access to the Leica Geosystems / Hexagon Supplier Portal we recommend to log in without using the mentioned link in the email. Thereby you have the possibility to see other RFQs without having to log in yourselves again in the portal. Furthermore, you have additional portal functionalities available. 4.1 Quote submission After you have log in to the supplier portal via link in the email, you are automatically passed on to the RFQ. Afterwards the systems leads you step by step through the quotation process. Should you be in another time zone than topically in the inquiry given, we recommend you to change this to risk no delay with the quote submission. Please, take note that you will automatically be logged-out, should you not be active a certain time in the system or no function like, e.g. "save". You are able to adapt this duration in your user settings by yourselves. Therefore, please change to chapter 3.1 Own user data The inquiries are provided with a deadline for submission of quotations. This deadline is in the email with the offer inquiry as well as in the inquiry itself. If this deadline has passed by, it is no more possible for you to submit your offer. The inquiries have a version. Should information change to the inquiry during the inquiry process, a new version of the inquiry is provided. If the change is relevant for you as a supplier, you will be informed via email. If you have any questions concerning the inquiry please use the message portal. Hotline: +41 71 727 4343 15/19 Last update: 24.10.2014 / KUEN-3111

4 REQUEST FOR QUOTATION (RFQ) The grey box contains general information about the inquiry, like inquiry name, inquiry number and version as well as contact data of the purchaser, deadline for submission of quotations and notes for the supplier. This box is visible during the whole quotation process. The explanations in the blue boxes leads you to the offer submission. Should you no longer need the explanations in the boxes, you can deactivate this via the function hide the info box for this inquiry. If you click on the button next step, a new folder will be opened. A detailed description of the next steps you find in the following chapters. 4.1.1 Documents To come to the inquiry details, you have to accept in advance the listed standard documents. Inquiry specific documents (e.g. drawings, etc.) are only visible for you in a later step when you have accepted the standard documents Open the document by click on the document name and tick the checkbox for your approval Bold marked documents must be opened first, before you can accept these After you have accepted the available documents, click on the next step Hotline: +41 71 727 4343 16/19 Last update: 24.10.2014 / KUEN-3111

4 REQUEST FOR QUOTATION (RFQ) 4.1.2 General The folder General contains general valid conditions related to this inquiry as well as your company data. Please, check the "supplier's information" and adapt this, if necessary. The effected adaptations are stored only for this inquiry. If you liked to change the supplier's information permanently, take the adaptations in the user settings. (Chapter 3.1 Own user data) Conditions which are not in grey marked can be adapted by you After you have adapted the available offer conditions, click on the next step 4.1.3 Quote In the folder "offer" a listing of all items which are part of this inquiry is available. If there is a green check box visible in the column "Position to be quoted", then this position have to be quoted. Otherwise you want be able to submit an offer. Click on to see the position details and to fill in your quote. Should you not be able to offer a certain position, you have the possibility to create for each position an alternative position. Click for it in the offer overview on Should you not be able or interested to submit a quotation for a requested item, please press the button v. Please, note in the field "Remarks", why you send no offer for this position. Hotline: +41 71 727 4343 17/19 Last update: 24.10.2014 / KUEN-3111

4 REQUEST FOR QUOTATION (RFQ) Should you not be interested in submitting an offer for an inquiry, click on all positions decline. Afterwards we ask you to give us a reason for your decision in the note box. This function remains available during the whole offering process. Depending on the item you are forced to submit your quote online or via excel-file down- and upload. Online Quote Mandatory fields are highlighted in bold letters and marked with a star (*). Please, fill out the fields possibly completely. The grey field contents are predefined by the purchaser and are not changeable. If the inquiry contains several items, we recommend to set a tick at the option After you have provided your information proceed with or if you are not able or interested to quote. Quote via Excel-File To submit your quotation via Excel, please follow the instructions in the supplier portal at "Excel Quotation". The Excel file has to be saved locally, edited and uploaded in the Excel 97-2003 version. Otherwise, your entries can not be uploaded. Please fill out the yellow fields. The grey field contents are given by the purchaser and serve you as information. After you have completed all required information, continue as described in the supplier portal. Comments and documents from your side can be uploaded in the area general fields. As soon as your excel file is uploaded or you have submitted your quote online, click on "save & forward" to reach automatically the next position or the next folder. Please be informed that you always have the possibility to interrupt the quotation process and to proceed at a later point of time. Therefore, please save the current entries and log out. Hotline: +41 71 727 4343 18/19 Last update: 24.10.2014 / KUEN-3111

4 REQUEST FOR QUOTATION (RFQ) 4.1.4 Send Back In the tab Send Back you will find an overview of all the quoted positions. Please, take note that in the overview only unit cost is evident. The initial costs are in the total expenses not included. Please check the quoted positions Should you want to carry out changes, return to the step 3 while you click on the folder "offer" and carry out the adaptations Before you send back the offer to the purchaser, we ask you for your supplier's offer number and your sign to put down, so that we are able to reference on your quote. After you have checked the positions and you would like to submit your offer to the purchaser, click on send quote to customer and confirm the controlling question with "OK". Afterwards, you cannot change your offer any more. In addition to that, the button "printing out" is available. This functionality generates a printable view of your quotation. 4.1.5 Message Portal As soon as you have selected the inquiry via link in the email or in your supplier portal, the folder message portal appears to you. Use this for further questions for the inquiry. Your question will be forwarded directly to the responsible purchaser. With further questions via the message portal the purchaser has the possibility to answer questions of single suppliers or to send any news or questions to all requested suppliers. Hotline: +41 71 727 4343 19/19 Last update: 24.10.2014 / KUEN-3111