Supplier Relationship Management End User Document For … TENDERING.pdf · UKKUSANKALP SRM- END-USER DOCUMENT Wipro Ltd. Page 3 of 49 © Wipro Limited, 2013, All Rights Reserved

UKKUSANKALP SRM- END-USER DOCUMENT

Wipro Ltd. Page 1 of 49 © Wipro Limited, 2013, All Rights Reserved. This document is proprietary to Wipro Infotech, a division of Wipro Limited. You may not modify, copy, reproduce, republish, upload, post, transmit or distribute any material from this document, in any form or by any means, nor may you modify or create derivative works based on the text of any file, or any part thereof for public, private or commercial use, without prior written permission from Wipro Limited.

Supplier Relationship Management End User Document

For Bidders

Submitted to

VSP

By

Wipro Ltd.

Version 1.0



DOCUMENT INFORMATION

Project Name Document Name Document Location

UKKUSANKALP SRM END USER MANUAL

for Bidders

ERP Document Server

Contents

1 GETTING STARTED ........................................................................................................ 3

1.1 SAP Window ...................................................................................... 3

1 PREPARING THE QUOTATION AS BIDDER ................. ................................................. 4

1.1 RFx and Auctions-Viewing RFx as a Bidder ............................................ 6

1.2 Creating the RFx Response (Quotation) ................................................ 9

1.2.1 Public RFx for the bidder who are not yet having user ID with VSP ............... 9

1.2.2 Error details: ....................................................................................... 12

1.2.3 Response questions: ............................................................................. 13

1.2.4 Items: ................................................................................................ 13

1.2.5 cFolder documents for the response: ...................................................... 18

1.2.6 Notes and attachments for response: ..................................................... 24

1.2.7 Submit response: ................................................................................. 28

1.3 Live auction participation as bidder: ................................................... 29

1.3.1 Start Price ........................................................................................... 29

1.3.2 Next Valid Bid ...................................................................................... 32

1.3.3 My Bid and My Bid Value ....................................................................... 32

1.3.4 Rank................................................................................................... 32

1.3.5 History Tab.......................................................................................... 33

1.4 Price Break up Procedure - Bidder response for notification ................... 36

2 ANNEXURE A: REVISION IN PRICE ..................... .........................................................40

2.1 Bidder response for Revised Price ...................................................... 41



1 GETTING STARTED

1.1 SAP Window

The SAP window is the user interface to the SAP System.

Features

The elements of a typical SAP window are shown below: The Menu Bar

Navigation details

To convert shopping cart to RFx

POWL

Search criteria

Head count of documents

ECC system

Tendering process

cFolders



1 PREPARING THE QUOTATION AS BIDDER

Now long in as a bidder using https://srm.vizagsteel.com

• Start the transaction using the menu path or transaction code.

• As required, complete/review the following fields:

Field R/O/C Description

User ID * R

Example:

203117




Password * R

Example:

*****

• Click Log on button .



1.1 RFx and Auctions-Viewing RFx as a Bidder

After you log in as a bidder, go to “RFx and Auctions” tab. Select Active query “eRFxs � All”.

Then click on the “Refresh” button as below.

� If it is a “Public RFx”, the number will appear in spite of not entering the bidder’s name

in the RFx.

� If it is a “Restricted RFx”, the number will appear, only if the buyer has specified the

bidder’s name in the RFx.

Then click on the RFx number to view the RFx as a bidder. RFx will get opened in a new

window. Navigate to various tab, and view the RFx. Click on “Technical RFx” to view the

attachments. You can view / download the attachments from “Publisher Area” folder.

After going through the RFx, bidder can decide, whether they want to participate or not.

Please follow below steps

• Click RFx and Auctions tab control .



Active Queries

• Click Refresh button .

Once refreshed POWL will update the latest status o f documents: Active Queries

• Click 2600000080 link label . The RFx gets open



Display RFx : 2600000080

• To view the documents of RFx click Technical RFx button , it will be

connected to cFolders and will be opened in a new window as shown below, click on

Publisher area to view the documents added by Buyer



• Click on the file to open the document .

1.2 Creating the RFx Response (Quotation)

� If the bidder ID was specified in RFx, then click on the “Participate” button of RFx.

� If the bidder name was not specified and if it is a public RFx, then first click on “Register”

button and next click on “Participate” button.

After clicking on “Participate” button, you will see “Create Response” button.

1.2.1 Public RFx for the bidder who are not yet having us er ID with VSP

Click on “Create Response” button to create a RFx Response(Quotation) for the RFx. RFx

Response will get opened in a new window. Now you do not enter any data, just click on “Save”

button and close the RFx Response. See that, the response status is changed to “Saved” when

you click on save. Then you close the RFx response.

Once the RFx is published, a copy of RFx print out (NIT) has to be placed in RINL website. If

the bidder is not yet having a valid user ID and password, then bidder has to go through “initial

registration” to get the user ID. After getting a user ID, the bidder can participate in the RFx.

Link to go to “initial registration” page is available on in the

log-in page itself.

Refer to initial registration procedure, for more details.

Once the initial registration is complete and the bidder gets a User ID and Password, the

procedure for submitting the RFx Response is same.




• Click Participate button .

• Click Create Response button .

• Check the error messages in Red and update the required fields



.

• Click button Quoted Validity Date, pop up will come with calendar

• Select the suitable date, once selected date will be updated ta quoted validity date

• Click Questions menu .



Reply to all the questions with suitable option and update the remarks if required.

• Click Yes radio button .



• Once updated Click Check button , system will check if anything is missing to

update.

• Click Items tab control .

1.2.2 Error details:

You can get the complete details of the errors in the document at the top of response. To view

the errors click on “CHECK” button.

Click Check button .



.

1.2.3 Response questions:

To answer the questions Click Yes radio button or “NO” and if required the comments can

be given. If the questions are made mandatory during creation of RFx then the bidder cannot

submit the response without answering the questions.

1.2.4 Items:

Always for services there will be hierarchy level. To view the hierarchy expand the tree.

Here the bidder should always give the price lower level of hierarchy in the item.

Click on items tab. Note that all the fields will not be available in the item table here.

Click on “Details” button to view all the fields.

If you have service items, then service line items will not be visible, unless you expand it, using,

.

Before

expanding

After Expanding



1.2.4.1 Pricing Conditions

The conditions for the response like service tax, ST Imports, CST Value, ED Value, etc

will be given at top level of the hierarchy. To enter the pricing conditions select the top level

hierarchy and click on “DETAILS”. New tab will get open below. Select the “ITEM

CONDITIONS” tab and enter the value. Eg: service tax=2, 50,000 on the Basic price. These

conditions will be visible only at top level of the hierarchy. For more details follow below

procedure.

Note: In current legacy system the total value of t he tender was quoted and

breakup of the same was provided by the bidder. But in SAP SRM, the bidder shall quote

the basic price of the tender and the breakup like ED value, CVD value, CST value should

be provided separately in “Item Conditions” tab.

Click 1 tree item .

Select line item .



Click Details button to view the details of the line item.

.

As required, complete/review the following fields:


Price: R

Example:

2450000

Click Check button .

1.2.4.1.1 Conditions

Enter relevant conditions in the below screen (Item conditions tab). Enter the basic price and

relevant conditions. In case of service line item (which is having “LOT” tick the condition has to

be given at header line item. (i.e., ) Select the line item and

click on “Details”. Go to “Item condition” tab and enter the value.



In case of materials (having “Product ID”), select the line item and click on “Details”. Go to “Item

condition” tab and enter the value.

• Click button .

• Click Item Condition tab control .



For eg enter the Service Tax (ST tax) as 250000 as below

.

Click Save button .



1.2.5 cFolder documents for the response:

Once the response is created always the document and the response document.

To open the response either go to POWL and refresh the POWL or refresh the RFx document.

Response document number will be visible. Click on the response number. Now click on

to submit the documents. In the cFolders, new folders will be created with

vendor user ID and also subfolders.

Two subfolders get created as “PQC” and “TECH BID”.

PQC subfolder will appear only if the buyer had ticked “PQC required” check box, before

publishing the RFx. Upload all the PQC related files in this folder only. If no PQC tick is done

then there will be only one subfolder as “TECH BID”.

All relevant documents which are part of response should be kept in respective folder.

To upload the documents follow below procedure.



Click Save button .

Click Close button .


Click Refresh button .

.

Click 6500000090 link label .



Display Response : 6500000090

Click Technical RFx Response button

Click PQC link label .

Click Create link label .

Click Document link label .

Click Upload Local File radio button .

Click Continue link label .



.

Click Browse... button .

Click Items View control .

Click Open button .



Click Save link label .

Click Tech_Bid link label .


Click Document link label .

.



Click Continue link label .

Click Browse... button .


Click Open button .



Click Save link label .

Click control .

Click Close button .

1.2.6 Notes and attachments for response:

The list of documents which are uploaded in cFolders has to be specified in the notes and

attachments.



Click Notes and Attachments tab control .

Click Edit button .

Edit Response : 6500000090

Click Add button .

Click ATTACHMENTS LIST IN RESPONSE menu item .



Add ATTACHMENTS LIST IN RESPONSE

Enter the details as below

.

Click OK button .



Click Save button .

Click Print Preview button to open the RFX response in PDF format.

1.2.6.1.1 Attachment

After entering the price and conditions for the items, the bidder has to give the breakup

in “Notes and Attachments” tab by clicking in “Add attachment” button.

Click here to add attachment



1.2.7 Submit response:

After entering all details in the RFx and saved, the document status will be “SAVED”. To submit

this document, go “EDIT” and click on “SUBMIT” button. This button will be viewed only in

“EDIT” mode. Once submitted the bidder can withdraw the response by clicking “WITHDRAW”

and can change the document and “RESUBMIT”. This cycle can be done only before

submission dead line. If the submission dead line is over then the “SUBMIT”, “RESUBMIT” and

“WITHDRAW” will be hidden.

Click Edit button .

.



Click Submit button .

1.3 Live auction participation as bidder:

1.3.1 Start Price

“Live auction” button will be visible only after auction document is “Active”. If any other

bidder submits the price the same will be updated in the live auction cockpit in both buyer and

bidder. If buyer have specified the decrement value while creating the auction document, then

the system automatically calculate the “next valid bid” for the bidder.

System will give error if bidder is giving:

1. The bid price is less than the 10 times decrement value of the bid.

2. The bid price more than the next valid bid.

If you have selected any other currency than INR, you will see the start price in the selected

currency after converting it to suitable exchange rate.

Login to Portal as shown below enter the user id and password



Click Log on button .

Click RFx and Auctions tab control .

Active Queries

Click All link under eAuctions

Click Refresh button to update with latest informaton

.




Click Items tab control .

Click 1 tree item

.

Click Live Auction button .



Terms and Conditions

Click Accept button .

1.3.2 Next Valid Bid

• This will be same as Start Price, until a valid bid is received for that item, from any bidder.

• Once Valid Bid Price is received from any bidder, then the Next Valid Bid is calculated as

“Bid Price – Decrement”.

1.3.3 My Bid and My Bid Value

This is the last successful bid price quoted by the bidder. My Bid Value is “My Bid Price

X Quantity”.

1.3.4 Rank

This will show the rank of the Bidder. The system is configured in such a way that, the

bidder will come to know, only if he/she is “Rank1”.



1.3.5 History Tab

In the Bid History Tab, the bidder can view the previously successfully quoted prices. If

you are viewing this tab as a buyer, you will not be able to see identify of the bidder, but you can

only see the price history for each item. However, if the auction is ended, you will be able to

view the price history along with the bidder’s identity.

Live Auction cockpit will be as below,

enter the Price at Bid Price field and submit

Click Yes button to confirm and submit the Price

Bidder will get details of next valid bid and bid price in auction.



After submission you can see the Next Bid value is changes as per the Submitted value, again

submit the Bid Price and Click Submit button .

Click Yes button .



Again the Bid Price with 2200000 and Click on Submit.

Click Yes button .

Bid Price is not submitted and give the error message at chat and system messages area as shown

below

While submitting the Bid, the system

will calculate the Bid value of the

item as “Quoted Bid Price X

Quantity” and prompt to verify the

entries. This way, the system will

give one more chance to the

bidders, to verify the prices before

actually submitting. The bidder must

be very careful before entering

“Yes” on this popup box.



This way bid shall be submitted using Live Auction.

1.4 Price Break up Procedure - Bidder response for not ification

During the auction, the bidder will quote LNCP in live auction cockpit. After auction is ended the

bidder has to give the breakup in cFolders through notification. Please follow below procedure.

Login to Portal – enter the user id and password

If the bid price is less than the 10 times decrement value of bid price, then system will give an error.



Click Log on button .

Click Design Collaboration tab control .

Click Received Notifications tab control .

Click here

Click here



Click Price breakup link label .

.


Click here to open the notification

Click here to reply to the notification. On click it will take you to the RFx sub folder



.

Click Notifications link label .


Click Row 4 Column For Row Selection check box .

Click Row 2 Column For Row Selection check box .

Click High check box ,enter the comments as below and select the recipient



.

Click Send link label .

2 ANNEXURE A: REVISION IN PRICE

After the bid is published, changes in Tender (RFx) might arise due to various reasons

and also bidders may request for extension of time.

Initially the bidder gives the response before submission deadline. After

submission deadline, technical opening is done. Once the overall techno-commercial

accept/reject is done, the buyer may extend the RFx submission deadline seeking

revision in prices.

After Tech bid opening if revised prices are sought, then buyer to select “Revised

RFx” which triggers removal of ‘Withdraw’ button in RFx response of all Techno-

commercially not acceptable bidders such that only TA/CA bidders can withdraw the bid

Select the recipient



and re-submit giving revised prices in Notes & Attachments. Mail to be sent to only

techno-commercially accepted bidders intimating them about revised/revision in prices.

While seeking revised/revision in prices, buyer will provide separate (new) price

format in Notes and attachments. Bidder while submitting revised response submits the

price break-up in the "Notes & Attachments" as per new format. However the old price

break-up need to remain in the system. Bidder can only add fresh documents in

"Notes& Attachments".

2.1 Bidder response for Revised Price

Open the bidder portal, enter the User ID and password, click on Log on

Click RFx and Auctions tab control .



Active Queries





Click Withdraw button .

.

Click Items tab control and click on Edit

Click here



Change the price to 116,500,000.00.

Click Details button .

Click Item Condition tab control .update the conditions as shown below



.

Click Check button . Click Save button .

Click Edit button .



Click Notes and Attachments tab control .

Click Add Attachment button .



Click to add a file or Press space bar button .

Choose File to Upload




Click Open button .

Add Attachment

Click OK button .

Click Submit button .




Documents

Supplier Relationship Management End User Document For … TENDERING.pdf · UKKUSANKALP SRM- END-USER DOCUMENT Wipro Ltd. Page 3 of 49 © Wipro Limited, 2013, All Rights Reserved