Transcript Classified - Tata Steel
E-Procurement Manual For Indigenous Supplier and Service Provider
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Index
Sl. No.
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 Eproc userid creation Different ways to access eproc site Subject Site Demo Login to eproc site Steps to Change password Forgot Login Information Site view, Personal Detail, User Id and TCOC acceptance RFQ (Enquiry) Acknowledgement Order Acknowledgement View RFQ Quote against Material RFQ Quote against Service RFQ Order View Delivery Order Schedule Agreement Imminent Delivery Delayed Delivery GR (Goods Receipt) View Payment View Invoice Detail Vendor Managed Inventory (VMI) Other facilities for Suppliers/Service Providers Pre-Requisites for an e-partner Benefits to the suppliers Do's & Don’t's for the supplier (Related to browser) Do's & Don’t's for the supplier (Related to site not opening) Contact details for e-procurement related issues Page Page 3 Page 4 - 6 Page 7 - 8 Page 9 Page 10-12 Page 13-20 Page 21-25 Page 26-28 Page 29-32 Page 33-34 Page 35-43 Page 44-56 Page 57-58 Page 59-60 Page 61-64 Page 65 Page 66-67 Page 68-69 Page 70 Page 71 Page 72 Page 73 Page 74 Page 75 Page 76 Page 77 Page 78
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E-procurement 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).
A detailed manual has been hosted in the homepage of e-procurement site to assist you for operating the site.
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
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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 3 or 4 or 5 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 10
Change Password Steps
1.Give old password’ 2.Put new password’ 3.Confirm new password’ 4.Click on Change password link 11
Change Password Steps
After clicking on ‘change password’ button the below screen will come confirming that password changed successfully
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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 13 – 19.
There are two (2) methods to access Forget Login Information
13
Forgot Login Information
1.Click on this link 14
Forgot Login Information Method 1
1.Select location from the dropdown 2. Give User id 3.Click on this button 15
Forgot Login Information Method 1
3 .Give the user id 1. Select ‘Tata Steel’ from Dropdown 2.‘Tata Steel’ as location selected 4. Click in this button & go to page no. 42 16
Forgot Login Information Method 2
1.Select location from the dropdown 2. Give Vendor Code 3.Click on this button 17
Forgot Login Information Method 2
3 .Give the Vendor Code 1. Select ‘Tata Steel’ from Dropdown 2.‘Tata Steel’ as location selected 4. Click in this button 18
Forgot Login Information 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 19
Forgot Login Information Re - Login
After change in password successfully in previous screen the system will ask to login again with a new password
1.Type User Id (Not Case Sensitive) 2.Type new Password (Case Sensitive) 3.Click to Enter Site 20
E-procurement Site View Detail
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.Select the Organisation.
2.Click on any link in order to proceed through Eproc site This will take you to next page 21
Check and Modify 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 22
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 23
Rejection of User Id
1.After clicking the reject Button will take you to this screen and user A/C will be revoked 24
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
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RFQ (Enquiry) Acknowledgement
When any RFQ (Enquiry) is pending for acknowledgement then Supplier must acknowledge the same before accessing E-Procurement Site further.
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RFQ (Enquiry) Acknowledgement
2. Click “Show All” button to see all Enquiry Numbers under the one page.
1. Click this link to see Tata Steel general terms and condition for RFQ 4.Enquiries to be acknowledged before entering the E procurement site Click in the Enquiry no. to see the details 5. Initially the status is ‘Not Acknowledged’ 3. Click “Export To Excel” button to View or Download current page data in new Excel Sheet.
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RFQ (Enquiry) Acknowledgement
1.Click “I Acknowledge” to acknowledge the enquiry no for material. (1100653941) 28
Order Acknowledgement
When any order is pending for acknowledgement then vendor must acknowledge the order before using E Procurement site.
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Order Acknowledgement
1.Click “Export to Excel” button to transfer order’s details in new Excel Sheet.
7. Order acknowledg e message.
4.Orderss to acknowledge before entering the E procurement site.
Click in the Order no. to see the details 3. Initially the status is ‘NO’.
5.Change Order Tag 6.Delet
e Order Tag 2.Click Order File link to view Order Pdf file.
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Order Acknowledgement
.Pdf File View
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Order Acknowledgement
2.Click “I Acknowledge” to acknowledge the order no.
1. Click BACK link to go previous page.
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1.Now the enquiry is under Enquiry Tab
View RFQ (Enquiry)
2.The status of enquiries are ‘Acknowl edged’ 33
View RFQ (Enquiry)
1. Now
the enquiry is under Enquiry Tab
3. Click Enquiry No to
Quote.
2.The status of enquiries are ‘Acknowledged’ 34
Quote against Material RFQ
1.Item Level Description 2.Click to Quote
Created by: 151310 Date: 5/26/2010 Doc. Classification: Public
3.Click to Regret 35
Quote against Material RFQ
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 36
Quote against Material RFQ
Logging into the secure site
1.Type User Id (Not Case Sensitive) 2.Type Password (Case Sensitive) 3.Click to Login again
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1. Enter
Quotation Reference (Mandatory)
Quote against Material RFQ
2.
Click on down-arrow and select from list 4. Click ‘Submit Charges’ button to go next page.
3.Enter your value here 38
Quote against Material RFQ Header Level Data
3. Click to
select ‘Incoterms’ 1. Click to select the ‘Currency’ 2. Check to select ‘Excise
Registered ‘ 4. Click to
select ‘Billing Point 39
Quote against Material RFQ Modify Extra Charges
2. Enter Modify Value hear.
1.Click hear to modify Extra Charges 40
Quote against Material RFQ Item Level Data
1. Check the Item No check box for Quote individual item’s( Mandatory) 4. Select the ‘Billing Point 5. Select the ‘Tax Code Description’ 2. Enter the ‘Basic Rate’ ( Mandatory) 3. Enter the ‘Lead Time ( Number of Days)’ ( Mandatory) 10. Click on ‘ Submit Quote’ button to submit the Quotation 9. User can also save the Quotation as a draft mode by click ‘Save as Draft’ button 7. Enter the ‘Comment ’ 6. Enter the ‘Tariff Code’ 8. Click the ’ Modify Extra Charged ’ to mdify extra charges 41
Quote against Material RFQ Successful Submission
1.Message Confirms Successful Quotation 2.Click to View Quotation Details 42
Quote against Material RFQ View Submitted Quote
Print View of the Submitted Quotation 43
Quote against Service RFQ
2. RFQ for Service 1. Click on
the Enquiry no. to see the details 44
Quote against Service RFQ
1. Service Details.
3. Click to Quote Service RFQ 2. Click to Regret Service RFQ
45
Quote against Service RFQ Moving to secure site part After clicking on the “quote now ” button the system will ask you to login again for security issue
Click on ‘OK’ button 46
Quote against Service RFQ
Logging into the secure site
1.Type User Id (Not Case Sensitive) 2.Type Password (Case Sensitive) 3.Click to Login again 47
Quote against Service RFQ Header level data 1. Enter Quotation Reference (Mandatory) 2. Click hear to change Currency 3. Click hear to change Incoterms value.
4. Click hear to change
Excise Register ed
6. Enter Total number of work man availabl e Value (
Manda tory
).
12. Check to Confirm Site visited and clearly job understood the job terms (
Mandatory
).
9. Click hear to select Visiting Date time from calendar. (
Mandatory
) 10.Enter the name of visited department. (
Mandatory
) 5. Click to select Billing Point 7.Enter Total number of trained work man available value (
Mandatory
) 8.Enter the Comment value .
11. Click hear to
Person's name who has shown the job To the vendor
(
Mandatory
)
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1. Check to select all line items for Quote Quote against Service RFQ Item level data 2. Select the Tax Code Description 3. Check and Un Check to select individual line item for Quote (
Mandatory
).
7. Click to submit Quotation.
5. Enter the Rate value.
6. Save the Quotation as a draft mode.
4. Click to see line item brief description.
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Quote against Service RFQ Successful Submission
1.Message Confirms Successful Quotation 2.Click to View Quotation Details 50
Quote against Service RFQ View Submitted Quote
Print View
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Quote against Service RFQ Modify Quote 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 2.Tag for Draft RFQ 3.Tag for Reject RFQ 52
Quote against Service RFQ Enquiry Modify quote/Regretting an
1.Click to Modify Quote 2.Click to View Quoted Details 3.Click to Regret Quote 53
Quote against Service RFQ Moving to Secure Site
Click on ‘OK’ button 54
Quote against Service RFQ Regretting an Enquiry
1.Write Reason for Regretting 2.Click to Regret Enquiry 3.Click to delete Comments 55
Quote against Service RFQ Regretting an Enquiry
1.This message confirms regret 56
1.Now the order is under Order Tab.
Order View
4. Click to export order in new Excel Sheet.
2. Click in the Order no. to see the details. 6. Changed Tag.
5.Delete Order Tag.
3. Click Order File link to see Order .pdf file.
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1.Click to see order .pdf file 2.Click to see Extra Charge description.
Order View
3.Order Details 58
1. Under the Delivery Order Delivery Order View No of Services in Order 59
1. Delivery Order Master Level details such as Order no, Order Date , Changed status, changed date, Signatory Name, Signatory phone no, order file link, currency code, Order
Detail Descriptions ,
Payment Instruction , and Delivery Department.
Delivery Order Details
2. Display Order Item level details such as order quantity, rate etc.
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1. Under the Sch. Agreement 2. Click Order No to view Sch. Agreement Scheduling Agreement 3.Change Schedule Agreement Tag 4. Delete Schedule Agreement Tag 61
Schedule Agreement Master Details 1. Schedule Agreement Master Level details such as Order no, Order Date , Changed status, changed date, Signatory Name, Signatory phone no, order file link, currency code, Order
Detail Descriptions ,
Payment Instruction , and Delivery Department 62
1. Order Delver Dates.
Schedule Agreement Item Details 63
Schedule Agreement Item Level Details 1 . Click to view Extra charges description.
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2. Click to select To Date.
1. Click to select From Date.
Imminent Delivery 6. Click to Update.
3. Click to view all imminent delivery between from and to dates 4 . Insert Expected Delivery Date in DD/MM/YYYY format.
5. Insert Description.
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1. Under Delayed Delivery Tab.
Delayed Delivery View and Update 2. Order Number.
3. Order item no and order Delivery Department name.
4.Order Committed Quantity 8. Click Update Details to update Delayed Delivery 5. Enter order Expected Delivery Date in (DD/MM/YYYY ) format.
6. Order delivered quantity 7. Enter the Comment 66
Delayed Delivery View and Update 1. When “ Information Update Successfully” message is displayed, it means that Delayed Delivery information has been updated. 67
1. Under GR Tab.
3. Click ‘GR in QI Stock’ link to view GR details.
GR (Goods Receipt) View 2. PO Number 4. GR Date 5. Challan Number 6. Doc Type?
7. Doc Date?
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1. GR No.
3. Item No 4. Accept/Reject GR No 5 . GR Accept/Reject date 6. Received Quantity 7. Accepted Quantity GR (Goods Receipt) View 2. GR Date.
8. Rejected Quantity 9. GR Reject Region?
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1. Under Payment Tab 2. Click ‘Show All’ button to display all invoice no under one page 3. Click on ‘Invoice No’ link to view Invoice Details 4. ‘Invoice Date’ 5. ‘Invoice Amount’ 6. ‘ GR No’ 7. ‘ PO No’ Payment View 70
1. GR Number, Po Number , Party Invoice Number, date , Amount, SAP Invoice Number, Creation Date , Invoice Status, Cheque No, Cheque Date and Cheque Amount details show under Invoice Details report.
Invoice Detail 71
1. Under VMI Tab Vendor Managed Inventory(VMI) 2. Click hear to see vendor managed inventory page 72
Other Facilities for Suppliers / Service Providers
1.
2.
3.
4.
5.
6.
7.
8.
9.
Messages floated by Administrator on home page User id-Password request (for existing ones, in case forgotten) FAQ’s & Troubleshoot information Facility to contact e-Procurement Administrator through the site Direct Contact (email) with the Ethics Counselor of Tata Steel Online acceptance of Code of Conduct of Tata Steel Automatic Reminders for new Orders and RFQ’s Email to eProc. Administrator for modification of Phone/FAX/email Other Information under the Facility Page (eg. Policies, circulars as and when floated by Site Admin)
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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
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Benefits to the Suppliers
1.
2.
3.
On-line Enquiries (No hardcopy / E-mail / Fax movement) On-line Orders, if any On-line submission of quotation (No hardcopy / E-mail / Fax movement)
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Do’s & Don’t for the Supplier’s 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".
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Do’s & Don’t for the Supplier’s Related to Site not opening:
1.
2.
1.
Check that Internet Connection is up.
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. 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.
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Contact Details For Eproc Related Issue
Name
ProCare (Supplier Relationship Management Centre) Mr. Ravi Kumar
E-Mail Address
[email protected] [email protected]
Phone no
0657 66 44466 0657 66 45367
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Thank You
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