tender_management:tender_web_module_for_suppliers

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tender_management:tender_web_module_for_suppliers [2019/10/15 06:23] Craig Drowntender_management:tender_web_module_for_suppliers [2022/09/29 10:25] (current) – [Preparing the quotation file] Ujwal Khatry
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-====== 15.08. Supplier instructions for using tender submission web interface  ====== +====== 18.08. Supplier instructions for using tender submission web interface  ======
 ===== Introduction ===== ===== Introduction =====
-This user guide explains how to use the web site at https://tenders.msupply.org.nz that is used by mSupply users to publish tenders. It is only relevant if you are a supplier who is being invited to tender by a user of this system. If you have been invited to tender and have questions that are not answered in this document, you may request support by emailing tender_support@msupply.org.nz.+This user guide explains how to use the web site at https://tenders.msupply.org.nz that is used by mSupply users to publish tenders. It is only relevant if you are a supplier who has been invited to tender by a user of this system. If you have been invited to tender and have questions that are not answered in this document, you may request support by emailing tender_support@msupply.org.nz.
  
-<WRAP center round caution 90%>+<WRAP center round important 90%>
  
   * **Save the login credentials.**  The login credential for the website does not change. Once received, it is the responsibility of the supplier to securely save or note down the login credential for future tender participation.    * **Save the login credentials.**  The login credential for the website does not change. Once received, it is the responsibility of the supplier to securely save or note down the login credential for future tender participation. 
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 ===== How it works - a summary ===== ===== How it works - a summary =====
  
-  - The Client prepares tender document and distributes by email to suppliers. +  - The Client prepares tender documents and distributes them by email to suppliers. 
   - Each Supplier receives details, including a username and password, for accessing the secure website where the tender is to be found.   - Each Supplier receives details, including a username and password, for accessing the secure website where the tender is to be found.
   - The password provided is valid only for the first time the website is accessed, so the supplier’s first action will be to change it.   - The password provided is valid only for the first time the website is accessed, so the supplier’s first action will be to change it.
-  - During the period between receiving the tender document and the tender’s deadline, the supplier decides on the quotations to be submitted, and enters the details on line. This may be done over multiple sessions. +  - During the period between receiving the tender document and the tender’s deadline, the supplier decides on the bids to be submitted, and enters the details on line. This may be done over multiple sessions. 
-  - Before the deadline, the supplier finalises the quotation; this action is not reversible and prevents any further changes being made. The status is changed from SG (suggested) to FN (finalised). +  - Before the deadline, the supplier finalises the bid; this action is not reversible and prevents any further changes being made. The status is changed from "SG(suggested) to "FN(finalised). 
-  - Once the deadline is passed, the client may access all quotations which have been finalised, evaluate them, and notify successful suppliers.+  - Once the deadline has passed, the client will access all quotations which have been finalised, evaluate them, and notify successful suppliers.
  
 ===== How it benefits suppliers ===== ===== How it benefits suppliers =====
   * Accuracy: you can be confident that the information entered by you will be accurately transferred. Manual systems are prone to transcription errors in the price, pack size, currency, etc.   * Accuracy: you can be confident that the information entered by you will be accurately transferred. Manual systems are prone to transcription errors in the price, pack size, currency, etc.
   * Speed: while the tender process may be slightly slower for the supplier, the time between tender closing and bid evaluation is dropped from weeks to one or two days. This means tender closing dates can be moved closer to the date on which suppliers are notified of winning bids, benefiting all involved.   * Speed: while the tender process may be slightly slower for the supplier, the time between tender closing and bid evaluation is dropped from weeks to one or two days. This means tender closing dates can be moved closer to the date on which suppliers are notified of winning bids, benefiting all involved.
 +
 ===== Costs ===== ===== Costs =====
   * There is no charge to suppliers to use the system. Development and maintenance costs are covered by software support contracts with mSupply users.   * There is no charge to suppliers to use the system. Development and maintenance costs are covered by software support contracts with mSupply users.
-  * If you pester us with frivolous support requests (i.e. things that are answered in this document), this policy will be reviewed.+  * Due to a steady stream of requests for help for issues that are covered in this guide, or issues that are not a system issue (e.g. password reset requests and requests for help with uploading bids where the instructions for formatting the file to be uploaded have not been followed), we will charge for support requests if it relates to such issues.
  
-<WRAP center round important 90%> 
-**Charges to suppliers** 
- 
-Due to a steady stream of requests for help for issues that are covered in this guide, or issues that are not our fault (e.g. password reset requests and requests for help with uploading bids where the instructions for formatting the file to be uploaded have not been followed), we will charge for support requests if it relates to such issues. 
-</WRAP> 
 ===== Security ===== ===== Security =====
   * We take the security of this module seriously.   * We take the security of this module seriously.
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 The example shows that 4 tender documents from client Namaste Medical Stores, have been uploaded and await the supplier’s attention. The example shows that 4 tender documents from client Namaste Medical Stores, have been uploaded and await the supplier’s attention.
  
-===== The My Information button =====+===== My Information button =====
 Clicking the **My Information** button displays this window: Clicking the **My Information** button displays this window:
  
 {{ rtm_my_info.png?800 }} {{ rtm_my_info.png?800 }}
  
-<WRAP center round important 60%> 
-The above window may not display properly using the Google Chrome web-browser. If this is the case, then please use Firefox. 
-</WRAP> 
  
 This is where the supplier’s details held on the server are entered and stored, and this is also where they can be edited. This is where the supplier’s details held on the server are entered and stored, and this is also where they can be edited.
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 **Inactivity time** This is the length of time in minutes after which you will be logged out if there is no activity. 10 minutes is the default but you can choose from between 1 and 60 minutes. **Inactivity time** This is the length of time in minutes after which you will be logged out if there is no activity. 10 minutes is the default but you can choose from between 1 and 60 minutes.
  
-**Email me manufacturer list** As the name suggests, this will email an excel file with the complete list of manufacturer names and their corresponding codes to the email address specified. If you want to take advantage of the new facility to upload a quotation as an excel file, you will need to use the manufacturer codes specified in this list.+**Email me manufacturer list** As the name suggests, this will email an Excel file with the complete list of manufacturer names and their corresponding codes to the email address specified. If you want to take advantage of the new facility to upload a quotation as an Excel file, you will need to use the manufacturer codes specified in this list.
  
 {{tender_management:manufacturercode.png|Manufacturer List}} {{tender_management:manufacturercode.png|Manufacturer List}}
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 **Reset lines button:** Removes any changes you have made to the selected quote lines. **Reset lines button:** Removes any changes you have made to the selected quote lines.
  
-**Email me this quote button:** Sends you a copy of your quote as it currently stands. It will be sent to you as excel file attachment to an email.+**Email me this quote button:** Sends you a copy of your quote as it currently stands. It will be sent to you as Excel file attachment to an email.
  
 **Email me a quote template button:** Sends you a copy of the tender with all items included with no price or other information added. This is the perfect thing to use as a base for your quote if you are going to create it in a spreadsheet and upload it using the upload button (see below). **Email me a quote template button:** Sends you a copy of the tender with all items included with no price or other information added. This is the perfect thing to use as a base for your quote if you are going to create it in a spreadsheet and upload it using the upload button (see below).
  
-**Browse button:** Allows you to select an excel file to upload as your quote.+**Browse button:** Allows you to select an Excel file to upload as your quote.
  
-**Upload button:** Uploads the selected excel file as your quote (see the Uploading prices section below).+**Upload button:** Uploads the selected Excel file as your quote (see the Uploading prices section below).
 ===== Entering prices ===== ===== Entering prices =====
  
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 **Price per pack** The unit price of the pack you are offering to supply in the chosen currency. **Price per pack** The unit price of the pack you are offering to supply in the chosen currency.
 +<WRAP center round important 60%>
 +Cost Including Freight (CIB): The quoted price should include international freight charges.
 +</WRAP>
  
 **Expiry date and delivery time** When completing these fields, it is suggested that a series of abbreviations be used:  **Expiry date and delivery time** When completing these fields, it is suggested that a series of abbreviations be used: 
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 | Universal Supplies           | Great Britain  |                          | | Universal Supplies           | Great Britain  |                          |
  
-If you do not want to or cannot specify the manufacturer, choose the entry 'Not specified' from the list. You may wish to add a comment to that quote line to explain your entry.+If you do not want to or cannot specify the manufacturer, choose the entry 'Not specified' from the list. You may wish to add a comment to that quote line to explain your entry. **Alternatively you can specify the manufacturer in the comment column if the manufacturer is not in the list provided and if you have run out of time for the manufacturer list to be updated.**
  
 **Country of Origin:** Some tenders require you to specify country of origin instead of manufacturer. Common countries are specified in the Manufacturer list, so you can just choose a country rather than a specific manufacturer if you wish. **Country of Origin:** Some tenders require you to specify country of origin instead of manufacturer. Common countries are specified in the Manufacturer list, so you can just choose a country rather than a specific manufacturer if you wish.
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 This facility allows you to upload an *.xlsx file containing a header line and one or more item lines for your quotation. The template for the *.xlsx spreadsheet is provided with your invitation to tender. This facility allows you to upload an *.xlsx file containing a header line and one or more item lines for your quotation. The template for the *.xlsx spreadsheet is provided with your invitation to tender.
  
-<WRAP center round info 60%>+<WRAP center round info 95%>
 As of August 2019, spreadsheets are now provided and to be uploaded in *.xlsx format.\\  As of August 2019, spreadsheets are now provided and to be uploaded in *.xlsx format.\\ 
-For convenience use Microsoft Office or Libre Office.+You can use Microsoft Office or the Free Libre Office.
 </WRAP> </WRAP>
  
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   * Item name   * Item name
   * Quantity   * Quantity
-  * Pack size+  * Pack size [Must be number, not words like "each", "box"..etc ]
   * Currency (in 3 letters international code format: e.g. AUD USD EUR )   * Currency (in 3 letters international code format: e.g. AUD USD EUR )
   * Price per pack   * Price per pack
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 **Update existing quote lines:** Select this if you want the contents of the file to update quote lines already in the tender. Note that information will only be updated for items in the tender where the current price for the line is 0. If a line in the tender has a non-zero price any line in the file with details for that item will be ignored. So, if you want item lines to be updated by the contents of the file reset their prices to 0 before you carry out the upload. Note also that if there is more than one matching zero-price tender item line with the same item code, then it will select the first match it comes to i.e. the system will cope with multiple quote lines for the same item. Therefore, if you want to upload multiple lines for an item, you need to duplicate that line in the tender first (using the //Duplicate// button on the toolbar) before uploading the file. **Update existing quote lines:** Select this if you want the contents of the file to update quote lines already in the tender. Note that information will only be updated for items in the tender where the current price for the line is 0. If a line in the tender has a non-zero price any line in the file with details for that item will be ignored. So, if you want item lines to be updated by the contents of the file reset their prices to 0 before you carry out the upload. Note also that if there is more than one matching zero-price tender item line with the same item code, then it will select the first match it comes to i.e. the system will cope with multiple quote lines for the same item. Therefore, if you want to upload multiple lines for an item, you need to duplicate that line in the tender first (using the //Duplicate// button on the toolbar) before uploading the file.
  
-**Replace existing quote lines:** Select this if you want the contents of the file to replace everything already in the tender. All your existing lines will be deleted from the tender and the contents of the upload file will be entered into the tender. Note that if there are multiple lines in your upload file with the same item code this method will put them all into the tender. This is helpful if you keep your excel file as a master copy and use it to update your quotes. And also means that you can easily input multiple quotes for the same item (with different pack sizes or manufacturers, for instance - but mSupply won't check so the multiple lines could be identical if you wish).+**Replace existing quote lines:** Select this if you want the contents of the file to replace everything already in the tender. All your existing lines will be deleted from the tender and the contents of the upload file will be entered into the tender. Note that if there are multiple lines in your upload file with the same item code this method will put them all into the tender. This is helpful if you keep your Excel file as a master copy and use it to update your quotes. And also means that you can easily input multiple quotes for the same item (with different pack sizes or manufacturers, for instance - but mSupply won't check so the multiple lines could be identical if you wish).
  
 Click on the //Cancel// button to cancel the upload or the //OK// button to continue. Click on the //Cancel// button to cancel the upload or the //OK// button to continue.
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 Please note the following points regarding the file upload process: Please note the following points regarding the file upload process:
  
-  * Only excel files (extension of '.xlsx') smaller than 1Mb are accepted. +  * Only Excel files (extension of '.xlsx') smaller than 1Mb are accepted. 
-  * Currently, the only web browsers which fully support file upload are Firefox and Chrome. The next versions of Internet Explorer, Safari and Opera are also planned to include support for this new HTML5 feature. +  * Currently, the only web browsers which fully support file upload are Firefox and Chrome. The next versions of Safari and Opera are also planned to include support for this new HTML5 feature. 
   * A successful upload message does NOT imply that the contents of the file are valid, simply that it has been processed. An email will be sent to your email address, with two attachments:   * A successful upload message does NOT imply that the contents of the file are valid, simply that it has been processed. An email will be sent to your email address, with two attachments:
     * A text file which contains the output generated from the upload process i.e. the number of records which were successfully processed, and any error messages generated during the upload process.     * A text file which contains the output generated from the upload process i.e. the number of records which were successfully processed, and any error messages generated during the upload process.
-    * An excel file in the same format as produced by the 'Email me this quote' button, which will include the updated tender items - you should check that this reflects the changes you are expecting.+    * An Excel file in the same format as produced by the 'Email me this quote' button, which will include the updated tender items - you should check that this reflects the changes you are expecting.
   * Any blank lines in the uploaded file will be ignored.   * Any blank lines in the uploaded file will be ignored.
   * Any lines which do not contain the expected number of columns, or with data in the wrong format will generate an error message and will not be imported.   * Any lines which do not contain the expected number of columns, or with data in the wrong format will generate an error message and will not be imported.
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 Finalising the tender submission, therefore, must be performed before the closing date as specified by the customer. Finalising the tender submission, therefore, must be performed before the closing date as specified by the customer.
  
-==== How to Finalise ====+==== How to finalise ====
   - You need to be viewing the list of tenders, **not** the particular tender you have just entered.   - You need to be viewing the list of tenders, **not** the particular tender you have just entered.
     - If you are not logged in: Log in and you will be shown the list     - If you are not logged in: Log in and you will be shown the list
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   - Click on the Finalise button.    - Click on the Finalise button. 
   - You're done   - You're done
 +
 +
 +{{:tender_management:tender_finlaise_2022-08-30-t10-34.png?800|}}
 ==== Closing date and time ==== ==== Closing date and time ====
 Note that closing date and time is specified as GMT (Greenwich Mean Time). This is **NOT** likely to be the same as your local time. Please take this into account when planning for when you will finalise your prices. Note that closing date and time is specified as GMT (Greenwich Mean Time). This is **NOT** likely to be the same as your local time. Please take this into account when planning for when you will finalise your prices.
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 \\ \\
 \\ \\
-|  //  Previous:  **[[tender_management:creating_purchase_orders|15.07. Analysing supplier responses & creating purchase orders]]** | | Next: **[[tender_management:using_web_tenders|15.09. Using web tenders]]** //  |+|  //  Previous:  **[[tender_management:creating_purchase_orders]]** | | Next: **[[tender_management:using_web_tenders]]** //  |
 ---- struct data ---- ---- struct data ----
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  • Last modified: 2019/10/15 06:23
  • by Craig Drown