e-Ordering e-PRIOR Supplier Portal

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User guide for Suppliers

Version 1.0

12/11/2013

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Table of contents

• Introduction

• e-Procurement overview

• e-Ordering: objectives and architecture

• e-Ordering: actors & roles

• e-Ordering: workflow

• How-to: overview of the application

‣ How to access the application

‣ Inbox and Sent Box overview

‣ Filter functions in e-Ordering

‣ How does a new order look like in e-Ordering

‣ How to sign and refuse an order in e-Ordering

‣ Status after signing or refusing Orders

‣ Final customer signature

• Support information

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Introduction

This guide describes the e-Ordering module available on the e-PRIOR Supplier Portal at the following address:

https://webgate.ec.europa.eu/supplier_portal

The e-Ordering module and its host application, the e-PRIOR Supplier Portal, are part of the e-Procurement solutions developed by DIGIT.

The e-Ordering module can be used by Suppliers authorised by their Customer(s) to use the application with either read-only access (for follow-up) or full access (to sign/refuse orders).

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e-PROCUREMENT OVERVIEW

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• The e-Ordering solution is part of the e-Procurement suite :

Post-awarding modules

Pre-awarding modules are under development

• Main benefits of e-Procurement:

electronic document exchange saving paper and postage costs

allows automation, avoiding data re-encoding

faster timelines

environment-friendly

e-Access (TED e-Tendering)

e-Notification (TED)

e-Submission

e-Evaluation e-Awarding

e-Procurement Overview

e-Payment

e-Request e-Ordering e-Fulfilment e-Invoicing

e-Catalogue

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e-PRIOR SOA platform

e-Request

e-Ordering

Supplier System

Supplier Portal

Supplier Portal

Customer

ABAC ASSETS Order

Customer Portal

System

(EC example)

e-Procurement architecture e-Ordering process

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e-Request

e-Ordering

Request Formal Offer

Contract body Data appendix

Attachments

exchanged documents

e-Procurement modules

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e-ORDERING Objectives & Architecture

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e-Ordering

Depending on the given role*, the user can perform the following main actions in the e-Ordering module:

• Receive an Order in the Inbox of e-Ordering

• Open and Download an Order and the related documents

• Sign an Order

• Refuse an Order

* The access rights procedure is described in chapter Actors and roles of

this guide

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Objectives

• e-Ordering automates the exchange of contracts between the European Institutions and their Suppliers

• e-Ordering allows to amend specific contracts based on framework contracts signed by the European Institutions and their Suppliers

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How does e-Ordering work? e-Request e-Ordering

e-Request Customer Portal

Formal Offer

e-Ordering ABAC ASSETS Order

Formal Offer Formal Offer

Formal Offer

Order

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How does e-Ordering work ?

Supplier Portal

Draft Order

Draft Order signed

e-Ordering ABAC ASSETS Order

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Signed Order

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Architecture

• The Main application for Suppliers

Supplier portal: e-Ordering module

• The connecting platform between Supplier & Customer systems

e-PRIOR

• The orders are created by the Customers in:

ABAC ASSETS Forms

ABAC ASSETS Order

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Architecture

• The Documents exchanged electronically in e-Ordering are :

The contracts: Contracts for hired persons, related to requests made in

e-Request agreed between the Supplier and the Customer.

In e-Ordering the contract is split in 2 types of documents, the

Contract Body and the Data appendix

‣ The Contract Body corresponds to the general closures of the agreed

contract. It is attached to the Order as a PDF document

‣ The Data appendix determines the specifications of the agreed

contract (name, consortium,bank account number…).In e-Ordering it

is encoded as a XML file.

Outlook notifications : To the Customer and Supplier, each time the

status of an order changes in e-Ordering (signed order, refused order

etc…)

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• Contains the general closures of the agreed contract

The Contract

Contract Body

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• Determines the specifications of the agreed contract (name, consortium, bank account number…)

The Contract

Data appendix

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Actors & Roles

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e-Ordering actors

• Customer

The organisation that has awarded the market

procedure (DIGIT …);

• Supplier

Consortium/Company that signed the framework

contracts;

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e-Ordering roles

Two different user roles are available in the Supplier Portal e-Ordering module:

• RO (Read Only): The user having this role can read and download all Orders in the e-Ordering Inbox for a given contractor. The user cannot perform any action on the Orders or related documents.

• SAS (Supplier Authorised to Sign): In addition to the rights attributed to the RO, the user having this role can also sign, refuse orders received from the Customer, and archive any document listed in the mailbox.

To request access: Please contact the Customer (Directorate-General/ Agency/ Institution) - owner of the contract - that will initiate the procedure of connecting you to the necessary e-procurement modules and provide you with the necessary instructions and documents.

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e-Ordering workflow Signing or refusing Orders

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e-Ordering workflow When the Supplier signs an Order

Commission Draft e-Order

e-Order "Supplier signed"

e-Order "Signature Authorising

Officer"

Draft e-Order "Sent by the Customer"

Supplier signature "Accepted"

Supplier signature "Processed"

Customer back-office Supplier Portal

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e-Ordering workflow When the Supplier refuses an Order

Commission Draft e-Order

e-Order "In Preparation"

e-Order "See previous"

Draft e-Order "Sent by the Customer"

Supplier refusal "Refused"

Customer back-office Supplier Portal

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• After supplier signature

‣ The e-Order changes its status to "Accepted"

‣ A notification is sent to customer via e-mail

• After supplier refusal

‣ The e-Order changes its status to "Rejected"

‣ A notification is sent to customer via e-mail

• After the signature of the authorising office

‣ The e-Order changes its status to "Processed"

‣ A notification is sent to the supplier via e-mail

e-Ordering workflow Status after signing or refusing an Order

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How-to Overview of the application: video tutorials

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How to connect to the e-Ordering application

Watch the "How to Access the application" video that shows you how to connect to the e-Ordering module on the Supplier portal

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Inbox & Sent view

• Inbox view

The Inbox view shows the list of all documents (for the e-Ordering process) received through e-PRIOR from the Customer's back-office system.

• Sent view

The Sent view shows the list of all documents (for the e-Ordering process) sent through e-PRIOR from the Supplier back-office system or through the Supplier Portal.

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Inbox & Sent view

Watch the "Inbox and Sent Box overview" video to see the features from the Inbox and the Sent view

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Filter functions in e -Ordering

Watch the "Filter functions in e-Ordering" video that shows you the Filter functions from the Inbox and the Sent view

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How does a new order look like ?

Watch the "How does a new order look like in e-Ordering" video to see the features of a new received order in e-Ordering

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How to sign or refuse an order in e-Ordering?

Watch the "How to sign and refuse an order in e-Ordering" video that shows you how to sign or refuse an Order in e-Ordering

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Status after signing or refusing Orders

Watch the "Status after signing or refusing Orders" video to see how the status changes after signing or refusing an Order

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Final customer signature

Watch the "Final customer signature" video to see what happens after the final signature of the Customer

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‣ Concerning access rights

If you need to add or modify access rights, please

contact the Customer responsible for your

framework contract:

Concerning application issues or questions

If you have questions on how to use e-Ordering; if

you encounter functional problems or errors; or

you want to submit improvement suggestions and

change requests… please send an e-mail to the

European Commission Central Helpdesk:

EC-CENTRAL-HELPDESK@ec.europa.eu

In case of urgency you may call the EC Central

Helpdesk on +32 2 29 58 181

Please be as complete as possible by specifying:

User contact details, consortium / supplier

company, invoice number, workflow step,

language used in the application, user role, last

action done before issue (+screenshot), error

message (+screenshot), detailed issue

description,...

1) Click on the production link here below:

https://webgate.ec.europa.eu/supplier_portal

2) You need an ECAS username and password

When you click on the link above, you will be redirected to the

ECAS authentication screen. Please select external for the

domain, then select sign-up to ECAS and follow the procedure to

get a login and a password.

Existing Supplier Portal users (e-Request, e-Ordering, etc.) should

not create a new ECAS username. The same ECAS username will

be used to create the access rights.

3) You need e-Ordering access rights

The Customer responsible for your framework contract will ask you

to fill an Excel document (Note: when filling the document, your

business e-mail should be provided and not your personal one.) You

will also need to provide your ECAS username (see above).

When filled in, send the Excel document to the Customer

responsible for your framework contract:

IF YOU NEED HELP HOW TO CONNECT TO THE SUPPLIER PORTAL e-ORDERING APPLICATION