Jurong Port Pte Ltd User Manual (For Supplier) Jurong Port Supplier Portal

Transcription

1 Jurong Port Pte Ltd (For Supplier) Jurong Port Supplier Portal

2 Table of Contents 1 Navigation Account Login to Portal with Existing Account Forget Password Register for an Account Create User Account Edit Existing User Accounts Quotation Submit Quotation View Quotation Request For Quotation View RFQ Purchase Order View Purchase Order Milestone Completion Certification Create Milestone Completion Certificate (MCC) View Milestone Completion Certificate (MCC) Invoice from Vendor Create Invoice from Vendor View Invoice from Vendor Credit Note Create Credit Note View Credit Note ANACLE SYSTEMS PTE LTD 2

3 1 Navigation 1.1 Account Accounts are used to login to the JP Supplier Portal and provide important information such as the contact address and Business Registration Number. 1.2 Login to Portal with Existing Account 1. At the main page, click on the Login button 2. In the window that appears, enter Login Name and Password then click on the Login button. 3

4 1.3 Forget Password 1. At the main page, click on the Login button 2. In the window that appears, click on the Forget Password link. 3. In the window that appears, enter the account and click Reset Password button. An notification will be sent for new password. 4

5 1.4 Register for an Account Note: The first account which register at Supplier Portal will be the Administrator account. You can subsequently create more accounts for your company at Section 1.3 Create User Account. After an Account has been registered, there is no need to register for more Accounts. Instead, use the Create User Account function in section At the Main Page, click on the Register button. 2. Under the details tab, a. Fill in the fields under Vendor (Supplier) Details such as Company Name. The blue fields with asterisk are compulsory fields that must be filled in. b. Fill in the fields under Address & Contact Detail such as Country. c. If a captcha appears at the bottom of the page, fill in the textbox with the letters that are in the image. 5

6 3. Under the Attachments tab, a. Upload the compulsory attachment. b. Click Upload" c. Click Browse and select your file d. Enter the description (optional) e. Click Upload to complete attachment 4. Click on the Submit button near the top or bottom of the page. 6

7 1.5 Create User Account Note: This function is only available to Administrators. You can create multiple accounts for your company. 1. Select Administrative > Manage User Account from the Main Menu to go to the Manage User Account page. Click on the CREATE NEW link from the search page to open up a blank User Account form in a new window. 2. Under the details tab, a. Enter the User Name as well as the other optional fields 3. Under the credentials tab, a. Enter the Login Name, Password and Confirm Password fields. 4. Click on the Save button to save the information in the system. 7

8 1.6 Edit Existing User Accounts Note: This function is only available to Administrators 1. Select Administrative > Manage User Account from the Main Menu to go to the Manage User Account page with a list of existing User Accounts set up in the system. 2. Search for the specific user record by typing the User Account name in the keyword search field and clicking on the search button. 3. Click on the edit button ( ) next to the User Account that you wish to edit. 4. Make the necessary changes. 5. Click on the SAVE button to save the changes in the System. 8

9 2 Quotation Quotations for open/selective tenders and RFQ will be submitted here. Only last successful submission before closing date and time will be considered as valid submission. 2.1 Submit Quotation 1. Select Home from the Main Menu to view a list of Open Tender and Selective RFQ. 2. Click on the view button ( ) to view the tender details. 9

10 3. Under the Details tab, you can view the line item details. 4. Under the Download Tender/RFQ Documents tab, you can click on the Download icon ( ) to download the documents. 5. Click on the Quotations tab. 6. Click on the Submit Quotation button. 10

11 7. You will be redirected to the Quotation page. 8. Click on the Upload button to attach the compulsory document. 9. There are five ways to fill in the Vendor Quotation Items: a. Quote by Lump Sum (Step 10) b. Quote by per Item/Service (Step 11) c. Quote Category by Lump Sum (Step 12) d. Quote by Schedule of Rate (Step 13) e. Quote Category by Schedule of Rate (Step 14) 10. Quote by Lump Sum a. Click on the radio button of Show By Item beside the Show By field. b. Select at least one item by clicking on the checkbox beside the line item. Click on the Add by Lump Sum button. 11

12 c. In the pop-up, enter the amount and click on the Confirm button. 11. Quote by per Item/Service a. Click on the radio button of Show By Item beside the Show By field. b. Fill up the Amount Column c. Alternatively, click on the Upload Excel button d. Fill up the template. The template can be downloaded using the Download Excel Template button e. Click on Browse to select the file and then click on Upload to upload the file f. The popup will display the number of rows successfully updated. If there are rows that are not successfully updated, correct those rows and try step e again. 12. Quote Category by Lump Sum a. Click on the radio button of Show By Category beside the Show By field. b. Fill up the Amount Column 12

13 c. Alternatively, click on the Upload Excel button d. Fill up the template. The template can be downloaded using the Download Excel Template button e. Click on Browse to select the file and then click on Upload to upload the file f. The popup will display the number of rows successfully updated. If there are rows that are not successfully updated, correct those rows and try step e again. 13. Quote by Schedule of Rate a. Click on the radio button of Show By Item beside the Show By field. b. Fill up the % Variation Column. A positive or negative % can be entered. The % will be applied to all the items/services base quote. c. Alternatively, click on the Upload Excel button d. Fill up the template. The template can be downloaded using the Download Excel Template button e. Click on Browse to select the file and then click on Upload to upload the file f. The popup will display the number of rows successfully updated. If there are rows that are not successfully updated, correct those rows and try step e again. 14. Quote Category by Schedule of Rate a. Click on the radio button of Show By Category beside the Show By field. b. Fill up the % Variation Column. A positive or negative % can be entered. The % will be applied to all the items/services under that category. c. Alternatively, click on the Upload Excel button d. Fill up the template. The template can be downloaded using the Download Excel Template button e. Click on Browse to select the file and then click on Upload to upload the file f. The popup will display the number of rows successfully updated. If there are rows that are not successfully updated, correct those rows and try step e again. 13

14 15. Click on the Save As Draft button to save changes. 16. Click on the Submit button to submit quotation. 17. In the pop-up dialog, click on the OK button. 18. Upon successful submission, the Quotation Ref. No. will be generated by the system. 19. Vendors can submit multiple quotations as long as the tender is within the Tender Invitation Start Date and Tender Invitation End Date. The System will take the latest quotation before the tender close. 20. To submit multiple quotations, repeat steps 1 to 19 in section 1.7 Submit Quotation. 14

15 2.2 View Quotation 1. Select Procurement > Quotation from the Main Menu to go to the Quotation search page. 2. Click on the view button ( ) to view the submitted quotations. 3. A pop-up will be displayed to show the details of the submitted quotation. 15

16 2.3 Request For Quotation The Request for Quotation (RFQ) is used to provide information for quotations, collect quotations, recommend quotation for award, and generate Purchase Orders (PO). 2.4 View RFQ 1. Select Procurement > View RFQ from the Main Menu to go to the RFQ Records search page. 2. Click on the view button ( ) to view the RFQ details. (Note: To view available tender for bidding, please refer to section 1.7) 16

17 3 Purchase Order A Purchase Order (PO) is a document that represents JPPL s purchase order or letter of award to a Vendor. 3.1 View Purchase Order 1. Select Procurement > View Purchase Order from the Main Menu to go to the Purchase Order search page. 2. Click on the view button ( ) to view the purchase order details. 17

18 4 Milestone Completion Certification A Milestone Completion Certificate is used to mark the completion of Milestones required for a Purchase Order. 4.1 Create Milestone Completion Certificate (MCC) 1. Select Procurement > Milestone Completion Certificate from the Main Menu to go to the Milestone Completion Certificate search page. 2. Click on the Create New button. 3. In the Details tab, click on the Select button beside the Purchase Order field. 4. In the pop-up, select a PO. 18

19 5. Fill up the following fields such as the MCC Number and Description. 6. In the Receipt Items grid view, click on the Add button. 7. In the pull down panel, click on the Select button. 19

20 8. In the pop-up, select a PO line item. 9. Select the Milestone Completed from the drop down list. 20

21 10. Select the Milestone Completed from the drop down list and select a Date of Completion. 11. Click on the Update button to add the items in the Receipt Items grid view. 12. Click on the Attachments tab. 13. Click on the Upload button and browse for the necessary attachments. 14. Click on the Save As Draft button. 15. Click on the Submit for Acceptance button. 21

22 16. In the pop-up dialog, click on the OK button. 17. Upon successful submission, the system will generate the GR Number. 22

23 4.2 View Milestone Completion Certificate (MCC) 1. Select Procurement > Milestone Completion Certificate from the Main Menu to go to the Milestone Completion Certificate search page. 2. Click on the view button ( ) to view the milestone completion certificate details. 23

24 5 Invoice from Vendor An Invoice from Vendor is a document received from Vendors for services rendered or goods delivered. Invoices from Vendor should be matched to a Purchase Order. 5.1 Create Invoice from Vendor 1. Select Procurement > View Invoice from the Main Menu to go to the Invoice from Vendor search page. 2. Click on the Create New button. 3. In the Details tab, fill up the necessary fields such as the Vendor Invoice Number, Purchase Order, Doc Date, Payment Term, Vendor Invoice Date, Invoice Due Date, Description, Main Currency fields and Invoice Item(s) grid view. 4. After filling up the Main Currency field, the Add Invoice Item from Goods Receipt button will be enabled. Click on the Add Invoice Item from Goods Receipt button. 24

25 5. In the pop-up, click on the Select button. 6. Select the GR item. 25

26 7. Click on the checkbox beside the line item and click on the Confirm button. 8. The Tax Code will be defaulted to STD-RATE 7%, however you can still edit the tax code. 9. In the Attachments tab, click on the Upload button and browse for the compulsory documents. 10. Click on the Save As Draft button. 11. Click on the Submit for Invoice button. 26

27 12. In the pop-up dialog, click on the OK button. 13. Upon successful submission, the Invoice Number will be generated by the system. 27

28 5.2 View Invoice from Vendor 1. Select Procurement > View Invoice from the Main Menu to go to the Invoice from Vendor search page. 2. Click on the view button ( ) to view the invoice from vendor details. 28

29 6 Credit Note A Credit Note from Vendor is a credit note issued by a vendor that is matched to an Invoice (e.g. for returned goods). 6.1 Create Credit Note 1. Select Procurement > View Create Note from the Main Menu to go to the Credit Note from Vendor search page. 2. Click on the Create New button. 3. In the Details tab, click on the Select button. 4. In the pop-up, select an invoice. 5. Fill up the necessary fields such as the Vendor Credit Note Number, Vendor Credit Note Date and Doc Date. 29

30 6. In the Credit Note Item(s) grid view, click on the edit button. 7. Enter the reason, edit the necessary fields and click on the Update button. 30

31 8. Click on the Save As Draft button. 9. Click on the Submit for Acceptance button. 10. Upon successful submission, the Credit Note Number will be generated by the system. 31

32 6.2 View Credit Note 1. Select Procurement > View Credit Note from the Main Menu to go to the Credit Note from Vendor search page. 2. Click on the view button ( ) to view the credit note details. 32