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1 E-Procurement Manual For Indigenous Supplier and Service Provider.

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Presentation on theme: "1 E-Procurement Manual For Indigenous Supplier and Service Provider."— Presentation transcript:

1 1 E-Procurement Manual For Indigenous Supplier and Service Provider

2 2 Index Sl. No.SubjectPage 1Eproc userid creationPage 3 2Different ways to access eproc sitePage Site DemoPage Login to eproc sitePage 9 5Steps to Change passwordPage Forgot Login InformationPage Site view, Personal Detail, User Id and TCOC acceptancePage RFQ (Enquiry) AcknowledgementPage Order AcknowledgementPage View RFQPage Quote against Material RFQPage Quote against Service RFQPage Order ViewPage Delivery OrderPage Schedule AgreementPage Imminent DeliveryPage 65 17Delayed DeliveryPage GR (Goods Receipt) ViewPage Payment ViewPage 70 20Invoice DetailPage 71 21Vendor Managed Inventory (VMI)Page 72 22Other facilities for Suppliers/Service ProvidersPage 73 23Pre-Requisites for an e-partnerPage 74 24Benefits to the suppliersPage 75 25Do's & Don’t's for the supplier (Related to browser)Page 76 26Do's & Don’t's for the supplier (Related to site not opening)Page 77 27Contact details for e-procurement related issuesPage 78

3 3 E-procurement User id Creation The eproc userid will be created by Tata Steel and that will be sent to the vendor with user id and password along with some other information like site address and Tata Steel purchase business policy. The mail content will be like Dear Friend, CONGRATULATION!!! You have been allotted User id and Password for accessing Tata Steel E-Procurement site. This E Initiative was taken up by Tata Steel couple of years back and both we and as well as others who are already our E partners, have started getting tremendous benefits of the same and there is no looking back on the same. This is a WIN-WIN situation for both of us. As a step forward, this additional initiative is being taken with immediate effect. Now we are pleased to inform you that you have become our E-Procurement Partner. Welcome and join the E partners club of vendors at TATA Steel. There are many other advantages you shall get from this. However all these shall be communicated to you at the appropriate time by us. Your Vendor Code : I063 Your Name of the Organization: I.M.S & SUM HOSPITAL Your User-ID : testvend Your password : test (FOR SECURITY REASON, PLEASE CHANGE YOUR PASSWORD AFTER FIRST LOGIN. PLEASE NEVER DISCLOSE YOUR PASSWORD TO ANYONE AT TATA STEEL). A detailed manual has been hosted in the homepage of e-procurement site to assist you for operating the site. We expect the following from you and would request you to make a serious note of the following: 1. All quotations against RFQs must be submitted through this site only. We are making necessary changes in the computer program that once we make you as an E Partner, we shall not accept fax/ or manual quotations from you and shall be totally ignored. These are very clear management guidelines. 2. Information on Imminent delivery must be filled by 10th of every month and are also making necessary computer program changes as mandatory for all order/ delivery orders. 3. You must access your site on a daily basis. System shall also trigger an E Mail to that effect. 4. Please and we repeat, please do not make this system person dependent. In such a case, there is every likelihood that you may loose on a valuable business because of the person dependant person not being there. Pl. logon to and start using the site. In case of any problem on site, please refer to the FAQ on the E Procurement site. Thanking you and wishing you a very happy E Procurement Partnering Subrata Dhar, Sr. Manager and Team Lead, Vendor Management, Procurement Division, Jamshedpur, India

4 4 Three ways to access Eproc site – Method 1 1.Type in the URL 2.Click on e-procurement

5 5 1.Type ebiz.tatasteel.co.in in the URL 2.Click on e-procurement Three ways to access Eproc site – Method 2

6 6 Type and follow the below stepswww.tatasteel.com 1.Type Three ways to access Eproc site – Method 3 2.Click on’ vendor Zone’

7 7 Site Demo

8 Open Internet Explorer 3.Click on Internet Explorer to Open browser 2.Click on Programs 1.Click on “Start” After getting the user id and password the supplier can start accessing eproc site by below steps 8

9 Logging into the site 9 1.Type Address as in page 3 or 4 or 5 2.Type User Id (Not Case Sensitive) 3.Type Password (Case Sensitive) 4.Click to Enter Site 5.Click to Retrieve Forgotten password (click on the link forgot password)

10 Change Password Steps 10 To change password click on ‘change password’ link 1.After the first login vendors are requested to change the system given password and customize it according to their convenience

11 Change Password Steps 11 1.Give old password’ 2.Put new password’ 3.Confirm new password’ 4.Click on Change password link

12 After clicking on ‘change password’ button the below screen will come confirming that password changed successfully 12 Change Password Steps

13 Forgot Login Information If the supplier forgets his / her password for accessing eproc site then how to retrieve the password has been explained in page 13 – 19. There are two (2) methods to access Forget Login Information 13

14 1.Click on this link Forgot Login Information 14

15 1.Select location from the dropdown 2. Give User id 3.Click on this button 15 Forgot Login Information Method 1

16 1. Select ‘Tata Steel’ from Dropdown 2.‘Tata Steel’ as location selected 4. Click in this button & go to page no Give the user id 16 Forgot Login Information Method 1

17 17 Forgot Login Information Method 2 1.Select location from the dropdown 2. Give Vendor Code 3.Click on this button

18 18 Forgot Login Information Method 2 1. Select ‘Tata Steel’ from Dropdown 2.‘Tata Steel’ as location selected 4. Click in this button 3.Give the Vendor Code

19 19 Check password in given id Forgot Login Information Result After clicking that button a new password will be mailed to the supplier/ service provider’s registered mail id

20 20 Forgot Login Information Re - Login 1.Type User Id (Not Case Sensitive) 2.Type new Password (Case Sensitive) 3.Click to Enter Site After change in password successfully in previous screen the system will ask to login again with a new password

21 Click on any link..Like enquiry, Order, Delivery order, Schedule agreement, Imminent delivery, Delayed Delivery,GR, payments in order to see the respective transaction 2.Click on any link in order to proceed through Eproc site This will take you to next page 21 E-procurement Site View Detail 1.Select the Organisation.

22 Check and Modify Personal Details 1. If OK Click to move to next page 2. If you make any changes click here to go to next page 3.Click to Cancel Changes done 22

23 User Id Acknowledgement 1.If you want to accept click on this button and go to next page code of conduct 2.If do not want to accept click on reject 23

24 1.After clicking the reject Button will take you to this screen and user A/C will be revoked Rejection of User Id 24

25 Code of Conduct After accepting user id the supplier has to acknowledge the Tata Code Of Conduct(TCOC ) 25 1.Accepting Code of Conduct will redirect to next page 2.Rejecting Code of Conduct and give comments

26 When any RFQ (Enquiry) is pending for acknowledgement then Supplier must acknowledge the same before accessing E-Procurement Site further. 26 RFQ (Enquiry) Acknowledgement

27 27 1. Click this link to see Tata Steel general terms and condition for RFQ 2. Click “Show All” button to see all Enquiry Numbers under the one page. 3. Click “Export To Excel” button to View or Download current page data in new Excel Sheet. 4.Enquiries to be acknowledged before entering the E- procurement site Click in the Enquiry no. to see the details 5. Initially the status is ‘Not Acknowledged’

28 RFQ (Enquiry) Acknowledgement 1.Click “I Acknowledge” to acknowledge the enquiry no for material. ( ) 28

29 When any order is pending for acknowledgement then vendor must acknowledge the order before using E- Procurement site. 29 Order Acknowledgement

30 30 1.Click “Export to Excel” button to transfer order’s details in new Excel Sheet. 2.Click Order File link to view Order Pdf file. 3. Initially the status is ‘NO’. 4.Orderss to acknowledge before entering the E- procurement site. Click in the Order no. to see the details 5.Change Order Tag 6.Delet e Order Tag 7. Order acknowledg e message.

31 Order Acknowledgement.Pdf File View 31

32 Order Acknowledgement 1. Click BACK link to go previous page. 2.Click “I Acknowledge” to acknowledge the order no. 32

33 View RFQ (Enquiry) 1.Now the enquiry is under Enquiry Tab 2.The status of enquiries are ‘Acknowl edged’ 33

34 View RFQ (Enquiry) 1. Now the enquiry is under Enquiry Tab 2.The status of enquiries are ‘Acknowledged’ Click Enquiry No to Quote.

35 Quote against Material RFQ 1.Item Level Description 2.Click to Quote 3.Click to Regret 35 Created by: Date: 5/26/2010 Doc. Classification: Public

36 Moving to secure site part for Quoting After clicking on the “quote now ” button the system will ask you to login again for security issue 36 Click on ‘OK’ button Quote against Material RFQ

37 37 1.Type User Id (Not Case Sensitive) 2.Type Password (Case Sensitive) 3.Click to Login again Quote against Material RFQ Logging into the secure site

38 1. Enter Quotation Reference (Mandatory) 2. Click on down-arrow and select from list 3.Enter your value here 4. Click ‘Submit Charges’ button to go next page. 38 Quote against Material RFQ

39 Quote against Material RFQ Header Level Data 1. Click to select the ‘Currency’ 2. Check to select ‘Excise Registered ‘ 3. Click to select ‘Incoterms’ 4. Click to select ‘Billing Point 39

40 Quote against Material RFQ Modify Extra Charges 1.Click hear to modify Extra Charges 2. Enter Modify Value hear. 40

41 Quote against Material RFQ Item Level Data 1. Check the Item No check box for Quote individual item’s( Mandatory) 2. Enter the ‘Basic Rate’ ( Mandatory) 3. Enter the ‘Lead Time ( Number of Days)’ ( Mandatory) 4. Select the ‘Billing Point 5. Select the ‘Tax Code Description’ 6. Enter the ‘Tariff Code’ 7. Enter the ‘Comment ’ 9. User can also save the Quotation as a draft mode by click ‘Save as Draft’ button 10. Click on ‘ Submit Quote’ button to submit the Quotation 8. Click the ’ Modify Extra Charged ’ to mdify extra charges 41

42 Quote against Material RFQ Successful Submission 1.Message Confirms Successful Quotation 2.Click to View Quotation Details 42

43 Quote against Material RFQ View Submitted Quote Print View of the Submitted Quotation 43

44 Quote against Service RFQ 2. RFQ for Service 1. Click on the Enquiry no. to see the details 44

45 Quote against Service RFQ 1. Service Details. 3. Click to Quote Service RFQ 2. Click to Regret Service RFQ 45

46 Quote against Service RFQ Moving to secure site part After clicking on the “quote now ” button the system will ask you to login again for security issue 46 Click on ‘OK’ button

47 47 1.Type User Id (Not Case Sensitive) 2.Type Password (Case Sensitive) 3.Click to Login again Quote against Service RFQ Logging into the secure site

48 Quote against Service RFQ Header level data 1. Enter Quotation Reference (Mandatory) 2. Click hear to change Currency 3. Click hear to change Incoterms value. 4. Click hear to change Excise Register ed 5. Click to select Billing Point 6. Enter Total number of work man availabl e Value (Manda tory). 7.Enter Total number of trained work man available value (Mandatory) 8.Enter the Comment value. 9. Click hear to select Visiting Date time from calendar. (Mandatory) 10.Enter the name of visited department. (Mandatory) 11. Click hear to Person's name who has shown the job To the vendor (Mandatory) 12. Check to Confirm Site visited and clearly job understood the job terms (Mandatory). 48

49 Quote against Service RFQ Item level data 1. Check to select all line items for Quote 3. Check and Un Check to select individual line item for Quote (Mandatory). 2. Select the Tax Code Description 4. Click to see line item brief description. 5. Enter the Rate value. 6. Save the Quotation as a draft mode. 7. Click to submit Quotation. 49

50 Quote against Service RFQ Successful Submission 1.Message Confirms Successful Quotation 2.Click to View Quotation Details 50

51 Quote against Service RFQ View Submitted Quote Print View 51

52 If the RFQ is already quoted then to modify the quotation clicking on the RFQ the next screen will come 4.Click to open the already quoted RFQ and modify 1.Tag for Quoted RFQ 2.Tag for Draft RFQ 3.Tag for Reject RFQ 52 Quote against Service RFQ Modify Quote

53 Quote against Service RFQ Modify quote/Regretting an Enquiry 1.Click to Modify Quote 2.Click to View Quoted Details 3.Click to Regret Quote 53

54 Quote against Service RFQ Moving to Secure Site Click on ‘OK’ button 54

55 Quote against Service RFQ Regretting an Enquiry 2.Click to Regret Enquiry 1.Write Reason for Regretting 55 3.Click to delete Comments

56 Quote against Service RFQ Regretting an Enquiry 1.This message confirms regret 56

57 Order View 1.Now the order is under Order Tab. 2. Click in the Order no. to see the details. 3. Click Order File link to see Order.pdf file. 4. Click to export order in new Excel Sheet. 6. Changed Tag. 5.Delete Order Tag. 57

58 Order View 58 1.Click to see order.pdf file 2.Click to see Extra Charge description. 3.Order Details

59 Delivery Order View Under the Delivery Order 3. Click hear to see Delivery Order details No of Services in Order

60 Delivery Order Details Delivery Order Master Level details such as Order no, Order Date, Changed status, changed date, Signatory Name, Signatory phone no, order file link, currency code, Order Detail Descriptions, Payment Instruction, and Delivery Department. 2. Display Order Item level details such as order quantity, rate etc.

61 Scheduling Agreement Under the Sch. Agreement 2. Click Order No to view Sch. Agreement 3.Change Schedule Agreement Tag 4. Delete Schedule Agreement Tag

62 Schedule Agreement Master Details Schedule Agreement Master Level details such as Order no, Order Date, Changed status, changed date, Signatory Name, Signatory phone no, order file link, currency code, Order Detail Descriptions, Payment Instruction, and Delivery Department

63 Schedule Agreement Item Details Order Delver Dates.

64 Schedule Agreement Item Level Details Click to view Extra charges description.

65 Imminent Delivery Click to select From Date. 2. Click to select To Date. 3. Click to view all imminent delivery between from and to dates 4. Insert Expected Delivery Date in DD/MM/YYYY format. 5. Insert Description. 6. Click to Update.

66 Delayed Delivery View and Update Under Delayed Delivery Tab. 2. Order Number. 3. Order item no and order Delivery Department name. 4.Order Committed Quantity 5. Enter order Expected Delivery Date in (DD/MM/YYYY ) format. 6. Order delivered quantity 7. Enter the Comment 8. Click Update Details to update Delayed Delivery

67 Delayed Delivery View and Update When “ Information Update Successfully” message is displayed, it means that Delayed Delivery information has been updated.

68 GR (Goods Receipt) View Under GR Tab. 2. PO Number 3. Click ‘GR in QI Stock’ link to view GR details. 4. GR Date 5. Challan Number 6. Doc Type? 7. Doc Date?

69 GR (Goods Receipt) View GR No. 2. GR Date. 3. Item No 4. Accept/Reject GR No 5. GR Accept/Reject date 6. Received Quantity 7. Accepted Quantity 8. Rejected Quantity 9. GR Reject Region?

70 Payment View Under Payment Tab 2. Click ‘Show All’ button to display all invoice no under one page 3. Click on ‘Invoice No’ link to view Invoice Details 4. ‘Invoice Date’ 5. ‘Invoice Amount’ 6. ‘ GR No’ 7. ‘ PO No’

71 Invoice Detail GR Number, Po Number, Party Invoice Number, date, Amount, SAP Invoice Number, Creation Date, Invoice Status, Cheque No, Cheque Date and Cheque Amount details show under Invoice Details report.

72 Vendor Managed Inventory(VMI) Under VMI Tab 2. Click hear to see vendor managed inventory page

73 Other Facilities for Suppliers / Service Providers 1.Messages floated by Administrator on home page 2.User id-Password request (for existing ones, in case forgotten) 3.FAQ’s & Troubleshoot information 4.Facility to contact e-Procurement Administrator through the site 5.Direct Contact ( ) with the Ethics Counselor of Tata Steel 6.Online acceptance of Code of Conduct of Tata Steel 7.Automatic Reminders for new Orders and RFQ’s 8. to eProc. Administrator for modification of Phone/FAX/ 9.Other Information under the Facility Page (eg. Policies, circulars as and when floated by Site Admin) 73

74 Pre-Requisites for an e-Partner Should be a Registered supplier / service provider having address registered with Tata Steel, India Smooth running Internet Connection Internet Explorer 6.0 and above for browsing the Site 74

75 Responsibilities Of Suppliers To check s on regular basis To regularly check for new information on the site To regret online, if do not want to quote for any enquiry To acknowledge all Orders, if any To update current Contact Details 75

76 Benefits to the Suppliers 1.On-line Enquiries (No hardcopy / / Fax movement) 2.On-line Orders, if any 3.On-line submission of quotation (No hardcopy / / Fax movement) 75

77 Do’s & Don’t for the Supplier’s Related to Browser (Internet Explorer) 1. Use Internet Explorer 6.0 and above. 2. The browser keeps the page in the memory and many a times, throws the old page with old data, instead of getting the latest data. To avoid this, remove these files from memory. To do this: A. Go to Internet Explorer Menu bar - Tools - Internet Options - Temporary Internet Files - Delete Files. This will delete the old files stored in memory and get the latest data. Delete cached filed for the memory from time to time (once a week) B. Go to Internet Explorer Menu bar - Tools - Internet Options - Temporary Internet Files – Settings Under Check for Newer Version of Stored Pages, select "Every Visit to the page". 76

78 Do’s & Don’t for the Supplier’s Related to Site not opening: 1.Check that Internet Connection is up. 2.E-Procurement Site of Tata Steel is accessible through three addresses simultaneously as described earlier. If one of these don't open, try with the other address. 1.You should be able to access other sites like yahoo.com, google.com, etc. If you have problem opening these sites as well, then it is your local internet problem. Else, report problem for e- Procurement site. Faq’s 1.More detailed note related to some of the specific problems is existing on the site under the heading "FAQs". Go through the FAQ’s to help you out with your problems. 77

79 Contact Details For Eproc Related Issue Name AddressPhone no ProCare (Supplier Relationship Management Centre) Mr. Ravi

80 79 Thank You


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