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Hybrid Community User Manual for the Procserve Commerce

1. Question Mark Use this to replace a single character within a search Searching for wh te will return results such as white and whyte Asterisk Use this to replace a string of letters either at the end or beginning of a word Searching for ave will return results such as Avery Labels average contents and winged avenger Searching for ave will return results such as Wave Pens Super Save Ltd and rave reviews Procserve Holdings Limited 2012 CS procserve How to Search 3 2 Howto Search Overview How To Search This section shows you the various ways to use the search functionality Locating the catalogue search feature The following steps describe how you locate and use the catalogue search feature to create a requisition from a catalogue 1 Punch out from your P2P in to the Marketplace 2 The catalogue is opened in a new window From here you can complete a simple keyword search in the search field Proc S C rve Logged in as amp damo PAc Administr ation amp Log off Currency apin igs Home page Catalogue search ST Reta am O Shopping lists Product classes D Search Advanced search Feature search Q Search tolerant T Standard assortinert gt _ UNSPSC 8 1201 3 Using the Search Features to find your items Click the catalogue search tab Home page Catalogue search Shopping Basket EX Shopping lists roduct classes D Search Advanced s
2. NAZ LTD Categories Office Solutions LONDON E17 4SD 25353760 NAZ4TECH LTD Categories Office Solutions LONDON E17 8JQ a a 5360 Showing 1 3 of 3 suppliers amp r Supplier has been Supplier has A supplier that A supplier that has A supplier that has A supplier who is Environmentally pre registered but completed currently delivers submitted at least submitted one or backend integrated Certified have yet to complete registration and has one or more one quote to an RFQ more electronic using the ProcServe the registration full access to the catalogues to one or invoices to one or Commerce Network process They are ProcServe more buyers more buyers able to receive PO Commerce Network via email but no access to ProcServe Commerce Network Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Main Menu Supplier Directory 2 2 3 3 Viewing All Available Suppliers in the Community Overview All available suppliers shows all the organisations that are on the Procserve Trading Network and available in your marketplace Using All available suppliers 1 Click on the Main Menu tab within Procserve Commerce Hub 2 Click on the Supplier Directory tab 3 Click on the All suppliers tab From here you can view the suppliers by their name using the alpha numeric list 1 and search for a supplier 2 Note You can search the Supplier Directory by suppliers na
3. Office Solutions Categories LONDON EiT 45D oe mumbar aeai hin oS ae Special instructions Document history Submit to sstected suppliers Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Main Menu Creating a Request for Quote 2 2 2 2 1 RFQ Templates Overview This sections shows how you can save your RFQ as template 1 Create a new RFQ and go through all the step 2 At Step 5 before you submit your RFQ to suppliers click on Save as Template This RFQ will be sent to the following suppliers NAZ4TECH LTD Categories Office Solutions LONDON E17 8JQ Telephone number 442073336162 Email nasirahmed procserve com Payment Invoice NAZ LTD Categories Office Solutions LONDON E17 4SD Telephone number 442073331623 Email nasir ahmed5 procserve_org Payment Invoice Special instructions Document history This RFQ has yet to be submitted Submit to selected suppliers Save as Template Save as Draft Cancel Edit before sending 3 Scroll down to the bottom of the page and enter a suitable name for the RFQ template This RFQ will be sent to the following suppliers NAZ4TECH LTD Categories Office Solutions LONDON E17 8JQ Telephone number 442073336162 Email nasir ahmed procserve com Payment Invoice NAZ LTD Categories Office Solutions LONDON E17 4SD Telephone number 442073331623 Email nasirahmed5 procser
4. 442073331623 Email nasirahmed5 procserve or Payment Invoice Special instructions Document history This RFQ has yet to be submitted Draft Name Books 10 2012 Now you will be presented with list of all saved list of draft RFQs Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Main Menu Creating a Request for Quote Create a new Request for Quote Request for Quotation Templates Draft Request for Quotations Books_ 10 2012 NAZ4TECH LTD NAZ LTD 300 0 Lined wire bound A4 note books AUTO DRAFT 1624 NAZ4TECH LTD NAZ LTD 300 0 Lined wire bound A4 note books AUTO DRAFT 1623 ProMatrix NAZ LTD 1 200 0 Black ink ball point Showing 1 3 of 3 drafts c8 procserve Procserve Holdings Limited 2012 Procserve Commerce Hub Main Menu Creating a Request for Quote 2 2 2 3 Reviewing an RFQ Overview This section shows how you review the quotes you have received Procserve Holdings Limited 2012 c8 procserve Procserve Commerce Hub Main Menu Creating a Request for Quote Reviewing received quotes 1 Log in to Procserve Commerce Hub 2 Navigate to My Transactions Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout Eminem Administration Home f My Transactions f Catalogue Shopping Raise a Free Text Order Create anew Request for Quote Supplier Directory ProcServe My Transaction page will be displayed Received Docume
5. 9 Or you can use the category search to identify suppliers who provide the commodity you are interested in from the regions you require Step 3 Choose suppliers Find available suppliers Your chosen suppliers 0 use cateoory search gory search These suppliers will be sent this RFQ se 10 From within here you can search for categories and locations or drill through the hierarchy until you reach the desired commodity location Step 3 Choose suppliers Find available suppliers Use supplier search Please select a category and a location below to start the supplier search Categories Locations Search categories Search locations United Kingdom of Great Britain and Northern Ireland England gt G Bath and North East Somerset Bedford gt Borough of Barnsley gt 3 Borough of Blackburn with Darwen Borough of Blackpool gt Borough of Bolton E Borough of Bournemouth gt 3 Borough of Bracknell Forest gt G Borough of Brighton and Hove E Borough of Bury gt Borough of Calderdale gt G Borough of Darlington gt 3 Borough of Doncaster Borough of Dudley 3 Emergency and Rescue G Energy and Fuels gt G Engineering Goods G Facilities G Fleet G ICT Commodities G ICT Systems gt G Industrial Services gt 3 Learning and Development gt Legal Aid G Logistics Office Solutions gt 3 Operational Goods and Services G Personnel
6. A Catalogue created from a Multiple Buyer or source Catalogue for a single Buyer The Catalogue may contain all or any assortment of items derived from the Multiple Buyer Catalogue and may be enhanced with Buyer specific data When the contents of a Buyer Catalogue is defined the item data is not copied but referenced to the original Source Catalogue Buyer Catalogue Re Procserve Catalogue Manager Catalogue Context Re Procserve The selection of a Catalogue with which it is intended to Catalogue Manager work Editions are used so that the history of a Catalogue can be managed coherently A Catalogue always has one current edition in which changes validations and other operations are made and is identified with a name and description There can be multiple versions of each edition Catalogue Edition Re Procserve Catalogue Manager Catalogue Status Re Procserve Provides information about the process steps that are Catalogue Manager currently being carried out within the Catalogue Several versions can exist of one Catalogue edition The version number is incremented from within the Catalogue edition and is usually used to record a major revision to the data Catalogue Versions can be created manually and are also created automatically before each import Catalogue Version Re Procserve Catalogue Manager The process of running macros to test and validate Catalogue data in the Procserve Catalogue Builder before the creat
7. Once you have submitted your feedback we will send you a copy at your registered email address nasir ahmed55 procserve org and if a response is needed we ll contact you within the next two working days trevor burgess procserve com nasir ahmed55 procserve_org Subject Some feed back on my Procserve Commerce Hub experience 3 Click Send Your message has now been sent to the system administrators Hello Buyer_ You last logged in today 26 July MyProfile Feedback Logout ProcServe Main Menu Home My Transactions Catalogue Shopping Raise a Free Text Order Create anew Request for Quote Supplier Directory Feedback Feel free to use this form in order to provide any kind of feedback that you have Maybe you d like to see some different features Or prehaps you have a great idea about how to improve what already exists Or maybe you d like to get in touch and let us know what you like or dislike about our system Once you have submitted your feedback we will send you a copy at your registered email address nasir ahmed55 procserve org and if a response is needed we ll contact you within the next two working days trevor burgess procserve com nasir ahmed55 procserve org Subject Some feedback on my Procserve Commerce Hub experience Really pleased find the catalogue experience very simple a Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Main Menu Overview 2 2 Procserve Commerce Hub
8. Procserve Commerce Hub Administration Managing your Supplier Adoption You can search all the suppliers you have added and have not yet registered You can also remind selected suppliers to complete registration Hello Admin You last logged in today 7 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Web Services Accounts Catalogue Access Management Catalogue Management Supplier Registration Search suppliers Go Browse invited suppliers 5 Top targeted suppliers 1 Now enhanced suppliers 6 Invite a new supplier ee ee COMPAY LTD 458973823 A Company nasir ahmed58 procserve org 01 Aug 2012 QUICK LTD 646911951 Nas Ahmed nasir ahmed7 procserve org 15 May 2012 230481053 Nasir Ahmed nasir ahmed21 procserve com 29 Nov 2011 SCIMITAR DIVING LTD 233878078 Nasir Ahmed nasir ahmed3 procserve org 21 Nov 2011 SCIMITAR CAPITAL LTD 211778393 Nasir Ahmed nasir ahmed2 procserve org 21 Nov 2011 Showing 1 5 of 5 suppliers Top targeted suppliers You can add suppliers to Top targeted suppliers to ensure that you focus effort on adopting these See the Targeting your Suppliers for more information Hello Admin You last logged in today 7 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Web Services Accounts Catalogue Access Management Catalog
9. 2 2 2 1 Introduction to RFQ Overview You can use OTIS to send Request For Quotes RFQ s to suppliers that are members of your trading community or marketplace In addition OTIS allows all responding Quotes from these suppliers to be linked to the originating RFQ for audit trail purposes Responding Quotes that are selected as wining bids are automatically converted to Purchase Orders so no re keying of data is required Note You may not be able to complete an RFQ if you do not have the required roles Note You should always consider your organisations procurement rules before undertaking an RFQ Request for Quote Processes Creating an RFQ ed ed ate Add ats vale RFQ Select Aa E z details Click details Click Suppliers Submit RFQ a Next fie Next gt Click Next alts Reviewing Received Quotes Click Document p Management documents Select My Transactions Select quote to review Awarding an RFQ Select My Click Sent Open source Expand the Enter the Click Choose Transactions Documents RFQ winning quote reason as winner je p Procserve Holdings Limited 2012 ce procserve Procserve Commerce Hub Main Menu Creating a Request for Quote 2 2 2 2 Raising a Request for Quote Overview This section shows how you can create a Request for Quote Procserve Holdings Limited 2012 c8 procserve Procserve Commerce Hub Main Menu Creating a Reque
10. 4 of 4 drafts Note Draft will be saved at the point where you select the Next Step as you can see from the above example no supplier s name is populated this is because the draft automatically saved where you stopped in this instant the process has not reached at step where the suppliers are selected You can save the RFQ as a draft and give name at any step 3 Click on Save as Draft button then scroll down to bottom of the page and enter a suitable name and click on Save button Procserve Holdings Limited 2012 G S procserve Procserve Commerce Hub Main Menu Creating a Request for Quote This RFQ will be sent to the following suppliers ProMatrix Categories Office Solutions London SW1W 9SR ITS DEMO Telephone number 442073336161 Email nasir ahmed21 procserve_org Payment Invoice z 2260 NAZ LTD Categories Office Solutions H Demo LONDON E17 48D E Telephone number 442073331623 Email nasir ahmed5 procserve org Payment Invoice Special instructions Document history This RFQ has yet to be submitted Submit to selected suppliers Save as Template Edit before sending This RFQ will be sent to the following suppliers NAZ4TECH LTD Categories Office Solutions LONDON E17 8JQ Telephone number 442073336162 Email nasirahmed procserve com Payment Invoice NAZ LTD _ Categories Office Solutions q Demo LONDON E17 48D Telephone number
11. Buying Solutions C Procserve Holdings Limited 2012 G S procserve Term Glossary 157 and strategic partnerships Rigorous tendering and evaluation processes ensure that products and services are checked for quality price competitiveness fitness for purpose and compliance with statutory requirements These products and services are available through Buying Solutions framework agreements managed services and other procurement arrangements More details are available on the website http online ogcbuyingsolutions gov uk OJEU Official Journal of the European Union OPEN P2P PA Consulting Parametric Search Private Catalogue Process Profile Re Procserve Catalogue Manager Procurement Cards Procserve Holdings Limited 2012 Online Procurement for Education Needs An eProcurement Marketplace solution designed specifically for schools Purchase to Pay or Procure to Pay The procurement application used to connect to Procserve Catalogue Search The P2P used within the Procserve Trading Network environment is Procserve P2P PA Consulting PA Consulting Group is a leading management systems and technology consulting firm Web http www paconsulting com A method of searching catalogues that enables the user to define values for certain Catalogue fields Procserve Catalogue Search returns a list of items that match the search criteria Adobe Portable Document Format A format that all
12. Deliver to SATURN LTD Hoe Street Buyer_ Administrator Walthamstow Hoe Street Walthamstow London Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Main Menu Supplier Directory 2 2 3 Supplier Directory 2 2 3 1 Introduction to the Supplier Directory Overview Supplier Directory allows you to view all suppliers registered on the Procserve Trading Network who are available in your marketplace Note If you can not see Supplier Directory you may not have the required role Please check with your system administrator Supplier Capabilities There are up to seven Supplier Capability icons associated with each supplier depending upon the Suppliers current status These capabilities reflect the supplier registration status their system integration capabilities multi buyer status and environmental certification The seven Supplier Capability icons are as follows Supplier has been pre registered but have yet to complete the registration process They are able to receive PO via email but do not have access to the Procserve Commerce Network Supplier has completed registration and has full access to the Procserve Commerce Network A supplier that currently delivers one or more catalogues to one or more buyers A supplier that has submitted at least one quote to an RFQ A supplier that has submitted one or more electronic invoices to one or more buyers A supplier who is back end int
13. Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management Organisation Management Classification Views Catalogue Sharing SATURN LTD DUNS number 226023588 Contact details SATURN Email nasir ahmed procsere com The Red Building Hoe Street Walthamstow Address London Greater London E17 4SD United Kingdom Download as a vCard 3 Click on System Settings Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Administration Administering Procserve Commerce Hub Hello Buyer_ You last logged in yesterday 7 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management Organisation Management System settings Classification Views Catalogue Sharing SATURN LTD System set up seine SS SC dSSCSC S S S S S lt S S S S amen eo OOS C gest SSCS S S S emme o 4 To edit the system settings click Edit Hello Buyer_ You last logged in yesterday 7 August My Profle Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management Organisation Management System settings Classification Views Catalogue Sharing SAT
14. TEST Import Blocked Search results Supplier review System Administrator Premium Content Manager Buyer review Release scheduled Productive Replaced Selection Griftths Tani TEST X 4 Click on any users within the selection that need to be removed and click on deselect repeat as necessary E mail settings Automation settings Release settings search results Supplier review System Administrator Premium Content Manager Buyer review Release echeduled Productive Replaced Selection Griffiths Tani TEST Deselept X You need to set users for the following sections C Procserve Holdings Limited 2012 G5 Procserve Hybrid Community Catalogue Initial Load Configuring Catalogue Workflow Update Expected Supplier Super User Supplier Review Supplier Super User Buyer Review Buyer Super User Release Scheduled Buyer Super User 5 Ensure that the Automation settings are set as required Click on Automation Settings E mail settings Automation settings Release settings Automated import Automated vakdabon supplier Automated valdaton buyer Shia ease AL OMaied updaie expected ey u _ Save Note Suggested setting for standard catalogue is to deselect Automated validation supplier to enable Supplier Review status on subsequent loads 6 Check release settings are as required Procserve Holdings Limited 2012 G S procserve Hybr
15. but this would also bring back items from suppliers you are not interested in To get a precise return use the advanced search functionality Put the words Hills and AA as shown in the example below making sure each term searches on the correct field Procserve Holdings Limited 2012 0 GS procserve Examples of Searching Search l Advanced search Feature search Supplier contains yy Hills And y C Standard assortment Short description contains Vv AA All fields w tolerant v I All fields _ tolerant v All fields tolerant v 47 tems found page f5 OOD 021 4311 AA TOC SIZE BATTERY CONVERTER Hills Components 0 90 seach 1 0 day a F amp AA B00MA BATTERY Limited 021 4339 AA AAA RECHARGEABLE Hills Components 7 95 pack 1 0 day lt T O BATTERY PACK Limited el 02 5866 CQ AA 1500 PROCELL BATTERY BOX Hills Components 25 00 box 1 0 day Mo F OF 100 Limited Q I have been asked to get some carbonless 2 ply paper in white pink have been given the product code from the supplier s catalogue but have not been told the suppliers name A Enter the product code into the search field If the supplier has a catalogue on the system then the item will be returned Search Advanced search Feature search 003R99107 Q Search tolerant C Stan
16. the Winner Enter winning reason text Click Submit as Order button Closing an RFQ Having reviewed your quotes you can close your RFQ by choosing a winner or closing the RFQ with no winners Note You can withdraw an RFQ before it has closed Awarding an RFQ 1 Locate the RFQ within My Transactions Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Main Menu Creating a Request for Quote 2 Select the winning quote from Received documents in My Transactions 3 Scroll to the bottom of the quote and click Choose this quote as the winner Choose this quote as the winner Forward Save as PDF Save as a cXML file 4 Provide a reason and click Choose as winner Choose as the winning quote Please enter a reason for picking this quote as the winner This reason will not appear on any Supplier facing documents but will appear in the document history of this quote for future reference A good price A Choose as winner You will be presented with Submit winning quote page Submit winning quote Step 1 Check purchase order items mi esc ovm omore Tee Toramoun rore Pens 200 Each VAT 20 28 00 168 00 Totals Step 2 Confirm delivery and invoicing details Step 3 Add payment details Step 4 Confirm details and send requisition Closing an RFQ with no winners 1 Locate the RFQ within My Transactions 2 Scroll to the footer of the RF
17. 1 Not checked g 1 Not checked 2 You can now approve and or reject the items loaded Select items by ticking the item box es To select all tick the box above the items The release status for each item is Not Checked You can now inspect each item and reject or approve them or you can approve them all immediately as described below To reject an item check the relevant left hand column and click the Reject icon to the top right of the page The item is now marked for rejection Note You will need to contact your supplier stating the reason why the items were rejected so they can amend their items in the catalogue and resubmit them to the buying organisation to load and or approve as required Approve Items tem search Comparison New Mass editing oo fE Delete z F A ees Standard a E g wD Page of1 2 items of 13 selected UNSPSC 8 1201 Y W S item number Short description Manufacturer Manufacturers item no Lead time Release status 4 History ES A ll items in this catalogue 564863008 1 1 Not checked E Unstructured item GQ 23 Industrial Manufacturing and Proces 364863012 2 1 Not checked 90 Travel and Food and Lodging and Er g 715805 3 1 Not checked gO 715806 1 Not checked When you are sure that an item is correct you can check the relevant items and click the Approve icon to the top right of the page Tip If you wish to view an item s detail click the Item
18. BST 09 09 BST 09 09 BST 17 29 BST 17 29 BST 15 04 BST 15 04 BST 15 03 BST 14 59 BST 14 59 BST 14 59 BST 13 37 BST 13 37 BST 13 37 BST 13 36 BST 13 36 BST 13 30 BST 13 30 BST A new window will open with an option to Open or Save the file Procserve Holdings Limited 2012 0 G5 Procserve Purchase Order forwarded to supplier Request For Quotation created Quote created Invoice created Invoice received Quote created Request For Quotation created Request For Quotation created Quote created Invoice created Invoice received Quote created Request For Quotation created Request For Quotation created Quote created Quote created Request For Quotation created Request For Quotation created Invoice created Invoice received Quote created Quote created Quote created Request For Quotation created Request For Quotation created Request For Quotation created Request For Quotation created Request For Quotation created Request For Quotation created Request For Quotation created Request For Quotation created Request For Quotation created Request For Quotation created 47 Procserve Commerce Hub Administration Overview 2 3 Procserve Commerce Hub Administration 2 3 1 Overview Administration Menu Options Note Dependant on your organisation set up and roles you have been given you may not have access to some of the menu options 1 Community Management Within Community Management you can edit th
19. Click on My Profile from any page within Procserve Commerce Hub You will be taken to the overvew page where you can view and edit your basic details Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout Enea Administration Home My Transactions Catalogue Shopping Raise a Free Text Order Create anew Request for Quote Supplier Directory ProcServe My Profile Mr Buyer_ Administrator Edit My Profile User Name buyer_administrator strn011 Email address nasir ahmed55 procserve org Organisation SATURN LTD Hoe Street Walthamstow Default address London E17 4SD United Kingdom C You can view any of the tabs and the details within them by clicking on the tab By clicking on the Roles tab you can view the roles that you have been given Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Getting Started My Profile Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout ProcServe Emcee Administration Home My Transactions Catalogue Shopping Raise a Free Text Order Create anew Request for Quote Supplier Directory My Profile Mr Buyer_ Administrator mae omon Buyer administrator Buyer Administrator users are have the ability to manage their organisations and users Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Getting Started My Profile 2 1 5 1 Editing My Profile
20. Co sizes 086 961 Reading Books A5 amp A4 Reading Schools Supply Book Books Co reading children 116 630 A4 Writing Pads Schools Supply Pad Co recycled a4 Book Q3T376 Address Books Hard Backed Book and Paper address book Co with tabs Size A4 R5C945 A4 Books A4 Size Books Book and Paper a Co Other Ways of Searching Exact Word and Wild Card Search There are some additional elements of functionality that can be used to enhance the search process Procserve Holdings Limited 2012 C G S procserve Overview of Catalogue Searching 6 dependant on what you want to search for e Exact Word Search If you want to search for an exact word or words you should place the word s in quotation marks This will find the word s in the order entered within a single searchable field Using the same example as above searching for A4 Book will bring back results from the highlighted columns as they are the only ones with the search term in a single field Supplier Part Short Description Long Description Supplier Name No Z1A223 A4 Paper A4 Reams Note Book and Paper Pad in various 116 630 A4 Writing Pads recycled a4 Book Q3T376 Address Books Hard Backed address book with tabs Size e Wildcard Search There are two variations on the wildcard search available to a user A question mark is used to replace a single character and an asterisk is used to replace any number of characters
21. Hub Main Menu Document Tracker Applying an Event Type filter to your documents The Document Tracker has Event types that can be set to view the last event of the documents based on the set filters These Events are as follows Event Filters Event Filter Details Received by Procserve Shows all documents Not Viewed or Downloaded Shows all orders not viewed by the Supplier in the Portal or downloaded by either SWS or SP Connect Viewed Downloaded Shows all orders viewed by a Supplier or downloaded by either SWS or SP Connect No corresponding documents Shows all purchase orders that have not been invoiced Has corresponding Shows all purchase orders that have been invoiced documents Error occurred Shows all documents that are currently being investigated due to processing issues Procserve Holdings Limited 2012 C G S procserve Procserve Commerce Hub Main Menu Document Tracker 2 2 4 3 Downloading the transactions to Excel Overview You can download transactions in Document Tracking to Excel for ease of viewing and data manipulation Below is an example of the headings and type of data you can report on My Transactions Document Management My Organisation s Documents Document Tracking fot Re Peso Search Preview Excel Spreadsheet Search Results 55 sipntername Document Tp Lt pond dne NAZ4TECH LTD Request For Quotation 1575 duplicate 03 Aug 2012 11 47 BST Request For Quotation
22. Logout Emcee Administration Home My Transactions Catalogue Shopping Raise a Free Text Order Create anew Request for Quote Supplier Directory ProcServe Home Welcome Welcome to OTIS the latest generation of online procurement tools designed to simplify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content provided by your suppliers on the ProcServe Trading Network Its intuitive nature lets you buy what you need easily while helping you to manage the end to end transaction process with your suppliers fully electronically and on line Whether you re looking to buy basic commodities or complex products and services OTIS helps you manage the procurement process so you can ensure that you get the goods and services you need when you want and at the price you have agreed OTIS enables you to Create requisitions from the catalogues available to you via the ProcServe Trading Network or by using free text ordering Ensure that all requisitions are forwarded for approval by the appropriate budget holders Generate purchase orders and other procurement documents and transmit these electronically to suppliers Receive electronic invoices and other related procurement transactions from suppliers Manage and view all of these documents in a simple inbox outbox based environment Control your spend using the document history and audit trails to provide easy visibility for y
23. Main Menu 2 2 1 Overview Main Menu Options Note Dependent on your organisation set up and roles you have been given you may not have access to some of the menu options Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout ProcServe Emcee Administration Home My Transactions Catalogue Shopping Raise a Free Text Order Create anew Request for Quote Supplier Directory 1 Home shows the homepage and any news feeds 2 My Transactions My Transactions captures your own and your organisations transactions From within My Transactions you can perform any approvals that may be required on specific document types You can also view inbound documents and documents you have created 3 Catalogue Shopping You can access the marketplace and shop for catalogue items 4 Create a new Free Text Order You can shop for non catalogue items This tool provides a method to keep all transactions within Procserve Commerce Hub 5 Create a new Request for Quote RFQ You can create a Request for Quote RFQ for any good or service where you require a competitive procurement process to take place 6 Supplier Directory Supplier Directory allows you to view all suppliers registered on the Procserve Trading Network who are available in your marketplace C Procserve Holdings Limited 2012 G S procserve Procserve Commerce Hub Main Menu Creating a Request for Quote 2 2 2 Creating a Request for Quote
24. Multi Buyer Catalogue aan organisations Catalogues are made available to all buying organisations Public Catalogue This is only available to a few organisations and is not covered by the content of this manual Note Some of the sections within Catalogue Management may not be relevant to you dependant on your organisation set up Procserve Holdings Limited 2012 C G V procserve Accessing Catalogue Management te 4 2 Accessing Catalogue Management Overview Within Catalogue Management you can upload and manage your catalogue content Note Dependant on your community and organisation setup some of the menus may appear in a different order To access Catalogue Management 1 Login to Procserve Commerce Hub 2 Click on Catalogue Management Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management A new window will open where you can administer catalogues as shown in the following sections C Procserve Holdings Limited 2012 G S procserve Hybrid Community Catalogue Initial Load 4 3 Hybrid Community Catalogue Initial Load Procserve Holdings Limited 2012 C G V procserve Hybrid Community Catalogue Initial Load Overview 4 3 1 Overview This section describes the process of loading and configuring a catalogue for a single buying org
25. Organisation Management Search Overview Classification Views Catalogue Sharing PS Demo Buyer 2 My Catalogues Catalogue ID Supplier name Sharing status Your organisation has no catalogues Once it does you will be able to view them here Refresh Shared Catalogue Status Catalogue ID Supplier name Owner Access status GEMPUBLOGIC001_1 LOGICLINE GROUP LTD Public catalogue Subscribed Unsubscribe GeM TestVer41_001_1 Test Version 41 supplier Public catalogue Subscribed Unsubscribe GeM_DMBRTEST_001_1 DM Branding Test Public catalogue Available Subscribe PSDC_ANYONE_001_1 ANYONE LTD PS Demo Community Available Subscribe TTESTPUBIMAGES DM Branding Test Public catalogue Available Subscribe In order to add a catalogue to your user s classification views you must first subscribe to the catalogue which you do by clicking on the Subscribe link To search for catalogues you can use the search box in the top right of the screen Procserve Holdings Limited 2012 G S procserve Procserve Commerce Hub Administration Managing your Supplier Adoption 2 3 3 Managing your Supplier Adoption 2 3 3 1 Overview of Supplier Registration Overview This section describes how you can add new suppliers to the Procserve Trading Network By loading a Suppliers details they will automatically be added as a basic supplier This section looks at both the loading process and the tools to progress supplier registration
26. Procserve Procserve Commerce Hub Main Menu Creating a Request for Quote 2 2 2 2 2 RFQ Saving as a Draft Overview This function will automatically save your RFQ as draft as you complete one step and move to the next Purpose of this function is if a user has to stop the creating of RFQ at any point the saved draft allows the user to continue from where it stopped instead of starting from the beginning again 1 Start RFQ process by selecting Create a new Request for Quote Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout Eee Administration Home My Transactions Catalogue Shopping Raise a Free Text Order Create a new Request for Quote f Supplier Directory ProcServe 2 Complete at least one step of RFQ by clicking on the Next Step and then select Draft Request for Quotations tab You will be presented with list of Draft RFQs as below Create a new Request for Quote Request for Quotation Templates Draft Request for Quotations Nome Suits toms First tem Date Saved AUTO DRAFT 1626 1 15 0 Pine finish desks with 10 Aug 2012 Edit Delete storage E Books_10 2012 NAZ4TECH LTD NAZ LTD 1 300 0 Lined wire bound A4 10 Aug 2012 Edit Delete note books AUTO DRAFT 1624 NAZ4TECH LTD NAZ LTD 1 300 0 Lined wire bound A4 10 Aug 2012 Edit Delete note books o AUTO DRAFT 1623 ProMatrix NAZ LTD 1 200 0 Black ink ball point 10 Aug 2012 Edit Delete pens o Showing 1
27. United Nations Economic Commission for Europe UNECE Recommendation 20 The unit of purchase used in the Procserve Trading Network Web http www unece org Procserve Holdings Limited 2012 C G S procserve United Nations Standard Products and Services Code An international standard product classification code structure UNSPSC developed jointly by the UNDP and D amp B Preferred classification code of the OGC and the mandatory classification system for the Procserve Trading Network Web http www unspsc org Unit of Measure Referred to in the Procserve Trading Network as the Unit of Purchase See also UNECE Recommendation 20 Universal Product Code Widely used bar code symbology developed originally by the grocery industry used for product UPC marking Five versions of UPC exist See also EAN An online database for UPC codes exists at http www upcdatabase com SD Uniform resource Locator An internet address United States Dollar Currency A specific validation test for testing the quality of data Validation Rule Re Procserve Validation Rules are grouped together to form Validation Catalogue Manager Profiles which can be associated with a Catalogue or Organisation VAT Value Added Tax Extensible Mark up Language see also cXML A type of web page that allows large amounts of data to be shipped XML across the internet in a compact format while retaining the information in distinct fields
28. Upgrade to Create and use Catalogue Gold Full Integration P2P Enhanced Supplier Gold Supplier receives and processes Integrate Suppliers System orders in their own system Procserve Holdings Limited 2012 G S procserve About Procserve Suppliers and Buyers 8 The following list describes each activity in the above diagram e Buyer Invite Supplier s Buyers invite suppliers to join the Procserve network by providing basic details such as a contact name and email address These basic details will be loaded into our system e Supplier Receive Invitation emails Three emails are sent to the Supplier o A welcome email containing basic instructions and a link to the Registration Portal o An email containing your User ID for the Registration Portal o An email containing your Password for the Registration Portal e Supplier Registration Portal As a basic supplier you can only receive orders as PDF attachments to emails from your clients You can continue receiving your orders by email or you can go to the Registration Portal and register as a bronze enhanced Supplier e Bronze Suppliers An bronze supplier can receive orders from buyers through the Procserve Supplier Portal Buyers will create requisitions that when authorised are sent as orders to the supplier Suppliers can receive orders and subject to validation and other checks can create invoices and credit notes automatically at the Supplier Portal Suppliers can a
29. Which organisation would you like to invite this supplier for Search organisations Step 2 Find the supplier Step 3 Add contact details for the supplier 5 Choose the buying organisation you are inviting the supplier on behalf of and click Invite supplier for this organisation Supplier Registration Invite a new supplier Step 1 Choose which Organisation you are inviting this supplier on behalf of Which organisation would you like to invite this supplier for Search organisations Search Results 2 ee a 123 Buckingham Palace Road Jupiter Buyer Ltd 987896541 Zanzibar London SW1W 9SR Walthamstow Ang Jupiter Ltd 989765431 Zanzibar London Invite supplier for this organisation E17 Step 2 Find the supplier Step 3 Add contact details for the supplier 6 Fill in the web form to search for the details of the supplier Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Administration Managing your Supplier Adoption Step 2 Find the supplier Supplier name City Town a Ee Find this supplier Step 3 Add contact details for the supplier 7 When complete click Find this supplier Your results will be shown at the bottom of the page 8 Click Invite this supplier to select your chosen supplier Search Results 10 n Trading DUNS 3 Renco Peotereanome fer bee atone O fOO 4 South Ealing Road Atlas Property Letting Ser
30. a P2P system please see the section Add Classification Views to Users in the Catalogue Search System 1 Login to Procserve Commerce Hub 2 Click on Administration Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management 3 Click on User Management search and select your user Hello Admin You last logged in today 7 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management f Supplier Registration Web Services Accounts Catalogue Access Management Catalogue Management User Management Search users Go Browse Users 7 Add a new user Emai ato erame Ome ated Dt a te Super Buyer nasir ahmed13 procserve org superbuyer jptr004 17 Nov 2011 06 Jul 2012 Admin Buyer nasir ahmed12 procserve org adminbuyer jptr004 17 Nov 2011 27 Jun 2012 Basic User nasir_ahmed24 procserve org basicuser jptr004 22 May 2012 22 May 2012 Basic Buyer nasirahmed14 procserve org basicbuyer jptr004 17 Nov 2011 12 Mar 2012 Advance Buyer nasirahmed15 procserve org advancebuyer jptr004 17 Nov 2011 12 Mar 2012 Toni Griffiths toni_griffiths 1 procserve org tonigriffiths jptr004 21 Nov 2011 24 Nov 2011 DE User001 rob petheram21 procserve org deuser001 jptr004 21 Nov 2011 21 Nov 2011 Showing 1 to 7 of 7 users 4 Go to the
31. all the checked items toa Shopping List which you can change and re use later Add to Favourites BE You can add all the checked items to your Favourites List for future use Checkout a Checkout Click this icon when you are ready to send the requisition The requisition will now be available for the authoriser to import into your back office for approval You may also notice a number of icons next to specific items These are used by suppliers where relevant to enhance specific items The following is a guide to icons you may see on the marketplace Central Hub Item Content from this icon is from Mandated Contracts UK Public Sector Organisations only Collaborative Content Item is part of Collaborative Contract or Framework Agreement Procserve Holdings Limited 2012 2 Gis Procserve Working w ith your Shopping Cart ae Enuronmentally Friendly Items showing this icon are recyclable bio degradable carbon neutral or otherwise Environmentally Friendly Hazardous ltem Items displaying this icon are Hazardous Materials HazMat Price Break P Price Breaks occur when you receive a discount for buying larger quantities of this item Required Associated Item s A Required Associated Item s is an item which MUST be purchased if the original item is purchased Optional Associated Item s Optional Associated Item s are not automatically added to shopping basket C Procserve Holdings Limited 20
32. and use the Comparison List 1 Locate the items you are considering purchasing 2 Mark the items you wish to compare by selecting the right check box for each item For example 283 Items found page of 29 OO image view VMM30001 Map Marketing VYorld Political Laminated Map BEX Supplies For MAP MARKETING BEX 17 95 each 1 0 day 4 cy Schools Ltd Bo VMMO5271 Map Marketing Giant World Political Laminated Supplies For MAP Map GALD Schools Ltd MARKETING GALD 30 59 each 1 0 day 1 3 Add Selected Items a Sc Click the Add Selected Items icon Items details are listed in the Compare Items window C Procserve Holdings Limited 2012 G5 Procserve F Compare with this column Comparing Items ad Compare with this column Short Map Marketing World Political Map Marketing Giant World Political description Laminated Map BEX Laminated Map GWLD Price 17 95 feach 30 59 f each Supplier Supplies For Schools Ltd Supplies For schools Ltd Supplier part hMM30001 VMMO5271 na Manufacturer MAP MARKETING MAP MARKETING Manufacturer BEX LDO part no EAN Contentrder 1 Peach 1 Seach unit Lead time 1 0 day 1 0 day Description Bartholomew Executive Yorld Map Giant world poltical map featuring countries Laminated map that shows countries Clearly defined with political colouring Main Clearly defined with political colouring Main cities and towns clearly marked Time zone cities and towns are clearly mar
33. describes how to use the Item Details page The Item Details page provides you with a detailed description of an item and a list of related items you may wish to consider Locating the Item Details Page The Item Details page is accessed from e The Shopping Cart In the shopping cart click the short description to display item details in a popup window e The Search Results List In the Search Results area click the short description to display item details in the Search Results area About the Item Details Page The following image is an example of the Item Details page from an item in the Search area The three numbered areas are 1 Action Icons 2 Item Details and 8 Associated Items These are shown in greater detail below item Detail view Add to Basket Map Marketing Giant World Political Laminated Map GWLD Supplier Supplies For Schools Supplier part no VMMO05271 BF Ltd p G ee Manufacturer MAP MARKETING Manufacturer part no GALD j potas EAN Lead time 1 0 day Content 1 Order unit each Order quantity 4 each Increase in order E sia 2 Contract 0 Delivery Charge display Delivery charge 6 95 per order UK Reference Mainland charge 6 95 Price 30 59 each Description Further documents ltem properties Giant world political map featuring countries clearly defined with political colouring Main cities and towns clearly marked Time zone clocks country flags and statistics Size 830 x 1200mm Scale 1 34 000 0
34. description 26 6 staples which means that 26 6 staples are not found To overcome this use the search term 2676 staples as the denotes any one character Symptoms If you have asked the Service Desk to add additional buyers to a multi buyer catalogue that has already reached Update Expected the Catalogue may go to Supplier Review Please solve all errors and all the items marked will be marked as Errors wish to add additional buyers to an Cause This is an expected system state as the existing catalogue Catalogue will be waiting for a price file for the new buyer Resolution Load a price file for the new buyer and click Validate to clear the errors This will move the task onto Release the Catalogue and continue following the process in the normal way until its reached Update Expected again Procserve Holdings Limited 2012 C G V procserve i 5 5 Glossary The glossary provides a list of terms and definitions used in the system AID Re Procserve catalogue Search Article ID The item number A list of business rules defining what happens to either a requisition or purchase order after it is submitted by a user Approval Plans contain approval criteria and notification controls Approval Plan re P2P See also Buyer Catalogue A Catalogue created from a Multiple Buyer or source Catalogue for a single Buyer The Catalogue may contain all or any assortment of items derived from the Mul
35. eight characters long Your password must also be different to all of the previous three passwords that you have used Ee wormed SY Save new password Cancel 3 Enter your old password and what you wish to change it to Note Be aware of the password restrictions within your marketplace that are narrated above the password change fields 4 Click Save new password to save the changes Note You can cancel the changes by clicking the Cancel button Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Getting Started Giving Feedback on Procserve Commerce Hub 2 1 8 Giving Feedback on Procserve Commerce Hub Overview You can use the feedback section to provide Procserve with feedback on the system Providing feedback 1 From any screen within Procserve Commerce Hub click Feedback Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout Eminem Administration Home My Transactions Catalogue Shopping Raise a Free Text Order Create anew Request for Quote Supplier Directory ProcServe 2 Enter your feedback notes and subject in the box provided Feedback Feel free to use this form in order to provide any kind of feedback that you have Maybe you d like to see some different features Or prehaps you have a great idea about how to improve what already exists Or maybe you d like to get in touch and let us know what you like or dislike about our system
36. including EAN UCC and UPC Free Text Items A database identification field not usually used in the GUI that uniquely identifies a data element Local Area Network Usually your computer is attached to LAN other computers and severs that reside internally within your Organisation This is your organisation s LAN The inability of a user to login to the Procserve Trading Lock ed Out Network due to the freezing of their user account A lockout occurs after 3 failed login attempts Procserve Holdings Limited 2012 C G S procserve Mass Edit Re Procserve Catalogue The process of editing multiple items in a single operation Manager p g p oe The Merchant Capacity indicates what level of VAT detail on purchases the merchant is able to provide to the buying Organisation It should only be selected where Payments Accepted Credit Card The Merchant Capacity levels are 0 does not accept credit cards 1 provides basic VAT information 2 provides Summary VAT information 3 provide Line Item Detail In order to receive either Level 2 or Level 3 VAT information the buying Organisation must use a Purchase Card Purchase Cards are only available to public sector Organisations Merchant Capacity Maintenance Repair and Operations Products and services that Organisations must obtain to run their day to day business operations See also Source Catalogue A Catalogue created for the purpose of having more t
37. on the Add a new view button Hello Buyer_ You last logged in today 8 August My Profle Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management Organisation Management Overview Classification Views Catalogue Sharing SATURN LTD Name _ ese lt Saturn Edit Remove Add a new view 6 Enter the details for the Classification view catalogues and classification selection and click the Save icon Enter a name and a suitable description for the catalogue Tip Ensure the name given to the view is clear enough so that other users within your organisation may be able to work with the view in your absence Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Administration Administering Procserve Commerce Hub Organisation Management Overview System settings Classification Views Catalogue Sharing Olympics Add a new catalogue view Classification view details e Description oo Regardless of catalogue all catalogues are visible Assignment of classification system Search classification system ia UNSPSC 8 1201 Within the Catalogues section you can select the catalogue or catalogues you wish to assign to this view You can then further restrict this by assigning only specific Classification Codes using the UNSPSC tree to locate a
38. procserveonline com otis auth html marketplaceld 2 amp locale en GB It is recommended that instead of typing the Access Key try copying and pasting it into the unlock screen using the following steps 1 Highlight the Access Key making sure there are no spaces at the beginning or the end 2 Right click and select Copy 3 In the Access Key field of the unlock screen right click again and select Paste If you have any questions please contact the Zanzibar Service Desk via zanzibarhelpdesk procserve com Thank you 2 Navigate to the url within the email or use the Unlock account on the login page 3 Enter your username and the access key provided in the email ProcServe Unlocking Your Account 1 of 2 Please enter your User Name and the randomly generated Access Key contained in the email you received Enter your details User Name Access key Next step Forgotten your password Forgotten your User Name 4 Enter the memorable word You hint will be displayed in the instructions window C Procserve Holdings Limited 2012 G S procserve Procserve Commerce Hub Getting Started Unlocking your Account ProcServe Unlocking Your Account 2 of 2 Please enter your memorable word which you specified in your account profile Please note that the memorable word is case sensitive You specified the following hint when creating your memorable word Dina Unlock your account Memorable word eesesesee U
39. 00 520 miles 1 inch Laminated MM05271 The following list describes the major features of Items details page 1 Action Icons These icons are not displayed if the item is already in your Shopping Cart Add Item to Basket rT Click to add item to your Shopping Basket Open Items Details i Click to view item details in new window Add to Favourites Click to add item to your Favourites List Add to Shopping List I Click to add item to your Shopping List Return to Search Page Click to return to Search Page 2 Item Details A summary of the item details To view any associated documents click on any link in the Further Documents field C Procserve Holdings Limited 2012 G V PIOCSCTVO The Items Details Page 105 Add to Shopping Cart Click to add item to your Shopping Basket Note In the Shopping Cart item details pop up you cannot change the quantity 3 Description This gives a more detailed description of the item 4 Further Documents This may include additional images 5 Item Properties This may include further details of item Add to Basket Click to add item to your Shopping Basket Procserve Holdings Limited 2012 C G V procserve Comparing Items 3 5 Comparing Items Overview This section describes how to compare items You can build a list of items to be compared and compare one of the items against the others Building the Compare Item List The following steps describes how you can add items to
40. 12 G V procserve Working w ith Favourites 3 9 Working with Favourites Overview This section describes how to work with your favourite items Your Favourite items are available as a list on your Home page You use favourites to add items you order frequently Adding to Favourites The following steps describe how you add and work with favourites 1 You can add to your favourites whenever you see this icon 2 The Home Page Favourites List Favourites are shown on the landing page of the Procserve Catalogue System Home page Catalogue search Shopping Basket EX Shopping lists Ho messages You have not yet defined any items as favorites The Home Page will always display You have not yet defined any items as your favourites until an item is added Home page Catalogue search Tuas Cams m O Shopping lists Image view Textview Ho messages MITRE MESH PANNELLED BALL SACK BLACK 13 95 Bulk PK Pencils HB 14 99 Map Marketing World Political Laminated Map BEX 17 95 Computer Gear headset 5 84 3 The following describes how you work with the Home Page Favourites List e Image View and Text View You can switch between a view that includes the item images and a text view The image view is shown in the above image Text view does not show any images Image View Procserve Holdings Limited 2012 C G S procserve Working w ith Favourites Image
41. Classification View Tab Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Administration Administering Procserve Commerce Hub Hello Buyer_ You last logged in today 8 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management User Management Browse Users 6 General Roles Classification Views Mr Super _Nas L 5 Select the Classification View 6 Click on Apply Changes Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Administration Administering Procserve Commerce Hub 2 3 5 2 5 Add Classification Views to Users in the Procserve Catalogue Search System This section is for organisations using a P2P system to purchase items on the Procserve Commerce Network If you are using the Procserve Commerce Hub please see the section Add Classification Views to Users in the Procserve Commerce Hub 1 Login to Procserve Commerce Hub 2 Click on Administration Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management 3 Click on Catalogue Access Management Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout P
42. For MAP MARKETING BEX 17 95 j each 1 0 day 1 a Schools Ltd Rir i VMMO5271 Map Marketing Giant Yorld Political Laminated Supplies For MAP 30 59 feach 1 0 day 4 Map GALD Schools Ltd MARKETING GALD a 2 If required you can change the quantity and check the box in the right hand column lf you only require this item then you can add item to shopping basket by clicking on the Shopping Basket icon E or if more than one item is ticked on you can click on the Add Selected Items To Shopping Basket Tab 5 If you want to continue shopping you can simply search for another item and repeat above process 3 When you add items to your shopping cart the shopping cart tab will flash for a short while and will be updated with the number of items you added For example if you added an item to your shopping cart that already had an item in it the new total will be two 4 Reviewing Shopping Cart You can review and update your shopping cart and when you are satisfied with the items send the requisition At any time during shopping you can click the shopping cart tab to vew the contents The shopping cart contains the items you have selected for your requisition You can continue shopping by clicking the catalogue search tab at any time Procserve Holdings Limited 2012 C G S PIOCSCTVO Adding Items to your Shopping Cart You can add or remove items from your cart change quantities or cancel the purchase Also note that del
43. LLON 4 F efowes g1 gt More selection Search football gt Search for fc A 1000 tems tem mc ae 5000796 SO00802 71 1560 160379 How to Search If you tick on one of the options in the filter results you will be presented with more item details and further breakdown of information from chosen supplier For more information see The Item Details Page section of this guide 5 Working with the Search Results Procserve Holdings Limited 2012 C G S PIOCSCTVO How to Search 100 Add to Shopping List You can add all the checked items to a Shopping List which you can change and re use later Add to Add to Comparison List List E You can add all the checked items to a You can add all the checked items to a Comparison a to Favourites LIA ecient can add all the checked items to your Favourites List for future use Add Selected Item s to ss Check each item to be added and click the shopping cart cart icon C Procserve Holdings Limited 2012 G V procserve 3 3 Examples of Searching Here are some common examples of using the search system Examples of Searching Q want to buy a sponge ball but am unsure exactly what type of sponge ball want A Try putting both words sponge and ball into the search box Putting in just one of the words may make your search too wide Feature search Home page Catalogue search EELEE m O Shopping lists Search filter A Se
44. NICS LTD Nasir Ahmed amp nI a 216572988 nasir ahmed procserve com oe eet CEOE EEA ae ep MICROTRONICS LTD Nasir Ahmed o gt e amp 290699487 nasir ahmed18 procserve org ne lateral c PURPLE TURTLE DIVING LTD Toni Griffiths e B amp 217255969 toni_griffiths 11 procserve org an Nav eae on Nar 21 ep A COMPANY LTD Non Paying i a gt amp w 399462621 nasir ahmed59 procserve org al aR Showing 1 6 of 6 suppliers Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Administration Managing your Supplier Adoption 2 3 3 2 Registering New Suppliers Overview Dependant on your role you can invite and add new suppliers for yours and on behalf of other organisations using Supplier Registration Note Dependant on your community and organisation setup some of the screens and steps may appear differently To add a new Supplier to the marketplace 1 Click on the Administration tab Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management 2 Click Supplier Registration Hello Buyer_ You last logged in today 7 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Web Services Accounts Catalogue Access Mana
45. Overview You can update your basic details on your profile Editing my profile 1 Click on My Profile from any page within Procserve Commerce Hub Hello Buyer_ You last logged in today 26 July My Profile f Feedback Logout ProcServe Enea Administration Home My Transactions Catalogue Shopping Raise a Free Text Order Create anew Request for Quote Supplier Directory Home Welcome Welcome to OTIS the latest generation of online procurement tools designed to simplify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content provided by your suppliers on the ProcServe Trading Network Its intuitive nature lets you buy what you need easily while helping you to manage the end to end transaction process with your suppliers fully electronically and on line 2 Click on Edit My Profile Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout ProcServe WETENGE Administration Home My Transactions Catalogue Shopping Raise a Free Text Order Create anew Request for Quote Supplier Directory My Profile Mr Buyer_ Administrator j y Profile User Name buyer_administrator strn011 Email address nasir ahmed55 procserve org Organisation SATURN LTD Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Getting Started My Profile 3 Edit the features you wish to change Hello Buyer_ You
46. Price Quantity Amount There are currently no products or services in the shopping basket Note The above image shows an empty Shopping Cart The cart could also have other items in it 3 The External Catalogues Drop Down Open the external catalogues drop down list RS Components External catalogs RS Components ek and Hickman Ltd SCC Office Depot Eriks UK Nimans Ltd BES 4 Select one of the External Suppliers from the drop down 5 The selected Suppliers website will open in a new window 6 Shop online with this Supplier as you usually would 7 When you have finished your external shopping you can checkout 8 The items you chose are displayed in Shopping Cart 9 You can continue to shop or work on your Shopping Cart Procserve Holdings Limited 2012 C G S procserve Catalogue Management Catalogue Management Introduction 4 Catalogue Management 4 1 Catalogue Management Introduction Overview Suppliers can provide buying organisation s catalogues which allow buyers to easily search for and select items to add to requisitions Before a supplier is able to provide catalogue content they must be inuted to the Procserve Trading Network and be registered as a bronze supplier There are 3 different types of catalogues a buying organisation may have access to Single Buyer Catalogue Catalogue is for a single buying organisation only Catalogues can be shared amongst selected buying
47. Q and click Complete with no winners Reissue this RFQ Complete with no winners Forward Save as PDF Save as a cXML file 3 Give a reason why you closed the RFQ with no winners and click Complete this RFQ Procserve Holdings Limited 2012 G Y procserve 37 Procserve Commerce Hub Main Menu Creating a Request for Quote Complete with no winner Please enter a reason for not choosing any of the quotes received against this RFQ You reason will be recorded for future reference in this RFQs document history All quotes above target price Reason Complete this RFQ You should be presented with a Success message Withdrawing an RFQ 1 Locate the RFQ within My Transactions 2 Scroll to the footer of the RFQ and click Withdraw this RFQ 3 Give a reason why the RFQ is being withdrawn RFQ submitted to wrong suppliers Reason for withdraw You will receive on screen confirmation that the RFQ has been withdrawn and the suppliers will be automatically informed Hello Buyer_ You last logged in today 27 July MyProfile Feedback Logout ProcServe Administration Een Administration Home My Transactions Catalogue Shopping Raise a Free Text Order Create anew Request for Quote Supplier Directory My Transactions Document Management My Organisation s Documents Document Tracking RFQ number 2428 C Creation date 27 Jui 2012 1226 BST SATURN LTD Buyer_ Administrator
48. Related gt 9 Print and Print Management Professional Services CCL B 11 Once you have found suppliers that meet the your requirements click Add all Procserve Holdings Limited 2012 CS procserve Creating a Request for Quote Step 3 Choose suppliers Categories Search categories gt G ICT Systems gt G Industrial Services gt G Learning and Development G Legal Aid G Logistics gt Office Solutions gt 3 Operational Goods and Services Personnel Related Print and Print Management gt G Professional Services CCL Professional Services Other gt Social Care B gt Uncategorised Waste Management gt Welfare to Work Step 4 Confirm details Procserve Commerce Hub Main Menu Find available suppliers Use supplier search Locations Search locations gt G County of Suffolk G County of Surrey G County of Warwickshire gt County of West Sussex gt County of Wiltshire gt County of Worcestershire gt 9 District of East Riding of Yorkshire G District of Rutland gt G District of Telford and Wrekin gt District of Wokingham Gateshead G Isles of Scilly gt G North East Lincolnshire G North Lincolnshire gt 3 North Somerset You should be then presented with the suppliers that you have selected in your chosen suppliers list Step 3 Choose suppliers Fin
49. Sai AE EE T EEA G 109 Adding Items to your Shopping Cart asasssnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn 111 Working with your Shopping Cart cccccssceceececesceeessneesceeaseeenseeonensenensonsaseesaseesnensones 113 WOrKINO WIIN FaAVOUTHE Scsi a a eee aapa 115 Working With SHOPPING LISIS s ren A E EESE Kaa 118 DOUDIC Punch out SeS ii EEE EE ESEE 121 Catalogue Management 123 Catalogue Management Introduction ccceceeeeceeeeeeeeeeeeeeeeeeneeeceeeseeseseeeneesensesnsesons 123 Accessing Catalogue Management cccccceeeeceeceeeeeseeeeeeseeenseeeneeeensesonseseesneessneeeones 124 Hybrid Community Catalogue Initial Load cccceeeeeeeeeeeeeeeeeeeeneeeeeseeeeeneeeensesenseeoes 125 CV SIMO sarerea ede este NS E E a ad oo ean etescdeoad oa da eaaepasoes 126 RIDGE ING Tie CatalO GUS vo an tat a r asia acaneh thawed chine uct glaaticn tsenuscd Sena tereiviraaclecleeier dee 127 Configuring Catalogue Work OW arses ene aeiiaaie e eE dentate AEE Ee Ea KO GEE eaa aa NEEE 131 Validato Y OUl Catalogue srera e T e E A EEE EEEE TEN Ee ER A E a E E 139 ADPOVNO Y OUF CatdlogUS maia E A E E A EE E S 141 Exporting YOUN GalglOQUe Aeria a E E EET N EEE OS 142 Additional Information 144 ADOUt DUNS secioni E E 144 About Procserve Suppliers and Buyers cccccceeeeeeeeeeeeeeeeeeneeeeeeeeneneeseeensnsaeeseesnsneeees 145 Quek TIDS corren a A E ERAR E AS REAR EARE 147 TrouplesShoolNg csaa a E 150 GIOSSAT
50. Supplier Registration 1 Click on the Administration tab Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management 2 Click Supplier Registration Hello Buyer_ You last logged in today 7 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Web Services Accounts Catalogue Access Management Catalogue Management From here you can see the three tabs used in Supplier Registration Tip Adding new suppliers You can invite new suppliers to join the Procserve Trading Network For more information on this vew the Registering New Suppliers Hello Buyer_ You last logged in today 7 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Web Services Accounts Catalogue Access Management Catalogue Management Supplier Registration Search suppliers Go Browse invited suppliers 1 Top targeted suppliers 0 Now enhanced suppliers 1 Teens Jos ees OOOO oe a F amp BLOO LTD 219060915 Naz Ahmed nasir ahmed41 procserve org 17 Jul 2012 Toggle all With the selected send them a reminder email x o Browse invited suppliers Procserve Holdings Limited 2012 C CS procsefve
51. TES r ee _ Hybrid Community User Manual for the Procserve Commerce Network Release 4 7 Procserve Holdings Limited 2012 All rights reserved No parts of this work may be reproduced in any form or by any means graphic electronic or mechanical including photocopying recording taping or information storage and retrieval systems without the written permission of the publisher Products that are referred to in this document may be either trademarks and or registered trademarks of the respective owners The publisher and the author make no claim to these trademarks This document has been prepared and remains the copyright of ProcServe The information contained in this document is proprietary and confidential to ProcServe and should only be made available to the recipients defined in the Distribution List or employees of the recipients business The recipient of this document agrees that it will not duplicate any information contained within this document except for internal use This document is version controlled and any updates or amendments will be detailed in the Change Control section of this document The information defined in this documentis relevant to the date and time of its publication ProcServe accepts no responsibility for inaccuracy of the information contained within this document after its publication date The BuyerConnect product referred to in this manual is provided under license from Pr
52. URN LTD System set up C Somyvcanest V Invoice Credit Debit Card Lodged Card ProcServe ePayment 5 Once complete click Save Changes Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Administration Administering Procserve Commerce Hub 2 3 5 2 Managing Classification Views in Procserve Commerce Hub 2 3 5 2 1 Adding a New Classification View Overview This section describes how to create and manage classification views In the marketplace you administer the catalogue content of the classification view where as in Procserve Commerce Hub you administer what classification views an organisation and its user has access too Adding a new Classification View to the marketplace 1 Login to Procserve Commerce Hub 2 Click on Administration Hello justin You last logged in today 23 April MyProfile Feedback Logout Main Menu l Administration i Home Supplier Directory Home Welcome Welcome to OTIS the latest generation of online procurement tools designed to simplify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content provided by your suppliers on the ProcServe Trading Network Its intuitive nature lets you buy what you need easily while helping you to manage the end to end transaction process with your suppliers fully electronically and on line Whether you re looking to buy basic commodities o
53. V isasi a A a a a 152 Procserve Holdings Limited 2012 About this Guide Introduction 1 About this Guide 1 1 Introduction The aim of this guide is to give you a comprehensive guide on how to use the Procserve Commerce Network system effectively Who is Procserve Procserve is a Commerce Network It connects buyers and suppliers together via a fully hosted eCommerce infrastructure Procserve particularly specialises in providing and managing eProcurement and elnvoicing solutions and services for customers What does Procserve offer e Procserve offers packaged Commerce Solutions to enable our customers of all sizes and technical capabilities to connect to the Commerce Network e All of our solutions are provided as software as a service with no requirement for capital investment in IT infrastructure What do our solutions consist of The Procserve solutions are a blend of world class application Commerce Modules all hosted and managed by Procserve combined with professional service packages that ensure a swift implementation and maximum return on investment The Procserve Commerce Network Procserve offers two types of services commerce solutions and commerce services Regardless of what back office infrastructure organisations have Procserve implements only those trading solutions needed to complete their ability to conduct electronic transactions between buyer and supplier Procserve also provides services in order
54. _ 001 Olympics Test Catalogue Available DOO o e O ee Assignment of classification system Search classification system ia MA UNSPSC 3 1201 7 Click Save once complete Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Administration 88 Administering Procserve Commerce Hub 2 3 5 2 3 Removing a Classification View 1 Login to Procserve Commerce Hub 2 Click on Administration 3 Click on Organisation Management Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management 4 Click on Classification Views 5 Click on Remove Hello Buyer_ You last logged in today 8 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management Organisation Management Classification Views f Catalogue Sharing SATURN LTD Name escrito Demo Classification View Demo Edit Remove ___ Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Administration Administering Procserve Commerce Hub 2 3 5 2 4 Add Classification View s to Users in the Procserve Commerce Hub This section is for organisations using the Procserve Commerce Hub to purchase items If you are using
55. a en ee nN OR en eRe eee 48 FAY ILO WM MSS los aioe tree neal ew Been EE dascian sea Rudd cared tee cel ca sande E E a 49 CWE VONE a RE PC EO OC OEE STDC PEC REDE ESET TC IO aA RC TE A er 49 Sharing catalogues within a Hybrid COMMUNILY ccccccccccccceeesssseeeseceeeeeeeeeeeeeesseseesenesaeeeeeeeeeeeeseeeseeeeas 50 Managing your SUDpIIEr AGODUOM xxi heute sone a tices E E E TA A EA 53 Ov rview of Supplier Registration sise e eneen TEn EEAS EE EE Eri TAANE EE ERCE EEROR EEE EEE 53 Registering New SUPPE S onteren ese aa A E a E A O 56 Remmnmding SUDDISTS tO JON airera eea TTE EA ETET E E E TEET TEEE 60 Targeting VOU SUDDNCES erea EN EA 64 Adding a new supplier to your top targeted liSt ccccccccccccccccececeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeseneneess 65 Vanagng your IIS CUS eda a i eee een arc a E R E R AR 66 Introduction to User MAM AGS oie cx cn cis ce veenie cs Pec tceceneumtuctcemceueretdvtavesvecetexteeencdncelkaneev inde cuteandedtavaeusshccants 66 Add d NEW USE pe em ere ee aOR Dem Nae eR eo ee ere 67 Eding an Exs TIGHTS CM esis ata cca Se cecnthe E her atekccudssecneeteicuhavened A E 70 Editing the Roles a User has in an OrganiSation ccccccccccscccceccseeceecccecccecceecceeceseceeeceseceeeeeseesenseseeeeess 72 Deactivating and Activating a User eeen chivvectecccedeeenctacedei vec vaewececenevscgeceetesvecewee 75 Administering Procserve Commerce Hub cccesesssceeeeeeeeeeeeeseeseeeeeaeee
56. aging your Supplier Adoption 2 3 3 4 1 Adding a new supplier to your top targeted list Overview You can dynamically add and remove suppliers from your Top targeted suppliers tab 1 Search for the supplier in Browse invited suppliers 2 Select the organisation you wish to add to the Top targeted suppliers tab by clicking the flag Hello Admin You last logged in today 7 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Web Services Accounts Catalogue Access Management Catalogue Management Supplier Registration Search suppliers 60 Browse invited suppliers 6 Top targeted suppliers 2 Now enhanced suppliers 6 Invite a new supplier Og Co F amp The Atlas 213453967 Atlas Man nasir ahmed6b0 procserve org 07 Aug 2012 Mo 2 458973823 A Company nasir ahmed58 procserve org 01 Aug 2012 846911951 Nas Ahmed nasir ahmed procserve org 15 May 2012 Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Administration Managing your Users 2 3 4 Managing your Users 2 3 4 1 Introduction to User Management Overview You can add edit and deactivate users within your organisation in User Management C Procserve Holdings Limited 2012 G V procserve Procserve Commerce Hub Administration 67 Managing your Users 2 3 4 2 Add a New User To add a New User to your Organisation 1 Log
57. aging your Users Hello Admin You last logged in today 7 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Web Services Accounts Catalogue Access Management Catalogue Management User Management Browse Users 7 General Roles Classification Views Mr Super Buyer 123 Buckingham Palace Road Default address London SW1W 9SR United Kingdom 4 To Disable a user Tick the box to amend to the require status Note You will have to provide comments in the box to state why this action has been taken for audit purposes Hello Admin You last logged in today 7 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Web Services Accounts Catalogue Access Management Catalogue Management User Management Browse Users 6 General Roles Classification Views Mr Super _Nas Status Disable account Disabling this account will stop this user from being able to access the system Account is disabled as the user is on long leave If you are disabling this account please add a note detailing why This note will be recorded along with your User Name and the time and date in a system log for auditing purposes 5 When complete click Save at the footer of the page C Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Administration Managing your U
58. ahmed3 procserve org F amp SCIMITAR CAPITAL LTD 211778393 Nasir Ahmed nasir ahmed2 procserve org 21 Nov 2011 Showing 1 6 of 6 suppliers bg 0 Toggle all With the selecte send them a reminder email o You will then be presented with the email wizard for sending a reminder email Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Administration Managing your Supplier Adoption Supplier Registration This email will be sent from portal procserve com any replies will be directed to your email address nasir ahmed procserve com The suppliers will be blind copied in to this message and will therefore not be able to see who else you have sent this to nasir ahmed58 procserve org nasir ahmed3 procserve org nasir ahmed60 procserve org nasir ahmed procserve org Subject A reminder from Jupiter Buyer Ltd We recently invited you join the ProcServe Trading Network notice that you haven t yet registered The ProcServe Trading Network is Jupiter Buyer Ltd s preferred method of sending orders to our suppliers and all our orders will be sent to you via the ProcServe Trading Network We would like you to join the ProcServe Trading Network so you can provide content for our buyers and return elnvoices At the moment we can only send free text orders to SupplierName Transacting online has advantages for both Jupiter Buyer Ltd and SupplierName Removing paper from our transaction processes w
59. and select Copy 3 In the User Name field of the login screen right click again and select Paste If you did not request a User Name reminder please contact the Zanzibar Service Desk via zanzibarhelodesk procserve com Procserve Holdings Limited 2012 G S procserve Procserve Commerce Hub Getting Started Navigating Around Procserve Commerce Hub 2 1 4 Navigating Around Procserve Commerce Hub Overview When you first log in to Procserve Commerce Hub you will land on the homepage Below is a brief description of where you need to navigate to in order to access the various features of Procserve Commerce Hub Note The menu options and features that you have will depend on your organisation and the role that you have been given The Hompage 1 Header from here you can change your profile and password give feedback on Procserve Commerce Hub and log out of Procserve Commerce Hub 2 Menu tabs the two options are Main Menu and Administration These are described later in this section 3 Menu options once selected you can view a variety of other menus which are described later in this section 4 Menu body the detail of the area where you can complete your required task 5 Footer details Procserve privacy and accessibility details as well as some useful contact information of the Procserve Commerce Hub administrators Hello Buyer_ You last logged in today 26 July MyProfile Feedback
60. anisation using the Catalogue Management Hybrid Community Initial Catalogue Load Process supplier Buying Organisation Complete PCB Header Data and send to supplier Create and send PCB amp BME GAT File to Lead Authority Upload Catalogue load BME Cat File Load Image files Update Security Settings Create Catalogue Workflows Validations Validate for Supplier and Release to Buyer Approve Catalogue Set Release Settings and schedule Release RELEASE CATALOGUE Procserve Holdings Limited 2012 G S procserve Hybrid Community Catalogue Initial Load 127 Importing The Catalogue 4 3 2 Importing The Catalogue The following steps describe how you upload and configure a catalogue for the first time 1 Navigate Admin Menu gt gt Catalogue Management The catalogue manager is displayed 2 Click on Import Analysis Administration Logge 3S toniariffiths toni Griffiths Toni Loa off ProcServe G N C Catalogue Overview 3 Import the BMECat File In the Import Analysis page click the Browse button or enter a path and file name in the source field Note You need to use the BMECat file xml and not the Excel xls file to load the catalogue i Catalogue import Unknown catalogue Catalogue file SOUrCe Progress File transfer i Hote Select the catalogue file you want to transfer here and contirm by clicking on Transfer 4 Click on Transfer in the top left corner P
61. arch Advanced search Catalogues As sponge ball O Schools Davies Sports Catt 28 O Schools East Riding of Yorkshire Catt 10 Schools Supply Zone Cat 8 7 SCHSYPOCat 8 O SCHS_GeneraiSupplies 6 SchoolsTTS Group Limited 3 gt Schools AtoZ Cat 3 More selection Suppliers 5 gt T Davies Sports 28 East Riding of Yorkshire Counci ERS 10 O YPO Yorkshire Purchasing rganisation 8 Supply Zone 8 O Genera Schools Supplies Ltd 6 GLS Educational Supplies 3 AtoZ 3 More selection Manufacturer 0 Not specified 77 77 items found Q Search tolerant page Hore OO C Standard assortment Image view tem no Short description Supplier Manufacturer Image Price Lead time Quantity O 29389x FOAM SPONGE BALLS 7CM TENNIS YPO Yorkshire Purchasing 0 28 each On request ie Fl Organisation The database currently contains no images for this product 280895 FOAM SPONGE BALLS 7CM PVC YPO Yorkshire Purchasing 777 pack On request 4 l COATED PK12 Organisation The databa e currently contains no images for this product BEB Sponge Rubber Balls 64mm Dia Yellow East Riding of Yorkshire Council 0 36 each 1 0 day 4 oO ERS Q need a toner cartridge for a HP LaserJet P2550d printer The code on the cartridge is CE505A A Try searching for the cartridge model number CE505A Put CE505A in the search f
62. are ready to compare So you can switch betw een the compare items list and the window you were shopping in In the RFQ overview page if the ppen RFQs list is empty you can click the create a new RFQ link to display the w izard When the ppen RFQs list is empty the create a new RFQ link is displayed You can click this link to start the create new RFQ w izard When a catalogue is exported its contents can only be found during Shopping using the UNSPSC Tree Structure until the Search Index has run The search index runs daily at 23 00 Once this is complete you can use the keyword search to find items If you know the manufacturer s number use this as a starting point Try to be more specific w hen putting in search terms if you want to look for A4 paper then do not search for paper as this term is too w ide f you have a catalogue number then use this as a search term If you w ant to search for a product from a particular supplier then use the advanced search functionality f you see a result that looks as if it shouldn t have been returned look at the item in detail as the search term will be in one of the other fields Use the slider bar to vary the way the system searches across the searchable fields f you have a word that is made of two separate words e g earplugs break it dow n into individual w ords e g ear plugs Searched words can appear in any order within any of the searchable fields f you know a product in a pa
63. atalogue against the validation rules set for this catalogue Procserve Holdings Limited 2012 C G5 Procserve Validating Your Catalogue ProcServe Created Update expected Hybrid Community Catalogue Initial Load Administration gt Supplier review gt Buyerreview gt Productive General information on validation report for 22 Jul 2011 17 39 07 Supplier Buyer Catalogue name Catalog ID TEST Toni Test Buying Organisation DEMO Catalogue 1 DEMOCATALOGUE001_1 G5 Procserve Logged in as toniariffiths toni Griffiths Toni Loa off ee CY gt Replaced 72 Procserve Holdings Limited 2012 Approving Your Catalogue Hybrid Community Catalogue Initial Load 4 3 5 Approving Your Catalogue Procserve Holdings Limited 2012 To approve the items in your catalogue you will need to approve them in Catalogue Explorer 1 Select Catalogue Explorer icon to review the catalogue items item search Comparison New Mass editing oo o Delete F a Standard aji E d ay O Page of1 2 items of 13 selected UNSPSC 8 1201 eS O item number Short description Manufacturer Manufacturers item no EAN Lead time Release status 4s History All items in this catalogue 564863008 1 1 Not checked Unstructured item GQ 23 Industrial Manufacturing and Proces 564863012 2 1 Not checked 90 Travel and Food and Lodging and Er Fj 715805 a
64. atalogue is exported its contents can only be found during Shopping using the UNSPSC tree structure until the search index The search index is scheduled to run 23 00 daily Once this is complete you can use the keyw ord search to find items Therefore it is recommended automatic export is scheduled to run after hours but before 21 00 just allow enough time for the export to run depending on the size of the catalogue the export time will vary Use 24hr clock 14 00 instead of 2 00 when scheduling a catalogue export A date CANNOT be entered in the export Profile of a catalogue If you w ant to export a catalogue on a specific date then this must be entered in the export schedule For catalogue updates Only If a time is entered in the export Profile the catalogue will export at the specified time automatically once it has been approved by the buyer The export schedule is used for the initial catalogue export The initial catalogue export should be run immediately If you are uploading images you should perform the image upload before the catalogue is exported You Can use jpeg png and gif image formats Each individual image needs to be a reasonable size for example under 100kb The catalogue system does not resize images Images are displayed as thumbnails in the Marketplace therefore having large images will only take a while to load on the page The image name and extension must match that in the PCB All images must be zipped
65. ation Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management 2 Click Supplier Registration Hello Buyer_ You last logged in today 7 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Web Services Accounts Catalogue Access Management Catalogue Management From here you will see all suppliers that you have invited and are currently in the registration process Procserve Holdings Limited 2012 G 5 Procserve Procserve Commerce Hub Administration Managing your Supplier Adoption Tip To focus your supplier adoption use the top targeted tab and invite suppliers from there as a priority 3 Tick the box next the supplier you wish to remind and then at the footer of the page click Go Tip More than one supplier can be reminded at a time by selecting multiple boxes Supplier Registration Search suppliers 6o Browse invited suppliers 6 Top targeted suppliers 1 Now enhanced suppliers 6 Invite a new supplier J The Atlas 213453967 Atlas Man nasir ahmed60 procserve org 07 Aug 2012 Mo gt COMPAY LTD 458973623 A Company nasir_ahmed5 procserve org 01 Aug 2012 J QUICK LTD 846911951 Nas Ahmed nasir ahmed procserve org 15 May 2012 230481053 Nasir Ahmed nasir ahmed21 procserve com 29 Nov 2011 J SCIMITAR DIVING LTD 2338786078 Nasir Ahmed nasir
66. before they are uploaded 0 C6 Procserve Catalogue with expiry dates Validation Profiles Process Profiles Basket Comparing items RFQ Searching SHOPPING 0 Gis Procserve The Zip file when opened should only display a list of images and nothing else If you open a Zip file and see another folder in this file the images will not load The catalogue system looks to extract the image files from the zip but will be unable to find them if they are hidden within a folder Items entered w ith a expiry date w ill automatically be removed from the system w hen they reach their expiry date Suppliers should use offline reminders to ensure a revised catalogue is loaded in time The PCB will check for many errors therefore it may not be necessary to set a validation rule to Error Choose the Error evaluation wisely It may be useful to standardise validation rules across your catalogues or certain commodities Changing a Validation Rule will apply across all catalogues and therefore should not be amended If you require a specific rule create a new rule Process profiles cannot be copied For Multi Buyer Catalogues amending the Process Profile w ill affect all buying organisations Unless you cancel the purchase or checkout your basket and its items w ill be cached So the next time you log in to the Marketplace your items will still be in your basket You can keep adding items to the comparison list until you
67. cancel the purchase or checkout your basket and its items will be cached So the next time you log in to the Marketplace your items will still be in your basket 7 If your Checkout is successful You will be redirected to your P2P or back office system C Procserve Holdings Limited 2012 G S PIOCSCTVO Working w ith your Shopping Cart 3 8 Working with your Shopping Cart Overview You can make changes to your cart cancel the purchase or send the requisitions using the cart The following list provides a description of the components of the shopping cart External Catalogues You can punch out to an external catalogue You can click on the Short Description to view a more detailed description of the item Cancel Purchase deh To cancel the purchase click the Cancel Purchase icon Add Multiple Item s to Check each item to be added and click the cart multiple shopping cart icon Save Changes B You can make changes to the items in the cart For example change quantities Click the Save Changes icon to save your changes Delete Selected Items a Click this item to delete all items that have E their right column boxes checked A prompt is displayed Click the OK button to delete the items Click the Cancel button to cancel the deletion Delete All Items D r Click this item to delete all items in the car Click the OK button to delete the items Click the Cancel button to cancel the deletion Add to Shopping List You can add
68. ck ink ball point pens 200 0 Each 0 80 P Edit tj Remove Attachment Browse Next step Cancel Step 2 Add RFQ details Step 3 Choose suppliers Step 4 Confirm details 6 Add the details of the RFQ such as the expiry and delivery requirements Free Text Order details Step 3 Choose supplier Step 4 Add payment details Step 5 Confirm details Note Select a date from when this should expire field to define when the RFQ expires This date will be shown within the RFQ sent to the supplier Tip Adding a reminder in an RFQ sends you a reminder via email that the RFQ is coming to an end You can define how many days before the RFQ closes you would like to receive this email from the drop down 7 When satisfied with the terms of the RFQ click Next Step 8 You then need to search and select some suppliers to submit the RFQ too You can select search for a supplier using the Find available suppliers search engine Procserve Holdings Limited 2012 G S procserve Procserve Commerce Hub Main Menu Creating a Request for Quote Step 3 Choose suppliers Find available suppliers Your chosen suppliers 0 Use category search These suppliers will be sent this RFQ se 3 suppliers found i em z 2 Aa Categories Travel LONDON E17 4SD Add this supplier NAZ STORES LTD al a ee Categories Defence LONDON E14 6AH Add this supplier
69. ck this icon to save any changes to your Shopping List Delete Selected Items Glick this icon to delete all selected items A prompt is displayed Click the OK button to delete the selected items Click the Cancel button to cancel the deletion Add Selected Items to Favourites pz Click this icon to add all selected items to your Favourites ce Selected Items Shopping Ec Click this icon to add the all items from all marked Shopping Lists to your current Shopping Cart Back Icon a Click the Back icon to return to the Shopping Lists page Changes are not saved C Procserve Holdings Limited 2012 G S PIOCSCTVO Double Punch out Sites 3 11 Double Punch out Sites Overview Punch out means you can go to a suppliers eProcurement site shop and bring your items back to your shopping cart Whilst punch out sites can be provided for any Supplier they are commonly used when a standard catalogue may not be appropriate because of the need to personalise or configure a purchase e g a computer could be customised by adding extra memory or a larger hard disk Locate and Open the Shopping Cart The following steps describe how you punch out to an external Supplier site from the Procserve Marketplace 1 Click the Shopping Cart tab 2 The Shopping Cart is displayed Home page Catalogue search Shopping Basket Shopping lists Shopping basket External catalogs item no Short description Supplier Service provider Lead time
70. create new accounts and edit or delete existing accounts Bi im Name Description Last login _Template karichapman proc testuser tonixmo 23 09 2012 tonigriffiths proc RRR tonigriffiths tonixmo 02 10 2012 6 Edit views assigned to a user Within the users profile scroll down to the Classification Views settings Here you can view the full list of views and the views that have been allocated to the user To move these from allocated not allocated click on the vew name and then use the arrows to move the view across Views and Permissions Catalog view Classification views View for this account Test View A gt amp 7 Save the user s profile Once you have finished changing the views allocated to the user you need to save the users profile by selecting the save button at the top right of the pane ela C Procserve Holdings Limited 2012 G S procserve Catalogue Shopping Overview of Catalogue Searching ow 3 Catalogue Shopping 3 1 Overview of Catalogue Searching Overview The search engine allows you to run to various types of search for items in the catalogues available to you This section will provide you with a brief overview of how the search functionality works and give you some hints and tips on the best ways to use the search engine How does search work When a supplier creates a catalogue they complete a template that mandates information put into key
71. created Quote 1575 03 Aug 2012 11 43 BST Quote created NAZ4TECH LTD Invoice 0000000032 03 Aug 2012 11 42 BST Invoice created 7 NAZ4TECH LTD Purchase Order 1573 03 Aug 2012 11 41 BST Invoice received NAZ4TECH LTD Quote 1575 03 Aug 2012 11 41 BST Quote created Request For Quotation 1575 duplicate 03 Aug 2012 11 40 BST Request For Quotation created NAZ4TECH LTD Request For Quotation 1575 03 Aug 2012 11 40 BST Request For Quotation created NAZ4TECH LTD Quote 1568 03 Aug 2012 09 35 BST Quote created NAZ LTD Invoice 0000000076 03 Aug 2012 09 34 BST Invoice created Z NAZ LTD Purchase Order 1566 03 Aug 2012 09 33 BST Invoice received Quote 1568 03 Aug 2012 09 33 BST Quote created Request For Quotation 1568 03 Aug 2012 09 31 BST Request For Quotation created Downloading records to Excel 1 Filter the documents you to result 2 When satisfied with results to export click Excel Spreadsheet Procserve Holdings Limited 2012 CS procserve Document Tracker OOnN One wN A Supplier name NAZ LTD NAZ4TECH LTD NAZ LTD NAZ4TECH LTD NAZ4TECH LTD NAZ4TECH LTD NAZ LTD NAZ4TECH LTD NAZ4TECH LTD NAZ LTD NAZ LTD NAZ LTD NAZ LTD NAZ4TECH LTD NAZ4TECH LTD NAZ LTD NAZ LTD NAZ4TECH LTD ProMatrix ProMatrix ProMatrix NAZ4TECH LTD NAZ LTD NAZ4TECH LTD NAZ LTD ProMatrix ProMatrix COWBOYS LTD Demo Supplier COWBOYS LTD ProMatrix COWBOYS LTD ProMatrix B Cc D
72. d 2012 G5 Procserve Hybrid Community Catalogue Initial Load Validating Your Catalogue 4 3 4 Validating Your Catalogue The catalogue will automatically inherit the standard validation that has been defined for all catalogues in your organisation You are able to change the validations against a specific catalogue if you wish 1 Amending the validation profile from your standard profile Select the validation profile icon for your catalogue To change the evaluation against a rule select an option from the drop down list options vary depending on the type of rule Do not evaluate gt wt lt Do not evaluate gt Import blocker Release blocker Informal To add a rule select a similar rule and click on the Create a new rule based on this rule icon Change the required details and click on save Tip Ensure you give the rule a meaningful name so that others can recognise what that rule checks for Tip Do not amend rules as this amends the rule for all catalogues and organisations on the system 2 Click on the Buyer Review status link for the catalogue Administration toniariffiths toni Griffiths Toni Loa off ProcServe EE es CY Catalogue Overview Catalogue a Supplier Buyer Current catalogue ed Current status Links DEMOCATALOGUEO001 1 DEMO s VmoreoaortePyp Se Se a S TEST Edition of 22 07 2011 Buyer revie Catalogue 1 Toni Test Buying Organisation j w wex 3 Select Validate to validate the c
73. d available suppliers Use category search 1 suppliers found eo Your chosen suppliers 2 These suppliers will be sent this RFQ NAZ STORES LTD Categories Defence LONDON E14 6AH DEMO iT Ae NAZ4TECH LTD Categories Travel LONDON E17 8JQ Remove this supplier Showing 1 1 of 1 suppliers Step 4 Confirm details NAZ LTD Categories Travel LONDON E17 4SD Remove this supplier z226O Tip You can remove a supplier from the targeted suppliers list by clicking Remove this supplier Tenet TMapping Ltd Categories Horsham RH12 5UX Remove this supplier e226 12 Click Next step at the bottom of the page once you have all the suppliers you require to c8 procserve Procserve Holdings Limited 2012 Procserve Commerce Hub Main Menu 27 Creating a Request for Quote target with your RFQ 13 You can then confirm the details of the RFQ edit the content as required and submit to the suppliers selected Step 4 Confirm details Please read over this RFQ and check that the details are correct before submitting it 25 og 2012 1051 EST vos To Amin Buyer Deliver To Admin Buyer GB Item Description Black ink ball point pens This RFQ will be sent to the following suppliers NAZTECH LTD Categories Office Solutions LONDON EiT 3 TAE i number 4207 333102 Email nasir ahmediiprocserye com Payment Invoice NAZ LTD eo
74. dard assortment 6 tems found Image view p tem no Short description Supplier Manufacturer Image Price Lead time Quantity CJ 003R99107 003R99107 XEROX Premium Digital Carbonless Supplies For XEROX 003R99107 13 26 each 1 0 day 4 F Paper WhitePink 44 2 Ply 250 Sets Schools Ltd Q I need to find the price on an anemometer but am unsure how it has been spelt by the supplier A Try searching using the beginning of the word then using the wildcard search tool Put anem into the search field If this brings back too many results then consider adding extra letters to your search This example will bring back items with the letters anem at the beginning of a word in the item data Procserve Holdings Limited 2012 G S procserve Examples of Searching Search Advanced search Feature search Image view tem no Short description Supplier Manufacturer Image Price Lead time d A 1BB Anemometer East Riding of Yorkshire Council ERS 11 65 each 1 0 day 1 F 088059 Anemometer With Product WESTWARD PAPER SALES 14 70 leach 2 0 days ho E Guide The database currently contains no images for this product 461121 ANEMOMETER YPO Yorkshire Purchasing 13 75 feach On request E Organisation The database currently contains no images for this product Procserve Holdings Limited 2012 G5 Procserve The Items Details Page 108 3 4 The ltems Details Page Overview This section
75. dback Logout ProcServe Administration Organisation Management User Management Supplier Registration Web Services Accounts Catalogue Access Management Catalogue Management User Management Browse Users 6 General Roles Classification Views Mr Super _Nas Email address nasir ahmed16 procserve org Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Administration 79 Administering Procserve Commerce Hub 2 3 5 Administering Procserve Commerce Hub 2 3 5 1 Managing my Organisation 2 3 5 1 1 Editing the Organisation s General Details Overview You can view and edit the the general address details of your organisation in Organisation Management Editing your Organisation s overview 1 Click on the Administration tab Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management 2 Click on Organisation Management Hello Buyer_ You last logged in yesterday 7 August MyProfile Feedback Logout ProcServe Administration Organisation Management f User Management Supplier Registration Catalogue Access Management Catalogue Management Organisation Management SATURN LTD J Edit fo DUNS number 226023588 Contact details Registered name SATURN LTD nasir ahmed procserve com Te
76. e Administration Home My Transactions Catalogue Shopping Raise a Free Text Order Create anew Request for Quote Supplier Directory My Transactions My Organisation s Documents Document Tracking foweron Sd tet Search Results 541 Sper ame Docent Te Lt pd aa NAZ LTD Purchase Order 1584 06 Aug 2012 09 10 BST Purchase Order forwarded to supplier 7 NAZ4TECH LTD Request For Quotation 1575 duplicate 03 Aug 2012 11 47 BST Request For Quotation created NAZ LTD Quote 1575 03 Aug 2012 11 43 BST Quote created NAZ4TECH LTD Invoice 0000000032 03 Aug 2012 11 42 BST Invoice created 7 NAZ4TECH LTD Purchase Order 1573 03 Aug 2012 11 41 BST Invoice received NAZ4TECH LTD Quote 1575 03 Aug 2012 11 41 BST Quote created Procserve Holdings Limited 2012 C CS procsefve Procserve Commerce Hub Main Menu Document Tracker Searching for Documents The Document Tracker has many different filters and once set by using the Search Preview button will display the results onscreen Alternatively they may also be downloaded into a Microsoft Excel file by selecting the Excel Spreadsheet button once you have set your filters and the results have been returned The searchable fields currently available include Enter your purchase order invoice or credit note reference into this box to return a specific document Enter the name of the Supplier as registered on the Procserve Supplier Name text entry amai ino
77. e helpdesk contact details organisations and catalogue content and views 2 Organisation Management You can view and edit the the general address details of your organisation in Organisation Management 3 User Management You can add edit and deactivate users within your organisation in User Management 4 Supplier Registration You can manage your supplier adoption in Supplier Registration 5 Catalogue Access Management You can determine which organisations and users can see what content in Catalogue Access Management 6 Catalogue Management You can upload and manage your catalogue content in Catalogue Management Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management C Procserve Holdings Limited 2012 G S procserve Procserve Commerce Hub Administration Hybrid Communities 2 3 2 Hybrid Communities 2 3 2 1 Overview A Hybrid Community is used where a community has a significant need to share content but still require individual buying organisation to control some of their content in particular double Punch Out Suppliers Managing the sharing of catalogues and classification views will be done from within the Procserve Commerce Hub The community members will have a list of catalogues available to them The catalo
78. eae see ene ae 20 Creating a Reguest for QUIE anes a tees tye cee os tee keaton tees ees soe ae con cs Shee eee a ee aa aes 21 irOGUGTION 10 AFG aaceisies ice aeanui ones E ora oars es ea tesieer dents 21 Raising d Reguest or QUO le n AO a AR 22 RPQ TENMIALeS arran E E seciareroeecanivadis creme sarnreaun ona As 28 BFO Sayndas a Drai as e er erie cece tater eng nen re rene tre tn tere PY Cree ee Ree ere eeceme re ee 30 Review galt RPO sarc cosetctcetetiadec E a eanedeouseceeed te ced incal a ihe eoreeantiaees 33 clos ngan RFO Meee Ser etree ene te ae re ere ta te or ets etme ee eee en ee eee re eee 36 SUPPIIEr DIRECIORY rogna a ANE E E Renae 39 hiroduction to the Supplier Directory srcccrirnah aa a a Meine 39 View ing Suppliers my Organisation has traded WItN ccccccececeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeess 40 View ing All Available Suppliers in the COMMUNILY cccccccceccesssessesnseeeeeeeeeeeeeesssseseneeeeeeeeeeeeeeesssseeeees 41 DOCUIMSAUTILACKER ren arira crn recrecas E EA es nate ee nrutieetioeasetiees 42 Introduction to Document IT aC Ker wacurscasceruactetese wuirnteresnautdesleniets uel ese eee a beens enaaeiehise ts mneameetann 42 Using Document Trae KEren meticcaumeceonratin nts N eceeen un N OS 43 Downloading the transactions to Exc lsior a N a E RA 46 2 3 Procserve Commerce Hub Administration cccsccccsceeeecceeeeeeeeeeeeneeeeeeeeeeseseeseeeeeneeeones 48 BT A N oori r a a
79. earch Feature search Q Search tolerant 3 UNSPSC 8 1201 Search Search for the tems you want using a simple advanced or feature search Select your preferred search mode exact tolerant or similar Navigation Select a catalog or a classification system and click through to the lowest level of the directory tree If you are in the product class context you can also search for classification groups The following list describes ways you can search Product You can use the UNSPSC tree to the left of the search page to navigate through Classes the folder structure to a Product Class in order to return the items classified within that Product Class as shown below Note Only UNSPSC codes which you have access to will be displayed Procserve Holdings Limited 2012 0 Gis Procserve How to Search EPE 5 16 Field and court sports equipment 03 00 Field and court sports equipment uncoded 5 15 Field sports equipment PJ 00 Field sports equipment uncoded 0 02 Baseball gloves 0 03 Baseballs 04 Footballs Search Tab A simple search allows you to locate items by entering keywords in the Search field and clicking the Search button Search a Advanced search Feature search football Q Search tolerant Advanced The Advanced Search allows you to search specific fields and with Search conditions Click the Advanced Search tab to display the advanced search fields and build
80. eeeeeeeeeessseeseeeseeeeeeeeseeesesesesensensaaaees 79 Malia cing mM Organe aUo eseigi re E S E EE kee eereet es 79 Procserve Holdings Limited 2012 User Guide Part 3 3 1 3 2 3 3 3 4 3 5 3 6 3 7 3 8 3 9 3 10 3 11 Part 4 4 1 4 2 4 3 Part 5 5 1 5 2 5 3 5 4 5 5 Contents II Editing the Organisation s General Details nnnnnnnnnnnnnnnnnnnnnnnnnrnnereeerreerrerrrenreeereeerrereeeeeeeeeeeeeee 79 Editing the Organisation s System Detalls cccccccccessessssssceeeeeeeeeeeeesssesesensaeeeeeeeeeeeesessssessseneaeaees 81 Managing Classification View s in Procserve Commerce Hub ssssssssssssessesssssssessssssssesssessseseeeaas 83 Adding a New Classification View csv secs coete xk casenacescpec scree resene hdd caressed Bede idee 83 Editing a CaS STC ATION VIEW reroror eie a udoussl betel a A E ae EET 86 Removing Cassii ation ViEW irira sosia aan e A T aise sansa AE ATA EN 88 Add Classification View s to Users in the Procserve Commerce Hub ccssscceeeeeeesseeeeeeeeeeeees 89 Add Classification View s to Users in the Procserve Catalogue Search SyS a A E E A A OT 91 Catalogue Shopping 94 Overview of Catalogue Searching sssssunsnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn 94 FIOW O Seaton a R a a 97 Examples Of Searching hissed recta a a a eee a 101 The tems D tails PAGE coiii a aaa Eaa 104 COMPANNAG NEMS snenia AS E S aa R RRR 106 Sman FOM
81. egrated using the Procserve Commerce Network Environmentally Certified Hei p Procserve Holdings Limited 2012 C G V Dprocserve Procserve Commerce Hub Main Menu Supplier Directory 2 2 3 2 Viewing Suppliers my Organisation has traded with Overview Suppliers my Organisation has traded with shows all the organisations that you have sent an order or a Request for Quote to or have received an Invoice Quote or Credit Note from Using Supplier my Organisation has traded with 1 Click on the Main Menu tab within Procserve Commerce Hub Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout Elman Administration Home My Transactions Catalogue Shopping Raise a Free Text Order Create anew Request for Quote Supplier Directory ProcServe 2 Click on the Supplier Directory From here you can view the suppliers by their name using the alpha numeric list 1 and search for a supplier 2 Hello Admin You last logged in today 7 August MyProfile Feedback Logout Enea Administration Home My Transactions Catalogue Shopping Raise a Free Text Order Create a new Request for Quote f Supplier Directory ProcServe Supplier Directory Search Suppliers Go Suppliers my Organisation has traded with 3 Suppliers in my community 155 All Suppliers 163 ae a ae O ee ee ee ee p Y OS a A S S A E Nas Supplies Categories Defence LONDON SW2 1AA f 53 5960
82. ent Catalogues Source Catalogues are not exported to Procserve Catalogue Search The relative path and name or URL of a file Structured Query Language A language used to obtain data from or modify data in a relational database A Catalogue provided by a single Supplier which is Standard Supplier Catalogue re associated with exactly one buying Organisation A Procserve Catalogue Manager Standard Catalogue is exported to Procserve Catalogue Search Source Catalogue re Procserve Catalogue Manager Target System Re Procserve Catalogue The oo to which an exported Catalogue file is to be Manager Thumbnail A small preview of an image Uniform Code Council Also known as GS1US The Organisation appointed by the UNDP as the code manager responsible for managing the UNSPSC Classification scheme The code manager is responsible for ensuring compliance with the principles of the UNSPSC as well as the UCC integrity of the code schema The UCC is responsible for overseeing code change requests industry revision projects issuing regularly scheduled updates to the Code communications with members as well as special projects and initiatives as determined both by the UNDP and member requests Web http www gs1us org and http www uc council org United Nations Development Program The UNDP own all UNDP rights to the UNSPSC and appointed the Uniform Code Council UCC as code manager Web http www undp org UNECE
83. eps 1 Highlight the User Name making sure there are no spaces at the beginning or the end 2 Right click and select Copy ameai gt Vane ield a AE agin ait igh Email with password Procserve Holdings Limited 2012 G SS procserve Procserve Commerce Hub Administration Managing your Users Hello Super Welcome to the Zanzibar eMarketplace Your account has been set up and you can now access the marketplace at any time from your Internet browser To access your account you will need both your User Name which will be sent in a separate email for security reasons and your Password included below Your temporary Password is bBy7Bn P Using this and your User Name you can now log in to the eMarketplace at It is recommended that instead of typing the Password try copying and pasting it into the login screen using the following steps 1 Highlight the Password making sure there are no spaces at the beginning or the end ale FT K ADO eile 5 Copy and paste the URL from the email into your browser 6 At log in screen copy and paste username and password and click on Login button 7 You will be asked to change your temporary password to something that you will be able to remember 8 Also you need to provide a memorable word so if you locked your account you will be asked to provide the memorable word to unlock your account Procserve Holdings Limited 2012 G S procserve Procserve Commerce Hub Administ
84. ers 7 General Roles Classification Views Mr Super Buyer roe esr Buyer administrator Buyer Administrator users are have the ability to manage their organisations and users Buyer Super Users are user that have the ability to see all the external documents in their own organisation RFQ s Buyer super user Quotes Purchase Orders Invoices Credit Notes etc Disable role Buyer contract manager A buyer contract manager has the ability to invite and manage suppliers Buyer authoriser A buyer authoriser can approve or reject requisitions Disable role Advanced buyer Advanced buyers have the ability to raise request for quotations Disable role Basic buyer Basic buyers have the ability to raise requisitions by catalogue shopping or free text order Disable role Buyer reporter Buyer reporter have the ability to use reporting features Disable role 5 Enable and disable roles as required by clicking the Enable role or Disable role button as necessary You should add the roles of Buyer Administrator plus Buyer Report or Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Administration 74 Managing your Users Basic Buyer plus Buyer Reporter Note There is no need to save any changes but the user will have to re log in for the changes to take effect C Procserve Holdings Limited 2012 G V procserve Procserve Commerce Hub Administration 75 Managing your Users 2 3 4 5 Deactiva
85. ers or correctly D U N S Numbers are issued owned and solely maintained by Dun amp Bradstreet Corporation and are used in the main for credit risk management and corporate authentication The DUNS Numbers DUNS Number is a unique nine digit identification sequence which provides unique identifiers of single business entities while linking corporate family structures together When a business is entered into the D amp B business information database each distinct business location that it has is assigned its own DUNS Number V L European Article Numbering Widely used bar code EAN symbology used for product marking Two versions of EAN exist See also UPC The EAN system is managed worldwide by EAN International Web http www ean int org Electronic Business Interchange Standard see XML A eBis standard defining acceptable formats and content for sending documents by electronic means SAP Enterprise Buyer Professional A procurement EBP application which can be integrated for use as the P2P system within the Procserve Trading Network A product classification system that has been developed to enable products materials merchandise and services to be organised in a logical structure The system has four hierarchical levels The highest level consists of 22 technical domains which are divided into main groups groups and Subgroups as leaf product classes Each level is identified by a two digit number so that each subgroup ca
86. etwork You can use this feature to make it easier to send reminder emails and track the status of priority suppliers Viewing your top targeted suppliers 1 Click on the Administration tab Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management 2 Click Supplier Registration Hello Buyer_ You last logged in today 7 August MyProfile Feedback Logout Administration Organisation Management User Management Supplier Registration Web Services Accounts Catalogue Access Management ProcServe Catalogue Management 3 Click on Top targeted suppliers Hello Admin You last logged in today 7 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Web Services Accounts Catalogue Access Management Catalogue Management Supplier Registration Search top targets Go Browse invited suppliers 1 Top targeted suppliers 0 Now enhanced suppliers 1 Invite a new supplier comeram oons comme et Steve ey Your organisation has not yet targeted any suppliers Once you have they will appear here You can view all the suppliers in your top target list C Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Administration Man
87. fields to fully describe the products or services that they provide When you enter a search term the search engine searches across some of these fields to ensure you return the best possible results The key fields that a supplier completes and the system searches across are e Supplier Item Number e Item Short Description e item Long Description e Supplier Name e Manufacturer Item Number e Manufacturer Name e Item Keywords When searching the system allows you to adjust how the search works across the searchable fields by using the slider bar on the catalogues tab Moving the slider bar will change how the system searches and will affect how many results are returned The slider bar has three settings and these are described below Home page Catalogue search EELE m O Shopping lists oduct classes D Search Advanced search Feature search Q Search tolerant UNSPSC 8 1201 Search Search for the items you want using a simple advanced or feature search Select your preferred search mode exact tolerant or similar Navigation Select a catalog or a classification system and click through to the lowest level of the directory tree If you are in the product class context you can also search for classification groups The search details you type in the search field must exactly match what is in the catalogue Tolerant The system will allow for some minor discrepancies including some common s
88. gement Catalogue Management From here you will see all suppliers that you have invited and are currently in the registration process 3 Click Invite a new supplier Hello Buyer_ You last logged in today 7 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Web Services Accounts Catalogue Access Management Catalogue Management Supplier Registration Search suppliers Browse invited suppliers 1 Top targeted suppliers 0 Now enhanced suppliers 1 ee Joeman a m amp BLOO LTD 219060915 Naz Ahmed nasir ahmed41 procserve org 17 Jul 2012 Showing 1 1 of 1 suppliers Toggle all With the selected send them a reminder email x co NOTE Steps 4 and 5 only apply for the Community Administrator 4 Search for the buying organisation you wish to register the supplier for Procserve Holdings Limited 2012 G 5 Procserve Procserve Commerce Hub Administration 57 Managing your Supplier Adoption Hello Nasir You last logged in yesterday 6 August My Profle Feedback Logout ProcServe Administration Root Management Network Management Community Management Community Registration Organisation Management User Management Supplier Registration Buyer Registration Catalogue Ac Management Catalogue Management Invite a new supplier Step 1 Choose which Organisation you are inviting this supplier on behalf of
89. gues available consist of e Community catalogues made available to all members e Catalogues other community members have shared with the buying organisation e Catalogues shared by network members outside the hybrid community e Private catalogues only available to the individual buyer Procserve Holdings Limited 2012 C G V procserve Procserve Commerce Hub Administration Hybrid Communities 2 3 2 2 Sharing catalogues within a Hybrid Community Managing the sharing of catalogues and classification views will be done from the Procserve Commerce Hub The community members will have a list of catalogues available to them The catalogues available consist of e Community catalogues made available to all members e Catalogues other community members have shared with the buying organisation e Catalogues shared by network members outside the hybrid community e Private catalogues only available to the individual buyer To share catalogues across the community or with specific buying organisations within your community select the Admin tab and then Catalogue Sharing There are two catalogue sections My Catalogues and Shared Catalogues To share a catalogue click Edit Sharing It provides the following options e Shared wth whole community shares with all Buying organisations in the community e Shared wth specific organisations wthin my community allows you to select which Buying organisations can have acce
90. han one buying Organisation Multiple Buyer Catalogue re Procserve associated with it and contains data for more than one Catalogue Manager Buyer Used to create Assortment Catalogues Multiple Buyer Catalogues are not exported to Procserve Catalogue Search see also Free Text Items Goods or services added to a Non Catalogue Items ines g requisition that are not included in a Catalogue National Supplies Vocabulary Product classification code originally developed by the NHS and used as a standard in UK government Managed by Coding International Web http codingit co uk Open Catalogue Interface Used by SAP EBP applications to communicate with external Catalogue systems eg Procserve Catalogue Search Office of Government Commerce The Office of Government Commerce is an independent office of the Treasury and works with public sector Organisations to help them improve their efficiency gain better value for money from their commercial activities and deliver improved success from programmes and projects Web http www ogc gov uk Buying Solutions is the trading arm of the Office of Government Commerce which is itself an office of HM Treasury It provides public sector procurement professionals with a route to the products and services they need to maximise procurement efficiency and value for money Its contracts and framework agreements offer substantial savings through significant buying power economies of scale
91. he ProcServe marketplace everything you need to conduct electronic trading in one fast flexible and secure managed service Login User Name Password Forgotten your password Forgotten your User Name Unlock Account 2 Click on the Forgotten your password link at the bottom of the page ProcServe Hello Welcome to the ProcServe marketplace everything you need to conduct electronic trading in one fast flexible and secure managed service Login User Name Password ger Account Procserve Holdings Limited 2012 G S procserve Procserve Commerce Hub Getting Started Retrieving a Lost Password 3 Enter your username ProcServe To recover your User Name please enter your email address below and we will send you your User Name Recover your User Name Email address Submit 4 Click Submit Note Your password will be sent to you via email The next time you log in you will have to change it from the system generated password Procserve Holdings Limited 2012 G S procserve Procserve Commerce Hub Getting Started Retrieving a Lost Username 2 1 3 Retrieving a Lost Username Overview Should you forget your username you can request a reminder which will be emailed to your registered account Retrieving a lost username 1 Navigate to the Procserve Commerce Hub URL https obuy ers procserveonline com otis login html marketplace procserve Yo
92. id Community Catalogue Initial Load Configuring Catalogue Workflow E mail settings Automation settings Release settings Release mode New and replace s scheduling As 800n az possible pa a PO Create search database Create incrementally d 7 Click on Save 8 Click on close or click outside of the catalogue 9 Next click on the Catalogue Properties option s 10 Click on the Edition amp Version tab and change the Catalogue Status to Update Expected Procserve Holdings Limited 2012 G5 Procserve Hybrid Community Catalogue Initial Load Configuring Catalogue Workflow Catalogue edition and version Please select i Create anew edition i Create anew version Change the current edition version Languages Edition and version o Catalogue edition Edition of 30 01 2012 Security Description Agreements Catalogue status Created el Created Update expected 11 Now click on the Security tab and click on Add Gave Security settings Header data Organizations and users Languages Edition and version Security Agreements Close Procserve Holdings Limited 2012 G5 procserve Configuring Catalogue Workflow Hybrid Community Catalogue Initial Load 12 Add the users that need to be notified during the catalogue loading process When you have selected all the required users click on the Apply button in the top right hand corner of the Add Orga
93. ield and this will return results with the product code anywhere within them Home page Catalogue search Search filter fA Catalogues fA O Stuff Cat 6 Schools Banner Business Supplies Ltd 2 gt T Schools Supplies For Schools Ltd 2 O Schools Martin Luck Lid 2 O Schools Devon County Council Martin Luck Ltd 2 Schools Printerbase Catt 2 More selection Suppliers Stuftuk net 6 Martin Luck Ltd 4 Printerbase Lid 2 Supplies For Schools Ltd 2 Banner Business Supplies Lid 2 Print Clearly ink and Media Ltd 1 Office Depot UK Lid 1 Turse Cas m O Shopping lists Search Advanced search Feature search R serene 22 tems found page EE of 3 4 Oo C Standard assortment O School London Office Depot UK Ltd 1 Image view tem no Short description Supplier Manufacturer Image Price Lead time Quantity O CESO54 CE5054 054 HP BLACK TONER 2 300 Supplies For HP CES5054 54 64 each 1 0 day 1 Cj go Pages Schools Ltd CESOSA Hewlett Packard Original Toner cart Black Inkost Ltd Hewlett Packard 53 16 each 2 0 days 4 oO CESOSA Q want to buy some AA batteries from my local supplier Hills Components Limited A You could try putting AA into the search field This however would bring back too many results as the search term entered is too vague You could try adding additional words to the search such as battery
94. iew Buyer review Productive Replaced x A General information on validation report for 22 Jul 2011 17 39 07 3 Supplier TEST m Buyer Toni Test Buying Organisation Catalogue name DEMO Catalogue 1 Catalog ID DEMOCATALOGUE001_1 Im Back lu Release The catalogue will now be scheduled for release or released immediately according to the release settings configured for this catalogue The catalogue Status will now change to Update Expected C Procserve Holdings Limited 2012 G S procserve Additional Information About DUNS ae 5 Additional Information 5 1 About DUNS A DUNS Number is a nine digit code assigned by Dun amp Bradstreet to identify unique business s separate and distinct operations There is no charge to obtain a D amp B DUNS number for your business and it can make it easier for your customers to do business with you You can apply for a unique DUNS number on the Dun amp Bradstreet website at http douk dnb com Forms DUNS_Request asp If you do not have one central sales order processing site you will need to obtain a separate DUNS number for each ordering location In this event and to avoid misunderstanding please check with your head office to determine which if any DUNS number may have already been allocated The process for application to Dun amp Bradstreet should take no longer than two weeks You may wish to apply now if your Organisation does not already have a DUNS N
95. ill save both our organisations money and contribute to a greener environment I m sure you agree that manual paper processes can be time consuming inefficient and a drain on resources To find out more about the ProcServe Trading Network please visit http www procserve com solutions and services supplier enablement services html Note You can change some of the text in the reminder email but the second half remains static as this contains the important registration details 4 When satisfied with the email click Send at the footer of the page The following text will also be added to the email before being sent You can register your company as a supplier to ProcServe s Trading Network free of charge there are no joining hosting or transaction fees for suppliers on our Trading Network Joining ProcServe s Trading Network will give you an Enhanced account With your Enhanced account you can provide content manage your orders and return elnvoices You can register by following this URL which will take you to our registration site where you can self register using the User Name and password below User Name Password will appear here To find out more about ProcServe s Trading Network please visit our website at http www_procserve com solutions and services supplier enablement services html or contact us at info procserve com Thank you The ProcServe Supplier Team Once the email has been sent you will get a succe
96. ing list describes how to use this page Create New Shopping List E To create a new Shopping List enter a name and description in the relevant fields The new Shopping List is displayed Add to Shopping List Add the items to the relevant Shopping List The existing Shopping List is displayed with item s added Back Icon ao Return to the previous page Changes are not saved 2 Locating your Shopping Lists Click Shopping Lists tab ihopping lists Private shopping lists B Company shopping lists _ Group shopping lists Last modified Name Description Mark My favorites Aug 5 2011 fortnightly stationery order Order fortnightly starting 08 08 oO Aug 5 2011 Computing accessories General computer goods E Aug 5 2011 Sporting goods Regularly ordered sporting items o 3 About the Shopping List Page The following list describes the Shopping List Company Shopping List These are for use throughout the organisation Note Only catalogue administrators can create edit and delete these lists Group Shopping List These are for use by groups of users Note Only authorised employees can create and change these lists Private Shopping List These are shopping lists you create for your own use Note Only you can create and change these lists 4 Working with Shopping Lists The following list describes how you work with shopping lists Open Shopping List gt You can click the Name link for a Shopping Li
97. ing sis CHEME _ ben ng Short ceperpogn Tappi Mengi image Price heed tay E Daey pi e 8 facktery 8570 Cosrtaatesa MeipeTy G ph On nE TEL Tera 1 Clicking the link of an item will take you in to the details roc S E TVE Lees im E amp a eek amp Aiii irah A Lag gT CTH E E 5 gal TOT CHORE search chopping Basket Ey Thpir sis a Ha mem ilipin wee Blackberry 8520 Curve Terra nae Teppi pT ee os ERD Fa Si fab Us ee ipriney Us Hera rat on Led heme DA rehet anii p Greer aad i a Drg A bizt Porno in ats ER EE ey m Dih TEAREN e Friga AEE Feu dansai Gus E At Apon here E gee haere A Program arp png a Prpa henian Ligeia fey ol 2 The Smart Form details can then be completed as required Procserve Holdings Limited 2012 2 G5 Procserve Smart Forms 110 C Procserve Holdings Limited 2012 G V PIOCSCTVO Adding Items to your Shopping Cart 3 Adding Items to your Shopping Cart Overview This section describes how you add items to your Shopping Basket and manage your shopping cart 1 Adding Items to your Cart Having found the item or items you wish to add to your requisition in the Search page you can now add them to your cart Search Advanced search Feature search map of the world Q Search tolerant C Standard assortment 283 ttems found page of 29 OO Image view YMM30001 Map Marketing VVorld Political Laminated Map BEX Supplies
98. ion of the BMEcat file Check Data re Procserve Catalogue Builder The product classification code associated to an item It is Class Code mandatory in Procserve Trading Network catalogues that all items are coded to the UNSPSC A cookie is a small piece of data which is sent from a website to a web browser and stored locally on a users PC The use of cookies enables a Web site to become more interactive with its users The Procserve Trading Network Cookie uses session cookies to ensure that a user is recognised when they move from page to page within the Marketplace and that any information entered is remembered Unlike normal cookies session cookies are deleted from the users PC when they log out Common Procurement Vocabulary A product classification system derived from the UN Common Procurement CPV Classification and adopted as an EU standard Used for public procurement and public sector reporting and used to drive OJEU Notices Web http www simap eu int Procserve Holdings Limited 2012 C G S procserve C C S Comma Separated Value A flat file format sometimes used for data import or export Commerce eXtensible Mark up Language see also XML A XM standard defining acceptable formats and content for sending documents by electronic means The individual or combined elements or properties of data Data Key that are used to determine the uniqueness of a Catalogue item A Dun and Bradstreet Number DUNS numb
99. ith the Favourites e Update Quantity You can change the Quantity for an item and click the Save icon see below The new quantity is saved for later use You can also update the quantity prior to adding to your Shopping Cart e Mark Item To mark an item for deletion or adding to a Shopping List or cart you check the box in the right hand column You can mark as many items as you like Save Changes SS Save changes to your Favourites Delete Items Delete items that have a Tick in the checkbox from your Favourites Add to Shopping List I You can add all the checked items to a Shopping List C Procserve Holdings Limited 2012 G S procserve Working w ith Favourites __ which you can change and re use later 117 Add Item s to Cart of Check each item to be added to your cart and click a the multiple Shopping Cart icon Procserve Holdings Limited 2012 C G V procserve Working w ith Shopping Lists ne 3 10 Working with Shopping Lists Overview This section describes how to work with your Shopping Lists A Shopping List allows you to save items so that you can quickly create a requisition at a later date For example if you create a monthly artistic supplies requisition you can save all the items in a Shopping List add to the shopping cart and then review and send the requisition Adding Items to Your Shopping Lists 1 Whilst shopping you can add to your Shopping List by clicking this icon a c Ce The follow
100. ivery charge if applicable will be included in the shopping basket tab The table below highlights the additional options available to you when working with the Shopping Cart External Catalogues rf You can punch out to an external catalogue You can click on the Short Description to vew a more detailed description of the item Cancel Purchase To cancel the purchase click the Cancel Purchase icon Save Changes B You can make changes to the items in the cart For example change quantities Click the Save Changes icon to save your changes Delete Selected Items Click this item to delete all items that have their right column boxes checked A prompt is displayed Click the OK button to delete the items Click the Cancel button to cancel the deletion Delete All Items 1 ni Click this item to delete all items in the cart Click the OK button to delete the items Click the Cancel button to cancel the deletion Add to Shopping List fea You can add all the checked items to a Shopping List which you can change and re use later Add to Favourites J You can add all the checked items to your Favourites List for future use 6 Checkout When you have checked that the items you wish to order are OK you are ready to click the checkout button extemal catalogs vfa e creo aea Tes Note The order will not be sent to the supplier until your requisition has been approved Note Shopping Basket Caching Unless you
101. k pp g By entering a From date all documents form that date onwards will be returned By enter a To date all document prior to the specified date will be returned By selecting both then documents within the date range specified will be returned Type drop down list Choose from either PO Invoice or Credit Notes Events can be used to specify statuses of documents further VE D O S details of which are outlined below 1 You can search for documents using any of the search fields highlighted Document ID text entry Date From and To select box My Transactions Document Management My Organisation s Documents Document Tracking Document ID Supplier Name Date From Date To Event Received by ProcServe Type Search Preview Excel Spreadsheet Search Results 541 Supplier name Document Type ID Last updated date NAZ LTD Purchase Order 1584 06 Aug 2012 09 10 BST Purchase Order forwarded to supplier 2 Once you have added your search term click Search Preview My Transactions Document Management My Organisation s Documents Document Tracking Document ID 1575 Supplier Name NAZ LTD Date From 01 08 2012 Date To 06 08 2012 Event Received by ProcServe Any earch Results 541 Supplier name Document Type ID Last updated date Last event Procserve Holdings Limited 2012 G gt procserve Procserve Commerce
102. ked along clocks country flags and statistics Size O30 with time zone clocks Size 37x59 x 1200mm Scale 1 34 000 000 520 miles 1 hdhMs0001 inch Laminated MMOS274 Unit of 1 1 Purchase Cuantity Image Further tem Information URL tem Information URL documents Tip If you want to compare items on several different pages of the comparison list you must click on a before you go to the next page otherwise your selection will be lost The comparison list will be 4 Using the Compare Items List Compare with This Column Check Box Check this box to highlight differences between this item and all other items Procserve Holdings Limited 2012 C G S Dprocserve Compare with this column Comparing Items Fl Compare vith this column short Map Marketing World Political Map Marketing Giant Workd Political description Laminated Map BEX Laminated Map GWLD Price 17 95 f each 30 59 Seach Supplier Supplies For Schools Ltd Supplies For Schools Ltd Supplier part VMMSO001 MMOS 271 na Manufacturer MAP MARKETING MAF MARKETING Manufacturer REx LD part noa EAN Contentirder 1 feach 1 teach unit Lead time 1 0 day 1 0 day Description Bartholomew Executive World Map Giant world poltical map teaturing countries Laminated map that shows countries clearly defined with political colouring Main clearly defined with political colouring Main cities and towns clearly marked Time zone cities and towns are clea
103. last logged in today 26 July MyProfile Feedback Logout ProcServe Enea Administration Home My Transactions Catalogue Shopping Raise a Free Text Order Create anew Request for Quote Supplier Directory My Profile ii C buyer_administrator strn011 Sorry you can t edit this Email address buyer administrator procserve com 4 Once complete click Save Changes My Profile Role s Title Foner sewer SS a Note If you wish to cancel your changes click Cancel Procserve Holdings Limited 2012 C CS procserve Procserve Commerce Hub Getting Started Unlocking your Account 2 1 6 Unlocking your Account Overview Your account will be locked if you enter your log in details incorrectly 3 or more times You will be informed that your account has been locked via an email You can unlock your own account using your memorable word and the access code contained in the email Unlocking your account 1 You will receive an email informing you your account has been locked Within the email are the details you require to unlock your account Hello Buyer_ Your account has been locked due to too many invalid login attempts To unlock your account you will need both a User Name and Access Key included below and you will need your Memorable Word which you specified in your account profile Your Access Key is YDRM3DDN You can unlock your account at saturn buyers
104. lephone number 020861237461 Fax number 462379413242 The Red Building Hoe Street Walthamstow Address London Greater London E17 4SD United Kingdom Download as a vCard 3 To edit the details click Edit 4 Once complete click Save Changes Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Administration Administering Procserve Commerce Hub Organisation Management System settings Classification Views Catalogue Sharing Sr Make sure that the image you use is 100 pixels wide by 80 pixels high leave this blank to continue using the cument image ware The Red Building Hoe Street Walthamstow Financial information corsa FE Other information Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Administration Administering Procserve Commerce Hub 2 3 5 1 2 Editing the Organisation s System Details Overview You can edit your organisations system settings in Organisation Management System Settings Editing your organisation s system settings 1 Click on the Administration tab Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management 2 Click on Organisation Management Hello Buyer_ You last logged in yesterday 7 August MyProfile
105. lso access reports MIS about the documents and other work flow items e Silver Suppliers Suppliers and buyers can work together to upload and make available catalogues that buyers can shop from and add items to requisitions There is an initial phase of uploading validating configuring and releasing catalogues including setting up authorisations Once a catalogue is in use then updates can be made that are fully validated checked and confirmed before being released multi buyer catalogues can be shared amongst several buying organisations and need to configured slightly differently e Gold Suppliers Gold suppliers connect their back office systems directly to the Procserve Trading Network This means they can process and respond to orders electronically in their own applications C Procserve Holdings Limited 2012 G V procserve 5 3 Quick Tips Logging in to the portal Supplier directory BUYER PORTAL Supplier management j Opening the BMECat e file BMECat file loading Removing catalogues e Exporting your catalogue profile single and multibuyer catalogues CATALOGUE Loading catalogue with e images Procserve Holdings Limited 2012 Quick Tips The passw ord in case sensitive Your account w ill be locked if you enter your passw ord incorrectly 3 times You can click the email field to send an email to us if you havea local mail program installed for example Outlook Click
106. lyrun on the supplier name other information the supplier provides such as whether they provide recycled goods is also searched against You will not be able to delete users due to audit requirements however you should disable any user accounts that are no longer required Confirm that the catalogue was imported against your organisation by checking the header in the catalogue builder matches exactly the organisation in the portal Confirm that the catalogue management system export was successful Contact Procserve helpdesk to ensure the correct assigned buyer has been set Some organisations will have requested to have shopping carts saved if the user closes the session without checking out therefore if you did this last time that will be why items are in the cart The solution Supports what are known as classification views which control what content can be seen by different users which would explain why you cant see what someone else can if you have different views assigned The item will be searchable using the UNSPSC structure however you will need to wait for the search index to run for your users to find the item using the standard search feature Procserve Holdings Limited 2012 Troubleshooting If you are searching for an item with a eg 26 6 Staples the is ignored by the search engine This means that when How can I find a item which hasa in you search for 26 6 staples the search engine searches for the
107. me category DUNS number contact details or description Hello Admin You last logged in today 7 August MyProfile Feedback Logout Eminem Administration Home My Transactions Catalogue Shopping Raise a Free Text Order Create anew Request for Quote Supplier Directory ProcServe Su ppl ier Directory Search Suppliers Suppliers my Organisation has traded with 12 Suppliers in my community 155 All Suppliers 163 a ee a ee ee ae ee eee ee ee eee eee ee ee ee ae Zs 3663 LTD Categories HIGH WYCOMBE HP 11 1JU ABC Categories LONDON W2 5SH A COMPANY LTD Categories LONDON NW6 1NX Abc Categories LONDON E17 8 amp LS Categories Office Solutions BATH BA1 3PB Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Main Menu Document Tracker 2 2 4 Document Tracker 2 2 4 1 Introduction to Document Tracker Overview The Document Tracker is an online solution providing an overview of the history and most recent state of transaction documents Users can see the last status of a transaction with its associated timestamp Note Access to Document Tracker is dependant on your organisation set up and roles Buyer Reporter The key areas that the Document Tracker allows Buyers to view details of relating to their documents include 1 2 nh Who the Supplier is The date and time the specified document was a received by the Procserve Trading Network b relayed by Pr
108. mmerce Hub Tip If this is the first time you have logged in you will be asked to reset your password and create a memorable word The memorable word is used to reset your account should you lock it through multiple incorrect log in attempts ProcServe Please change your password to something that is more meaningful to you Please remember that your Community requires your password to adhere to the following rules your password must include letters numbers and symbols and must be at least eight characters long Your password must also be different to the system generated password that you were sent Password reset Current password New password Confirm new password Reset and login You will see the home page Hello Buyer_ You last logged in today 26 July MyProfile Feedback Logout ProcServe CETEVCUIE Administration Home My Transactions Catalogue Shopping Raise a Free Text Order Create anew Request for Quote Supplier Directory Home Welcome Welcome to OTIS the latest generation of online procurement tools designed to simplify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content provided by your suppliers on the ProcServe Trading Network Its intuitive nature lets you buy what you need easily while helping you to manage the end to end transaction process with your suppliers fully electronically and on line Whether you re looking to bu
109. n be identified by its eight digit class number A document held electronically eClass C Procserve Holdings Limited 2012 G S procserve Enterprise Resource Planning systems Example Oracle JD Edwards SAP or Peoplesoft An industry term for the broad set of activities supported by multi module application software that helps a manufacturer or other businesses manage the important parts of their business including ERP product planning parts purchasing maintaining inventories interacting with Suppliers providing customer service and tracking orders ERP can also include application modules for the finance and human resources aspects of a business Typically an ERP system uses or is integrated with a relational database system The Procserve Trading Network can integrate information into these systems Evaluated Receipt ETIM Electrotechnical Information Model A classification scheme for the electrical and electronics industry Euro currency Explicit Item List Re Procserve An explicit item list is a list of items that is specifically Catalogue Manager included in or excluded from an assortment Catalogue Me Financial Management System Free Text Requisition see also Non Catalogue Items Goods or services added to a requisition which are not included in a Catalogue Great British Pounds currency Global Trade Identification Number Generic term GTIN representing a family of global data structures
110. nd select classes to your view Once complete click on the Save button Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Administration Administering Procserve Commerce Hub 2 3 5 2 2 Editing a Classification View 1 Login to Procserve Commerce Hub 2 Click on Administration 3 Click on Organisation Management Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management 4 Click on Classification Views 5 Click on Edit to edit the classification view Hello Buyer_ You last logged in today 8 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management Organisation Management System settings Classification Views Catalogue Sharing SATURN LTD a CS Demo Classification View Demo Edit Remove C 6 6 Make your changes Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Administration 87 Administering Procserve Commerce Hub Organisation Management System settings Classification Views Catalogue Sharing Olympics Add a new catalog ue VIEW Classification view details up E a lymp 01i_ nzit0o1
111. nization User window Note Ensure that once the users have been added that you set the Access rights as required as per the above screenshot Organization Users ACPO User 9 Buyer ACPO Police Procurement Hub ACPO Useri Buyer ACPO Police Procurement Hub ACPO Useri Training ACPO Police Procurement Hub ACPO User10 Buyer ACPO Police Procurement Hub ACPO Userl1 Buyer ACPO Police Procurement Hub ACPO Userl2 Buyer ACPO Police Procurement Hub ACPO Userl3 Buyer ACPO Police Procurement Hub ACPO User2 Buyer ACPO Police Procurement Hub ACPO User2 Training ACPO Police Procurement Hub ACPO Users Buyer ACPO Police Procurement Hub ACPO Users Training ACPO Police Procurement Hub ACPO User4 Training ACPO Police Procurement Hub ACPO User4 Buyer ACPO Police Procurement Hub ACPO Users Buyer ACPO Police Procurement Hub ACPO User Training ACPO Police Procurement Hub ACPO User Training ACPO Police Procurement Hub ACPO User Buyer ACPO Police Procurement Hub ACPO User Buyer ACPO Police Procurement Hub ACPO User Training ACPO Police Procurement Hub ACPO User Buyer ACPO Police Procurement Hub 13 When you have made all the required changes to users and access rights select the lt All gt group and click on the delete button Next click on the save button in the top left of the Catalogue Properties window 0 G6 procserve Procserve Holdings Limited 2012 Hybrid Community Ca
112. nlock Forgotten your password Forgotten your User Name 5 Your account is unlocked If you do not remember your password you can request a new one which will be emailed to you Procserve Holdings Limited 2012 G S procserve Procserve Commerce Hub Getting Started Changing My Passw ord 2 1 7 Changing My Password Overview You can change your password at any time within My Profile Changing my password 1 Click on My Profile from any page within Procserve Commerce Hub Hello Buyer_ You last logged in today 26 July My Profile f Feedback Logout Eee Administration Home My Transactions Catalogue Shopping Raise a Free Text Order Create anew Request for Quote Supplier Directory ProcServe Home Welcome Welcome to OTIS the latest generation of online procurement tools designed to simplify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content provided by your suppliers on the ProcServe Trading Network Its intuitive nature lets you buy what you need easily while helping you to manage the end to end transaction process with your suppliers fully electronically and on line 2 On the overview screen scroll down to the Change your password area Change your password Please note that your password for security reasons must follow these rules your password must include letters numbers and symbols and must be at least
113. nts will be populated by default here you will be able to see all of the documents you have received including Invoice Quotes and Credit Notes My Transactions Search documents 60 Document Management My Organisation s Documents Document Tracking Unflag Received Documents 13 Select All None Read Unread Flagged Not Flagged Sent Documents Al Documents 13 a Daznai ana Ni m a z 2 NAZ LTD Credit Note 0000000004 30 Jul 2012 16 27 BST Flagged Documents Requisitions to approve 0 z 2 NAZ LTD Invoice 0000000060 30 Jul 2012 16 27 BST Orders not Invoiced 12 E SIMPLE LTD Invoice 0000000045 26 Jul 2012 10 38 BST Open RFQ s 0 Expired RFQ s 4 l i J 2 NAZ LTD Invoice 0000000059 19 Jul 2012 14 35 BST Hf NAZ4TECH LTD Quote 0000000009 18 Jul 2012 16 40 BST i c NAZ LTD Quote 0000000009 18 Jul 2012 16 37 BST zy BINGO LTD Quote 0000000003 18 Jul 2012 16 35 BST You should see all the transactions that you have received 3 Click on a quote you have received SelectAll None Read Unread Flagged Not Flagged Ej NAZ LTD 30 Jul 2012 16 27 BST 30 Jul 2012 16 27 BST NAZ LTD ice 0000000059 19 Jul 2012 14 35 BST s NAZATECHLTD 000000009 18 Jul 2012 16 40 BST NAZ LTD Quote 0000000009 18 Jul 2012 16 37 BST A A O ef SIMPLELTD 26 Jul 2012 10 38 BST A A This will show the open quote and show all the other documents in the doc
114. number link to display the item details Tip You can approve items one at a time or you can click the left hand column heading box to select all items Note If changes are required then you can both amend through the Procserve Catalogue Manager Catalogue explorer interface or va the Procserve Catalogue Builder and re import the file Note Any new file imported will over write the old data where the header data is the same 0 Gis Procserve Hybrid Community Catalogue Initial Load Exporting Your Catalogue 4 3 6 Exporting Your Catalogue You can now release your catalogue 1 Click on the Buyer Review link for the catalogue Administration Logged in as t oniariffiths toni Griffiths Toni Loa off ProcServe EE E Catalogue a Supplier Buyer Current catalogue ed Current status Links DEMOCATALOGUE001_1 DEMO m v Bt FP C r TEST Edition of 22 07 2011 Buyer revie Catalogue 1 Toni Test Buying Organisation r Ts w Dx 2 You can now select Schedule Release Created Update expected s gt Supplier review Buyer review Productive gt Replaced x y rm General information on validation report for 22 Jul 2011 17 39 07 4 Supplier TEST Buyer Toni Test Buying Organisation Catalogue name DEMO Catalogue 1 Catalog ID DEMOCATALOGUE001_1 mi Reject catalog Validate q release 3 Then click on Release to export the Catalogue Created gt Update expected 7 Supplier rev
115. o a Purchase Order during or after approval Request for Quote Return Material Authorisation The generic term for a returns RMA number issued by a Supplier under which goods are to be returned SAID Re Procserve Catalogue Search Supplier Article ID lf a list or page contents extends to over a single page scrolling display it is possible to scroll vertically or horizontally to read the hidden page content A tool which enables a user to search for items or Search Engine documents based on information that they enter A search engine returns a list of results which meet the search criteria SGML Standard Generalised Mark up Language Requisition re P2P The term used in Procserve Catalogue Search to refer to a list of items that an individual is buying and wishes to return Shopping Basket to their P2P application The Basket is sometimes referred to as a Cart In the P2P application a Shopping Cart is usually converted into or added to a Requisition A saved list of items for adding to a Shopping List in Shopping List Procserve Catalogue Search Shopping Lists can be used as templates or skeleton orders to avoid the need for searching catalogues Procserve Holdings Limited 2012 2 G5 Procserve See also Multiple Buyer Catalogue A Catalogue created for the purpose of having more than one buying Organisation associated with it and contains data for more than one Buyer Used to create Assortm
116. ocServe Shared Services Limited All rights in BuyerConnect are owned by ProcServe Holdings Limited Printed October 2012 Software Version 4 7 0 User Guide Contents Table of Contents Part 1 About this Guide 2 Tell UNTFOGUCTION seoteeeicech toe tee testo e ea raa eet EN 2 Part 2 Procserve Commerce Network 4 2 1 Procserve Commerce Hub Getting Started cccccccecseceeeeceeeeeeeeeeeeeeeeenseeonseeeesnseeeneeennes 4 Logging n to Procserve Commerce AUD visti rerna var carsadeatvace soy cid a ab bid TRE aes AEEA sceanrad anne 4 RETRIEVING a LOS PAS SW ONG nuiir nuraucs vince cullen tea han E E E beaannesutapnned enue eetonies 6 Rerevng a OS TUS SrA soson a AE dives ih ed dsdsseveacnamnery in E coaccamntouacveavan 8 Navigating Around Procserve Commerce Hub ccccesssssssessseessesssessescseeseeeseeesaeesaeesaeesaeesaeesaaeaaeesaesseeeaaeaas 10 WI PROMIG a iran en a maaueatig E nob cackuaoie Waa vcevtaceaconcs E A A ean AA 12 moin A PV ONG ES A E A E E E 14 WHOS KING YOU ACCOUNT rreran T EE E E O oN daa naceecnacsanys 16 Ghanging My Password oirean i e E E E a a E 18 Giving Feedback on Procserve Commerce HUD 2 0 0 0 ccceeceeeesennneeeeeeeeeeeeeseseseceeeaeeeeeeeeeeeessesssseeeeneeeaeeeeeeeeess 19 2 2 Procserve Commerce Hub Main Menu c ccccecceeeeceeeceeeeseeeeeeeeneeeenseseeseseeseseseneeennes 20 VET VICE eraa tea deesreslebas An esa neld aul Guetuee a Corede eee amas ease seat aes te oe sh acte
117. ocserve Commerce Hub Administration 71 Managing your Users Hello Admin You last logged in today 7 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Web Services Accounts Catalogue Access Management Catalogue Management User Management Browse Users 7 General Roles Classification Views Mr Super Buyer 123 Buckingham Palace Road Default address London SW1W 9SR United Kingdom 4 When complete click Save at the footer of the page Note You can also edit the roles the user has access to on the Roles button Procserve Holdings Limited 2012 C CS procserve Procserve Commerce Hub Administration 72 Managing your Users 2 3 4 4 Editing the Roles a User has in an Organisation Overview At any time you can amend a users role they have within an organisation To edit the roles of a user 1 Click on the Administration tab Hello Buyer_ You last logged in yesterday 25 July My Profle Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management 2 Click on User Management 3 Click on the user you wish to edit the roles for Hello Nasir You last logged in today 14 August MyProfile Feedback Logout ProcServe Administration Root Management Network Management Community Management Comm
118. ocserve to the Supplier C opened or read by Supplier within the Supplier Portal d adocument was downloaded or uploaded by the Supplier using SWS or SPConnect If an invoice has been sent against the purchase order and its associated date A visual representation of the document onscreen A full timestamp audit trail of the document through the Procserve Trading Network The last status of the document e g relayed to a Supplier or an invoice has been received The Document Tracker also offers the ability to set filters to refine your searching and both show these results onscreen or download them in a Microsoft Excel The searchable fields currently available include a el Document ID Supplier Name Date From and To Document Type Event Type Any combination of these filters details can be selected to enhance and restrict the search results C Procserve Holdings Limited 2012 G V procserve Procserve Commerce Hub Main Menu Document Tracker 2 2 4 2 Using Document Tracker To view the Document Tracker 1 From Main Menu click on My Transactions Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout ProcServe Emcee Administration Home f My Transactions Catalogue Shopping Raise a Free Text Order Create anew Request for Quote Supplier Directory 2 Click on Document Tracking Hello Admin You last logged in today 7 August MyProfile Feedback Logout ProcServe Ee
119. ocument Type Document Type 1584 4575 4575 0000000032 4573 4575 4575 4575 1568 0000000076 4566 1568 1568 1568 4562 4562 4562 4562 0000000069 4559 4554 1554 4554 4554 4554 1554 1547 1547 4547 4545 4545 4545 4545 Purchase Order Request For Quotation Quote Invoice Purchase Order Quote Request For Quotation Request For Quotation Quote Invoice Purchase Order Quote Request For Quotation Request For Quotation Quote Quote Request For Quotation Request For Quotation Invoice Purchase Order Quote Quote Quote Request For Quotation Request For Quotation Request For Quotation Request For Quotation Request For Quotation Request For Quotation Request For Quotation Request For Quotation Request For Quotation D Procserve Commerce Hub Main Menu E F Last updated dat Last updated dat Last event 06 Aug 2012 03 Aug 2012 03 Aug 2012 03 Aug 2012 03 Aug 2012 03 Aug 2012 03 Aug 2012 03 Aug 2012 03 Aug 2012 03 Aug 2012 03 Aug 2012 03 Aug 2012 03 Aug 2012 03 Aug 2012 03 Aug 2012 03 Aug 2012 03 Aug 2012 03 Aug 2012 02 Aug 2012 02 Aug 2012 02 Aug 2012 02 Aug 2012 02 Aug 2012 02 Aug 2012 02 Aug 2012 02 Aug 2012 01 Aug 2012 01 Aug 2012 01 Aug 2012 01 Aug 2012 01 Aug 2012 01 Aug 2012 01 Aug 2012 09 10 BST 11 47 BST 11 43 BST 11 42 BST 11 41 BST 11 41 BST 11 40 BST 11 40 BST 09 35 BST 09 34 BST 09 33 BST 09 33 BST 09 31 BST 09 31 BST 09 12 BST 09 11
120. on to PCH as administrator 2 At home page select Administration menu then select User Management 3 Click on Add a new user Hello Admin You last logged in today 15 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management f Supplier Registration Catalogue Access Management Catalogue Management User Management Search users Go Browse Users 6 10 Feb 2012 ENABLED Super Nas Buyer_ Administrator Basic User Admin Nas Alex Kentish nasir ahmed18 procserve org nasir ahmed55 procserve org nasir ahmed60 procserve org nasir ahmed16 procserve org alex kentish11 procserve org super_nas strn011 buyer_administrator strn011 basic_user strn011 admin_nas strn011 alexkentish strn011 deborahshadare strn011 20 Jul 2012 26 Jul 2012 10 Feb 2012 27 Jun 2012 27 Jun 2012 07 Aug 2012 sous sername toi ats orname Deas Dt ote 07 Aug 2012 26 Jul 2012 23 Jul 2012 28 Jun 2012 28 Jun 2012 Deborah Shadare deborah shadare12 procserve org Showing 1 to 6 of 6 users 4 Complete the form from dropdown menu select the appropriate role for the user and click on Add this user button Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Administration Managing your Users User Management Browse Users 6 Add a new user Step 1 Add user information Title First name Last name User Name Thi
121. onfiguring Catalogue Workflow 4 3 3 Configuring Catalogue Workflow The workflow for the catalogue now needs to be configured to ensure that the necessary people from the buyer and supplier organisations are notified by email of catalogue changes and perform the appropriate administration duties for a particular catalogue The workflow also determines if any steps are automated for example supplier review in an initial load as well as export options Such as scheduling Note The person people selected for each workflow step is used to trigger an email notification and to give permission to users to complete tasks 1 Select the catalogue workflow option 2 Set up the email settings as required Search for the relevant hybrid community in the organization search field on the top right Workflow E mail settings Automation settings Release settings Update expected Search Organization TEST Import blocked Supplier review Buyer review Release scheduled Productive Replaced K Search results Selection System Administrator Premium Content Manager Griftiths Tani TEST Save 3 Click on the relevant users and click on the select button repeat as necessary Procserve Holdings Limited 2012 C G S Dprocserve Hybrid Community Catalogue Initial Load Configuring Catalogue Workflow E mail settings Automation settings Release settings Update expected Search Organization
122. ou and your organisation Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Getting Started Navigating Around Procserve Commerce Hub Main Menu Options Note Dependant on your organisation set up and roles you have been given you may not have access to some of the menu options 1 Home shows the homepage and any news feeds 2 My Transactions My Transactions captures your own and your organisations transactions From within My Transactions you can perform any approvals that may be required on specific document types You can also view inbound documents and documents you have created 3 Catalogue Shopping You can access the marketplace and shop for catalogue items 4 Create a new Free Text Order You can shop for non catalogue items This tool provides a method to keep all transactions within Procserve Commerce Hub 5 Create a new Request for Quote RFQ You can create a Request for Quote RFQ for any good or service where you require a competitive procurement process to take place 6 Supplier Directory Supplier Directory allows you to view all suppliers registered on the Procserve Trading Network who are available in your marketplace Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout ProcServe ETc Administration Home My Transactions Catalogue Shopping Raise a Free Text Order Create anew Request for Quote Supplier Directory Administration Menu Op
123. ows the conversion of virtually any document in virtually any application to be universally distributed read and stored Where a Supplier provides a Catalogue to a single buying Organisation under contract or agreement with that buying Organisation The entire management process from import to release of data Standard processes distribute tasks to responsible users and can automatically start operations like Catalogue exports In some buying Organisations credit or charge cards which are used for purchasing supplies Also known as Purchasing Cards or GPC s 0 Gis Procserve The PCB is a Microsoft Excel spreadsheet used to contain data that defines catalogues and Catalogue item data A macro Check Data can be run to check that the data is correctly formed Once data has been checked a BMECat file q v can be generated The BMECat file can then be imported onto the Catalogue Management system Procserve Catalogue Builder PCB Where a Supplier provides a Catalogue for use by multiple Public Catalogue buying Organisations under contract or agreement with Buying Solutions see also Shopping Lists A saved list of regularly Recurring Requisition purchased items A recurring requisition can be used to add items to a requisition instead of searching catalogues Request for purchase which may consist of items from various Suppliers grouped and ready to submit for approval or ordering A requisition is usually converted int
124. pelling mistakes e g recieved will find received Similar The system will use a wider scope and broaden the search based on the Procserve Holdings Limited 2012 0 Gis Procserve Overview of Catalogue Searching 8 information you used in the search field For example if you searched for towel you could return trowel This table below shows what fields are searched and how they are searched based on which slider bar setting is selected Slider Item Short Long Keywords Supplier Manufacturer Manufacturer bar Number Description Description Name Item Number Name setting Toleran Begins Tolerant Tolerant Contains Contains Begins With Contains t With With When a search term is entered the results may include where the word s appear in any order in e A single field e Across one or more fields e g one word in short description and one word in supplier name Using the System Example You would like to order some A4 Books You decide to type A4 Book in the search field and click search The system will perform a search for each word individually and return items where one of the words exists in one of the searchable fields Some typical examples of the types of results you can expect to see from this search are below with the words returned by the search in bold Supplier Part Short Description Long Description Supplier Name No Z1A223 A4 Paper A4 Reams Note Book and Paper Pad in various
125. r complex products and services OTIS helps you manage the procurement process so you can ensure that you get the goods and services you need when you want and at the price you have agreed OTIS enables you to e Create requisitions from the catalogues available to you via the ProcServe Trading Network or by using free text ordering e Ensure that all requisitions are forwarded for approval by the appropriate budget holders e Generate purchase orders and other procurement documents and transmit these electronically to suppliers 3 Click on Organisation Management Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management 4 Open Classification Views Module Click on the Classification Views link as indicated in the below image Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Administration Administering Procserve Commerce Hub Hello justin You last logged in today 6 May MyProfile Feedback Logout Administration Community Management Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management Organisation Management System settings Classification Views Editthe overview 5 Creating a new Classification View To create a new classification view click
126. ration 70 Managing your Users 2 3 4 3 Editing an Existing User Overview You can edit the basic details of a user in User Management To edit a user 1 Click on the Administration tab Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management 2 Click on User Management and then the link of the user you wish to add to an organisation Hello Nasir You last logged in today 14 August MyProfile Feedback Logout ProcServe Administration Root Management Network Management Community Management Community Registration Organisation Management User Management Supplier Registration Buyer Registration Catalogue Access Management Catalogue Management User Management Search users o Browse Users 56 Add a new user Emai adaro sername menassa Do a te Nasir Ahmed nasir ahmed procserve com nasirahmed proc 11 Nov 2011 14 Aug 2012 O Henry oh10 paconsulting com ohenry proc 15 Aug 2011 07 Aug 2012 A Smith andrew smith procserve com asmith proc 19 Mar 2009 21 Jun 2012 a smith 349363296d procs co uk asmith01 proc 21 Jun 2012 21 Jun 2012 ENABLED angela Hatchman angela hatchman procserve com angelahatchman proc 25 Nov 2011 31 May 2012 3 Click on Edit general information Procserve Holdings Limited 2012 G5 Procserve Pr
127. rganisation name DUNS Number Marketplace s Address details 123 Buckingham Palace Road PS Demo Buyer 1 990844632 PS Demo Community London Add Share SW1W 9SR Cambndge Technology Unit PS Demo Buyer 2 990644986 PS Demo Community Melbourn SG8 6DP Showing 1 2 of 2 organisations Click Add Share against Buying organisation that require access to that catalogue PS Demo Community Manage Catalogue Sharing ANYONEV2 LTD PSDC Shared with whole community Shared with specific organisations within my community The following shares has been added to this catalogue Shares added Shared with TRE PS Demo Buyer 1 Shared with specific organisations PS Demo Buyer 2 To remove the sharing classification of your catalogue from selected Buying Organisations simply click Remove for that particular Buying organisation from the list of shares Procserve Holdings Limited 2012 C CS procserve Procserve Commerce Hub Administration Hybrid Communities Shares added Shared with x Remove x Remove x Add a PS Demo Buyer 1 Shared with specific organisations PS Demo Buyer 2 ORGANISATION MANAGEMENT As a Buying Organisation that is part of a Hybrid Community you have the ability to subscribe or unsubscribe to catalogues that have been shared with you Under the Catalogue Sharing tab it will provide a list of shared catalogues either from the Community or other Buying organisations
128. rly marked along clocks country flags and statistics Size O30 with time zone clocks Size 37x59 x 1200mm Scale 1 34 000 000 320 miles 1 hh s0001 inch Laminated MMOS271 Unit of 1 1 Purchase Giuantity Image Further tem Information URL tem Information URL documents 5 Differences are highlighted as shown in the above image 6 On the Compare Page you can Click the Remove Icon to remove the relevant item from the Comparison List Click the Add to Cart icon to add the relevant item to your shopping cart Remove Item Add to Cart Empty Compare List Click this icon to close the Comparison window and empty the Comparison List C Procserve Holdings Limited 2012 G S PIOCSCTVO 109 3 6 Smart Forms Overview This section describes Smart Forms and how to use them What is a Smart Form A Smart Form is used in certain catalogues to capture additional information that is typically unique to the particular purchase Smart Forms enable the supplier to create user defined fields which can be either free text or drop down lists Each field can be specified as either mandatory or optional with those fields that are mandatory needing to be completed before you can check out Completing the Smart Form The Smart Form is contained within the items details of the line item Lies Sal ri ph amp LE ale Ls A rocServe Jy Administration amp bog ot Currency G Es gi Harmat pape Caio march Topp Hasket ELJ Shopp
129. rocServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management f Catalogue Management A new window will open and the Catalogue Home page is displayed Proc S e rve Logged in as amp robertpetheram proc amp Log off Currency Eels ee Home page Catalogue search Suen cas m O Shopping lists News 4 Open Administration Module Click the Administration link as indicated in the above image The Administration module is displayed expand the User area and click on your Organisation name ProcServe Home page Catalogue search Shopping Basket FX re Toni Test Migration Organisation eh Catalog views Faq Classification views 5 Select the user you wish to amend the assigned classification views of A list of users will appear on the right had panel Please note that a user must have punched in to the Catalogue Search System to appear here as they are auto created based on a template user In order to amend the views that users get as standard when they first access you need to amend the template user which has userid _ Template To select the user click on the link with the user s identifier Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Administration Administering Procserve Commerce Hub Shopping Basket Ei Shopping lists User Accounts in the organization Toni Test Migration Organisation Here you can
130. rocserve Holdings Limited 2012 C G S procserve Hybrid Community Catalogue Initial Load Importing The Catalogue Tranter Catalogue file Source Documents and Settings LOMAT My Documents201 1 Consutting Testingi4 3iTES Progress File transfer E Hote Select the catalogue file you want to transter here and confirm by clicking on Transter 5 During the import process catalogue manager will stop the import and you will be prompted to run a catalogue analysis Click on the catalogue analysis link Ei Catalogue analysis 100 EEE SS SSS The catalog data are not complete Please open Catalogue Analysis to add the missing data T Technical validations Content validations Import preparations Catalogue import G Hote 6 Verify the details in the catalogue analysis pop up window Procserve Holdings Limited 2012 CS procserve Importing The Catalogue gt Catalogue analysis Windows Internet Explorer Delete Cancel Continue analysis Catalogue recipient buyer Buyer name Supplier Supplier name Catalogue Catalogue identifier Catalogue name Catalogue statistics Note Check the buyer and supplier are Found If not click on cancel to exit the import and correct the Catalogue data System data Hybrid Community Catalogue Initial Load Bar 43 Muli Buyer Test Bar 43 Muli Buyer Test Found Catalogue data System data PServe 4 3 Test Supplier PServe 4 3 Te
131. rticular way e g packing tape and you get no results when searching try searching for variations e g parcel tape f you have problems finding supplier catalogues or products and have exhausted all other tips and hints please call or email the Procserve service desk Do not try to search for words such as a an and are as at be but by for if in into is it no not of on or such that their the then there these they this to was wil with etc as they will be excluded from the search f you need further help or guidance please use the online help Procserve Holdings Limited 2012 es ee Procserve Holdings Limited 2012 CS procserve Troubleshooting 180 5 4 Troubleshooting cannot find a supplier in the supplier directory don t understand why I am getting some results in my supplier directory search cannot delete a user cannot see the private catalogues that am loading in my classification view My shopping cart has contents in it that didn t add cannot find the same products as my colleague have loaded a catalogue and have assigned to a classification view but my users cannot see the items within the marketplace 2 G5 Procserve Try changing search term as the organisation may have registered their full name or with a different abbreviation Try searching by the supplier s DUNS Contact the supplier to confirm their details The search does not on
132. s will be generated by the system Email address Confirm Email address Organisation SATURN LTD Default address The Red Building Hoe Street Walthamstow E17 4SD Telephone number Fax number EJ Preferred language English UK Document notifications Receive email notifications for new documents Buyer super user Buyer super user Upon completing the form and clicking on the Add this user button you will receive two emails one containing username and second containing a temporary password Note The temporary password is one time use only you will be asked to change the temporary password as you login for the first time TIP Copy and paste your username password from your emails instead of typing in manually Below are examples of one of two email the user receives Email with username Hello Super Welcome to the Zanzibar eMarketplace Your account has been set up and you can now access the marketplace at any time from your Internet browser To access your account you will need both your User Name included below and your Password which will be sent in a separate email for security reasons Your User Name is super_demo strn011 Once you have received your password you will be able to log in at buyers procserveonline com otis login html marketplaceld 2 amp locale en GB It is recommended that instead of typing the User Name try copying and pasting it into the login screen using the following st
133. sers Hello Admin You last logged in today 7 August MyProfile Feedback ProcServe Administration Organisation Management User Management Supplier Registration Web Services Accounts Catalogue Access Management Catalogue Management User Management Browse Users 6 General Roles Classification Views DISABLED Mr Super _Nas Status is 6 To Enable a user Tick the box to amend to the require status Note You will have to provide comments in the box to state why this action has been taken for audit purposes Hello Admin You last logged in today 7 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Web Services Accounts Catalogue Access Management Catalogue Management User Management Browse Users 6 General Roles Classification Views tay Mr Super _Nas Status Enable account Enabling this account will allow this user to access the system again The user has returned to duty If you are enabling this account please add a note detailing why This note will be recorded along with your User Name and the time and date in a system log for auditing purposes 7 When complete click Save at the footer of the page Procserve Holdings Limited 2012 G5 Procserve Logout 77 Procserve Commerce Hub Administration 78 Managing your Users Hello Admin You last logged in today 7 August MyProfile Fee
134. ss Organisation Management Search Go Classification Views Catalogue Sharing PS Demo Buyer 2 My Catalogues Refresh Shared Catalogue Status Catalogue ID Supplier name Owner Access status GEMPUBLOGIC001_1 LOGICLINE GROUP LTD Public catalogue Subscribed Unsubscribe GeM TestVer41_001_1 Test Version 41 supplier Public catalogue Subscribed Unsubscribe GeM_DMBRTEST_001_1 DM Branding Test Public catalogue Available Subscribe PSDC_ANYONE_001_1 ANYONE LTD PS Demo Community Available Subscribe TTESTPUBIMAGES DM Branding Test Public catalogue Available Subscribe Selecting Shared with whole community and clicking Add Share will display a green confirmation message C Procserve Holdings Limited 2012 G S PIOCSCTVO Procserve Commerce Hub Administration Hybrid Communities PS Demo Community Manage Catalogue Sharing ANYONEV2 LTD PSDC No sharing options are available for this catalogue The following shares has been added to this catalogue Shares added Shared with Shared with whole community PS Demo Community If you select Shared with specific organisations within my community you will then be prompted to select specific Buying organisations from the community which you can share the catalogue with Community settings Catalogue Settings Buying Organisations 2 Users in Buying Organisations 1 Catalogue Sharing PS Demo Community Share Catalogue ANYONEV2 LTD PSDC O
135. ss message Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Administration Managing your Supplier Adoption Supplier Registration Browse invited suppliers 1 Top targeted suppliers 0 Now enhanced suppliers 1 nasir ahmed41 procserve org We recently invited you join the ProcServe Trading Network notice that you haven t yet registered a The ProcServe Trading Network is SATURN LTD s preferred method of sending orders to our suppliers and all our orders will be sent to you via the ProcServe Trading Network We would like you to join the ProcServe Trading Network so you can provide content for our buyers and return elnvoices At the moment we can only send free text orders to SupplierName Transacting online has advantages for both SATURN LTD and SupplierName Removing paper from our transaction processes will save both our organisations money and contribute to a greener environment I m sure you agree that manual paper processes can be time consuming inefficient and a drain on resources To find out more about the ProcServe Trading Network please visit http www_procserve com solutions and services supplier enablement services html Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Administration Managing your Supplier Adoption 2 3 3 4 Targeting your Suppliers Overview You can target certain suppliers you have invited to join the Procserve Trading N
136. st Supplier Found Catalogue data System data ZZM1_PS43 3334 ZZM1_PS43 333 4 ZZM143_PS43_ 333 ZZM143_PS43_ 333 Mot found errors in the Procserve Catalogue Builder and reload the file Note The catalogue should be Not Found which is correct as its a new catalogue 7 Click on Continue Import es Internet 8 Once the import is successfully completed the confirmation screen is displayed Procserve Holdings Limited 2012 2 C6 Procserve Hybrid Community Catalogue Initial Load Importing The Catalogue Catalogue analysis 100 _ _ Time 0 01 wv Technical validations o Entries Time 0 01 Content validations 100 SSS Saal Time 003 Import preparations 100 E Time 0 00 Catalogue import 100 Time 0 05 The import has been successfully completed Please go to the import report to investigate any Warnings that occurred 9 Click on Close if visible at the bottom of the Catalogue Import screen or click outside the Catalogue Import screen 10 The catalogue will now be in Supplier Review PVN M Grp Ugdai gape E arh lea Prodeciee Hyppii General information on import report for OF Sep 011 142641 Suppher Poaceae 5 Taal Supper Buyer UBF 2 Wut Byer Ter E MH ij iP iat Frit a e a a Catling ID era ho en a Cki fornia Bidecai 12 Procserve Holdings Limited 2012 CS procserve Hybrid Community Catalogue Initial Load C
137. st for Quote Creating an RFQ 1 Log in to Procserve Commerce Hub 2 Click Create a new Request for Quote Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout Emcee Administration Home My Transactions Catalogue Shopping Raise a Free Text Order f Create a new Request for Quote f Supplier Directory ProcServe 3 Add in the item details for the first line of your RFQ ProcSe rve Main Menu Home My Transactions Catalogue Shopping Raise a Free Text Order Create a new Request for Quote Supplier Directory Create a new Request for Quote Request for Quotation Templates Draft Request for Quotations Step 1 Add line items peene Cee e e z Attachment Step 2 Add RFQ details Step 3 Choose suppliers Step 4 Confirm details Tip Depending on what you are buying it can be good practice to put in a target price For example if you are buying some playground equipment by putting in a target price you are informing the supplier about your budget and therefore to what scale there offer should be 4 Click Add Note You can add in multiple lines to complete your RFQ 5 When complete click Next Step Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Main Menu Creating a Request for Quote Create a new Request for Quote Start Request for Quotation Templates Draft Request for Quotations Step 1 Add line items me OoOO Pens Bla
138. st to C Procserve Holdings Limited 2012 G V PIOCSCTVO Working w ith Shopping Lists 18 __ I cisplay the items Marking Shopping List You mark an item by checking the relevant Mark box in the right hand column Replace Shopping Cart yy Replace the entire Shopping Cart with all marked with Marked Items Shopping Lists Add Marked Shopping Add the all items from all marked Shopping Lists to Lists to Shopping Cart your current Shopping Cart Delete Marked Shopping a Delete all marked Shopping Lists A prompt is Lists E displayed Click the OK button to delete the marked Shopping Lists Create Shopping List Create an empty Shopping List for future use 5 Create New Shopping List You can create an empty Shopping List for future use Click this icon to display these fields Shopping lists Private shopping lists ES Company shopping lists B Group shopping lists _ Private shopping lists No private shopping lists available _ My favorites Where you can then enter the Shopping List details Private shopping list New shopping list Create new shopping list Enter a name and save it using the button in the top right corner Name Stationery Fortnightly stationery order Description The following list describes how you work with the create Shopping List page Name o Enter a name for the new Shopping List Description Enter a description for the new Shopping List Save Icon Click the Sa
139. talogue Initial Load 137 Configuring Catalogue Workflow Organizations and users Header data Languages Edition and version Agreements Close 14 The catalogue should now have a status of Update Expected Click on the catalogue to show the catalogue details in the top pane and click on the Continue without import button gt gt Productive gt Replaced gt gt Buyer review Created Supplier review Catalogue file Source No file chosen Multimedia contents Source No file chosen Progress File transfer ieee nee Gee ene 15 The catalogue should now have a status of Supplier Review ee T TTT LT inated Jellies pipH ed laH ape Procite Hpi General information on itype rapa for 07 Sep 2011 1461 Super Paya 5 Tear Super Bayer LIBE 2 Wut Bayer Ted ee re iP i Paa AEE at E e E i mE ID Para Fee R e a B CHp em Bikes 12 Procserve Holdings Limited 2012 CS procserve Hybrid Community Catalogue Initial Load Configuring Catalogue Workflow 16 Select Validate to run the validation report and then select Release to Buyer ProcServe Combed Lil coi Supplaer EHEN hip oF r Pr e n e Replaced a l Daal ieman on validation report for 02 Sep 2011 HE Fiara d Test Bappi FEB 45 Lhe pra Tini iuu Piaj iji ZE PLL T en mlam Fie ee l m 17 The catalogue will now be in Buyer Review C Procserve Holdings Limite
140. that can be used for integration with a database The Zanzibar Managed Service is the UK public sector eProcurement managed service delivered by Procserve It is available under a framework agreement to all English Wales and Northern Irish public sector Organisations Zanzibar is a web based purchase to pay P2P and electronic Marketplace solution It provides a common hosted platform for ePurchasing and elnvoicing Zanzibar Managed Service The Procserve Trading Network Catalogue Content Management System The application into which the BME cat file is imported for the creation management and approval of Supplier catalogues Catalogues are exported from Procserve Catalogue Manager to Procserve Catalogue Search Procserve Catalogue Manager Procserve Trading Network catalogue system The application into which catalogues are imported from Procserve Catalogue Manager where they are hosted for Procserve Catalogue Search C Procserve Holdings Limited 2012 G S procserve PP and ERP systems to access ZIP File A file that has been compressed for ease of transmission ZMP Forum Zanzibar Marketplace Forum Procserve Holdings Limited 2012 C G S procserve
141. the dow nload as vCard link to dow nload the supplier details as a vCard When you click the link a prompt w ill appear You can save the vCard to your computer and import it onto your mail program later The Top Targeted suppliers tab provides quick access to your most used Suppliers Clicking the blue flag w ill add the Supplier to the Top Targeted suppliers list From here you can ensure that you focus your supplier adoption strategy on the suppliers that are more important to your organisation Excel Macros f you have got macros turned off in Excel and you cannot open this file you w ill have to turn them on Open Excel Go to Tools Menu bar gt gt Options gt gt Security Tab gt gt Macro Security Button Select Medium security Close Excel When you open the Procserve Catalogue Builder you w ill need to select enable macros from the prompt You need to use the BMECat file xml and not the Excel xls file to load the catalogue Catalogues cannot be deleted If you w ant to remove the catalogue so its no longer view able use the Export Revoke functionality t is advised that the export of catalogue updates is scheduled for out of business hours as this w ill prevent the catalogue from disappearing from a user s view The time stated in the export profile determines the time updated catalogue is exported This does not affect the initial catalogue as this is scheduled manually in the export schedule When a c
142. ting and Activating a User Overview You can deactivate and activate a user in User Management To deactivate activate a user 1 Click on the Administration tab Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management 2 Click on User Management and then the link of the user you wish to activate deactivate Hello Nasir You last logged in today 14 August MyProfile Feedback Logout ProcServe Administration Root Management Network Management Community Management Community Registration Organisation Management User Management Supplier Registration Buyer Registration Catalogue Access Management Catalogue Management User Management Search users o Browse Users 56 Add a new user Emai adaro sername menassa Do a te Nasir Ahmed nasir ahmed procserve com nasirahmed proc 11 Nov 2011 14 Aug 2012 oh10 paconsulting com ohenry proc 15 Aug 2011 07 Aug 2012 A Smith andrew smith procserve com asmith proc 19 Mar 2009 21 Jun 2012 a smith 349363296d procs co uk asmith01 proc 21 Jun 2012 21 Jun 2012 ENABLED angela Hatchman angela hatchman procserve com angelahatchman proc 25 Nov 2011 31 May 2012 3 Click on Edit general information Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Administration 76 Man
143. tions Note Dependant on your organisation set up and roles you have been given you may not have access to some of the menu options 1 Community Management Within Community Management you can edit the helpdesk contact details organisations and catalogue content and views 2 Organisation Management You can view and edit the the general address details of your organisation in Organisation Management 3 User Management You can add edit and deactivate users within your organisation in User Management 4 Supplier Registration You can manage your supplier adoption in Supplier Registration 5 Catalogue Access Management You can determine which organisations and users can see what content in Catalogue Access Management 6 Catalogue Management You can upload and manage your catalogue content in Catalogue Management Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management Procserve Holdings Limited 2012 C G S procserve Procserve Commerce Hub Getting Started My Profile 2 1 5 My Profile Overview Within the My Profile you can edit your general details and view the roles that you have Note Dependant on the roles you have been given you may not be able to see all functions in the below screenshots Viewing My Profile 1
144. tiple Buyer Catalogue and may be enhanced with Buyer specific data When the contents of an Assortment Catalogue is defined the item data is not copied but referenced to the original source Catalogue Assortment catalogue re Procserve Catalogue Manager A list of all actions that occur during the processing of a requisition or purchase order that Procserve Purchase to Pay Audit Trail re P2P records and automatically time and date stamps which is visible to all the parties who have permission to view the order BASDA Business Application Software Developers Association The Bundesverband Materialwirtschaft Einkauf und Logistik The Federal Association for Material Management Purchasing and Logistics based in Frankfurt Germany BME Re Procserve Catalogue Builder amp Procserve Catalogue Manager BMEcat data format is a widely used international standard for the exchange of product data catalogues between Supplier and purchasing Organisations This standard is BMEcat used by the Procserve Trading Network for the creation and exchange of Catalogue data within the Procserve Catalogue Builder Procserve Catalogue Manager and Procserve Catalogue Search Web http omecat de The user interface to the Procserve Trading Network is Browser through your standard Web browser example Microsoft Internet Explorer or Netscape Navigator C Procserve Holdings Limited 2012 G S procserve See also Assortment Catalogue
145. to implement these commerce solutions and exploit their capability The level of services provided are entirely flexible C Procserve Holdings Limited 2012 G V procserve Procserve Commerce Network Procserve Commerce Hub Getting Started Logging on to Procserve Commerce Hub 2 Procserve Commerce Network 2 1 Procserve Commerce Hub Getting Started 2 1 1 Logging on to Procserve Commerce Hub 1 Navigate to the Procserve Commerce Hub URL https buy ers procserveonline com otis login html marketplace procserve You will be presented with the log in screen ProcServe Hello Welcome to the ProcServe marketplace everything you need to conduct electronic trading in one fast flexible and secure managed service Login User Name Password Login Forgotten your password Forgotten your User Name Unlock Account 2 Enter your username and password Tip You will have received these via email It is sometimes easier to copy and paste the system generated password ProcServe Hello Welcome to the ProcServe marketplace everything you need to conduct electronic trading in one fast flexible and secure managed service Login User Name buyer_administrator strn011 Password eesseeeeeceeeee Login Forgotten your password Forgotten your User Name Unlock Account C Procserve Holdings Limited 2012 G S procserve Procserve Commerce Hub Getting Started Logging on to Procserve Co
146. u will be presented with the log in screen at log in screen 2 Click on the Forgotten your username link ProcServe Hello Welcome to the ProcServe marketplace everything you need to conduct electronic trading in one fast flexible and secure managed service Login User Name Password Login Forgotten your password Forgotten your User Name Unlock 3 Enter your email address ProcServe To recover your User Name please enter your email address below and we will send you your User Name Recover your User Name Email address buyer_administrator procserve com Procserve Holdings Limited 2012 G S procserve Procserve Commerce Hub Getting Started Retrieving a Lost Username 4 Click Submit Note Your username will be sent to you via email as an example below Hello Buyer_ We received a request for your User Name to be resent to you Please see below Your User Name is buyer_administrator strn011 Using this and your Password you can now log in to the eMarketplace at saturn buyers procserveonline com otis login f laceld 2 amp locale en GB The first time you use this password you will be asked to change it to something more memorable for you It is recommended that instead of typing the User Name try copying and pasting it into the login screen using the following steps 1 Highlight the User Name making sure there are no spaces at the beginning or the end 2 Right click
147. ue Management Supplier Registration Search top targets Go Browse invited suppliers 5 Top targeted suppliers 1 Now enhanced suppliers 6 Invite a new supplier aon Jos Jeres Yo pa Ey SCIMITAR CAPITAL LTD 211778393 Nasir Ahmed nasir ahmed2 procserve_org 21 Nov 2011 Showing 1 1 of 1 suppliers Toggle all With the selected send them a reminder email x co Now enhanced suppliers Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Administration Managing your Supplier Adoption You can view the suppliers you have invited that have registered on the Procserve Trading Network and the status they have achieved There are three types of enhanced suppliers Bronze supplier has agreed the terms and conditions and now has access to the Supplier Portal Silver as Bronze and the supplier has provided content Gold as silver and the supplier has some form of back office integration Hello Admin You last logged in today 7 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Web Services Accounts Catalogue Access Management Catalogue Management Supplier Registration Invite a new supplier Supplier name P _ a ED c GERMAN LTD Nas Ahmed e n an 734120640 nasir ahmed4 procserve org a i dei ep MICROTRONICS LTD Nasir Ahmed a a 494977804 naz4tech gmail com 03 Dac 20N EA ES CR MICROTRO
148. umber C Procserve Holdings Limited 2012 G V procserve About Procserve Suppliers and Buyers 5 2 About Procserve Suppliers and Buyers This provides and overview of the supplier and buyer relationship You can view a map that describes how the Procserve Trading Network enables supplier and buyer activities The following image shows the activities for each type of Supplier Supplier Relationship Activity Map The main activities in the Supplier process Supplier s Procserve Gresmed 18 12 2008 amended 17 03108 Amended sy Nick Anderson f i ic i il 5 7 Boe l Basic Supplier Upgrade to Purchase Orders by email Enhanced Supplier email POs Yes I I l Registration Portal Login to Registration Portal Obtain DUNS if necessary Enter DUNS l Enter basic details i Accept Terms and Conditions I Supplier Portal Login to Supplier Portal Maintain Users Maintain Organisation Maintain Document formats Process Orders Create Invoices Credit Notes etc MIS etc Send Purchase Orders Receive Electronic Invoices Enhanced Supplier Bronze As Basic plus Purchase Orders raise etd da Invoices Credit Notes MIS etc res Send Catalogue to Buyer for validation and upload vend Catalogue updates to Buyer for validation and upload Purchase from Catalogues Maintain cataloques I Enhanced Supplier Silver
149. ument tree which you can expand to review Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Main Menu Creating a Request for Quote Quote number 0000000003 15 Jul 2012 13 12 BST From NAZ4TECH LTD 32 THEOBALD ROAD Deliver to SATURN LTD LONDON Admin _Nas SATURN LTD E17 8JQ Hoe Street United Kingdom Walthamstow London E17 4SD United Kingdom Target delivery date 31 Jul 2012 Pomo poemon uaniy upre Tore Toxemount Tole Pens Black in ball point pens 200 Each 0 80 VAT 20 32 00 192 00 Supplier comments Document history You received Quote 0000000003 from NAZ4TECH LTD on the 15 Jul 2012 Raised on the 15 Jul 2012 Tip You can also revew an RFQ by viewing the original RFQ at looking at the quotes at the footer of the document Quote evaluation Quotes received 3 Average price 204 80 192 00 NAZ4TECH LTD Lowest price quotes 206 40 NAZ LTD 216 00 NAZ STORES LTD Quotes received ordered by total price with lowest first Quote 0000000006 NAZ4TECH LTD Total price 192 00 Quote 0000000031 NAZ LTD Total price 206 40 Quote 0000000023 NAZ STORES LTD Total price 216 00 Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Main Menu Creating a Request for Quote 2 2 2 4 Closing an RFQ Overview This section shows you how to close an RFQ Click Choose this Quote as
150. unity Registration Organisation Management f User Management Supplier Registration Buyer Registration Catalogue Access Management Catalogue Management User Management Search users o Browse Users 56 Add a new user Sae unore name Eman adn sername menades Do ne Nasir Ahmed nasir ahmed procserve com nasirahmed proc 11 Nov 2011 14 Aug 2012 O Henry oh10 paconsulting com ohenry proc 15 Aug 2011 07 Aug 2012 A Smith andrew smith procserve com asmith proc 19 Mar 2009 21 Jun 2012 a smith 349363296d procs co uk asmith01 proc 21 Jun 2012 21 Jun 2012 ENABLED angela Hatchman angela hatchman procserve com angelahatchman proc 25 Nov 2011 31 May 2012 4 Click on Roles to edit their roles in the organisation Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Administration 73 Managing your Users Hello Admin You last logged in today 7 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Web Services Accounts Catalogue Access Management Catalogue Management User Management Browse Users 7 Classification Views Mr Super Buyer Hello Admin You last logged in today 7 August MyProfile Feedback Logout ProcServe Administration Organisation Management User Management Supplier Registration Web Services Accounts Catalogue Access Management Catalogue Management User Management Browse Us
151. ve icon to validate and if valid save the new Shopping List There are no items in this new Shopping List You will need to add items to this Shopping List if you wish to use it 6 Working with Shopping List Items When you click on the name link for a Shopping List the contents of the list are displayed Procserve Holdings Limited 2012 C G S procserve Working w ith Shopping Lists Private shopping list fortnightly stationery order B A tem no Short description Supplier Service provider Lead time Price Quantity Amount O YRX13485 Rexel Agenda2 Stationery Sorter Charcoal 2101037 Supplies For Schools Ltd 1 day 10 13 feach 1 1013 E WWR21718 Gel Pens Red MERSEYSIDE PAPER SUPPLIES 1 day 2 95 pack 4 295 F WK26040 Ball Pens Black MERSEYSIDE PAPER SUPPLIES 1 day 1 98 pack 4 1 58 O 012426 30CM WHITE RULERS PACK OF 100 The Consortium for Purchasing and Distribution Ltd 2 days 12 99 pack 4 12 99 F c20 C20 Erasers MERSEYSIDE PAPER SUPPLIES 1day 225 pack 1 2 25 oO MYA3 Mycopy 43 copier paper MERSEYSIDE PAPER SUPPLIES 1day 475iream 1 475 F The following list describes how you use the Shopping Items list page Show Item Details You can click the Short Description for an item to view item details Quantity You can change the quantity for an item Marked Box Check the box for each item you to apply a particular action to for example deletion or add to favourites Save Changes Cli
152. ve org Payment Invoice Special instructions Document history This RFQ has yet to be submitted Template Name Pens 08 2012 Save Cancel 4 Enter a suitable name and click on Save button to save your RFQ template Procserve Holdings Limited 2012 G S procserve Procserve Commerce Hub Main Menu Creating a Request for Quote Create a new Request for Quote Start Request for Quotation Templates Draft Request for Quotations Create a new Template Ce es oe Pens_08 2012 NAZ4TECH LTD Demo 200 0 Black ink ball point 09 Aug 2012 use Z Edit G Supplier pens Editi Text Books 08 2012 ProMatrix NAZ LTD 200 0 Lined A4 ring bind text 09 Aug 2012 2 Edit amp books Eu Showing 1 2 of 2 templates If you need to use the template click on Use button the RFQ process will restart from the beginning where you can edit RFQ details change add or remove suppliers and change delivery date In the list of saved templates three buttons are displayed Use This button allows to reuse the saved template and complete the process of submitting RFQ Edit This buttons allows you to edit the template where you can add more lines and add or remove suppliers Note In the edit mode you will not be able to change the delivery and invoice address and you will not be able to set the delivery date Delete This allows you to delete the template from the list Procserve Holdings Limited 2012 G5
153. vices 210340911 LONDON W5 4QA Invite this supplier 4 South Ealing Road ATLAS DEPOSITS LTD 216733129 LONDON W5 4QA ATLAS PROPERTY LETTING amp SERVICES 769996786 LONDON W5 4QA 4 South Ealing Road 16 Seagrave Road The Atlas 213453967 LONDON SW6 1RX 9 Add the contact details for the supplier and click Invite this supplier Step 3 Add contact details for the supplier mswmm pe Email address Order email address You should then get a success message ce procserve Procserve Holdings Limited 2012 Procserve Commerce Hub Administration Managing your Supplier Adoption Supplier Registration Search suppliers Go Top targeted suppliers 3 Now enhanced suppliers 58 Invite a new supplier em Jee Jeee O pree e Jee F The Atlas 213453967 Atlas Man nasirahmed60 procserve org Jupiter Buyer Ltd 07 Aug 2012 COMPAY LTD 458973823 A Company nasir ahmed5 procserve org Jupiter Buyer Ltd 01 Aug 2012 Procserve Holdings Limited 2012 CS procserve Procserve Commerce Hub Administration Managing your Supplier Adoption 2 3 3 3 Reminding Suppliers to Join Overview Once a supplier has been invited to join the Procserve Trading Network you can remind them to complete their registration Sending reminders to suppliers 1 Click on the Administration tab Hello Buyer_ You last logged in yesterday 25 July MyProfile Feedback Logout ProcServe Administr
154. view MITRE MESH PANNELLED BALL SACK BLACK 13 95 Bulk PK Pencils HB 14 99 Map Marketing World Political Laminated Map BEX 17 95 6 Computer Gear headset 5 84 Text View Text view MITRE MESH PANNELLED BALL SACK BLACK 13 95 Bulk PK Pencils HB 14 99 Map Marketing Yorld Political Laminated Map BEX 17 95 Computer Gear headset 5 84 e Item Details Click an Item description to view the Item details e Add Item to Shopping Cart Click this icon S Addto Basket 4 add the item to your Shopping Cart 4 Working With Your Favourites List You can delete items add multiple items to the Shopping Cart or add items to a Shopping List using the Favourites List within the Shopping Lists tab 5 In the Catalogue navigate Shopping Lists gt gt My Favourites hopping lists My favorites B A Company shopping lists ea temno Short descrigtion Supplier Service provider Leadtime Price Guentty Amount O rivate shopping lists 4 my Toria i PSGD80301 MITRE MESH PANNELLED BALL SACK BLACK Davies Sports 4 days 13 95 each Pa 13 95 O GPS500HB Bulk PK Pencils HB MERSEYSIDE PAPER SUPPLIES 1 day 14 99 pack 4 14 99 d VMM30001 Map Marketing World Political Laminated Map BEX Supplies For Schools Ltd 1 day 17 95 feach eal 17 95 oO 40376598 Computer Gear headset Equanet 5 days 5 64 feach ea 5 84 oO 6 The following list describes how you work w
155. y basic commodities or complex products and services OTIS helps you manage the procurement process so you can ensure that you get the goods and services you need when you want and at the price you have agreed OTIS enables you to Create requisitions from the catalogues available to you via the ProcServe Trading Network or by using free text ordering Ensure that all requisitions are forwarded for approval by the appropriate budget holders Generate purchase orders and other procurement documents and transmit these electronically to suppliers Receive electronic invoices and other related procurement transactions from suppliers Manage and view all of these documents in a simple inbox outbox based environment Control your spend using the document history and audit trails to provide easy visibility for you and your organisation Note The menus that you are presented with will depend on the roles your user has been given Procserve Holdings Limited 2012 G5 Procserve Procserve Commerce Hub Getting Started Retrieving a Lost Password 2 1 2 Retrieving a Lost Password Overview Should you forget your password you can generate a system password which will be emailed to your registered account Retrieving a lost password 1 Navigate to the Procserve Commerce Hub URL https obuy ers procserveonline com otis login html marketplace procserve You will be presented with the log in screen ProcServe Hello Welcome to t
156. your search rules as shown below Search Advanced search football T Feature The Feature Search allows you to filter items within your Search results that Search meet certain criteria To perform a Feature Search you need to select the Feature Search tab and a Product Class from the left hand pane before selecting from the drop down boxes the features that you wish your items returned to contain as shown below Search Advanced search Feature search Carriage Fres Modei Name Unit of Purchase Quantity 4 Filter on Search Results When you search for a specific item you will then see a filter option on the left hand side where there will be a number of options for you to choose from Options include C Procserve Holdings Limited 2012 G 5 procserve A breakdown of items per catalogue A breakdown of items per supplier A breakdown of items per Manufacturer A breakdown of items per Lead Time e Product Classes Search filter Cataloques Schools Davies Soots Cati 523 Schools Suppi Zone Cat 202 SCHSYPOCatH 78 Scans WES Arga Catt 7a Scans Atoz Catt 5d Seton s GLS Education Catt 58 Schools FN Catt 58 gt More selection Suppliers Davies Sports 523 Supply Zone 202 YAD Yorkshire Purchasing Organisation 7d NES Arnold 70 GLS Eoucationa Syeetes 55 AtoZ 54 MN 5 gt More selection Manufacturer Not specited 7 274 O MITRE 12 FA

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