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1 IIIIIIIIIIIIIIIMMIMMIII About the program Itelix itender Manager is a program for management of tender enquiries and tenders sent by from companies which use Itelix itender. The files have.itn extension and can only be opened using this application. Itelix itender Manager allows for opening tender enquiries and submitted offers, All incoming and outgoing data is encrypted, so in order to open it one has to insert a proper password (given by a company which uses Itelix itender before sending the first tender enquiry).. Program Menu Program Menu consists of two tabs: Tenders and Settings. Each of them has buttons for particular functions of the program. In case of Tenders tab these are functions connected with tender procurements (tender enquiries, submitted offers etc.), whereas in case of Settings tab, they are connected with program configuration. One can access the most frequently used functions by clicking on the round system button in the top-left corner of the application. Clicking it will open a special menu. On its left side one can see the most frequently used program functions, on the right side a list of most frequently opened tender enquiries and submitted offers will appear. Menu with the most frequently used functions and a list of frequently opened files

2 Tenders Tab Enquiries This section includes options for tender enquiries. Open enquiry Buttons available in tender enquiries section This option opens an offer enquiry from ITN file. The same effect can be achieved by double-clicking on the enquiry file which is attached to an offer enquiry , sent by a company which uses Itelix itender. When the file is opened, an information panel will be shown in the main part of the program. It will include details of the enquiry. The rest of the buttons from this section will become active. Application with a tender enquiry opened Upper side of the panel shows information about the tender: name of the company which submits the tender enquiry, tender name and it s number, offer submission date, and maximum time for realisation of the contract. Below, enquiry s description and attachments are presented.

3 Enquiry preview In order to see details of a tender enquiry in a printable form (PDF file) one should press Enquiry preview button. Example of a tender enquiry file (PDF format) If a tender is active (the date for submitting the offers is not passed yet) it is possible to do following actions: ask a question concerning the tender, send an offer send a resignation from participation. Information: If the time to submit offers passed, the date will be shown in red. Send question In order to ask a client a question one should use a Send question button. After it is used, a window will appear which allows to send questions.

4 Window to send questions to the contracting company After inserting subject and contents of the message together with adding attachments (possibility to add attachments, their types and maximum sizes are individually set for each tender) one can send an offer by or save a special authorisation file. After clicking Send as button, a new, filled in message window of a default mailing program will open. In order to send a question to a client one only has to send this message to an already inserted address. Second option (saving an authorisation file) is useful when we do not have a mailing program installed, or our program doesn t support MAPI. In this case one should write the question directly in the message window of our mailing system (it can also be an internet application Webmail), add the authorisation file (as an attachment) and send the prepared to address shown in the window while saving the authorisation. Send offer In order to prepare and send an offer one has to click Send offer button. A window will be shown allowing to insert details of our offer.

5 New offer preparation window The most important data to be inserted concern the price and the time of tender realisation. On the right side of the window there is a panel with additional fields of the offer enquiry. It allows to insert detailed data concerning our offer in a form given by the company sending the tender offer. Part of these fields can be initially field, whereas parts can be left out to be filled while submitting an offer. Additionally some fields can be turned off for editing. Offers, like enquiries, allow to add attachments on the same basis. When given offers are inserted we can open the preview of our offer (in PDF format) by clicking on Offer preview button. Window of a prepared offer preview

6 In order to send a prepared offer we can, just as in case of questions, send it by e- mail or save it. After clicking Send as button a new, filled in message window of a default mailing program will open. In order to deliver our offer to the client, one has to only send this message to an already filled in address. Second option (saving an offer file) is useful when we do not have a mailing program installed, or our program doesn t support MAPI. In this case one should write a new message in our mailing system (it can also be an internet application Webmail), add the offer file (as an attachment), write additional notes on our offer in the contents and send the prepared to address shown in the window while saving the offer file. Resign from tender If we do not want to participate in a given tender we can send our resignation by choosing Resign from tender option. The program will confirm performing this operation and will open a message window which is supposed to be sent on an automatically inserted address of a client. If the window doesn t open, a special authorisation file can be saved. Sending it (as an attachment to an empty mail) to a given address will confirm our resignation. Close enquiry In order to close the tender enquiry panel one should click Close enquiry option. Submitted offers This section holds functions concerning offers submitted using itender Manager. Open offer Buttons available in submmitted offers section After preparing an offer and sending it to a client we cannot modify it. However, at all times we can send a new offer to a client (Itelix itender implicitly considers only the last offer sent by each supplier), of course if submission date is not due yet. All offers sent using Itelix itender can be previewed at any time. Open offer button is used for that. After a file is opened, the main part of the program will show details of the offer. Other buttons available in this section will also be activated.

7 Application with an opened offer. The upper part of the panel shows information about a submitted offer: date when the offer is generated, tender name, its number, proposed price and commission realisation date. Below there is a form which includes additional information about the offer (as a set of predefined fields). Offer preview In order to show details of a submitted offer in a printer friendly version (PDF file) one should click Offer preview button. Submitted offer preview.

8 Close offer In order to close offer one should click on Close offer option. Program This section only has one option allowing to close the program. It is also available from the level of the application menu (opened using a round button in the top-left corner of the application window). The program can also be closed using [X] button on the right side of the application title bar. Closing program Settings Tab Password This section has an option which enables to change and save a password, which allows to open offer enquiries and data forms. Your password is given by Itelix itender system, and can be different for each client (companies which send you files with enquiries generated by the program). Password setting After clicking Set password button a password setting window will show up. From a list, choose a client for whom we want to set a password. At this step the program doesn t check whether inserted passwords are correct. Only while opening a specific offer enquiry or a data form correctness of a password will be verified. If the password is not correct, a window will show, where a correct password is to be inserted. At this step it will be possible to remember the password.

9 Password setting window Information: All passwords are stored in an encrypted form in the system registry. Your data This section includes options connected with updating your data stored by clients. Buttons available in the section for updating data Each client (a company which can send you files with offer enquiries using Itelix itender) has a possibility to turn on an option of automatic updates of selected data (e.g. address data) by the suppliers themselves. On one hand it enables the suppliers to update selected information about them on their own, without the client s participation in the process. On the other hand it allows the client to enter only basic information (e.g. company name and ) about suppliers interested in cooperation and leave the necessity to insert full data (such as profile, address, office data, etc) to them. In order to edit your own data stored in the client s database, you have to have a current data form. You can get it from a client by sending a special which includes a request for such form. Download data In order to receive a data form one has to use Download data button. After pressing it a window will show and one should select a client from a list and click Next. Customer selection window

10 On the next screen you have to insert your address and a password connected with a given client. Information: If you insert incorrect data or the client s system doesn t support this function you will receive an appropriate message. After clicking Send button, a window with a message will be shown. The message is to be sent to an already filled in address. If the window doesn t open you can save a special file which you send to an indicated address. After receiving a data form you have 7 days to edit it and send it to the client s system. Update data If you received the data form you can open it using Update data button. If it is a current data form (it hasn t been 7 days since its download), you can change it and send the changes to the client s system using Update your data button. When the button is clicked a message window will show up. The message is to be sent to an already filled in address. Information: When the data is processed by the client s system, or when an error occurs, you will receive an appropriate message. Close form In order to close the form file one should select Close form option. Settings This section includes an option allowing to set updates and Proxy server. Program settings After clicking Program settings button a window will show up where we can decide whether the program is to check for daily updates and define Proxy server settings (which is necessary when you don t have a direct Internet access). Updates This section includes options connected with program updates and program changes history. Buttons available in program updates section

11 Check for updates After clicking Check for updates button program will check for possible updates to a newer version. If it possible a window will show up with a list of changes and a button allowing to make an update. History of changes Pressing History of changes button will show a window with a list of changes introduced in last program updates. Help This section includes an option allowing to view information about the program producer and the licence. Program Information