Supplier Guide to the IDeA:marketplace. Version 2.0

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1 Supplier Guide to the IDeA:marketplace Version 2.0 November 2006

2 Overview The IDeA:marketplace provides the education sector with a one-stop electronic shopping mall for goods and services. It is a powerful, tried, tested and secure platform for e-commerce and e- procurement. The IDeA:marketplace supplier interface is both simple and secure. This manual provides a quick overview of how to view and process orders from customers and respond to requests for information and quotes. All you need to access IDeA:marketplace is an internet browser

3 Table of Contents GETTING STARTED...2 Log In...2 Home Page...3 Site Orientation...4 Account Profile...5 User Information...6 Account Password & Password Hint...8 VIEW AND PROCESS ORDERS...9 Notification...9 View Order Status Accept, Suspend or Ship Orders Attachments and Comments Provisional Receipts E-Invoicing Manual E-Invoices E-Invoicing Area Import E-Invoices E-Invoice Status Page E-Invoice Report CATALOGUE MANAGEMENT Catalogues RESPONDING TO BUYER REQUESTS View Buyer Requests Responding to a Request ADMINISTRATION Administration Tools E-Invoicing Setup Organisation Details Setup

4 Getting Started Log In Access IDeA:marketplace at https://idea.egsgroup.com Log In using the following steps: Type Username and Password. Keep in mind that both the user name and password are case sensitive. Click login. Note: You would have received an from IDeA:marketplace with your username and password, along with other information about IDeA:marketplace. You will need to change your password when you log in for the first time. If you forget your password, click Password Lookup. You will need to enter your user name and the answer to your verification question. Note: The default question is what is your favourite food? The default answer is pizza. You should change this as soon as you have logged in for the first time

5 Home Page The IDeA:marketplace home page has several sections. The Inbox has two sub-sections: New Orders, and User Requests. These list orders and requests from buyer organisations. The Purchase Order / Request Number Search section allows you to directly view a purchase order or request by typing in the number and clicking the search button. The Site Alerts section displays any site news articles. The Completed Orders section shows orders that have been marked as shipped or suspended. The Quick Links section allows you to quickly jump to any part of the site. At the top of every page is a list of tabs. These tabs allow you to access the major sections of the site. The options in each section are listed under the tabs. The remainder of this document explains what the different sections of the site are and how to use them

6 Site Orientation Underneath the catalogue tab are two options user requests and orders. These are the two functions that you will use most often. If your system administrator has enabled e-invoicing, you will see a third option, e-invoicing. Before using these functions for the first time you need to check your account details and update your password. On the right of the screen, underneath the main menu bar are 3 buttons: My Account: Links to your Account Profile so you can change your profile information, including your password. Help: Provides information on key subjects. Log Out: Click here to end the session. Click on My Account to bring up the profile information window

7 Account Profile Click My Account to view the profile information. Your user permissions define the profile information you will have access to view and modify. There are four profile information options: User information Delivery Preferences Account password Password hint Click User Information - 5 -

8 User Information The user information page enables you to update your contact details. Fields in red are required. The address is where requests for information and quotes will be sent. (The address for order notifications is specified separately). To update information on this page, simply type in the changes then click Update Information. The request new roles function is for suppliers who wish to load and modify catalogue data. Click My Account, then Delivery Preferences

9 Delivery Preferences The Delivery Preferences page allows you to choose which s you receive. The Dataload option allows you to select whether or not you receive notifications to confirm the status of catalogue uploads. The Error Messages option is selected by default and is non optional. The User Requests option allows you to select whether or not you receive notification of Spot Quote requests, Spot Pricing requests or Configuration Check requests. Click My Account, then Account Password - 7 -

10 Account Password & Password Hint To change your password click Account Password on the profile information page. Type your current password, your new password, and then retype the new password. Passwords expire every 30 days. The password hint enables you to verify your identity in case you forget your password. Click password hint on the profile information page. Use the drop down menu to choose a password retrieval question Type the answer in the Answer field Click Update Information - 8 -

11 View and Process Orders Notification You will receive an notification of all new orders and requests. The hyperlink in the will take you directly to the details of the order / request. Details of the order can be included on the (as shown above). It may not be possible to include all the details of a particular order on an , for example if there are multiple shipping addresses, so we recommend that all suppliers process requests through the online interface

12 View Order Status Example only This page will be blank if no orders have been made for the selected month/day To view and process orders, either click the [more] link on the home page or click the Catalogue tab and then the Orders menu option on the top menu bar. You will now be able to see order status by category. The categories are: Pending Orders - new orders that need processing Accepted Orders order that have been accepted but not shipped Cancelled Orders orders that have been cancelled by the buyer Suspended Orders orders that have not been accepted because items are out of stock or back ordered. If you suspend an order, use the comment field to notify the buyer Shipped Orders orders that have already been processes and shipped Received & Closed orders that have been marked by the buyer as having been received and the order closed The orders are listed by month; the current month will be displayed. To find a specific order you can either: Enter the order number in the Order Number box and click Go Or Select a date from the date drop-down boxes and click Go. To select a whole month choose all in the day box then click Go. Once the list of orders for that date is displayed you can move forward or back in time by using the previous day/month and next day/month buttons. The last column contains an e-invoice icon. This will be discussed in the e-invoicing section of this document. You can send an to the buyer by clicking the address. Click on the Order Number to view a specific order

13 Accept, Suspend or Ship Orders Enter Shipping Information The order information will display at the bottom of the screen and you will be given a choice to accept the order, which is the default selection, suspend the order or ship the order. How to process orders: To send an to the Buyer, click the address under Buyer Information. Select Accepted, Suspended, or Shipped. Enter shipping company name in Courier: box and Tracking #: in box if available Click Attachments and Comments to attach documents or add comments to the order status Click Update Status

14 Attachments and Comments Marketplace also enables you to add attachments and comments. Click Attachments and Comments on the order status page (illustrated on previous page) to add notes or files for the buyer. Type any notes for the buyer in the External Comments text box. Click Browse to locate and attach a file. Files cannot be larger than 5MB total. The following are valid file attachment types: -.html Hyper Text Markup Language -.doc Word Documents -.xls Excel Spreadsheets -.txt Text Documents -.gif Graphical Interchange Format -.rtf Rich Text Format -.jpg Joint Photographis Experts Group -.zip Compressed Files -.pdf Portable Document Format -.xml extensible Markup Language Type description of file in Descriptive Name: field. Click Attach Document to capture comments and attached documents. Click X to delete a file that was previously attached. Click the document name to view the attached document. Click Continue to return to the previous screen

15 Provisional Receipts Buyer Organisations can allow Suppliers to create provisional ( soft ) receipts against their own Purchase Orders. When a provisional receipt has been created the buyer is sent an notifying them that you have created a provisional receipt. The provisional ( soft ) receipt will only become a hard receipt when the buyer has approved the provisional receipt. Invoices can then be matched against the hard receipt and Purchase Order and processed ready for payment. To create a provisional receipt: Click on the Confirm Delivery button located towards the bottom of the Purchase Order page. Enter the quantity that has been delivered or value reflecting the value of work done. Comments can be entered in the Comments box against each Purchase Order line. Click on the Update Delivery button. Note: Suppliers can not over-receipt against their own Purchase Orders. This can only be done by the buyer. If you do not have the Confirm Delivery button at the bottom of the PO, you have not been given permission to create provisional receipts Buyers can not view comments which have been added to the provisional receipt

16 E-Invoicing E-Invoicing allows you to send electronic invoices to companies that buy your products and services. IDeA:marketplace has several options for e-invoicing. The simplest way to perform e-invoicing is using manual e-invoices. Manual e-invoices allow you to create and send e-invoices to buyers without the need for a financial system capable of exporting XML e-invoices. The second option is to import XML e-invoices generated by your financial system. IDeA:marketplace supports several major open standards for electronic invoices, including cxml, ebis and xcbl. To create a manual e-invoice, simply click the e-invoice icon on the right hand side of the Order Status list (circled)

17 Manual E-Invoices After clicking the e-invoice icon, you will be shown the above screen. If a manual e-invoice has already been created for the order, it will be displayed here. To create a manual e-invoice, click the Create manual e-invoice link. Enter the appropriate information and click the Continue button. The e-invoice will be created and sent to the buyer

18 E-Invoicing Area The e-invoicing area has three tools that allow you to perform various actions. The possible actions are: 1. Import e-invoices. This tool allows you to import XML e-invoices from your financial system. 2. View recent e-invoices. This tool allows you to view a list of e-invoices created or imported by month or day. 3. Run e-invoice report. This tool allows you to run a report on e-invoices

19 Import E-Invoices To import an e-invoice from your financial system: 1. Export the e-invoice from your financial system and save it on your computer. 2. Go to the Import tool from the e-invoicing area in IDeA:marketplace. 3. The above page should be displayed in your browser. Click the Browse button and select the file you wish to import. Click Continue once you have selected the file. The upload process may take several seconds, so please be patient. 4. You will be notified if the system encountered any problems during the import. The problems must be corrected before you can continue. 5. Once the invoice has been successfully uploaded, a success message will be displayed along with a list of invoices that have been imported in the current month. You can view the invoice by clicking the invoice-id link

20 E-Invoice Status Page The e-invoice status page shows all invoices created or imported on the selected day or month. Individual invoices can be viewed by either clicking the underlined Invoice Number link or by typing the invoice number in the search box and clicking Go. You can change the selected month or day by using the drop down lists and then clicking Go or by clicking the next and previous buttons

21 E-Invoice Report The e-invoicing status report allows you to view a report on e-invoices. All fields are optional, including the dates. If you remove all restrictions, all e-invoices will be displayed. You can filter the report by Supply Date, Issue Date, Buyer, Invoice Number, PO Number, or Invoice Status. You can also change the way the report is grouped. When you are ready to view the report click the Generate Report button. Once the report has been displayed, you can sort it by clicking the column headings, or you can download the report as a CSV file by clicking the download button. Click edit criteria to change the criteria used to generate the report

22 Catalogue Management Catalogues For guidance on how to create and manage catalogues in IDeA:marketplace please contact the organisation administrators that have registered you on IDeA:marketplace

23 Responding to Buyer Requests View Buyer Requests Example only This page will be blank if no requests have been made Click User Requests. The IDeA:marketplace supplier interface provides you with a fast and effective way of tracking and responding to requests for information from customers. Each time a buyer sends a request you will receive an . You can link to the site from that or log in to the site to view pending requests. There are 3 types of buyer requests: Spot Quote free text request, e.g. how much for 500 box files? Requirements Check request about a selection of items, e.g. to check compatibility. Spot Pricing request for price of items selected from your catalogue. Viewing requests: Requests are separated by type: Spot Quote, Requirements Check, Spot Pricing. Requests are listed in order, with most recent requests first. The status of a request, Open or Completed is listed in the right hand column. To view the full details of a specific request, click on the highlighted request number. When you submit a response it will indicate Completed in the right hand column when you view requests. An will automatically be sent to the buyer that you have responded to their request. Click on the highlighted request number of the first request

24 Responding to a Request The screen above is an example of a request for quote, or RFQ for short. These are the most common types of request. Suppliers with an e-catalogue listed within IDeA:marketplace can respond to the request by adding items straight from their catalogue using the search/browse or Quick add functions. If your catalogue is not listed you can respond simply by entering the details of the requested item(s). The following fields are required: Item number (this can contain letters and numbers) Manufacturer / service provider Product / service description (e.g. Black box files A4) Category Unit price (ex. VAT) Quantity Click on add additional items when you have finished entering the details of the item(s) you wish to add

25 Responding to a Request - continued The items that you have added appear under the Search/Browse and QuickAdd buttons. Click on the red circle ( ) to delete any unwanted items. You can edit the quantity and the price for each item. Click update total to recalculate the total price. Click on add comments to add any attachments or comments for the buyer (see page 12 for more details about adding comments). On that screen you continue to make changes to your response. When the response is complete, click Submit at the bottom of the screen. Clicking Submit changes the status on the user request screen to Complete. It also sends an notification to the buyer and updates their order/request status screen. The buyer can click on the response then process the order immediately, without having to re-type any information. This helps to reduce errors and improves the process efficiency for both you and the buyer

26 Administration Administration Tools You can gain access to the Administration section of the site by clicking on the Administration tab at the top of the window. If there is no Administration tab then you do not have permission to use any of the administration tools. The Administration home page allows you to set up E-Invoicing or request changes to your company s details

27 E-Invoicing Setup Initially, e-invoicing is disabled. Click the Change button to enable or disable e-invoicing. When e-invoicing is enabled, a list of organisations that are available for e-invoicing are listed. In order to enable e-invoicing with a specific supplier, you must enter the Buyer ID of the organisation you wish to send e-invoices to, and tick the Enabled box. The Buyer ID of the organisation should be the same as the Buyer ID in your financial system. Once you have completed the changes, click the Update button to finalise them

28 Organisation Details Setup The Setup Administration tool allows you to request changes to your organisation s details. The page lists all the information recorded about your organisation and allows you to change any of it. You can also write a comment in the Other box which will be seen by your customer s administrators. Once you have finished making changes, click the Submit button. The changes you have made will be sent to your customer s administrators who will then update your information. The e-procurement site was designed to make purchasing easier. We are very interested in hearing your feedback. Click on the Please give us your feedback. link on the bottom of any screen if you have any comments

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