Home

OPEN User Manual Release 4.6

1. e FTR Templates FTIR Templates are used to enable easy creation of FTRs You can view use or create existing FTR templates in the Free Text Requisitions Overvew Page ProcServe Holdings Limited 2012 ProcServe Buyer Menu Schools Free Text Requisitions 2 2 3 2 Schools Free Text Requisitions Overview Page Overview You use the Free Text Requisition Management Overview page to view and work with FTRs Locating the FTR Management Overview Page The following steps describes how you locate and use the Free Text Requisition Overview page 1 Navigate to Buyer Menu gt gt Free Text Requisitions 2 Creating Free Text Requisitions Click Create New Requisition to create a new FTR 3 Working with Existing FTRs The Free Text Management Overview page is displayed Free text requisition management Overview Last 1 requisitions submitted ProcServe 16 February 2009 Draft requisitions 1 yet to be submitted ProcServe 16 February 2009 Free text requisition templates 1 of 1 Add new template Art Materials 16 February 2009 You use the Free Text Requisition Overview page to view and work with your requisitions 4 The following list describes the Free Text Requisition Overview page e Last Requisitions Submitted You can view a summary list of the FTRs you have submitted You can click the Requisitions ID for a FTR to view further details e Draft Requisitions You can view a summary list of the draft FTRs you hav
2. 2 2 4 My Transactions 2 2 4 1 Using My Transactions Overview Buyer Menu You can view your transactions such as orders and drill down to view individual transaction details There is a transaction list for registered Suppliers and one for unknown Suppliers Transactions List 1 Navigate Buyer Menu gt gt Transactions 2 The Transaction page is displayed This page contains two lists My Transactions for registered suppliers and My Transactions for unknown Suppliers My Transactions for registered suppliers The image below shows a list of transactions from Suppliers registered on the system My Transactions for registered suppliers First Prev 1 2 3 4 5 OPENOO0046 OPENOO0049 OPENO0O00051 QOPENOO0050 BANKOOb8 2 QOPENOO004 7 QOPENOO0046 QOPENOO0045 QOPENOO0044 OPENOO0043 You can click on the Order ID for a transaction to view a details summary MegaHanet Secon Co MegaHanet Secon Co Secon Co Secon Co MegaHanet Secon Co MegaHanet Secon Co My Transactions for unknown suppliers The image below shows a list of transactions from Suppliers who are not yet registered on the system ProcServe Holdings Limited 2012 ProcServe 09 September 2008 09 September 2008 09 September 2008 09 September 2008 04 September 2008 02 September 2008 07 August 2008 06 August 2008 06 August 2006 06 August 2006 Buyer Menu My Transactions My Transactions for unknown suppliers
3. Overview lf you are an Authoriser you can use the User Management feature to view or change basic details for the users in your organisation You can change address and contact details change the user role type e g Purchaser or Authoriser or update the user s classification views Note For any other changes you need to contact the ProcServe service desk Locating a User Account The following steps describe how you access and use the user management feature 1 Navigate Admin Menu gt gt User Management menu option 2 The Find Users page is displayed BUYER MENU User management start Shopping Transactions Find Users Supplier Directory RFQ Ml t pss elle Search for Free Text Requisitions Service Requests ADMIN MENU User Management Web Services 3 You use the search functionality to search for the user you require by name or user ID 4 Enter a search string For example BUYER MENU User management start Shopping Transactions e Find Users Supplier Directory RFQ Management Search for Free Text Requisitions A User Steve James Serice Requests ADMIN MENU User Management Note The search is not case sensitive ProcServe Holdings Limited 2012 ProcServe Admin Menu Schools User Management 5 Click the Find button 6 The system lists the users that meet that search term ADMIN MENU Search results for james gt User Management i Add a Use
4. Working w ith Shopping Lists __ 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 Save icon to validate and if valid save the new Shopping List
5. o Re Issue an RFQ You can re issue an RFQ at any time during it s life o Withdraw a RFQ You can withdraw open RFQs e Work with Bids When bids have been received you need to know how to deal with them o Working with Bids in the system o Selecting a Winning Bid o Notify Unsuccessful Bidders When you have awarded a bid you can notify unsuccessful bidders o Unaward a Successful Bid If you change your mind you can revoke a winning bid ProcServe ProcServe Holdings Limited 2012 Buyer Menu Schools RFQ Management 2 2 2 2 The Schools RFQ Overview Page Overview You use the RFQ Overview page to view and work with RFQs Locating the RFQ Overview Page The following steps describe how you locate and use the RFQ Overview page 1 Navigate Buyer Menu gt gt RFQ Management 2 The system displays the RFQ Management Overview page RFQ Management RFQ overview Closed RFQs waiting for your action 3 1 RFQ00000004 Taxi contract 03 February 2009 03 February 2009 0 RFQO00000002 Taxi contract 03 February 2009 03 February 2009 0 RFQ00000001 Chairs for new office 09 January 2009 09 January 2009 0 Open RFQs 1 2 RFQ00000005 A4 Paper packs 80gsm 04 March 2009 04 March 2009 0 The 5 most recently completed RFQs 3 RFQ00000003 Taxi contract 03 February 2009 03 February 2009 0 Closed with no winner View all archived RFQs 3 Using the RFQ Management Overview Page The following list describe how y
6. 4 6 OPEN User Manual Release ProcServe HLE and above be tow Company Th i SY Falla a q xb EEEE EEE Facts 10 000 uirec E 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 BuyerConne
7. Long Description Supplier Name No Z1A223 A4 Paper A4 Reams Note Book and Paper Pad in various 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 ProcServe Overview of Catalogue Searching 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 us
8. N 7 Enter a Search string in the Search For box and click the Search button If your search was successful then one or more Suppliers is displayed for example Results for PROC 1 Supplier name Select company to requisition from 123 Buckingham Palace Road ProcServe London UNITED KINGDOM Select supplier SW1W 9SR Can t find a particular supplier here lf there is a supplier that you would like to send your FTR to but is not listed in our system you can manually add suppliers 7 1 Located Supplier If you have located the Supplier for your FTR then click the Select Supplier ProcServe ProcServe Holdings Limited 2012 Buyer Menu Schools Free Text Requisitions button for that Supplier The FTR Confirmation page will be displayed 7 2 Supplier Not Found If you wish to add Supplier details to the system manually click the Manually Add Suppliers link 8 Step 2 Manually Adding Suppliers to your FTR When you click the Manually Add Suppliers link the following form is displayed below the Search box Can t find a particular supplier here lf there is a supplier that you would like to send your FTR to but is not listed in our system you can manually add suppliers Manually add a supplier Supplier name Artistic Materials Lid Supplier vendor code gn1999199 Supplier email address Arie AMLcouk Supplier address 47 MonkRoaa tsts SsSCS Town Milton Keynes Post code MN oTy
9. SCHOOIS Ar Manadeineit arn a tarcnasarsuaniaeerecntetuat E a verene eid 22 Schools RFQ Management OVErVieWw ccccceececeesesseneeeeeeeeeeeeeeesseeeeeseeaeeeeeeeeeeeeessseseeseniaeeeeeeeeeeseeeeeseeeeas 22 The Schools RFQ OVerview Page senn ac hbeinds detevezsseus oye sent ee eendaveni R a a ied iene 23 Creating a New Schools RFQ ieciececets ea A E E 25 Siep dh NCCI RFO NENG a a oracnn Caanledane sed aec don ene camuanadueanerete tamu aneuches 25 Slep 2 Telus ADOUL YOUR BFO sists esce crates eet oosntint a S 27 Step 3 RFQ Choosing Suppliers to CONtACt cccccccccccccccceessssseesseeeeeeeeeeeeeeessseeseeesneeeeeeeeeeeeseesseeeeas 29 Siep 4 sGonirimralnd Publish ARG sctc ccesmacieehdesieverniaeidaaseineded abe dina cen aare a eneoane te 32 The Schools ARG Details PAG eC sn sxetstatt ssc besstebetsassetnn En A 34 Schools Free Text Regus tons ar ernia ames ousiebe Geeeo teva ai ean tee eet cr edaens 39 Schools Free Text Requisitions Overview ccccsssccccececeeeeeeeeeseeeeeeeaeeeeeeeeeeeeeeesesseeesieaeeeeeeeeeeeeseeeseeeeas 39 Schools Free Text Requisitions Overview Page ccccccccccccccceccsssssseseeseeeeeeeeeeeeeeseseesetisaeeeeeeeeeeeeesseseeeeas 40 Greaun al SC MOOIS FIR saiversss au west usunot odteesammnersTadsieuc T a gee ane maticaaat 41 SChOols FITR Details PaAGG ccc ice isons A N vorrei exgaediuad aust eucne Sune caunmienaneseaes 45 Working with Schools FIR Template Sinci a a beet bichdi
10. You enter these details 8 1 Supplier Name You must enter a name for the Supplier 8 2 Supplier Vendor Code You must enter a code for the Supplier 8 3 Supplier email Address You must enter a valid email address for the Supplier 8 4 Supplier Address If you wish you can enter the Supplier s address 8 5 Town If you wish you can enter the Supplier s town 8 6 Post Code If you wish you can enter the Supplier s post code 9 Click the Add button when you have entered the require details 10 If the details are valid they will be saved to the system and the FTR Confirmation page displayed 11 Step3 FTR Confirmation Page When you have entered items and selected a Supplier for your FTR the FTR Confirmation page is displayed ProcServe Holdings Limited 2012 ProcServe Buyer Menu Schools Free Text Requisitions Confirmation Details Request Creation date 16 February 2009 Number of items 1 Items List Oil Paints FF1 Oil Paints 1 Each 20 00 Total 20 00 Supplier Artistic Materials Ltd 47 Monk Road Artie AML co uk Milton Keynes MN42 STY Is this correct Submit this requisition Save as draft Edit before publishing 12 You can view details and perform the following tasks 12 1 Edit Before Publishing Link Click this link to return to the FTR Step 1 to check or amend details 12 2 Submit This Requisition Button Click this button to submit the requisition The FTR is added to the Submitted list in the
11. description measure Paper A4 S0gsm 100 00 Boxes 1 99 499 00 Pack recyled Total without 499 00 tax 9 3 The item is removed 10 Finishing Adding Items When you have added all the items to the RFQ click the Tell us about this RFQ ProcServe ProcServe Holdings Limited 2012 Buyer Menu 27 Schools RFQ Management 2 2 2 3 2 Step 2 Tellus About your RFQ Overview In step 2 of the Create New RFQ wizard you add details to your RFQ The following steps describe the Tell us About this RFQ wizard page 1 The Tell us About this RFQ Wizard Page After you have finished Adding RFQ Items the Tell us About this RFQ wizard page is displayed Next Step 3 Choose suppliers to contact gt Tell us about this RFQ Bold fields are required Name and describe your RFQ Name ID Comments o You can only enter up to 250 characters 2 The following list describes the Tell us About this RFQ wizard page 2 1 Basic Details You can add a Name ID mandatory and some comments optional For example Name and describe your RFQ Name ID Paper04020209 Comments fist be recycled You can only enter up to 250 characters 2 2 Expiry Details and Reminder You can change the default number of the days the RFQ will expire and select if and when you would like a reminder that the RFQ is about to expire If the RFQ is a sealed bid you can check the relevant box For example When does it expire This expires
12. 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 with the Favourites e Upd
13. Enter your user name and access key that was issued in the email ProcServe Holdings Limited 2012 ProcServe Getting Started Unlocking your Account ProcServe Hello Welcome to the ProcServe marketplace everything you need to conduct electronic trading in one fast flexible and secure managed service Unlocking Your Account 1 of 2 Please enter your username and the randomly generated access key contained in the email you received Enter your details Username Access key Submit 4 Enter your memorable word using the hint written in the instructions bar ProcServe Hello Welcome to the ProcServe marketplace everything you need to conduct electronic trading in one fast flexible and secure managed service Enter your memorable word Unlock Memorable word 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 ProcServe Holdings Limited 2012 Getting Started Unlocking your Account ProcServe Hello Welcome to the ProcServe marketplace everything you need to conduct electronic trading in one fast flexible and secure managed service Login Usemame S Password o Forgotten your password Forgotten your username ProcServe Holdings Limited 2012 ProcServe Getting Started Feedback 2 1 5 Feedback Overview You provide feedback to us using the Feed
14. Free Text Requisitions Overview Page 12 3 Save as Draft Button Click this button to save a draft of your FTR ProcServe ProcServe Holdings Limited 2012 Buyer Menu Schools Free Text Requisitions 2 2 3 4 Schools FTR Details Page Overview You use the FTR details page to view your FTRs and where appropriate perform further actions The FTR details page is displayed with different options depending on the status of the FTR e g draft or Submitted Draft FTR Details Page The following image shows a typical FTR Details page for a draft FTR Free text requisition management View requisition Back to overview Edit this draft Delete Requisition 10 DRAFT Creation date 16 February 2009 Number of items 1 Items List Oil Paints FF1 Oil Paints 1 Each 20 00 Total 20 00 Supplier Artistic Materials Ltd 47 Monk Road Artie AML co uk Milton Keynes MN42 STY The following list describes the draft FTR Details page e Return to FTR Overview To return to the FTR overview page navigate to Buyer Menu gt gt Free Text Requisitions e Edit this Draft Button Click this button to open the draft at the first step of the Create FTR wizard Existing items are displayed You can add items and Suppliers to the draft e Delete FTR Button Click this button to display the following prompt Confirm Delete Click the Cancel button to cancel the deletion and return to the FTR Details page Click
15. 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 ProcServe ProcServe Holdings Limited 2012 Double Punch out Sites s 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 Price Quantity Amount There are currently no products or services in the shopp
16. Requisitions FTR templates Locating the FTR Template List The following steps describes how you locate and use the FTR Template page 1 Navigate to Buyer Menu gt gt Free Text Requisitions The following image shows the FTR templates area Free text requisition templates 1 of 1 Art Materials 16 February 2009 3 2 The Template list is located towards the bottom of the Free Text Requisitions Overview Page The following list describes what you can do from here 2 1 Edit or use Template Click the Template Name ID link for the relevant FTR to view edit or use the FTR 2 2 Add New Template Click the Add New Template link to add a new template 3 FTR View Edit Submit Delete Page When you click on an FTR template the View Requisition Template page is displayed Free text requisition management View requisition template Back to overview Submit this as a new requisition Edit this template Delete this template Art Materials Creation date 16 February 2009 Number of items 3 Items List Pencils Assorted Soft 10 Boxes 4 00 Paper 200gsm High Quality 5 Boxes 10 00 Erasers HY121 5 Each 0 26 Total 91 30 Supplier name 123 Buckingham Palace Road London UNITED KINGDOM ProcServe SW1W 9SR You can view the Details for the FTR Template The following options are available 3 1 Back to Overview Link You can click this link to return to the Free Text Requisit
17. a 3 4 The ltems Details Page Overview This section 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
18. details and perform the following tasks Selecting a Bid as the Winner If you choose to select the Supplier as the winning bidder you must add a reason for selecting the bid as shown for example Select this bid as the winner Bold fields are required Why have you chosen this as the winning bid Click the Award as the winning bid button The award is accepted and the RFQ Details page displayed with the bid now displayed in Yellow Quote Date Quote reference Supplier Location Category n received number ifvi i i i ho h Notifying Unsuccessful Winners 12 SUPPllers who have not won accepted the email Suppliers who have not won button is displayed When a bid has been Click this link to display a form with which you can notify Suppliers with ProcServe ProcServe Holdings Limited 2012 Buyer Menu 37 Schools RFQ Management com george procserve com Enter a subject and a message in the relevant text areas Click the Send button The RFQ Details page is displayed and the following message is displayed Revoking a Winning Bid You can unaward revoke a winning bid In the RFQ Details page click the Unaward link Date Quote reference Location Category amount eee Bary The following message appears in the area above the RFQ details Unaward Click the Confirm Unaward button to unaward the bid A message is displayed Cancel Click the Cancel button to cancel the unawar
19. is too vague You could try adding additional words to the search such as battery 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 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 Adv
20. ith Favourites os 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 lt 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 ProcServe Working w ith Favourites Image view MITRE MESH PANNELLED
21. result of a search from the supplier directory You can use the supplier profile page to view supplier details or to hide a supplier so it cannot be used in your organisation Locating the Supplier Profile Page The following steps describes how you access and use the supplier profile page 1 The Supplier Profile page is displayed when you select a supplier in a list in the Supplier Directory Procserve Supplier Support Ltd DUNS number 978320999 Bronze Relationship Your organisation can trade with this supplier Contact details 2 The Supplier Profile Page Details The Supplier Profile consists of the following areas Supplier Basic Details shown above This area displays DUNS Number A DUNS Number is a nine digit code assigned by Dun amp Bradstreet to identify unique business s separate and distinct operations Supplier Relationship The two types of supplier are Basic and Enhanced Suppliers can be Bronze accepts electronic orders and can produce electronic invoices and credit notes etc Silver provides one or more catalogues or Gold fully integrated Basic suppliers can only accept orders as email attachments and cannot use the ProcServe electronic forms ProcServe ProcServe Holdings Limited 2012 Buyer Menu Supplier Directory Contact Details This area displays Supplier Contact details Registered name Procserve Supplier Support Ltd Email Telephone 0875 875 53875 number 6f Great St
22. search Home page Catalogue search EELEE m O Search filter Search Catalogues wf l sponge ball Q Search tolerant C Standard assortment 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 77 items found M page Hore OO Short description Image view Supplier Manufacturer Image Price Lead time Quantity O O SchoolsTTS Group Limited 3 O Schools AtoZ Cat 3 gt More selection Suppliers fo T Davies Sports 28 East Riding of Yorkshire Counci ERS 10 COATED PK12 O YPO Yorkshire Purchasing Organisation 8 O Supply Zone 8 O Genera Schools Supplies Ltd 6 O GLS Educational Supplies 3 O AtoZ 3 gt More selection Manufacturer f C Not specified 77 FOAM SPONGE BALLS 7CM TENNIS FOAM SPONGE BALLS 7CM P C BEB Sponge Rubber Balls 64mm Dia Yellow YPO Yorkshire Purchasing Organisation 0 28 each On request h e 0 The database currently contains no images for this product YPO Yorkshire Purchasing Organisation 777 i pack On request i The database currently contains no images for this product East Riding of Yorkshire Council ERS 0 36 each 1 0 day Q need a toner cartridge for a HP LaserJet P2550d printer The code on the cartridge is CES05A A Try searching for
23. Address London ECs6CC GB a Download as a vCard What is this Tip You can contact the suppliers using the details stored You can click the email field to send an email to us if you have a local mail program installed for example Outlook Click the Download as vCard link to download the Supplier details as a vCard When you click the link a prompt will appear You can save the vCard to your computer and import it onto your mail program later Financial and other Information This area holds finance and other details Financial information Tax code 235634 Tax Number 7777 Payments accepted Cheque Cash Currencies accepted Pound Sterling Other information Short name PSSSup ProcServe Holdings Limited 2012 ProcServe Buyer Menu Schools RFQ Management 2 2 2 Schools RFQ Management 2 2 2 1 Schools RFQ Management Overview This guides you through the process of managing Requests for Quotation RFQ You use this section to find out how to e Use the RFQ Overview Page e Build and send the RFQ These are steps describing how to create add details and send an RFQ o Add Items to a RFQ o Enter RFQ details o Select the Suppliers that will receive the RFQ o Confirm the RFQ details and send it e The RFQ Details Page After you have created an RFQ you can view and work with RFQs in the RFQ Details page You can use the RFQ details page to perform the following tasks o Close an RFQ with No Winner
24. Advanced Search tab to display the advanced search fields and build 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 ProcServe ProcServe Holdings Limited 2012 How to Search 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 gt Search Cataloques football gt Search for fc 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 A 1000 tems tem mc ae s0007 96 Suppliers Davies Sports 523 Supply Zone 202 YAD Yorkshire Purchasing O
25. First Prev 1 2 3 4 Next Last OPENOO0057 HperGlobalMeganet 03 October 2008 JPG001157 secon 2T June 2006 XML000002 HperGlobalMeganet 05 June 2008 JPG001145 secon 04 June 2008 JPGO01125 secondary Colours 11 May 2006 JPGO001124 secondary Colours Of May 2006 JPGO001123 secondary Colours Of May 2006 JPGO001123 secondary Colours Of May 2008 JPGo01115 HperGlobalMeganet 21 April 2008 JPG001114 secondary Colours 21 April 2006 Please note that if you placed an onder for items from more than one supplier you will see an onder appear in the table above for each supplier that you ordered from This is so each supplier can be contacted and ordered from individually You can click on the Order ID for a transaction to view a details summary 3 Viewing Transaction Details Click the Order ID in a transaction list to view transaction details for example Purchase orders Order ID OPENO00048 Order date September 9 2008 Delivery address ProcServe Test School 123 Buckingham Palace Road London SW1W 9SR Items included in this order Delivery date Item description Unit price Quantity September 9 2008 Football GBP 10 00 10 EA GBP 100 00 Total GBP 100 00 Plesse note that if you placed an order for items from more than one supplier you will see a transaction page like this for each supplier on your original list This is because your original list of items has to be split out into several purchase orders so that each
26. Q e Show All Items Link You can click this link to vew item details ltems 1 Collapse ltem name Jak at Quantity ee Attachment description measure A4 s0gsm recycled 100 00 Boxes Paper Pack Total without tax Click the Collapse link to hide the item details e Show Supplier Link Click this link to view a list of Suppliers Suppliers contacted about this RFQ Procserve Supplier Support Ltd London PS Supplier Solutions London e Working with Bids Where one or more bids have been received they are listed below the details area Bids 1 Bids in green are the most recent bids from each supplier You can view a bid details and notify a successful bidder o Bid Details Click the Supplier link to view the Bidder details ProcServe Holdings Limited 2012 ProcServe Buyer Menu Schools RFQ Management Bidder details Supplier Contact details Number of quotes submitted Email paul pserve com DCSF Test Sapp Telephone 02076176333 WA Most recent Bid Detail received 26 June 2008 at 10 37 Manufacturer wie mest Total tax Bidders description Comments Quantity as a prico Attachment part ID GBP GBP Music System Stereo music system with MP3 3 00 MP3 playback and dobly 5 1 sound Each ae M y laa aiii Turntable Project Debut Record Player 130 00 130 00 ss 130 00 2 Way Power 3 0 00 Supply 10 00 10 00 0 00 10 00 Total excluding tax o o Read and check the
27. 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 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 o 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 Click this icon to save any changes to your Shopping List Delete Selected
28. Unit of Measure You must select an optional unit of measure from the drop down 5 5 Price The price you wish to pay in your organisation s default currency 6 Add Item Button When you have added the first item you click this button to validate and if valid save the first item to the FTR Template for example ProcServe Holdings Limited 2012 ProcServe Buyer Menu Schools Free Text Requisitions Next Step 2 Select supplier step 1 Name amp Add Items Paint Boxes Children Paint Boxes 10 Each 1 50 Total 15 00 Please name this template this is the name you will have to use to find it again and add the items you d like to order using the form below Once you have added all the items click the Next Step 2 button which will appear above Name this template Template Name Drawing Materials Add a new item Bold fields are required 7 You can continue to add items to the FTR template When you have added all items you click the Next Step 2 Select supplier Next Step 2 button 8 Select A Supplier for the FTR Template The Next Step 2 Select Supplier page is displayed Free text requisition management Create a requisition STEP 1 ADD ITEMS STEP 2 SELECT SUPPLIER STEP 3 CONFIRM DETAILS AND SUBMIT Step 2 Select supplier Find a supplier to requisition from Search For ae 9 Enter a Search string in the Search For box and click the Search button If your search was s
29. ace Admin New functions now available in OPEN Catalogue Management There are now two new functions available to you to assist with the procurement ProcServe ProcServe Holdings Limited 2012 Getting Started ProcServe Commerce Netw ork Home Page The following list describes the ProcServe Home page as indicated by the numbering e 1 Buyer Menu Shop and manage your shopping o Start Shopping You can click this link to start shopping o Transactions You can view recent transactions o Supplier Directory View your supplier s details o RFQ Management You can manage RFQs from this option o Free Text Requisitions Click this link to work with Free Text Requisitions o Service Requests Click this link to work with Service Requests e 3 Admin Menu Administer your organisation and users o User Management Edit user accounts o Web Services Create web services accounts e 4 Title Bar Features o Current User The name of the logged in user is displayed o My Profile View and edit your details o Feedback Submit feedback to the ProcServe Team o Logout e 5 Feed Area In the Home page this area holds news and other information of interest ProcServe Holdings Limited 2012 ProcServe Getting Started Logging in to OPEN 2 1 2 Logging in to OPEN Overview This describes how you access and login to the ProcServe Commerce Network Pre Requisites In order to access the ProcServe Commerce Network y
30. add a supplier to this list find them on the left and click the Add link next to the supplier you are after 3 Removing Suppliers from the List of Suppliers to Contact To remove a Supplier from this list click the Remove link See above image 4 Finishing Adding Suppliers When you have finished adding Suppliers click the Next Step 4 link Next Step 4 Confirm details amp send 5 The system saves the Supplier list to you RFQ and the Step 4 Confirm and Publish RFQ page is displayed ProcServe Holdings Limited 2012 ProcServe Buyer Menu Schools RFQ Management 2 2 2 3 4 Step 4 Confirm and Publish RFQ Overview In Step 4 of the Create New RFQ wizard you will confirm and publish your RFQ You can also go back the previous step if you wish to edit your RFQ The Confirm and Publish RFQ Wizard Page The following steps describe the Confirm and Publish wizard page 1 After you have finished Step 3 RFQ Choosing Suppliers to Contact the Confirm and Publish wizard page is displayed RFQ Management Create RFQ ADD ITEMS TELL US ABOUT THIS RFQ CHOOSE SUPPLIERS CONFIRM AND SEND Confirm details RFQO0000001 Paper04020209 2 Checking RFQ Details The page shows the details that you entered in the previous steps of the wizard You should check through the details and make sure they are correct If you wish to make any changes you should click the Edit before Publishing link Before publishing h
31. anced search Feature search 003R99107 Q Search tolerant C Standard 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 ProcServe Holdings Limited 2012 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 ProcServe The Items Details Page
32. assword e Forgotten your password link Click this link to request an email containing your password Enter your username and click the Recover Password button e Forgotten your username Link Click this link to request an email containing your username Enter your email address and click the Recover Username button Tip If you cannot log in to the ProcServe Commerce Network you may be Locked out If you enter the wrong Password three times in succession then you will be locked out You will receive an email with an activation key Using the activation key and your memorable word you can unlock your account NOTE Password is case sensitive Upper and lower case characters must match your supplied password Logging out Click the Log Out link in the top menu bar Hella Ron My profile Feedback Log out ProcServe Holdings Limited 2012 ProcServe Getting Started My Profile 2 1 3 MyProfile Overview You can view or edit your user profile details or change your password using the My Profile page Locating My Profile The following steps describe how to locate and use the My Profile page 1 In the top menu bar click the My Profile link Hello Ron My profile Feedback Log out 2 The My Profile page is displayed My Profile Edit my profile 3 The My Profile page allows you to view and change your details Click the Edit my Profile button to display the User Profile page in edit mode Edit My Pro
33. ate 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 ProcServe ProcServe Holdings Limited 2012 Working w ith Favourites 8 __ which you can change and re use later 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 ProcServe Working w ith Shopping Lists 6 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 following list describes how to use this page Crea
34. ave read and agreed to the terms and conditions have not read them Publish this RFQ 3 RFQ Terms and Conditions When you are sure the RFQ is correct you should read the Terms and Conditions and if you agree with them I have read an agreed check the box ProcServe ProcServe Holdings Limited 2012 Buyer Menu Schools RFQ Management ls this correct lf these details are correct please confirm that you have read the terms and conditions below and click the Publish this RFQ button Before publishing have read and agreed to the terms and conditions C have not read them Publish this RFQ 4 Confirming Details and Publishing the RFQ Click the Publish the RFQ button to publish the RFQ 5 The RFQ is displayed in View Details page with a confirm message RFQ Management view RFQ aBack to RFQ oveniew Re issue this RFQ Withdraw this RFQ RFQO0000001 Paper04020209 Open Description Your reference Expiry date Sealed bids Shipping address Number of items Suppliers Summary Bids 0 No bid received yet Must be recycled RFQ00000001 15 February 2009 Mo LANTERN HOUSE GUILDFORD GUTATX UNITED KINGDOM 1 show all 2 suppliers contacted directly show all No suppliers contacted manually 6 What s Next You can return to The RFQ Overview Page click the link shown in the top left of the above image to check the status of your RFQ in the open RFQ list You
35. back page Locating the Feedback Page The following steps describe how to locate and use the Feedback page 1 In the top menu bar click the Feedback link Hello Ron My profile Feedback Log out The Feedback Page is displayed 2 Enter your feedback in the text area 3 Click the send feedback button Feedback Feel free to use this form in order to provide any type kind of feedback that you have Maybe you d like to see some different features Or perhaps 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 Whatever your reasons please type them out below and we ll happily take hem into consideration Your feedback Once you have submitted your feedback we will send you a copy at your registered email address nickcwa tiscali co_uk and if a response is needed we ll contact you within the next two working days Send feedback Note Please do not report system errors using this form please email or call the ProcServe service desk ProcServe ProcServe Holdings Limited 2012 Getting Started Getting Support 2 1 6 Getting Support The ProcServe Commerce Network provides full support services via a dedicated service desk Contact details for the service desk are shown below and can also be found by clicking Contact Helpdesk at the bottom of each page on the buyer portal How to reach us Comments Email Please p
36. can use The RFQ Details Page to re assign or withdraw the RFQ ProcServe Holdings Limited 2012 ProcServe Buyer Menu Schools RFQ Management 2 2 2 4 The Schools RFQ Details Page Overview You use the RFQ details page to vew your RFQs and where appropriate perform further actions For example you may be able to re issue or withdraw an open RFQ The RFQ Details Page The following image shows a typical RFQ Details page RFQ Management view RFQ Back to RFQ ovemew Re issue this RFQ Withdraw this RFQ RFQO0000006 Paper04020209 Open Description Must be recycled Your reference RFQOOO00006 Expiry date 15 February 2009 Sealed bids No 123 Buckingham Palace Road London STW SSR UNITED KINGDOM Shipping address Number of items 1 show all Suppliers Summary 2 suppliers contacted directly show all No suppliers contacted manually Bids 0 No bid received yet The following list describes the RFQ Details page e Return to RFQ Overview Link Click this link to return to the The RFQ Overview Page e Re lssuing the RFQ Click this button to re issue this RFQ The system will display the Step 1 Adding RFQ Items page for this RFQ Withdraw this RF e Withdrawing the RFQ Click this link to withdraw the RFQ Note This option is only available for open RFQs A message is displayed ProcServe ProcServe Holdings Limited 2012 Buyer Menu Schools RFQ Management RFQ Management withdraw RF
37. 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 ProcServe ProcServe Holdings Limited 2012 Working w ith your Shopping Cart ot 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 all
38. ch Shopping Basket EX Shopping lists roduct classes D Search Advanced search 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 ProcServe How to Search 5 16 Field and court sports equipment 03 00 Field and court sports equipment uncoded 5 15 Field sports equipment 0J 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
39. ck cancel if you do not want to confirm the deletion Are you sure you want to delete this free text requisition template Doing so will remove it from your requisition list permanently Confirm deletion Cancel 4 Create FTR Template Page When you click the Add New Template link in the Free Text Requisitions Overview Page the first step of the Add New Template wizard is displayed ProcServe ProcServe Holdings Limited 2012 Buyer Menu Schools Free Text Requisitions Free text requisition management Create a template STEP 1 NAME amp ADD ITEMS STEP 2 SELECT SUPPLIER STEP 3 CONFIRM DETAILS AND SAVE Step 1 Name amp Add Items Please name this template this is the name you will have to use to find it again and add the items you d like to order using the form below Once you have added all the items click the Next Step 2 button which will appear above Name this template Template Name Add a new item Bold fields are required Item name Item description Quantity Unit of measure Price The following list describes the Add Item step 4 1 Template Name Enter a name for the template 5 Item Details The following details are required for each item 5 1 Item Name You must enter a name for each item 5 2 Item Description You must add a description for each item 5 3 Quantity You must enter a quantity for each item 5 4
40. ct product referred to in this manual is provided under license from ProcServe Shared Services Limited All rights in BuyerConnect are owned by ProcServe Holdings Limited Printed July 2012 Software Version 4 6 0 User Guide Contents Table of Contents Part 1 About this Guide 2 Tell UNTFOGUCTION cerei e eer cure leaetce ie a EN 2 Part 2 OPEN Buyer Portal 4 2 1 Getting Stare dir rala a awetenatecen et T a 4 ProcServe Commerce Netw ork Home Page ccccceeesceeeeesenneeeeeeeeeeeeeeeseeseeeseeaaaeeeeeeeeeeeesessseeenneeeeeeeeeeeeeeeeseees 4 LOOGINGHIA 16 PEN rea tere ncevqunentiond tor A A E 6 MERTON oi ict dn ccsasssevacvany E sett a vcdavd Gad oshsnaleeacna senate E Qe vasa senacdestocs Seaclatesenaddeutsle 8 WnlOG KiNG YOUL ACCOUNT iraka a dacs Kesvuin detects aonesd ccsebentis ces EE 11 FECODAC Keo urane oe ne ee ee A ne eee eae eae 14 GETING SUDDONE earr a ca aeaaie Serarcuvanseunansuguaecaesmemesravnauvennnssaeuh octestes E cu neu peubspuawieaaneetonvesrencnns 15 2 2 Buyer MENU srna E A sassy deanteche en noncieaneSecamess cacteueedadecteaeanestnacaias 16 SUPPI IDIOCI eaea vaste dacs ese E esc metooaetie ined vows eons cones tiara tates eeeeahe 16 Supper DIRECTORY OV GI VIOW a Mare bias circus a S A S 16 THE SUBDIET DIREC TONY jssicctiocs ta ricarccvatier iit a a toute aaatane 17 TE Supper PY OMIe Fag CS scsctz trvessrerten soins ivnee scarevesduwuaranuse ei diceu ca reeie sale died anurmpars Sacra inerrant 20
41. ctions Supplier Directory Thank you Your request for Steve James to be deleted has been processed and they will no longer be able to RFQ Management use their account Free Text Requisitions You can send a request to delete a user Click the delete button next to the user you would like to be deleted and this Serice Requests i user will be removed as soon as your helpdesk has processed your request To view details about a user click on the username ProcServe Holdings Limited 2012 ProcServe Buyer Menu Service Requests 2 2 5 3 Request Supplier Services Request Overview You can request that we create a new Supplier for you to trade with Note You will require at least the following information e Supplier name e Contact name e Email address e Full address including post code e Telephone number You could also obtain the Supplier s DUNS number Locating the Supplier Services Request Form The following steps describe how to access and use the Supplier Request Form 1 Navigate Buyer Menu gt gt Service Requests gt gt Request Supplier 2 The Service Request request for a Supplier page is displayed Service requests request for a supplier Submit the new supplier s details in the form below and a request will be e mailed to your helpdesk who will set about adding the supplier for you Bold fields are required Supplier information Supplier name FO This must be a registered supplier DUNS n
42. ctory and can be used for Free Text Orders They are not able to return elnvoices Bronze Bronze suppliers are registered on the marketplace and are able to return elnvoices and other eDocuments for all buying organisations Silver suppliers are registered on the marketplace and provide electronic content cataloques etc to at least one buying organisation Gold suppliers are registered on the marketplace and have integrated their systems into the marketplace meaning that they can process your orders more efficiently Note The category Basic Bronze Silver and Gold is current status of the supplier For example if a Supplier has a catalogue they will be shown as a silver supplier If they remove their catalogue there Status will reflect this be showing the supplier as bronze ProcServe ProcServe Holdings Limited 2012 Buyer Menu Supplier Directory 2 2 1 2 The Supplier Directory Overview You can view Suppliers you trade with or you can search or browse for available Suppliers using the Supplier Directory feature Locating the Supplier Details Page The following steps describes how you locate and use the Supplier Details page 1 Navigate Buyer Menu gt gt Supplier Directory 2 The Supplier Directory page is displayed 3 The Supplier Directory page contains three tabs These are described in the following steps 4 Suppliers my organisation has traded with tab This tab allows you to view suppliers wh
43. d e Closing the RFQ with no Winner For closed RFQs only After bids have been received you can close an RFQ with no winner For example ProcServe Holdings Limited 2012 ProcServe Buyer Menu Schools RFQ Management RFQO0000006 Paper04020209 Closed and waiting for your action Please choose a winner from the bids below or choose to Close this RFQ with no winner When you click the link the following prompt is displayed Tell us why you are ending this RFQ with no winner Explanation jew RFQ issued with ew items You can only enter up to 250 characters RFQ00000006 Paper04020209 Closed and waiting Click the Close with no winner button to close the RFQ with no winner Click the Cancel button to cancel the close RFQ action ProcServe ProcServe Holdings Limited 2012 Buyer Menu Schools Free Text Requisitions 2 2 3 Schools Free Text Requisitions 2 2 3 1 Schools Free Text Requisitions Overview This guides you through the process of managing Free Text Requisitions FTR The Free Text Requisitions feature within the system allows you to e View Existing FTRs You can view a list of submitted FTRs draft FTRs and FTR templates You can view further details of FTRs or work with draft FTR and FTR templates from the Free Text Requisitions Overview Page e View FTR Details You can vew FIR details and submit or delete draft FT Rs from the Free Text Requisitions Overvew Page e Create FIRs You can create FIRs
44. e created You can click the Requisitions ID for a draft FTR to view further details and edit or delete the draft e FTR Templates You can create FTR templates that allow you to re use the same details For example if you have a regular requirement Click the Template Name field to edit delete or use FTR templates Click the Add New Template link to create a new template ProcServe ProcServe Holdings Limited 2012 Buyer Menu Schools Free Text Requisitions 2 2 3 3 Creating an Schools FTR Overview This guides you through the process of creating Free Text Requisitions FTR There are three steps adding the items selecting a Supplier and confirming the details Locating the Create FTR Wizard The following steps describe how you locate the Create FTR page and create a Free Text Requisition 1 Navigate to Buyer Menu gt gt Free Text Requisitions gt gt Create New Requisitions 2 Step 1 Adding Items to an FTR Step 1 of the Create FTR wizard is displayed Free text requisition management Create a requisition STEP 1 ADD ITEMS STEP 2 SELECT SUPPLIER STEP 3 CONFIRM DETAILS AND SUBMIT Step 1 Add Items Please add the items you d like to order using the form below Once you have added all the items click the Next Step 2 button which will appear above Add a new item Bold fields are required Item name fo Item description Es Quantity p a Unit of measure Eah gt amp Price 0 0 3 Ite
45. e displayed The tab Generate a Web Services account is used to create the new web services credentials Web services Generate a Web Services account Download Buyer Connect Get New Web Service Account details Web Service account history You currently don t have any Web Service accounts Once you have created an account they will appear here 3 Click on the Get New Web Service Account details button and the following screen will be displayed with varied web service account details ProcServe ProcServe Holdings Limited 2012 Admin Menu Web Services Web Service account history PP 23S UDAAN S CON John Smith OY November 2009 MO cexpires in 5 days 4 Configure your application s Web Service to reflect this new configuration If you require further assistance and use BuyerConnect view the next section If you do not use BuyerConnect please contact your service provider 5 Once complete you can review the Web Services tab and your Account Username s validation should have updated to Yes as shown below Web services Generate a Web Services account Download Buyer Connect Get New Web Service Account details Web Service account history PP 2ssU8AavvSCoh John Smith 09 Movember 2009 093 Novernber 2009 ProcServe Holdings Limited 2012 ProcServe Admin Menu 70 Web Services 2 3 2 2 BuyerConnect Overview BuyerConnect is a ProcServe product that allows you to integrate any desktop ap
46. ed to replace a single character and an asterisk is used to replace any number of characters 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 ProcServe Holdings Limited 2012 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 sear
47. ens ehindieiaceawisbient 47 Why Transactions aae E E eienuaenroradiatava asada tests nee ease ae eed ona 53 SH M Pens AC TOMS soseeader ses erneut scree caniehnsoinenhenret E A econo ye aueeeasin 53 Service AEGUES IS naa A chao ea eateries samuel ie erednuertie 55 Service ReGUESTS OV CIVIOW i usincuseus ante iou racemic rapes A 55 Be i gle a US Giner a ser tec rctene tre re crea ramen a terre me per E re renter errr etree 56 Request Supplier Services REQuUESL ccccccccccccceeccssseseeeneaeeeeeeeeeeeesseceeeeneaeeeeeeeeeeeeesssseeeeeeeaeeeeseeeeess 58 Request Catalogue Services REQueSL cccccccccccccceeeesssseeeensaeeeeeeeeeeeessecseeeeaaeeeeeeeeeeeessssesseesaeeeeeeeeeeeeess 60 OUNErSEIViGeS REQUES Torranan Werhe utigtunbiedevniele A vis ceases a 61 2 9 PACT MIG UD siise cata cadet ete deb a Sateen cutie a A EN a a 62 Sehol User Management echo cea is ers arre cass T area tle ke el ae Aten toae sadedcevecbaiieanee 62 DS er Management OV ElvView ores aune usc vice ee dd eaiem need ies duStee AT E 62 PLOGIING AOS Cl ceaiilectin ar a A E A E 63 View ing or Changing Basic User Detalls cccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeseeeeeneeeseeeseseseeeseeeees 65 WED SOR VNC SS r A E teeth akacaaes sues ea manscanentssa avaaetnusenaes 68 NVED SERVICES ACCOUN errereen r E ruta caus deeteicsduiouheonied E EE a ae 68 B y CV COMMS OTe er a E EA A A EO S AE 70 Part3 Catalogue Shopping 72 ProcServe Hold
48. eps describes how you can add items to 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 0293 0 O 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 B 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 ProcServe ProcServe Holdings Limited 2012 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 cit
49. es 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 Ei or if more than one item is ticked on you can click on the Add Selected Items To Shopping Basket Tab sa 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 view 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 ProcServe Adding Items to your Shopping Cart EJ You can add or remove items from your cart change quantities or cancel the purchase Also note that deli
50. et help provide feedback and log out Note The Home page you see may be different depending on which features you are authorised to use The ProcServe Portal Home Page The following image is an example Home page plus descriptions of the main features Hello Nick My profile Help Feedback Log out ProcServe D Home BUYER MENU Edit this story Start Shopping Welcome to the Portal Transactions VW Supplier Directory Welcome OPEN User 5 RFQ Management Congratulations on signing up to OPEN The Online Procurement for Educational Needs marketplace OPEN has been designed specifically for you to make the Free Text A process of buying goods and services faster easier and more simple Requisitions i OPEN has real and significant benefits for you The OPEN marketplace Serice Requests e Provides a single point of access to many suppliers es Provides the ability to compare products and suppliers on a single screen gt Supplier Portal 2 Reduces the need to have numerous paper brochures and avoids using out of date prices Creates quicker more efficient transactions and ADMIN MENU Provides the opportunity for making savings through better access to collaborative arrangements User Management 3 Web Services We hope you enjoy being part of the OPEN community Supplier pni 3 For any assistance please call or e mail the OPEN Help desk on 0845 600 6736 or OPEN Support News Management Edit this story Marketpl
51. eted and this user will be removed as soon as your helpdesk has processed your request To view details about a user click on the Supplier Directory aa Mnaine RFQ Management Free Text Requisitions Delete User ee Service Requests Service Requests s d sd 8458823 Delete i gt Delete User i Request Supplier steve James stevejamesi 6450523 Delete i gt Request Catalogue i gt Other Request 4 You will be asked to confirm you wish to delete the user and give a reason why ProcServe ProcServe Holdings Limited 2012 Buyer Menu 57 Service Requests BUYER MENU Service requests Delete user request Start Shopping Transactions You can send a request to delete a user Click the delete button next to the user you would like to be deleted and this user will be removed as soon as your helpdesk has processed your request To view details about a user click on the Supplier Directory Ena RFQ Management Free Text Requisitions Confirm delete request Serice Requests Please say why you d like Has left our company Delete User us to delete this person 07 99 09 i gt Request Supplier Request Catalogue Confirm deleting this user i gt Other Request Cancel Deleting stevejames 6458823 will result in them not being able to access the marketplace any more 5 You will be shown a user deletion confirmation screen UYER MENU ae a Service requests Delete user request Transa
52. file Title Mr z First name Monty Last name Pylon lt LC lt X hCO Status Active Username ronsmail agbuyer Email address monty tiscalicouk Confirm Email address monty tiscalicouk Organisation ADAM BUYER ORG Default address LANTERN HOUSE GU14TX GUILDFORD gt Telephone number 01483 222222 Fax number 01483 222244 Preferred language English UK IV Message Of The day Data Feed s JV News JV Welcome message Save Changes 4 The following is displayed and can be edited FIELD NAME FIELD CONTENT Title First Name Last Name Mandatory ProcServe ProcServe Holdings Limited 2012 Getting Started My Profile Username Cannot be changed Email Address Mandatory Confirm Email Address Mandatory Organisation Cannot be changed Default Address Mandatory Telephone Number Optional Fax Number Optional Optional Preferred Language Data Feeds Admin Users Only Catalogue Classification Views Admin Users Only Not used by organisations who access the system from their P2P system 5 Save Changes Button When you have finished making changes to your profile you click this button to validate and if valid save your changes Note Changes to your profile may not be completed until after you log back into the system Password change This area allows you to change your password Change your password Please note that your password for security reasons must foll
53. flags and statistics Size 830 x 1200mm Scale 1 34 000 000 520 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 ProcServe ProcServe Holdings Limited 2012 The Items Details Page 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 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 st
54. ies and towns are clearly marked 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 ProcServe 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 citie
55. imited 2012 Buyer Menu Schools RFQ Management 2 2 2 3 Creating a New Schools RFQ 2 2 2 3 1 Step 1 Adding RFQ Items Overview This describes how you add items to an RFQ as part of the Create New RFQ wizard In order to do this you need to activate the Adding RFQ Wizard Locating the Adding RFQ Items Step 1 The following steps describe how you start and add items to an RFQ 1 Navigate to Buyer Menu gt gt RFQ Management gt gt Add a RFQ 2 The following image is an example of the Step 1 Add Items area step 1 Add items Please add the items you would like quotes for using the form below Once you have added all the items click the Next Step 2 button which will appear above Add a new item Bold fields are required Item name Fo Item description Fo Quantity TT Unit of measure Ean Target Price GBP TT Add a document o Please note that only POF and Word documents can be attached 3 Adding RFQ Items You need to complete the item details for each item in the RFQ 4 Item Details The following details are required for each item 4 1 Item Name You must enter a name for each item 4 2 Item Description You must add a description for each item 4 3 Quantity You must enter a quantity you wish to be quoted on for each item 4 4 Unit of Measure You can select an optional unit of measure from the drop down list 4 5 Target Price GPB The price you wish to pay in your organisations s default cur
56. in 5 days When should we remind 7 day before the end you about this RFQ Is this a sealed bids RFE 2 3 Changing the Delivery Address You can view and change the default shipping address For example ProcServe Holdings Limited 2012 ProcServe Buyer Menu Schools RFQ Management Where will the tems be needed shipping address LANTERN HOUSE GUILDFORD GU14TX UNITED KINGDOM Change 2 4 Click the Change button to display a list of shipping addresses that you can choose from if any 2 5 Finishing Adding RFQ Details When you have completed the Tell us About this RFQ wizard you click the Next Step 3 button Next Step 3 Choose suppliers to contact gt 2 6 The details you have entered are validated and if valid saved and the Step 3 RFQ Choosing Suppliers to Contact page is displayed ProcServe ProcServe Holdings Limited 2012 Buyer Menu Schools RFQ Management 2 2 2 3 3 Step 3 RFQ Choosing Suppliers to Contact Overview In Step 3 of the Create New RFQ wizard you select the Suppliers you wish to send the RFQ to The following steps describe the Choose Suppliers to Contact wizard page 1 The RFQ Choose Suppliers to Contact wizard page After you have finished Step 2 Tell us About your RFQ the RFQ Choose Suppliers to Contact wizard page is displayed Choose Suppliers Pick the suppliers from whom you would like a quote from the list below by adding them to your list of supplier
57. ing 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 ProcServe
58. ings Limited 2012 User Guide 3 1 3 2 3 3 3 4 3 5 3 6 3 7 3 8 3 9 3 10 3 11 Contents II Overview of Catalogue Searching ccsceccecceeeceeeeeeeeeeeecneeeensesenseeoeseeeseneesensesonsesonsenees 72 HOw tO Sarh oiin EEEa 75 Examples Of Searching acna a A a a aa E NE 79 TNE TEMS Detalls Page esra Ea aR a a E A ae a rE E E 82 Co ompanng THEM S sasa eon ea a O E 84 SMart FORMS sssr baa a aa a aa 87 Adding Items to your Shopping Cart ssasasnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn 89 Working with your Shopping Cart s ssassssnnnnnnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nections 91 Working with Favourites sansannnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnnm 93 Working with Shopping LISTS isisisi sna aa re aa a i 96 DOUDIC PUNCHFOUL SINGS icc sisstccnccscctacaccaseseasecetes cenetececsnnetecasnareuecendarescnmenesanenusterasoetecensnens 99 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 OPEN 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 pac
59. ions Overview ProcServe Holdings Limited 2012 ProcServe Buyer Menu Schools Free Text Requisitions Page 3 2 Submit this as a New Requisition Button Click this button if you wish to use this template to create a new requisition If the FTR submission was successful a message is displayed Click the Free Text Requisition Overview link to return to the Free Text Requisitions Overview Page 3 3 Edit this Template Button Click this link to add further items to the template and change the Supplier Next Step 2 Select supplier Step 1 Name amp Add Items Erasers HY121 5 Each 0 26 Paper 200gsm High Quality 5 Boxes 10 00 Pencils Assorted Soft 10 Boxes 4 00 Total 91 30 Please name this template this is the name you will have to use to find it again and add the items you d like to order using the form below Once you have added all the items click the Next Step 2 button which will appear above Name this template Template Name Art Materials Add a new item Bold fields are required Item name FO Item description TFT Quantity i Unit of measure Each y Price bo maion You can change the Template name and add further items This procedure and above page is described in Create FIR Template 3 4 Delete this template Click this link to delete the FTR Template Confirm that you want to delete the FTR template by clicking on the Confirm deletion button or cli
60. isation if you have the role of Authoriser Adding a New User The following steps will show you how to navigate to the User Management page and add new users 1 Navigate gt gt User Management gt gt Add a User BUYER MENU i Welcome to the Portal Start Shopping Transactions Welcome OPEN User Supplier Directory Congratulations on signing up to OPEN The Online Procurement for Educational Needs marketplace OPEN has RFQ Management been designed specifically for you to make the process of buying goods and services faster easier and more simple Free Text Requisitions OPEN has real and significant benefits for you The OPEN marketplace Service Requests Provides a single point of access to many suppliers Provides the ability to compare products and suppliers on a single screen ADMIN MENU Reduces the need to have numerous paper brochures and avoids using out of date prices Creates quicker more efficient transactions and User Management Provides the opportunity for making savings through better access to collaborative arrangements Web Services We hope you enjoy being part of the OPEN community For any assistance please call or e mail the OPEN Help desk on 0845 600 6736 or OPEN Support New functions now available in OPEN 2 Select Add a User Once you run a search the results will appear here ADMIN MENU User Management i Add a User Last 5 added edited users 3 Complete all the fields Pr
61. kaged 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 to implement these commerce solutions and exploit their capability The level of services provided are entirely flexible ProcServe ProcServe Holdings Limited 2012 OPEN Buyer Portal Getting Started ProcServe Commerce Netw ork Home Page 2 OPEN Buyer Portal 2 1 Getting Started 2 1 1 ProcServe Commerce Network Home Page Overview The ProcServe Portal home page is displayed once you are logged into the ProcServe Commerce Network The Home page allows you to access the ProcServe Commerce Network features You can also access your user profile g
62. m Details The following details are required for each item 3 1 Item Name You must enter a name for each item 3 2 Item Description You must add a description for each item 3 3 Quantity You must enter a quantity you wish to be quoted on for each item 3 4 Unit of Measure You can select an optional unit of measure from the drop down list 3 5 Price GPB The price you wish to pay in your organisation s default currency 4 Add Item Button When you have added the first item you click this button to validate and if valid save the first item to the FTR If you make a mistake you can edit the line by clicking on the edit button or remove it all together by clicking on the remove button ProcServe Holdings Limited 2012 ProcServe Buyer Menu Schools Free Text Requisitions CISC Oil Paints FF1 Oil Paints 1 Each 20 00 Edit Remove Total 20 00 Add a new item Bold fields are required Item description fo awani a Unit of measure Add item 5 You can continue to add items to the FTR When you have added all items you click the Next Step 2 button Next Step 2 Select supplier 6 Step 2 Selecting a Supplier for the FTR The Next Step 2 Select Supplier page is displayed Free text requisition management Create a requisition STEP 1 ADD ITEMS STEP 2 SELECT SUPPLIER STEP 3 CONFIRM DETAILS AND SUBMIT Step 2 Select supplier Find a supplier to requisition from Search For
63. me e Products Description Locating the Catalogue Request Form The following steps describe how to access and use the Catalogue Request Form 1 Navigate to Buyer Menu gt gt Service Requests gt gt Request Catalogue 2 The Service Request request for a catalogue page is displayed service requests request for a catalogue To request access to an existing catalogue please provide details of the catalogue in the form below The new catalogue will be added as soon as your helpdesk has received and processed your request Bold fields are required Catalogue information Supplier name This must be a registered supplier Products description Other details o Plesse enter sdditional information about the catalogue Send request 3 Completing and Sending the Form The following list describes the fields in this request form e Products Description Enter a description for the catalogue e Other Details You can enter further details that may help describe for the catalogue and it s contents 4 Save Details When you have completed the form click the Send Request button _ Serdreauest ProcServe ProcServe Holdings Limited 2012 Buyer Menu Service Requests 2 2 5 5 Other Services Request Overview You can request another service Locating the Other Request Form The following steps describe how you locate and use the Other Request form 1 Navigate to Buyer Menu gt gt Service Requests gt gt O
64. me for the Supplier 10 2 Supplier Vendor Code You must enter a code for the Supplier 10 3 Supplier email Address You must enter a valid email address for the Supplier 10 4 Supplier Address If you wish you can enter the Supplier s address 10 5 Town If you wish you can enter the Supplier s town 10 6 Post Code If you wish you can enter the Supplier s post code 11 Click the Add button when you have entered the require details 12 If the details are valid they will be saved to the system and the FTR Confirmation page displayed 13 FTR Confirmation Page When you have entered items and selected a Supplier for your FTR template the FTR Confirmation page is displayed Confirmation Details Drawing Materials Creation date 16 February 2009 Number of items 1 Items List Paint Boxes Children Paint Boxes 10 Each 1 50 Total 15 00 Supplier 123 Buckingham Palace Road London UNITED KINGDOM SW1W 9SR Is this correct Save Template ProcServe Holdings Limited 2012 ProcServe Buyer Menu Schools Free Text Requisitions 14 You can view details and perform the following tasks 14 1 Edit Before Saving Link Click this link to return to the Create FTR Template Step 1 to check or amend details 14 2 Save Template Button Click this button to save the FTR template The FTR is added to the FTR Template list in the Free Text Requisitions Overview Page ProcServe ProcServe Holdings Limited 2012 My Transactions
65. o your organisation has traded with Supplier Directory Suppliers my organisation has traded with Don t see your supplier here Request a new supplier gt First Prev 1 2 Next Last Oxford Computer Consultants Ltd 235221780 3M Healthcare 212340298 A and C Black 210028353 AJS Test3 101010105 N A 0123 DCSF Test Supplier 339911771 N A 02073336176 DePuy International Limited 896498813 DHL Global Mail Ltd 965317441 ESPI Supplier Account 800000008 N A 01706747328 Gailarde Ltd 211612478 Keane Ltd 227657251 The following list describes how you use the above tab 4 1 Request a New Supplier Link If you cannot locate a Supplier you can send a Service Request to the ProcServe service desk 4 2 Supplier List You can view the details listed or click a Supplier Name to load the Supplier Profile page ProcServe Holdings Limited 2012 ProcServe Buyer Menu Supplier Directory 5 Search all available suppliers tab This tab allows you to search for a Supplier within the Marketplace using key words Supplier Directory Suppliers my organisation has traded with Search all available suppliers Browse available suppliers Enter keyword s Once you run a search the results will appear here The following list describes how you use the above tab 5 1 Enter Keywords Enter the key words you wish to search on 5 2 Find Button Click the Find button 5 3 Results If one or more Suppliers matched your key
66. ocServe Holdings Limited 2012 ProcServe Schools User Management Admin Menu gt Transactions e gt Supplier Directory Title Mr vi gt RFQ Management 3 7 First name gt Free Text Requisitions Last name gt Service Requests Username This will be generated by the system ADMIN MENU Email address gt User Management Confirm Email address Add a User Organisation PServe Test School 300 ee Default address 123 Buckingham Palace Road SW1W JSR i Telephone number Fax number B Preferred language English UK j C Authoriser Role C Purchaser C Welcome message Data Feed s C Message Of The day M News v lt a Note Email address must be unique for each user 4 When complete click Save at the bottom of the screen You will be shown the success notification as shown below BUYER MENU 3 User management view User Start Shopping Transactions Back Supplier Directory Edit this profile RFQ Management Free Text Requisitions Service Requests Success You have added the new user shown below ADMIN MENU User Management Mr Steve James Web Services Status Active 5 The new user has been created Log in details will be sent to the email account specified for that user ProcServe ProcServe Holdings Limited 2012 Admin Menu Schools User Management 2 3 1 3 Viewing or Changing Basic User Details
67. oes search work When a supplier creates a catalogue they complete a template that mandates information put into key 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 ma
68. opp Hasket Ey Shopping 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 E roc S E j Ye Lees im a amp a eek amp Aiii irah A Lag gT CTH E E 5 gal TOT CHORE search chopping Basket Ey Thpir sis mem ilipin wee rs 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 ProcServe Smart Forms ProcServe ProcServe Holdings Limited 2012 Adding Items to your Shopping Cart s 3 7 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 Suppli
69. ou use the RFQ Management Overview page o Add New RFQ To add a new RFQ you can click the Buyer Menu gt gt RFQ Management gt gt Add a RFQ link The Create New RFQ wizard is started o Closed RFQs 1 This area lists summary details of closed RFQs and are waiting for action from you The number of closed RFQs is displayed in brackets above the list Click the link to load an RFQ into the RFQ Details page where you can view or work with the RFQ and associated bids o Open RFQs 2 This area lists summary details of open RFQs Click a link to load the RFQ into the RFQ Details page where you can view or work with the RFQ o 5 most recently completed RFQs 3 This area lists summary details of the last 5 completed RFQs Click a link to load the RFQ into the RFQ Details page You may be able to re issue a completed RFQ You can click the View all Archives link to view a list of archived RFQs 4 Using the RFQ Archives Page You can view a list of RFQ Archives ProcServe Holdings Limited 2012 ProcServe Buyer Menu Schools RFQ Management RFQ archive Back to RFQ overview All your completed RFQs awarded closed with no winner and withdrawn 1 RFQ00000002 Taxi contract 03 February 2009 03 February 2009 0 Closed with no winner Click the RFQ Name ID link to vew the RFQ in the RFQ Details page and re issue this RFQ Click the Back to RFQ Overview link to return to the RFQ Overview Page ProcServe ProcServe Holdings L
70. ou will need a username and password Your username and password will be emailed to you If you do not have this information please contact your local administrators Locating the ProcServe home page The following list describes how you access and login to the ProcServe Commerce Network 1 Browse to www openmarkeiplace com 2 Click on Login 3 Click the login button far right in the main navigation bar to navigate to the OPEN Login page ProcServe Welcome to OPEN The marketplace for schools Find all your suppliers in one safe and secure Username place and shop online for the best prices Login Password 4 Enter your username and password to log in ProcServe ProcServe Holdings Limited 2012 Getting Started 7 Logging in to OPEN ProcServe Welcome to OPEN The marketplace for schools Find all your suppliers Login i in one safe and secure Username johnsmith amp school place and shop online Passware for the best prices Forgotten your username Forgotten your password Unlock account Schools are reminded that they must adhere to the contract regulations and policies set out by their own governing body and the Local Authority and meet the requirements of the Local Authority s a Ma LJ afa ar Ra a i a LOE LJ oe L i i a 5 You will need to change your password and set yourself a memorable word when you log on for the first time If you have forgotten your username or p
71. ow these rules Minimum of 6 character s Enter your current leccccceee password Enter your new lecccccccce password Please re enter your evccccccce new password 6 Enter your existing and new password to change your password The entries are validated and if valid the system will display a message a Ture ke Tenens E Se res SO mg ea 2 PREE Succeseel Yoy have cha Ade ppur password The eyt time wou loo in wou vw Need to use this new passin E z UCI E ess LY Pee tbe ne al oe pe 55 dienes he next peal u to g wise u y i J ee i ea l SE pas SWO ra Memorable Word Change This area allows you to change your memorable word ProcServe Holdings Limited 2012 ProcServe Getting Started My Profile Change your memorable word This is a word that is personal to yourself easy to remember and can be any word that you choose to use but you must ensure that It is at least 8 characters long It is kept safe and SECUFE The memorable word hint is a reminder of your memorable word in case you forget it Memorable word hint game with ball Save new memorable word 7 Enter your new memorable word and hint to change your memorable word The entries are validated and if valid the system will display a message ProcServe ProcServe Holdings Limited 2012 Getting Started Unlocking your Account 2 1 4 Unlocking your Account Overview Your account will be locked if you enter your log in detail
72. plication with the ProcServe Trading Network without the need for your application to be able to send and receive transaction documents To download and install BuyerConnect 1 Click on the button above labeled Download BuyerConnect Web services Generate a Web Services account a Web Services account Download Buyer Connect Download Buyer Connect l 2 choose the Install option in the resulting window and choose to install the application ProcServe BuyerGonnect Name OPEN BuyerConnect Version 3 3 1 0 Publisher ProcServe Install 3 Then once it has installed double click on the new BuyerConnect icon on the right side of the windows start bar to configure the application og a uyer connect 6D a 2 Please Note The BuyerConnect product is provided by ProcServe but is not supported All support queries issues with this application must be passed to the Department for Education via the email address mailbox buyerconnect dcsf gsi gov uk ProcServe ProcServe Holdings Limited 2012 Catalogue Shopping Overview of Catalogue Searching 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 d
73. r stevejamesi s450523 10 November 2009 10 November 2009 gt Web Services Tip You can also select a user from the list of recently added changed users Last 5 added edited users 16 December 2006 22 February 2009 05 January 2009 03 February 2009 24 April 2008 20 January 2009 Click the user name for the relevant user to display the user details See User Details below 7 Click the user name link for the user you wish to edit 8 The User Profile page is displayed User management Start Shopping Transactions Back Supplier Directory Edit this profile RFQ Management Free Text Requisitions Mr Steve James Service Requests Status Active ADMIN MENU Username stevejamesi 6456625 User Management Email address dummyxyz schOOOls com is Add a User Organisation PServe Test School 300 Web Services 123 Buckingham Palace Road Address London SVV 1VV V SSR United Kingdom Telephone number Fax number Preferred language English UK Role Purchaser Data Feed s News ProcServe ProcServe Holdings Limited 2012 Admin Menu Schools User Management Editing a User Account Click the Edit this profile button 10 The Edit User page is displayed User managemen 7 gt Start Shopping Transactions Back without saving changes gt Supplier Directory gt RFQ Management Edit User Steve James gt Free Text Requisitions gt Service Req
74. rency 4 6 Add a Document You can add a document that will help you communicate your requirement to the Supplier 5 Add Item Button When you have added the first item you click this button to validate and if valid save the first item to the RFQ ProcServe Holdings Limited 2012 ProcServe Buyer Menu Schools RFQ Management 6 The system adds the item to the RFQ Step 1 Add items ltem Unit of Total description Quantity eee GBP Attachment Remove from list Ad s0gsm recyled 100 00 Boxes 99 499 00 C 499 00 Remove Selected Please add the items you would like quotes for using the form below Once you have added all the items click the Next Step 2 button which will appear above Add a new item 7 The item appears in the area above the Add Items fields 8 Add More Items 8 1 If you want to add more items to the RFQ enter the next item details and click the Add Item button 9 Removing RFQ Items To remove one or more items follow these instructions 9 1 Check the Remove From list box for each item you wish to remove Aen onl ee Quantity sae Attachment Remove from list name description measure Paper Ad 30gsm ii r Pack recyled Boxes 4 99 499 00 Envelopes Pack of 5 Packs 1 00 100 00 Total i 599 00 9 2 Click the Remove Selected button Tip No prompt is displayed so make sure you really want to delete the items tel Tea Quantity see Attachment Remove from list name
75. rganisation 7d NES Arnold 70 GLS Eoucationa Syeetes 55 AtoZ 54 MN 5 gt More selection SO00802 71 1560 Manufacturer Not specited 7 274 O MITRE 12 FALLON 4 F efowes g1 gt More selection 160379 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 ProcServe How to Search 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 ProcServe ProcServe Holdings Limited 2012 3 3 Examples of Searching 79 Examples of Searching Here are some common examples of using the search system 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 Advanced search Shopping lists Feature
76. rn House School 00 999543060 Guildford Add 2 3 You locate the Category for your Supplier and click the Search button Any Suppliers found are displayed below the Search button as shown 2 4 Click the Add link to add the Supplier to the list of Suppliers to Add 2 5 Manually Adding Suppliers to the RFQ If a Supplier has not already been entered on the system follow these steps 2 6 You click the manually add their details link in the area shown in the following image Cannot find a particular supplier here lf there is a supplier that you would like to send your RFQ to but is not listed in our system you can manually add their details y Please note that if you manually add a supplier to your list you will also have to manually record their bid should they be chosen as the winner 2 The Manually add a Supplier form is displayed ProcServe ProcServe Holdings Limited 2012 Buyer Menu Schools RFQ Management Manually add a supplier Bold fields are required Supplier name PaperTronix Systems Vendor code 19090109 Supplier email address RFQ PTSX com Supplier address 93 Fifth Street Townilcity Brighton Postcode BN YH 2 8 Enter the details for the Supplier and click the Add button 2 9 The details are validated and if valid the Supplier is added to the list of Suppliers to Add Suppliers to contact PaperTroniX Systems Remove Procserve Supplier Support Ltd Remove To
77. rovide full contact details organisation opensupport procserve com name and a description of the support issue query Telephone 0845 6006736 For general queries questions and support issues ProcServe Holdings Limited 2012 ProcServe Buyer Menu Supplier Directory 2 2 Buyer Menu 2 2 1 Supplier Directory 2 2 1 1 Supplier Directory Overview Overview This section shows how you can use Supplier Directory The Supplier Directory allows you to see what suppliers you have traded with and what suppliers are available to your Marketplace Note A supplier is shared amongst many buying organisations A supplier listed under the Supplier Directory may not mean they have provided your buying organisations with a catalogue to buy from Supplier Directory Suppliers my organisation has traded with Search all available suppliers Browse available suppliers Supplier name DUNS o Category Telephone Number N A OGCBS Supplier 919191919 Basic and Enhanced suppliers All suppliers are assigned a category based on the highest level of enablement they support This category is an indication of their ability and does not mean they support this level of enablement for every buying organisation There are 4 categories of suppliers Basic Bronze Silver and Gold These are explained below SaS Basic suppliers have been invited to join the marketplace but have not yet registered They can be viewed in the Supplier Dire
78. s and towns are clearly 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 ProcServe ProcServe Holdings Limited 2012 Smart Forms 87 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 cumeny E 5 ad Lies Sal ri ph amp LE ale Ls A F rocS e rve ey Aceuntasan Ge bog of Howat pussy Caio search T
79. s 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 Subject Your account has been locked Hello Your account has been locked due to too many invalid login attempts To unlock your account you will need both a username and access key included below and you will need your memorable word which you specified in your account profile Your access key is D C4DJD4 Instead of typing the access key out try copying and pasting it into the unlock screen using the following steps Highlight the access key making sure there are no spaces at the beginning or end Right click and select Copy In the access key field of the login screen right click again and select Paste You can unlock your account at gt https preprod buyers procserveonline com procserveportal auth html 2 Navigate to the url within the email or use the Unlock account on the login page ProcServe Hello Welcome to the ProcServe marketplace everything you need to conduct electronic trading in one fast flexible and secure managed service Login Username Password PEROT T 7 fa Unlock account 3
80. s to contact Suppliers available to contact Suppliers to contact To add a supplier to this list find them on the lef and click the Add link next to the supplier you are after Browse by name Find by category Sory but there were no supplier names found starting with 0 9 please try another letter above This RFQ will be sent to the suppliers you add to your Suppliers to contact list directly 2 Adding Suppliers to the RFQ To add a Supplier that is already on the system 2 1 Browse for a Supplier You can click the letter or number that your Supplier starts with in the Browse by Name tab A list of Suppliers is displayed Fore example Suppliers available to contact Browse by name Find by category Supplier Name Procserve supplier 976320999 London support Ltd PS Supplier E 296887490 London Solutions Click the Add link to add the Supplier The Supplier is added to the list of Suppliers to Add ProcServe Holdings Limited 2012 ProcServe Buyer Menu Schools RFQ Management suppliers to contact Procserve Supplier Support Ltd Remove To add a supplier to this list find them on the left and click the Add link next to the supplier you are after 2 2 Find by Category You can also click the Find by Category tab For example Suppliers available to contact Find by category Show suppliers in Vehicles not Buses se Supplier Name Vendor Number Location Add them Lante
81. supplier can be contacted and ordered from separately To return to the Transaction list navigate to the Buyer Menu gt gt Transactions ProcServe ProcServe Holdings Limited 2012 Buyer Menu Service Requests 2 2 5 Service Requests 2 2 5 1 Service Requests Overview Service Requests allow you to request the ProcServe service desk to perform the following tasks e Delete User You can deactivate a user e Request Supplier You can ask us to make a supplier available to you e Request Catalogue You can ask us to make a catalogue available to you e Other Request Use this form to make any other request related to operations of ProcServe ProcServe Holdings Limited 2012 ProcServe Buyer Menu Service Requests 2 2 5 2 Deleting a User Overview You can delete a user if you have the role of Authoriser Deleting a User 1 Navigate to Service Requests BUYER MENU i Service Requests Start Shopping Transactions Please choose an option from the Service Request menu to the side Supplier Directory RFQ Management Free Text Requisitions Serice Requests i gt Delete User i gt Request Supplier i gt Request Catalogue i gt Other Request 2 Select Delete User 3 Next to the user you wish to delete click the Delete button ervice requests Delete user reques Start Shopping Transactions You can send a request to delete a user Click the delete button next to the user you would like to be del
82. tch what is in the catalogue Tolerant The system will allow for some minor discrepancies including some common spelling mistakes e g recieved will find received Similar The system will use a wider scope and broaden the search based on the ProcServe ProcServe Holdings Limited 2012 Overview of Catalogue Searching 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
83. te 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 You can click the Name link for a Shopping List to ProcServe ProcServe Holdings Limited 2012
84. the Confirm button to delete th draft FTR and return to the Free Text Requisitions Overview Page e FTR Details The remainder of the page shows a summary of the FTR These fields are described in Submitted FTR Details Page below Submitted FTR Details Page The following image shows a typical FTR Details page for a submitted FTR ProcServe Holdings Limited 2012 ProcServe Buyer Menu Schools Free Text Requisitions Free text requisition management View requisition Back to ovenmew Requisition 9 Creation date 16 February 2009 Number of items 3 Items List Erasers HY 121 5 Each 0 26 Paper 200gsm High Quality 5 Boxes 10 00 Pencils Assorted Soft 10 Boxes 4 00 Total 91 30 supplier ProcServe 123 Buckingham Palace Road Landon UNITED KINGDOM SWi1W SSR The following list describes the submitted FTR Details page e Return to FTR Overview To return to the FTR overview page navigate to the Buyer Menu gt gt Free Text Requisitions e Requisition Details This area shows the number of items and creation date for the FTR e Items List This list shows a Summary description of the items on the FTR and a total cost e Supplier Details This area displays details for the Supplier ProcServe ProcServe Holdings Limited 2012 Buyer Menu 47 Schools Free Text Requisitions 2 2 3 5 Working with Schools FTR Templates Overview This guides you through the process of creating using and editing Free Text
85. the cartridge model number CE505A Put CE505A in the search field and this will return results with the product code anywhere within them Advanced search Shopping lists Feature search R serene C Standard assortment Home page Catalogue search Turse Cas m O Search filter A Search a Catalogues fay CES505A O Stuff Cat 6 Schools Banner Business Supplies Ltd 2 i A 22 ltems found T Schools Supplies For Schools Lid 2 C Schools Martin Luck Lid 2 Short description page EE of 3 4 Oo Image view Supplier Manufacturer Image Price Lead time Quantity O O Schools Devon County Council Martin Luck Ltd 2 C O Schools Printerbase Cat 2 O School London Office Depot UK Ltd 1 gt More selection Pages Suppliers f Stufiuk net 6 7 Martin Luck Ltd 4 Printerbase Lid 2 CESO54 Supplies For Schools Ltd 2 Banner Business Supplies Lid 2 Print Clearly ink and Media Ltd 1 Office Depot UK Lid 1 CES054 054 HP BLACK TONER 2 300 Hewlett Packard Original Toner cart Black Supplies For HP CES5054 Schools Ltd 54 64 each 1 0 day i leE Inkost Ltd Hewlett Packard 53 16 each 2 0 days h e E Q I 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
86. 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 ProcServe Working w ith your Shopping Cart 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 ProcServe ProcServe Holdings Limited 2012 Working w
87. ther Services Request 2 The Service Request general request page is displayed Service requests general request submit the details of your request in the comments box below Your request will then be e mailed to your helpdesk Request Details po Send request 3 Completing and Sending the Form The following list describes the fields in this request form e Details Enter the details of your request e Save Details When you have completed the form click the Send Request button ProcServe Holdings Limited 2012 ProcServe Admin Menu Schools User Management 2 3 Admin Menu 2 3 1 Schools User Management 2 3 1 1 User Management Overview Overview This describes user types and what they can do and provides links to related topics Basic User Details The following list describes where to find user task instructions Disabling Users Users can be deleted by an Authoriser Adding a User Additional users can be added by an Authoriser The following describes each buyer type some of these might not be applicable to your organisation Buyer who is allowed access to services they need to purchase Purchaser Items Buyer who can only access services they need to authorise Authoriser l purchasing An Authoriser can also add and delete users ProcServe ProcServe Holdings Limited 2012 Admin Menu Schools User Management 2 3 1 2 Adding a User Overview You can add a new user to your organ
88. uccessful then one or more Suppliers is displayed for example Results for PROC 1 Supplier name Select company to requisition from 123 Buckingham Palace Road ProcServe London z UNITED KINGDOM Select supplier SW1W 9SR Can t find a particular supplier here lf there is a supplier that you would like to send your FTR to but is not listed in our system you can manually add suppliers 9 1 Located Supplier If you have located the Supplier for your FTR template then click the Select Supplier button for that Supplier The FTR Confirmation page will be displayed ProcServe ProcServe Holdings Limited 2012 Buyer Menu Schools Free Text Requisitions 9 2 Supplier Not Found If you wish to add Supplier details to the system manually click the Manually Add Suppliers link 10 Manually Adding Suppliers to your FTR Template When you click the Manually Add Suppliers link the following form is displayed below the Search box Can t find a particular supplier here lf there is a supplier that you would like to send your FTR to but is not listed in our system you can manually add suppliers Manually add a supplier Supplier name Artistic Materials Ltd Supplier vendor code 901909109 t lt i sts S Supplier email address Anie AMLcouk Supplier address 47MonkRoad gt Town Milton Keynes i sSsCS Post code IMN429TY Add You enter these details 10 1 Supplier Name You must enter a na
89. uests Title Mr v First name Steve ADMIN MENU Last name James User Management Status Active E gt Add a User Username stevejamesi o45d625 gt Web Services Email address steve sch000ls com Confirm Email address steve sch000Is com Organisation PServe Test School 300 Default address 123 Buckingham Palace Road SW1W JSR v Telephone number Fax number v W 11 The following is displayed and can be edited FIELD NAME FIELD CONTENT Title First Name Last Name Mandatory Username Cannot be changed Email Address Mandatory Confirm email Address Mandatory Organisation Cannot be changed Default Address Mandatory Telephone Number Optional Fax Number Optional Optional Preferred Language Mandatory Role Mandatory Data Feeds Admin Users Only 12 Click Save when complete Note Changes to a user profile may not be completed until after the user logs back into the system ProcServe Holdings Limited 2012 ProcServe Admin Menu Web Services 2 3 2 Web Services 2 3 2 1 Web Services Account Overview The web services functionality allows you to download documents such as Shopping Baskets Invoices amp Credit Notes and send out Purchase Orders from your Financial Management System FMS Configuring Web Services 1 Log into the marketplace using an Authoriser login and select the new menu option Web Services ADMIN MENU User Management Web Services 2 The following screen will b
90. umber FO Contact name FO Mame of main contact at supplier Contact information for supplier Email address C Address line 1 CN Address line 2 M Town city oo County M Postcode OO Telephone number M eg 44 0 123 456 7890 3 Completing and Sending the Supplier Request Form The following list describes the fields in this request form o Supplier Name You must supply a name for the Supplier o DUNS You can enter the Supplier s DUNS number here ProcServe ProcServe Holdings Limited 2012 Buyer Menu Service Requests o Contact Name You must supply a name of a contact within the Supplier o Email Address You must supply a valid email address for the contact o Address Line 1 You must supply the first line of the Supplier s address o Address Line 2 You can enter the second line of the Supplier s address o Town City You must supply the name of the Supplier s Town or City o County You can enter the Supplier s county o Postcode You must supply the Supplier s postal code o Telephone Number You must supply the telephone number for the Supplier contact 4 Save Details When you have completed the form click the Send Request button __Sendreauest ProcServe Holdings Limited 2012 ProcServe Buyer Menu Service Requests 2 2 5 4 Request Catalogue Services Request Overview You can request access to an existing catalogue Note You will require at least the following information e Suppliers Na
91. very 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 T 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 oi 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
92. words then a list of Supplier is displayed Search results for proc 5 of 5 Supplier name DUNS Telephone Number IA ProcServe 349363296 Ni 020 7730 9000 ProcServeOnline 10000000 N A Procserve Supplier Support Ltd 978320999 N A You can view the details listed or click a Supplier Name to load the Supplier Profile page ProcServe ProcServe Holdings Limited 2012 Buyer Menu Supplier Directory 6 Browse available suppliers tab This tab allows you to browse Suppliers within the Marketplace alphabetically or numerically For example Supplier Directory Suppliers my organisation has traded with Search all available suppliers Browse available suppliers B M Browne UK Ltd Brownes GU 965047721 N A Bags of Books 217450563 N A B and M Office Machines Ltd 294440524 N A Banner Business Supplies Ltd 236638362 N A Barclaycard Business 548616721 N A Barkers Norman Broadbent 232258157 N A 6 1 Select Letter or Number Click the letter or number 0 9 In the above image B has been clicked 6 2 Results As shown in the above image if one or more Suppliers matched your letter or number then a list of Supplier is displayed You can view the details listed or click a Supplier Name to load the Supplier Profile page ProcServe Holdings Limited 2012 ProcServe Buyer Menu Supplier Directory 2 2 1 3 The Supplier Profile Page Overview The supplier profile page displays supplier information as the

OPEN User Manual Release 4.6

Contents

Download Pdf Manuals

Related Search

Related Contents