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TENDER CREATION

TENDER CREATION

TENDER CREATION

TENDER CREATION

Tender- Creation, Verification, Approval, Publishing

This module includes tender creation, verification, approval, and publishing.

TENDER CREATION

Table of content

1. Tender Creation

3

2. Tender

Verification/Approval

23

3. Tender Publishing

29

TENDER CREATION

1. Tender Creation

Login to Procure Easy Enterprise:

Access the website of Procure Easy. Click on the Enterprise login on the homepage screen (Fig 1.0) will be displayed. After clicking on enterprise login below screen will be appear as shown in fig (1.1)

login below screen will be appear as shown in fig (1.1) Fig 1.0 Home Page Fig

Fig 1.0 Home Page

will be appear as shown in fig (1.1) Fig 1.0 Home Page Fig 1.1 Login page

Fig 1.1 Login page

To Login please enter your ProcureEasy ID, your password and Verification Code. Click on login and select your registered certificate. Please note that the password is case sensitive (Fig 1.1). Remember that user name and verification code is not case sensitive After click on login button screen will be appear as shown in fig (1.1)

TENDER CREATION

TENDER CREATION Fig 1.2 Menu Page Click on Notices which is under Tender section as shown

Fig 1.2 Menu Page

Click on Notices which is under Tender section as shown in (Fig 1.2) Notices Menu Page is shown (Fig 1.3). Basically notice menu page contains ERFx which is the combination of Proposal (RFP), Quotation (RFQ) and Information (RFI). Here RFP comes under Tender section, RFQ comes under Qualification section and RFI is a separate section. Auction and Corrigendum is also a part of notice in this application and which will be explained later.

in this application and which will be explained later. Fig 1.3 Notices Menu Page In Tender

Fig 1.3 Notices Menu Page

In Tender section we can also create a tender on the basis of approved Purchase Request. We can create our tender from the qualification that we received from the suppliers when we create RFQ in the Qualification (selective) section

From Previous ITT tender can also be created when we have to create a tender from our previously approved/passed tender.

Load saved ITT section is used when we have to pick our previously saved tender.

TENDER CREATION

But when our tender is rejected by the verifying/approving officer and he raised some objections on this tender then this rejected tender will comes under the section of Amend along with the remarks given by the verifying/approving officer.

If the verifying/approving officer whom you send your tender is on leave or not approved your document then you can also able to change approving officer of the same level with the help of Re- route link.

Then click on New which is under Tender block Tender Creation Page (Fig 1.3) is shown.

TENDER CREATION

TENDER CREATION Fig 1.4 Tender Creation Page Enter your NIT details in tender creation Page .In

Fig 1.4 Tender Creation Page

Enter your NIT details in tender creation Page .In NIT details enters the detail of tender like time schedule, Bid Document Name, Reference No, Cost of Bid document, Date of publishing and closing date bid opening etc .NIT get published before the publish date of tender and fill all the mandatory fields marked by”*” on tender creation page then click on Next button (Fig 1.4), ITT Classification Information Page (Fig 1.5) is shown.

TENDER CREATION

TENDER CREATION Fig 1.5 ITT Classification Information Page Notification about the upcoming tender will be send

Fig 1.5 ITT Classification Information Page

Notification about the upcoming tender will be send through mail to all the suppliers in case of limited tender. Open tender notification can be sent to those supplier which are selected on the classification Page. Classification Page is Mandatory Page in case of limited Tender Then click on Next button (Fig 1.5), ITT Item Information Page (Fig 1.6) is shown.

(Fig 1.5), ITT Item Information Page (Fig 1.6) is shown. Fig 1.6 Detail Page In detail

Fig 1.6 Detail Page

In detail page we can add items by three ways

1. Adhoc Item

2. Enter item from Item Master

3. Import from Excel

TENDER CREATION

Adhoc Item

TENDER CREATION Adhoc Item Fig 1.7 Adhoc Item Click on add button for entering Adhoc item

Fig 1.7 Adhoc Item Click on add button for entering Adhoc item as shown in

Click on add button for entering Adhoc item as shown in Fig 1.8Item detail Enter the

Fig 1.8Item detail

Enter the details of item and fill all the mandatory fields marked by”*”. After that click on Generate icon as it generate a Price bid form against that item. Then, click on Add Destination for entering the destination details

TENDER CREATION

TENDER CREATION Fig 1.9Add Item Description Enter the destination detail. If you want to add more

Fig 1.9Add Item Description

Enter the destination detail. If you want to add more destination click on ADD DESTINATION and if you want to remove any destination click on remove button. For adding the Chart of account click on Add Edit Account as shown in fig (1.10). Your Account information display under the Accounts After that click on next button. this Page will go to technical specification Page fig (1.21)

TENDER CREATION

TENDER CREATION Fig1.10 Chart of Account Select your Segment Header from the Combo box after that

Fig1.10 Chart of Account

Select your Segment Header from the Combo box after that search your segment header value by clicking on the any of the one Search by Code or Search by Description .After that click on checkbox and then click on done button. This page will redirect to detail Page

Import from excel

. This page will redirect to detail Page Import from excel Fig 1.11 Import excel Click

Fig 1.11 Import excel

Click on Download Template for downloading template against an item category for which you are creating a tender. This screen appear as shown below as

for which you are creating a tender. This screen appear as shown below as Fig 1.12

Fig 1.12 Download template

TENDER CREATION

Select your WTO GPA item category from the dropdown button then click on generate button after that click on the link of the selected item category in the front of downloaded template for and save your template on the desired location in your system Before adding the items in template go through the instruction Properly

the items in template go through the instruction Properly Fig1.13 Import from excel Click on Browse

Fig1.13 Import from excel

Click on Browse button and select your saved template then, click on upload button for uploading the template.

then, click on upload button for uploading the template. Fig1.14 Upload from Excel Click on the

Fig1.14 Upload from Excel

Click on the description of the item for adding the destination and for other required information.

TENDER CREATION

TENDER CREATION Fig 1.15Add Item Description from excel All the information enters in the template is

Fig 1.15Add Item Description from excel

All the information enters in the template is there in detail page and enter all the destination details.For entering the account details refer to this screen Fig1.10 Chart of Account. Your

Account information display under the Accounts After that click on next button .this Page will go to technical specification Page fig (1.21)

TENDER CREATION

Import from Item Master

TENDER CREATION Import from Item Master Fig1.16Item Master Click on add button to add the item

Fig1.16Item Master Click on add button to add the item from item master.

Click on add button to add the item from item master. Fig1.17Item Master Click on this

Fig1.17Item Master Click on this icon for adding the item in the item master

add the item from item master. Fig1.17Item Master Click on this icon for adding the item

TENDER CREATION

Fig1.18 Item Master

Select your Item from the Item Master by clicking on action checkbox and then click on add Item for adding the items in detail page

then click on add Item for adding the items in detail page Fig 1.19 Detail Page

Fig 1.19 Detail Page

All the information of item is present in Item master is there in Item detail Page .If you want to add the Taxes .Click on taxes and check the field (parameter) for which you want to apply the taxes. Which type of taxes is applicable on Items is done by admin from the Item category Page. After that click on add destination for add the destination.

TENDER CREATION

TENDER CREATION Fig 1.20 Detail Page Enter the destination detail. If you want to add more

Fig 1.20 Detail Page

Enter the destination detail. If you want to add more destination click on ADD DESTINATION and if you want to remove any destination click on remove button. For adding the Chart of account click on add edit account as shown in fig (1.10). Your Account information display under the Accounts After that click on next button .this Page will go to technical specification Page fig (1.21)

TENDER CREATION

TENDER CREATION Fig 1.21 Technical Specifications For adding the specification of tender and Items .Click on

Fig 1.21 Technical Specifications

For adding the specification of tender and Items .Click on ADD button of tender and item specification

.Click on ADD button of tender and item specification Fig 1.22 Technical Specification forms For select

Fig 1.22 Technical Specification forms

For select the specification of tender click on action checkbox .After that click on Add Button (Same steps are followed for Item Specification)

TENDER CREATION

TENDER CREATION Fig 1.23 Technical Specifications Your selected specification display on this page. If you want

Fig 1.23 Technical Specifications

Your selected specification display on this page. If you want to select any form click on action checkbox after that Click on View button for entering the description regarding the form or viewing that form .Click on Remove button for removing the attached form .Click on Previous button for moving to detail page Click on Next button for moving to Publication Page

TENDER CREATION

TENDER CREATION Fig 1.24 Publication Page Page 18 of 31

Fig 1.24 Publication Page

TENDER CREATION

In Publication Page , select your Publication date, closing date, technical bid opening, and Price bid opening from the calendar or user can enter date manually in above fields Then select time of Publication, closing date, technical bid opening, and Price bid opening by clicking on dropdown . After that click on Add fee button for adding the fee against that document as shown in fig (1.25).

the fee against that document as shown in fig (1.25) . Fig 1.25 Fee page Select

Fig 1.25 Fee page

Select your fee type by clicking on action in front of each fee. After selecting your fee click on add button .That will return to publication page as shown in fig 1.24.

By clicking on Remove Fee user can remove the fee .You can enter second type of fee after

filling previous fee Enter the details of contact person and fill all the mandatory fields marked by ”* . There are two option for publish a document Manual and Automatic. describe in tender publishing section .After that click on Next button for the attachment Page

.After that click on Next button for the attachment Page Fig 1.26 Attachment Page Follow steps

Fig 1.26 Attachment Page

Follow steps are followed for attach the document

1. Click on Browse button and select the file that you want to attach. This attachment will be

displayed to supplier

2. Click on Add button to attach the selected file.

3. Click on Next button to proceed to Approval Page (Fig 1.25).

TENDER CREATION

TENDER CREATION Fig 1.27Approval Page In approval Page select the verifying officer from the drop down

Fig 1.27Approval Page

In approval Page select the verifying officer from the drop down button .Verifier will verify your tender after the creation process is completed then, select your approving officer from the drop down button. Approver will approve your tender after the creation Process is completed and your document

is approved by verifier. Select your Bid opener from the dropdown button.

justification area. Then click on Next button and select your certificate and click on ok button

Enter your Remarks in

TENDER CREATION

TENDER CREATION Fig1.28 Conformation Page Page 21 of 31

Fig1.28 Conformation Page

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On Confirmation Page (Fig 2.27) all tender details are shown and you can edit that information by clicking on Edit Header, Edit technical Specs, Edit Classification, Edit Publication, Edit Attachment, Edit Approval . You can view your technical specification form by clicking on link which is under the technical Specs in the front of each form and you can see your attachment by clicking on the link which is under the document attachment .Click on Save Button for saving the conformation Page If After that click on NEXT Button in order to Proceed to Tender Submission Page

NEXT Button in order to Proceed to Tender Submission Page Fig1.29Tender Submission Page In Tender Submission

Fig1.29Tender Submission Page

In Tender Submission Page (Fig 2.27) you can edit the Item detail by clicking on edit Items, you can also view the item specification by clicking on the link which is under the view. Click on Save Button if you don’t want to submit that tender. After that click on Submit button for submitting the tender. You will received a Acknowledgement Page that your tender document is submitted

Acknowledgement Page that your tender document is submitted Fig 1.30 Tender Acknowledgement Page Acknowledgement Page

Fig 1.30 Tender Acknowledgement Page

Acknowledgement Page received when your Tender Document is submitted. It shows a Pending status because tender document in pending for verifier and approver action. By clicking on TenderMenu go back to Menu Page

TENDER CREATION

2. Tender Verification/Approval

Verifier/Approver receives a mail that a document is pending for approval which is raised by creator.

document is pending for approval which is raised by creator. Fig (2.0) Mail content Access the

Fig (2.0) Mail content

Access the website of Procure Easy. Click on the Enterprise login on the homepage screen (Fig 2.1) will be displayed. After clicking on enterprise login below screen will be appear as shown in fig (2.2)

After clicking on enterprise login below screen will be appear as shown in fig (2.2) Fig

Fig 2.1Home Page

TENDER CREATION

TENDER CREATION Fig 2.2 login Page To login, please enter your ProcureEasy ID and the applicable

Fig 2.2 login Page

To login, please enter your ProcureEasy ID and the applicable password, Verification Code. Click on login and select your registered certificate. Please note that the password is case sensitive (Fig 2.2). Remember that user name and verification code is not case sensitive. After that this screen appear as shown in fig (2.3)

After that this screen appear as shown in fig (2.3) Fig (2.3) Menu Page Click on

Fig (2.3) Menu Page

Click on Pending Approval which is under Approval section (Fig 2.3)

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TENDER CREATION Fig 2.4 Search screen page for pending approval Select your tender Number which Approver

Fig 2.4 Search screen page for pending approval

Select your tender Number which Approver received a Mail

TENDER CREATION

TENDER CREATION Fig 2.5 Header Page This page will give you all the necessary details about

Fig 2.5 Header Page

This page will give you all the necessary details about the tender on the basis of approver/verifier can approve or reject this tender .Approver can view the attachment by clicking on file name which is under the attachment and for technical specification click on the link which is under the technical specification Header page will give you the basic information where as Detail page will give you the detail of items.

TENDER CREATION

TENDER CREATION Fig 2.6 Detail Page For viewing item specification click in the link which is

Fig 2.6 Detail Page

For viewing item specification click in the link which is under the view. Approval Listing Link goes back to Listing Page .After that click on Approval

goes back to Listing Page .After that click on Approval Fig 2.7 Approval Page Approver enter

Fig 2.7 Approval Page

Approver enter there views in Remarks box, after that click on Approver or Reject button and select your registered certificate and then click on ok button. After that you will received a message box that your document is approved or rejected

After that you will received a message box that your document is approved or rejected Fig

Fig 2.8 Approval Page

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Click on OK button of message box .After that you will received a Acknowledgement Page that your document is approved or rejected

Page that your document is approved or rejected Fig 2.9 Acknowledge Page Now same steps are

Fig 2.9 Acknowledge Page

Now same steps are followed by the APPROVER

TENDER CREATION

3. Tender Publishing

Tender can be published by two ways:

1. Manually

2. Automatically

In Manual Publication listing document comes after the verification and approval

listing document comes after the verification and approval Fig 3.01 Home Page Click on tender Publication

Fig 3.01 Home Page

Click on tender Publication for publication of tender manually

tender Publication for publication of tender manually Fig 3.02 Manual Publication Select your document type for

Fig 3.02 Manual Publication

Select your document type for which you want to publish a document from the Manual Publication.

TENDER CREATION

TENDER CREATION Fig 3.1 Manual Publishing Check on the publish box document number disappear from this

Fig 3.1 Manual Publishing

Check on the publish box

document number disappear from this page. In case of Automatic Publishing tender got published automatically after it got verified and approved.

after that click on publish button. Once you click on publish button your