E-Procurement Manual For Overseas Supplier
1
Index Sl. No.
Subject
Page
1
Eproc userid creation
Page 3
2
Different ways to access eproc site
Page 4 - 6
3
Site Demo
Page 7 - 46
3
Login to eproc site
Page 8-9
3.1
Step to Change password
Page 10-13
3.2
E-proc site view, Personal Detail, User Id and TCOC acceptance
Page 14-18
3.3
Enquiry acknowledgement
Page 19-21
3.4
Submission of Quotation/Regret
Page 22-35
3.5
Order acknowledgement
Page 36-39
4
Forgot login Information
Page 40-46
5
Other Facilities for Suppliers
Page47
6
Pre-Requisites for an e-Partner
Page 48
7
Responsibilities Of Suppliers
Page 49
8
Benefits to the Suppliers
Page 50
9
Do’s & Don’t for the Supplier’s(Related to browser)
Page 51
10
Do’s & Don’t for the Supplier’s(Related to site not opening)
Page 52
11
Contact details for eprocurement Related issue
Page 53
2
Eproc 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). 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/Email 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 www.tatasteel.co.in 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 3
Three ways to access Eproc site – Method 1
1.Type www.tatasteel.co.in in the URL 2.Click on e-procurement
4
Three ways to access Eproc site – Method 2
1.Type ebiz.tatasteel.co.in in the URL 2.Click on e-procurement
5
Three ways to access Eproc site – Method 3 Type www.tatasteel.com and follow the below steps
1.Type www.tatasteel.com
2.Click on’ vendor Zone’ 6
Site Demo
7
Open Internet Explorer After getting the user id and password the supplier can start accessing eproc site by below steps
3.Click on Internet Explorer to Open browser
2.Click on Programs
1.Click on “Start” 8
Logging into the site 1.Type Address as in page 4 or 5 or 6
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)
9
Change Password Steps 1.After the first login vendors are requested to change the system given password and customize it according to their convenience
To change password click on ‘change password link’
Procurement Division
10
Do sequentially as the callouts are coming to change password
1.Give old password’
2.Put new password’
3.Confirm new password’
4.Click on Change password link
Procurement Division
11
After clicking on ‘change password’ button the below screen will come confirming that password changed successfully
Procurement Division
12
After change in password successfully in previous screen the system will ask to login again with a new password
2.Type User Id (Not Case Sensitive)
3.Type new Password (Case Sensitive) 4.Click to Enter Site
13
Eproc Site View Details Click on any link..Like enquiry , Order , Delivery order, Schedule agreement , Imminent delivery , Delayed Delivery ,GR , payments in order to see the respective transaction
1.Click on any link in order to proceed through Eproc site This will take you to next page
14
Check 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 15
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
16
Rejection of User Id
1.After clicking the reject Button will take you to this screen and user A/C will be revoked
17
Code of Conduct After accepting user id the supplier has to acknowledge the Tata Code Of Conduct(TCOC)
1.Accepting Code of Conduct will redirect to next page
2.Rejecting Code of Conduct and give comments
18
Enquiry Acknowledgement
1.Enquiries to acknowledge before entering the Eprocurement site Click in the Enquiry no. to see the details as in page 20
2.Initially the status is ‘Not Acknowledged’
19
Enquiry Acknowledgement
1.Click “I Acknowledge” to acknowledge the enquiry no. (1400024860)
20
Enquiry View 1.Now the enquiry is under Enquiry Tab
2.The acknowledgement status of enquiries are ‘YES’
21
Enquiry (Materials) Details 1.Item Level Description
2.Click to Quote
3.Click to Regret
22
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
Click on ‘OK’ button
23
Logging into the secure site
1.Type User Id (Not Case Sensitive)
2.Type Password (Case Sensitive) 3.Click to Login again
24
1. Enter Reference (Mandatory) 3. Click on down-arrow and select from list
After putting the desired values the page will be looking like the page no. 26
2. Click to select Currency 4. Enter your value here
25
Filling up Extra-Charges
1.Click to Proceed Quoting
26
Quoting Against Items 1.Click to
select currency
2.Click to view Description of the Item 3.Tick to Quote for the Item 4.Enter Rate per Unit 5.Enter Expected time to Deliver goods 6.Write Comments (if any) 27
Quoting Against Items 1.Enter Port Details (Optional)
2.Click to See/Change Extra Charges
3.Enter Unit Weight (Optional) 4.Select Unit of measurement (Optional)
7.Click to Submit Quote in Draft Mode 5.Click to view/quote next set of items
6.Click to view last page with items
8.Click to Submit Quote
28
Successful Quotation
1.Message Confirms Successful Quotation
2.Click to View Quotation Details
29
View Submitted Quotation Print View of the Submitted Quotation
30
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
Procurement Division
2.Tag for quoted RFQ
3.Tag for Regreted RFQ 31
Modify Quote/Regretting an Enquiry
1.Click to Modify Quote
2.Click to View Quoted Details
3.Click to Regret Quote
32
Moving to secure site part if the supplier click on ‘Regret’ button
Click on ‘OK’ button
33
Regretting an Enquiry
1.Write Reason for Regretting
2.Click to Regret Enquiry
3.Click to delete Comments
34
Regretting an Enquiry 1.This message confirms regret
35
Conditions 1. If there is a direct order to the supplier from Tata Steel , then the order placed against the supplier / service provider will be displayed to supplier ‘s eproc site and the system will be asking for acknowledging the Order, like in page no. 37. 2. If there is no direct order against the supplier / service provider from Tata Steel, then TLL / OREMCO will process the order for further transaction and there will be no order acknowledge and order display provision for the supplier / service provider .
36
Order Acknowledgement After acknowledging the RFQ, the supplier / service provider has to accept Purchase Orders (if any) also.
1.Click here for Details of Order No (2200014159)
2.Notice that acknowledgement status is ‘NO’
37
Order Acknowledgement 1.Click here to Acknowledge the Order (2200014159)
38
Order View 1.Now the order is under Order Tab
2.The acknowledgeme nt status of the order is ‘YES’
39
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 37- 40
40
In Case if someone forgets his / her eproc password
1.Click on this link 41
Two ways to access Forgets password -Method 1
1.Select location from the dropdown
2. Give User id
3.Click on this button
42
Method 1 - Forgets password Example
3 .Give the user id
2.‘Tata Steel’ as location selected
1. Select ‘Tata Steel’ from Dropdown
4. Click in this button & go to page no. 42 43
Two ways to access Forgets password -Method 2
1.Select location from the dropdown
2. Give Vendor Code
3.Click on this button
44
Method 2 - Forgets password Example
3 .Give the Vendor Code
1. Select ‘Tata Steel’ from Dropdown
2.‘Tata Steel’ as location selected
4. Click in this button 45
Result After clicking that button a new password will be mailed to the supplier/ service provider’s registered mail id
Check password in given email id
Back
46
Other Facilities for Suppliers 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 (email) 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.
Email to eProc. Administrator for modification of Phone/FAX/email
9.
Other Information under the Facility Page(eg. Policies, circulars as and when floated by Site Admin)
47
Pre-Requisites for an e-Partner
• Should be a Registered supplier / service provider having e-mail address registered with Tata Steel, India • Smooth running Internet Connection • Internet Explorer 6.0 and above for browsing the Site
48
Responsibilities Of Suppliers • To check e-mails 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
49
Benefits to the Suppliers
1.
On-line Enquiries (No hardcopy / E-mail / Fax movement)
2.
On-line Orders, if any
3.
On-line submission of quotation (No hardcopy / E-mail / Fax movement)
50
Do’s & Don’t for the Suppliers 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".
51
Do’s & Don’t for the Suppliers 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.
3.
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. 52
Contact Details For eproc Related Issue Name
Mailid
Phone no
Mr. Subrata Dhar
[email protected]
91 657 66 45367
Mr. Subhadeep Sen
[email protected]
91 657 66 47069
Procurement Division
53
Thank You
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