Microsoft Dynamics AX - Revertisdemo.revertis.com/sitios/Documentos/Documentos/Demo Scrip... · 3 Microsoft Dynamics AX 2012 R3: eProcurement DEMO OVERVIEW This document introduces

Microsoft Dynamics® AX

eProcurement:

RFx Management, Collaboration, and Evaluation

Last Updated: February 2014

AX 2012 R3 / Version 1.0.0

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Microsoft Dynamics AX 2012 R3: eProcurement

CONTENTS

CONTENTS 2

Demo Overview 3

Introduction 3

Audience 3

Scenario Overview 4

Unsealing bids, scoring and evaluating bids, and awarding an RFQProblems this Demo Addresses 4

KEY PAINS OR BUSINESS IMPERATIVES 5

Purpose of Demo (Solutions to pains, benefits, value proposition) 5

KEY BENEFITS AND SOLUTIONS 5

Demo Preset Configuration 6

Demo: eProcurement for RFx process, Vendor portal collaboration 6

INTRODUCTION 6

Demo: eProcurement for RFx process, Vendor portal collaboration 7

Configure the RFQ, add lines, and publish and send to the RFQ. 9

Make a change to the request for quotation 10

Vendor portal 11

Log in as Inga/Alicia 14

Enter physical sealed-bid amounts, and score, compare, and award bids 15

Conclusion 19

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DEMO OVERVIEW

This document introduces you to eProcurement and the new and enhanced features included in

Microsoft Dynamics AX 2012 R3.

INTRODUCTION

When you complete this document and demo script, you will be able to:

Describe how Microsoft Dynamics AX 2012 R3 supports RFQ management and evaluation

Set up Request for Quotations to include scoring criteria, allow alternate lines on bid, attach qualifying

questionnaires, and utilize sealed bid functionality

Invite vendors to bid on an RFQ

Discuss how vendor portal enhancements provide vendors more opportunities to bid and view bid results

As a vendor, suggest alternate items on a bid, qualify one’s self through questionnaires, provide comments

on a bid, and submit a bid

Unseal bids that utilize sealed bid functionality

Score bids based on user defined scoring criteria

Evaluate and rank bids, and award an RFQ

AUDIENCE

The script should be used to demonstrate the value of Microsoft Dynamics AX 2012 R3 to buyers and vendors. The

buyers and vendors that you are presenting to will find value in this script if they are challenged with:

Managing many different types of RFQs

Bidding on an RFQ

Evaluating and Awarding RFQs

The demo script targets the following roles:

Purchasing Manager

Purchasing Agent

Vendor (External)

The following role examples represent key decision makers, selection process personnel, and influencers and/or

evaluators:

Purchasing Agent (Alicia): Alicia creates and manages RFQs related to the sourcing process. She is in

charge of communicating with fielding requests from other departments and determining which requests

require formal sourcing. Purchasing Agents struggle with managing the many RFQs they are in charge of,

organizing vendor bids, and assisting with the evaluation and award of the RFQs

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Purchasing Manager (Inga): Inga manages the purchasing department, which includes management of

the purchasing agent. She is also involved with RFQs at a higher level, and may be involved with the

evaluation and award of bids

Vendor (External) (Stan): Stan is an external vendor and bids on RFQs that he is invited to by Alicia. He

struggles to keep an overview of what to bid on and the deadlines for the bidding

SCENARIO OVERVIEW

Contoso is planning to upgrade its conference rooms. Alicia, the Purchasing Agent, receives a Purchase Requisition that,

according to procurement department guidelines, needs to be sourced. She creates and publishes a sealed bid RFQ for

vendors to respond to.

While the RFQ is open for bidding, Stan (the vendor), will view his opportunities to bid and decide to bid on the

conference room upgrade RFQ. He will qualify himself and also provide alternate items.

When Stan has submitted his bid, Alicia and Inga (the Purchasing Manager), will unseal the bids, score and evaluate

them, and award the bid to Stan.

Note: When demonstrating this functionality to clients, manipulate the scenarios to fit key pain points they are

experiencing. A one or two hour discovery session might help you tailor the demo to make it more effective.

This script focuses on the following processes:

Setting up a RFQ

Sending the RFQ to specific vendors

Submitting a bid on an RFQ

UNSEALING BIDS, SCORING AND EVALUATING BIDS, AND AWARDING AN RFQ

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PROBLEMS THIS DEMO ADDRESSES

This script demonstrates eProcurement enhancements to the sourcing management, bidding, and evaluation and award

of an RFQ.

KEY PAINS OR BUSINESS IMPERATIVES

The following business imperatives are described in this document:

Setup and management of different types of RFQs

Vendor bidding options

Evaluation of bids and award

PURPOSE OF DEMO (SOLUTIONS TO PAINS, BENEFITS, VALUE PROPOSITION)

The benefits of this demo include the following:

Purchasing Agent: Selection of RFQ types, bid types, qualifying questionnaires, and scoring criteria

Purchasing Agent: Inviting vendors to bid and the ability to communicate changes via amendments

Vendor (External): Opportunity for vendors to provide more detail when bidding on an RFQ

Purchasing Agent/Purchasing Manager: Scoring and evaluation of bids through user defined scoring

criteria

KEY BENEFITS AND SOLUTIONS

The following are key benefits of eProcurement:

Enhanced RFQ creation capabilities – Purchasing agents are now able to define their own scoring criteria

on an RFQ to help them better evaluate their bids by more than just the lowest price. Because of the

addition of RFQ types, it is much easier to default specific scoring criteria as well as bid type (sealed vs.

open), on an RFQ. Purchasing agents can now qualify vendor bids through questionnaires

Enhanced Vendor Portal capabilities – Vendors can suggest alternate category lines on a bid, provide

comments on bid lines, and qualify themselves by answering questionnaires

Enhanced RFQ evaluation capabilities – Purchasing agents and purchasing managers can now score bids

based on the scoring criteria they defined when they originally created the RFQ. They also have more

options to compare and rank bids due to a revamped compare replies functionality

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DEMO PRESET CONFIGURATION

Make sure that the virtual machine (VM), is up and running and that you have logged on. This script was written to work

with the Microsoft Dynamics AX 2012 R3 VM.

All users are in the CONTOSO domain and the password is pass@word1. So if you log on as Alicia, for example, then you

would use CONTOSO\Alicia with the password, pass@word1. If you log on as Erinh, then you would use

CONTOSO\Erinh with the password, pass@word1 to log in to the USMF company.

The script has been written to minimize role changes, and the role changes are called out in the following script.

DEMO: EPROCUREMENT FOR RFX PROCESS, VENDOR PORTAL COLLABORATION

This demo will walk through:

Create a RFQ showcasing the new capabilities

Bidding on the RFQ through the Vendor portal

Unsealing a bid

Evaluating bids via the responses, scoring, and qualifying a questionnaire

Comparing and awarding

INTRODUCTION

Before you begin, highlight the value of simplicity, by walking the audience through the navigation and landing page to

familiarize them with the user interface (UI), so they are able to follow you as you transition from screen to screen.

In this Microsoft Dynamics AX 2012 R2 scenario, we’ll go through the eProcurement for RFx process. Follow the steps

below to understand the process.

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DEMO: EPROCUREMENT FOR RFX PROCESS, VENDOR PORTAL COLLABORATION

In this Microsoft Dynamics AX 2012 R3 scenario, we’ll demonstrate how the Purchasing agent can work with RFQ’s,

and how Vendors can respond to RFQ’s through the vendor portal.

We’ll begin the scenario with Alicia the purchasing agent. Create a sealed-bid RFQ with scoring criteria.

1. Log in as Alicia, and create a request

for quotation

2. Click Procurement and Sourcing > Common > Requests for quotations > All requests for quotations

3. On the Action pane, in the New group, click Request for quotation

4. In the Purchase type field, select Purchase Order

5. In the Document title field, select Conference room upgrades

6. In the Solicitation type field, select RFQ – Goods

7. In the Requesting department field, enter IT Department

8. Set the Expiration date and time to xx minutes later than the current date/time, (adjust the time so you can manage to reply to the bid in time before expiration)

9. Click OK

The new fields in AX2012 R3 for Document title, Solicitation type, and Requesting department will appear on the Vendor portal list pages. Vendors can use these fields to filter and search for specific solicitations.

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Now that the document has been created,

check which scoring criteria should be used

when the replies are received.

10. In the Request for quotation details

form, on the Action pane, click Scoring

criteria

The scoring criteria are defaulted from the

solicitation type, (for information about how to

set that up, see Set up solicitation types and

scoring methods later in this document). For

each criterion, a range is defined, within which

points can be given to a specific reply.

Add extra scoring criteria to the case.

11. Click New

12. Enter a name, description, and a range

that the points should be given

Or, if you prefer, you can add a whole new

set of criteria from an existing scoring

method.

13. Click Copy criteria

14. In the Copy scoring criteria dialog box,

select a method from the Scoring

method list

15. Do not select the Replace existing

criteria check box

16. Click OK

In this way, you can build up how you want to

score the replies, (bids).

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CONFIGURE THE RFQ, ADD LINES, AND PUBLISH AND SEND TO THE RFQ.

Configure the RFQ to be sealed and allow alternative lines:

1. In Request for quotation header > Bid type, select Sealed

2. Select the Allow alternates on response lines check box

3. Expand the Request for quotation lines

FastTab

4. Click Add line

5. Set the Line type to Category.

6. In the Procurement category field, enter OFFICE MACHINES

7. In the Product name field, enter Paper Shredder

8. In the Quantity field, enter 10

9. In the Unit field, enter ea

10. Click Add line

11. Set the Line type to Category

12. In the Procurement category field, enter OFFICE AND DESKASSESORIES

13. In the Product name field, enter Projector


15. In the Unit field, enter ea

16. Click Add line

17. Set the Line type to Item

18. In the Item field, enter A0001 – HDMI 6’ Cables


20. In the Unit field, enter pcs

21. In the Site field, enter 1

22. Expand the Vendor FastTab

23. Click Auto-add vendors

Four vendors are added to the RFQ based on the procurement categories on the lines.

If it is required that the invited vendor should be approved in ALL categories if they are to be

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invited, then use the Vendor search button for such a refined search.

Notice: that one of the vendors is marked as a vendor portal which means that at least one vendor contact person must have access to the vendor portal.

24. Expand the Questionnaires FastTab

25. Click Add

26. In the Add questionnaire form, select VendorEval

27. Click OK

On the RFQ details page:

28. On the Action pane, in the Process group, click Send Note: you might have to save before clicking Send

29. In the Sending request for quotation form, click OK

30. The lowest and highest status on

vendors and lines changes to Sent

MAKE A CHANGE TO THE REQUEST FOR QUOTATION

If you need to change the RFQ after you have sent it to the vendors, you would like to explicitly communicate that a

change has happened, so the vendor that has already looked at the RFQ will notice that there is a change next time

they open the RFQ. Amendments can be made until a vendor has replied. If you need to make a change after they

have replied you have to return the reply to the vendor.

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1. Create a new amendment

2. Expand the Amendments FastTab

3. Click Add, to add an amendment record

4. Under Name, enter Amendment 1

5. Under Description, enter Revised

specification

6. Click Attachments

Note: you might need to save before

proceeding to the next step.

7. Click New

8. Under Type, enter Note

Note: that for the sake of the demo this

is just a note, it could also have been a

file containing the changed specification

9. Under Description, enter Revised

specification

10. Under Restriction, select External

11. Click Close

12. After creating the amendment record,

resend the request for quotation

13. On the Action pane, click Send to resend

the request for quotation to the selected

vendors

14. Click OK

VENDOR PORTAL

Log in as ErinH (the contact person for vendor US-104), and bid on a request for quotation.

1. Open a bowser and you are in the Vendor self-service portal role center

2. Click on New request for quotations cue

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3. Highlight the RFQ where Document title = Conference Room Upgrades

4. Open the RFQ and view the request

5. Scroll down to review the line details and the addenda (amendments), details

6. Expand the Amendments FastTab

7. Select Amendment 1

8. Click View attachment

9. You can now open the attached

Revised specification document to

review the changes to the original

request for quotation

10. On the Action pane, in the Maintain

group, click Bid. You can now see the

bidding without any quantity, and

suggested reply data

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11. On the Action pane, in the Reply group, click Reset bid data. This will copy quantity and other suggested reply data to the bid as e.g., terms of payment, delivery date...

12. On the bid lines, select the line with the Paper shredder, and then click Add alternate

13. On the Paper shredder de lux line, enter a unit price, add a comment, and change the product name

14. On the Projector line, enter a unit price, and add a comment

15. On the HDMI 6’ Cables line, enter a unit price, and add a comment

16. On the Questionnaire FastTab, click Complete questionnaire

17. Answer the questionnaire

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18. Click Submit

19. A dialog box appears, confirming that your bid has been sent. The status now appears as Submitted on the Request for quotation list page

20. Click Close on the dialog box

21. Click Close on the details page

Notice: on the Requests for quotations list page, the status on the record is Submitted: No action required.

LOG IN AS INGA/ALICIA

Unseal the bids on the RFQ. (Inga, the purchasing manager, is the only role that has privileges to unseal a bid.)

1. Click Procurement and Sourcing > Common > Requests for quotations > All requests for quotations

2. Expand the Request for quotations header FastTab, under Request for quotation information, open Conference Room Upgrades

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3. Under the Vendor FastTab, go to the

Reply, via the hyperlink. For the US-

104 vendor see that the bid is sealed –

amounts and quantities cannot be seen

Notice: the yellow bar informs that the bid

is sealed.

4. Click Close to close the bid, and navigate back to the Request for quotation details form

5. Ensure that the current date/time is after the selected expiration date/time on the RFQ

6. On the Action pane, in the Replies

group, click Unseal bids to unseal the

bids

7. Bids have been unsealed. Navigate to

the bid by clicking the hyperlink, where

it is possible to see amounts and

quantities submitted by the vendor

8. Note: when the bid is unsealed it

cannot be sealed again

ENTER PHYSICAL SEALED-BID AMOUNTS, AND SCORE, COMPARE, AND AWARD BIDS

In the typical procurement scenario, the unsealing of bids occurs concurrently with the physical unsealing of

submitted envelope bids. If the purchasing agent receives any bids on the RFQ through other methods, such as mail,

email, or fax, then they can be entered in AX 2012 R3 only after the electronic bids have been unsealed in AX 2012

R3.

1. Go to the list page USMF > Procurement and

sourcing > Common > Requests for

quotations > All requests for quotations

2. On the Vendor FastTab, open the Rain Projectors bid

3. On the Action pane, in the Maintain group, click Edit

4. On the Action pane, in the Maintain group, click Copy data to reply

5. On the Purchase quotation lines FastTab, enter the Unit prices for the lines

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6. On the Questionnaires FastTab, click Complete questionnaire

7. Complete the questionnaire, and click OK

8. Now there are 2 replies

9. Open the reply you want to score, and expand the Bid scoring tab, (it could be the one that you already have open)

10. Enter the scores

Note: you might need to set the record in edit mode.

11. Go back to the RFQ case, open the other reply and score that reply as well

12. Returning to the RFQ case, you can see the total scores for the 2 replies

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13. On the Action pane, in the Process / Compare replies, click Compare replies. This will open the compare replies form

14. In the Show list, select Lowest net amount by line or Lowest total price, to find (filter out), the bid with the lowest price in total or the lines that have the lowest price by line

15. Notice that the Compare replies form shows which line is an alternate. The amounts in the Total amount column are in company currency to provide consistency during comparison. You can see the prices in the actual bid currency by scrolling further to the right in the grid.

16. On the header lines for the bids, you can enter a Rank for each bid

17. On the Action pane, in the List group, you can click Export to Microsoft Excel to export the Compare replies form, and share it with others as part of a typical procurement bid evaluation process, (optional)

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18. On the Compare request for quotation replies form, select the check box on a header line to Mark a set of bid lines for award

19. On the Action pane, in the Process

group, click Accept to accept a bid

20. 22. In the Posting request for

quotation acceptance form, click OK

21. Notice: the lines that have not been accepted appear in a rejection posting form. When you click OK in that form, the lines will be rejected

Setup note:

The solicitation types and scoring methods are set up in the demo data under Procurement

and sourcing > Setup > Request for quotation

The date and time in the expiration date time is defaulted from the procurement and

sourcing parameters / request for quotation

End of Scenario

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CONCLUSION

This demonstration has taken you through the vendor collaboration and RFQ handling process with a focus on the new

capabilities added in AX2012R3.

RFQ can be categorized by solicitation types which drive scoring methods and bid types: open / sealed bid

Adding vendors by procurement category can easily be done in one click

Bids related to a RFQ can be sealed, and thereby hide price and quantity until it’s unsealed

RFQ has an expiration date and time; bids cannot be submitted via the vendor portal after this time, and

sealed bids cannot be unsealed before the expiration date / time has passed

Vendor portal bidding can allow alternate bid lines, answering questionnaires, entering comments,

tracking amendments

Bid scoring can be done on the bids

Qualifying vendors through bid questionnaires

Comparing and ranking bids

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DISCLAIMER

© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista, Microsoft Dynamics and other product

names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. Other names and brands may be

claimed as the property of others.

The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date

of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a

commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of

this presentation.

Sample code included in this presentation is made available AS IS. THE ENTIRE RISK OF THE USE OR THE RESULTS FROM THE USE

OF THIS CODE REMAINS WITH THE USER.

MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

NO LICENSE, EXPRESS OR IMPLIED, BY ESTOPPEL OR OTHERWISE, TO ANY INTELLECTUAL PROPERTY RIGHTS IS GRANTED BY

THIS PRESENTATION. Microsoft products are not intended for use in medical, life-saving, or life-sustaining applications.

Microsoft Dynamics is a line of integrated, adaptable business management solutions that enables you and your people to make

business decisions with greater confidence. Microsoft Dynamics works like and with familiar Microsoft software, automating and

streamlining financial, customer relationship and supply chain processes in a way that helps you drive business success.

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Microsoft Dynamics AX - Revertisdemo.revertis.com/sitios/Documentos/Documentos/Demo Scrip... · 3 Microsoft Dynamics AX 2012 R3: eProcurement DEMO OVERVIEW This document introduces