Supplier Management User Manual
Contents
1. As you match or add supplier brands the list of unmatched brands will shrink You can do the following on this form Add a new brand Match unknown brands to existing brands Method Add a new brand e Select the specific brand from the grid at the top e on the New 1 icon e Click on the Yes button to confirm adding the brand The brand is now added to the bottom grid Version 1 1 0 0 Page 53 of 61 gt i INTEN DA Supplier Management User Manual Method Match supplier brands Select the unknown brand from the top grid Select the known brand from the bottom grid Click on the Replace Supplier Brand icon The unknown brand is now matched to an existing brand oupplier Types The Supplier Types defined in the Supplier Type lookup table is used to distinguish between types of Suppliers The typical Supplier types are Distributor Manufacturer Manufacturer and Distributor Service Provider etc The Supplier type is selected from this table when linking a commodity category to a Supplier You can do the following on this form Add a new Supplier Type Edit an existing Supplier Type Delete an existing Supplier Type Method To add a Supplier Type e Click on the New 1 icon e The Supplier Type Maintenance form will be displayed Supplier type maintenance DER File Help PENT Supplier types maintenance Figure Supplier Types form e Enter the Description e Click on the Save2. e Complete any of the available fields and click on the Search 4 icon e Select the option from the list e Click on the Return Data 7 icon to insert the selection into the previous form e Click the Save id icon When the wrong brand was selected it can be deleted from the supplier s name It will still remain in the look up table Method To delete a brand e Select the brand from the grid at the bottom e Click the Delete icon Version 1 1 0 0 Page 22 of 61 gt i INTEN DA Supplier Management User Manual Supplier Features The Supplier Feature facility can be used to create an additional classification for a Supplier You can enter the codes and descriptions for the classifications in the Supplier Feature lookup table The features can then be linked to the Supplier in the same manner as the commodity category link Features are user defined and are added in the Supplier Features Lookup Table Click on the Features tab to select the feature applicable to the specific supplier Method To add features to the supplier e Click on the New H icon e The Supplier Feature form will be displayed F Supplier feature File Help Supplier Features Supplier name Feature type Feature value Figure Supplier feature e The Supplier Name field will default from the supplier being updated or created Click on the FEATURE TYPE button Complete any of the available fields and click on the Search 4 icon S
3. 00 Jd INTENDA ER MANUAL Supplier Management Version 1 1 0 0 i INTEN DA Document information DOCUMENT PURPOSE This document serves the purpose of providing a quick reference to assist Intenda Solution Suite users to use the Supplier Management COPYRIGHT Company Confidential Copyright by Intenda Pty Ltd This manual was created and distributed by Intenda PTY LTD Our company specialises in software solutions Visit our websites at www intenda co za and www globalerfx com for more information All rights are reserved No part of this publication may be copied reproduced or transmitted in any form or by any means electronic mechanical photocopying recording or otherwise save without the written permission from Intenda or in accordance with the provisions of the Copyright Act 1956 as amended DOCUMENT VERSION CONTROL Document Reference Dae Module Version ISSUMBUD1 2008 09 01 V1 0 0 0 ISSUMBUD1 2008 09 01 V1 0 0 0 Amanda Spies ISSUMBUD1 2009 01 31 V1 1 0 0 Amanda Spies ACKNOWLEDGEMENTS Topic N Nature of input Other information opic Name o Reference Material Person Author l e Information I e Publication date Reference Material etc publisher etc Project manager Information Module expert ComSmt Woman Subject expert Richard Green Defmtons o emm Derek Snyders Version 1 1 0 0 AK INTEN DA S
4. j INTENDA Supplier Management User Manual Data type list File Help Hie et Data types Code Description Data types records loaded Please select Add to create new records Figure Data Type List form e Complete any of the available fields and click on the Search icon e Select the option from the list e Click on the Return Data icon to insert the selection into the previous form e Click on the Save ll icon The lookup Answers tab becomes available Lookup Answers Select the Lookup Answers tab Feature type maintenance File Help 2110 Feature type Lookup answers Possible answers Answers records loaded Please select Add bo create new records Figure Features Type Maintenance Lookup answers tab form Method Add a Lookup Answer e Click on the New H icon e The Features Type Answer Maintenance form will be displayed Version 1 1 0 0 Page 46 of 61 De INTEN D A Supplier Management User Manual Feature type answer maintenance File Help 2 Supplier Features Figure Features Type Answer Maintenance form e Click the ANSWER button e The Answer List form will be displayed Answers list File Help 87401 Possible answers Code Answer Answers Ma records loaded Please select to create new records Figure Features Answer form Method Add an Answer e Click on the New _
5. You can do the following on this form Add a new Account Type Edit an existing Account Type Delete an existing Account Type Method Add a new Account type e Click on the New _ icon e he Account Type Maintenancet form will be displayed Account type maintenance BER File Help id 219 Account maintenance Code Description Name NE Figure Account Type Maintenance form e Enter the Code for the address type e Enter the Name for the account type being created e Enter a Description for the address type e Click on the Save lad icon Version 1 1 0 0 Page 35 of 61 i INT N D A Supplier Management User Manual Address Types Address Types assists the user to specify different addresses for suppliers and contact persons within the supplier An example of an address type is postal address You can do the following on this form Add a new Address Type Edit an existing Address Type Delete an existing Address Type Method Add a new address type e on the New H icon e The Address Type Maintenance form will be displayed F Address type maintenance File Help id 20 Address type maintenance Code Mame Description Figure Address Type Maintenance form e Enter the Code for the address type e Enter the Name for the address type being created e Enter a Description for the address type e Click on the Save lad icon Banking Types Banking Types
6. ul Figure Brands form You can do the following on this form Add a new Brand Edit an existing Brand Delete an existing Brand Method To add a new Brand e Click the New Brand icon e he next form appears Brands Per Commodity Category Commodity Figure Brands Commodity Category e Select the relevant Commodity Category from the drop down list e Select the Brand Description from the drop down list e Click on the OK button Version 1 1 0 0 Page 41 of 61 gt i INTEN DA Supplier Management User Manual PLEASE NOTE Brands already used may not be deleted Before adding a brand make sure it is not already present but perhaps spelled incorrectly Company Service Types Company Service Types are used to indicate what types of service suppliers can produce You can do the following on this form Add a new Company Service Type Edit an existing Company Service Type Delete an existing Company Service Type Method Add new Company Service Type e Click on the New _ icon e The Company Service Type Maintenance form will be displayed F Company service type maintenance File Help FENT Company service maintenance Name Description PO Figure Company service Type Maintenance form e Enter the Name for the company service type e Enter the Description for the company service type e Click on the Save lad ico
7. Commodity Category Filter Commodity Seleck Cemmadiby Search Options Use Wildcards Match Park OF Field Whole Field Start OF Field Figure Supplier per Commodity Category Form Version 1 1 0 0 Page 32 of 61 gt o INTENDA Supplier Management User Manual Method To search for a Commodity e Type the Search criterion name of commodity to search for e Click on the OK button PLEASE NOTE Supplier Management searches for words that match the search criteria Once finished the Select Commodity tab will be displayed e Select a Commodity Sub category e Select one or more Commodity Sub Category s e Select the applicable Region s If a Region is selected all the towns within the region are selected automatically Select the applicable Town s Select the type of Supplier Click the Select button The Supplier form opens e Click the Close amp button to close the Supplier Form e Click the Close amp button to close the Select Supplier per Commodity Category Form select Suppliers per Brand You are able to search for and Select Suppliers per Brand using the Select Suppliers per Brand link Method To access the Select Suppliers per Brand option e Click on Management from the Supplier Management Dashboard The Management menu will be displayed e Select the Select Supplier per Brand option e The Select Supplier per Brand form will be displayed Version 1 1 0 0 Page 33 of 61
8. Contact person feature maintenance form e The Supplier field will default from the supplier being created e The Contact Person field will default from the contact person being created e The Contact Person Type field will default from the previously selected contact person type e Click on the FEATURE TYPE button e Complete any of the available fields and click on the Search 4 icon e Select the option from the list e Click on the Return Data icon to insert the selection into the previous form e Enter the specific information related to the feature type selected e Click the Save ll icon to save the changes e Once all tabs have been completed click on the General Information tab e Click on the Save led icon to save additional information for the contact person PLEASE NOTE Whenever there is a required field that is not completed the system UL will display a warning message and will not allow you to continue until the required oe fields have been completed You can edit a contact person to change the person s contact details or issue methods Version 1 1 0 0 Page 18 of 61 Ae NT D A Supplier Management User Manual Method To update an existing Contact Person e Select the contact person from the grid at the bottom e Click the Update Ly icon e Change the details that need to be changed e Click the Save 8 icon to save the changes When a Contact Person is not in use anymore it can be delete
9. grid Language The Language lookup table contains a default list of languages Languages in the list can be deleted Updated Edited and new languages can be added The Language table is listed on the System setup menu in the dropdown list of the General area under Lookup Tables Method Add a Language e Select the New _ icon on the Language List form e The Language Maintenance form will be displayed H Language maintenance File Help Languages maintenance Code Description Data Flag Active Figure Language Maintenance form Complete the Code Field Complete the Description Field Click in the Data Flag check box to instruct the system to accept data in this language Click the Active check box to activate the use of the language in the system Select the Save icon Version 1 1 0 0 Page 49 of 61 gt i INTEN DA Supplier Management User Manual Municipal Areas Municipal Areas identifies the location of a User Supplier within a province region This table carries a list of possible Municipal areas The list created in this table is available on forms as a lookup grid for the corresponding field where applicable Although the source of municipal is generic this list could be unique to each organisation depending on the business of the organisation with Method Create a New Municipal Area e Select Municipal Areas from the dropdown list e Select the New 1 icon e Anew form Munici
10. i INT DA Supplier Management User Manual Select Suppliers Per Brand Fileer Brand Seleck Brand Search Options Use Wildcards Match Any Park OF Field Whole Field Stark OF Field Figure Select Supplier per Brand Method To search for a Brand e Type the Search criterion name of brand to search for e Click the OK button PLEASE NOTE Supplier Management searches for words that match the search EDS criteria Once finished the Select Brand form will be displayed e Select a Brand e Select the applicable Region s PLEASE NOTE If a Region is selected all the towns within the region are selected automatically Version 1 1 0 0 Page 34 of 61 gt i INTEN DA Supplier Management User Manual Select the applicable Town s Select the type of Supplier Click the Select button The Supplier form opens Click the Close icon to close the Supplier form e Click the Close amp icon to close the Select Supplier per Brand form oystem Setup Account Types Account types identify the way an account is managed e g saving transmission etc This table carries a list of possible account types The list created in this table is available on forms as a lookup grid for the corresponding field Although the origin of account types is fairly generic this list could be unique to each organisation depending on the nature of bank accounts used by the organisation and the organisation s clients
11. registers on Global with the purpose of doing business with a buying company the system presents the choice of registering as a new or an existing supplier If the supplier registers as new but already appears in the buying company s database a duplicate is created If it is a closed tender the supplier that mistakenly registered as new won t be able to see the appropriate closed tender request because the user id is not linked to the correct supplier code Although this is inconvenient Help Desk can normally resolve the problem In a situation where the tender request is open duplicate registrations don t pose as big a problem Method Accessing Supplier Matching e Click on Management from the Supplier Management Dashboard The Management menu will be displayed e Click on Supplier Matching e The Supplier Matching Facility form will be displayed Version 1 1 0 0 Page 30 of 61 gt i INTEN D A Supplier Management User Manual F su pplier Matching Facility Figure Supplier Matching Facility form The form is divided into two sections namely Suppliers to be matched and Available Suppliers e Select the dropdown arrow next to the Supplier Name field in the Suppliers to be matched section to select a supplier from the dropdown list box b PLEASE NOTE The contact information for the selected supplier displays on screen 225 but the Supplier Code display field will be empty e Select the dropdown ar
12. specify the type of bank account being used by the supplier You can do the following on this form Add a new Banking Type Edit an existing Banking Type Delete an existing Banking Type Version 1 1 0 0 Page 36 of 61 Zh INTEN D A Supplier Management User Manual Method Add a new Banking Type e Click on the New 1 icon e he Banking Type Maintenance form will be displayed Banking type maintenance Banking type maintenance Code Name Description Figure Banking Type Maintenance form e Enter a Code for the banking type e Enter the Name of the banking type e Enter the Description for the banking type e Click on the Save lad icon Buyer Before a registered user can use the system the user must be registered as a valid Buyer The Administrator is responsible for the registration of users and the entering of buyer information Method Adding buyers to the system e Click on System setup from the Supplier Management Dashboard The Lookup menu will be displayed e Click on Buyer e The Buyer details form will be displayed Version 1 1 0 0 Page 37 of 61 Ze INT N D A Supplier Management User Manual Buyer Detail User Code Cordelia Cordelia Selwane Finance Rustenburg 27 83 08351 m ot See ee soe Fe So on RI a Figure Buyer detail form e Click on the New icon e he User detail form will be displayed Version 1
13. the Return Data icon to insert the selection into the Town Maintenance form e Complete the Name field with the name of the new Town e Select the Save ixl icon Version 1 1 0 0 Page 55 of 61 Si INTEN D A Supplier Management User Manual PLEASE NOTE You won t be able to add towns if you don t have regions in ier your Regions look up table ium LE Classification Commodity Categories Commodity Categories are user defined and can be alphabetic numeric or alohanumeric e Classify items with common characteristics into groups e link items to suppliers e Inserted in a tender or enquiry enabling RFx to determine which supplier s are able to supply to the tender request Whereas commodity categories may be imported from the client s main system during data take on Commodity Sub Categories have to be created in Supplier Management Commodity sub categories can be used to give a further classification of the commodity category if required Each Commodity Category must have at least one Commodity Sub Category even if the sub category has the same name There is no limitation to the amount of sub categories a commodity category may have The facility handling these categories makes use of a screen with two panes an upper and a lower pane each with its own toolbar Version 1 1 0 0 Page 56 of 61 Ht INT N D A Supplier Management User Manual Commodity Categories EE d a ah Commodity Categories 1 of
14. 1 0 0 Page 38 of 61 Ht INT N D A Supplier Management User Manual User Detail o User Detail Commodity Categories Region Company Mame ROYAL HOTEL GROUP v Buyer Mame Direct Business Direct Fax Number Sector Direct E Mail 4ddress Preferred web URL Ad Hac Limit Term Contract Limit Uses Delrina as Fax Figure User detail form You ll notice that the User Detail form of the buyer consist of three tab forms one for the User Detail one for the Commodity Categories and one for the Regions The commodity categories and regions must be linked to a buyer when utilizing the Request for Sourcing functionality To access commodity categories in the Windows based Request for Sourcing application you are required to link them on this form to the buyer Onthe User Detail tab form provide the buyer code and select the company you ve created on the Company Setup form The Ad Hoc and Term Contract limits refer to the monetary limitations which such a buyer may be permitted to award these respective contracts e After providing the required information select the Save E icon Method Editing a buyer e Onthe Buyer Detail form select the buyer from the grid you wish to edit e Select the Edit icon to display the content of the specific buyer e the required changes e Select the Save icon Version 1 1 0 0 Page 39 of 61 gt o INTENDA Supplier Management User Manual Metho
15. 202 LIVE PLANT AND ANIMAL MATERIAL AND ACCESSORIES AND SUPPLIES RHG Inte SEEDS AMD BULBS AND SEEDLINGS AND CUTTINGS RHG Intere FLORICULTURE AND SILVICLILTURE PRODUCTS RHG Intere aD FERTILIZERS AND PLANT NUTRIENTS AND HERBICIDES RHG Intere aE PEST CONTROL PRODUCTS aF EARTH AND STONE FABRICS AMD LEATHER MATERIALS AH CHEMICALS INCLUDING BIO CHEMICALS AND G45 MATERIALS BSR dA RIED 2 cde Figure Commodity Categories form with Sub Categories below Add a new Commodity Category You can do the following on this form Add a new Commodity Category or Commodity Sub Category Edit an existing Commodity Category or Commodity Sub Category Delete an existing Commodity Category or Commodity Sub Category Method Add a Commodity Category e Click the Add Bl icon e The Commodity Category form will be displayed Commodity Category Rotation Active Rotation value EE Figure Commodity Categories form Version 1 1 0 0 Page 57 of 61 gt i INT DA Supplier Management User Manual Enter the commodity category Code Enter a commodity category Description Select the Interest category from the drop down list Select the Rotation Active checkbox if required Specify Rotation Value if the Rotation checkbox is selected Click the OK button The commodity category is added to the list Method Add a new sub categ
16. Click on the New H icon in the toolbar The Supplier Contact Details form will be displayed Version 1 1 0 0 Page 10 of 61 Zh INTENDA Supplier Management User Manual Supplier contact details eL File Help Supplier contact details Supplier name Contact type Value Preferred indicator Figure Supplier contact details e Supplier Name field will default from the supplier being updated or created e Click on the CONTACT TYPE button e The Contact Type List form will be displayed e Complete any of the available fields and click on the Search 4 icon e Select the relevant option from the list e Click on the Return Data icon to insert the selection into the main form e Value This would indicate the string or mask id to be used Click on the Save icon Method To update existing contact detail e Select the contact detail from the grid at the bottom e Click the Update E icon e Change the details that need to be changed e Click the Save 8 icon to save the changes Method To delete contact detail e Select the contact detail from the grid at the bottom e Click the Delete icon Version 1 1 0 0 Page 11 of 61 E Vv NI S z INT DA Supplier Management User Manual A NM Document Detail All important documents can be linked if they are available electronically These might be supplier specific or general documents related to the supplie
17. MMODITY CATEGORY cccccsccseccssccucccsccuccenccusceucceuccessecceuscuscescesccuscesssenceuss 32 SELECT SUPPLIERS PER BRAND cccccscccscccsscssceucccsceuscenscesseuscesccesseuscenscesseuscenccesseussesscesseucsesccussescusceuss 33 35 35 Mrd or 36 36 510545 37 ERREUR m 4 COMPANY SERVICE TYPES 42 43 43 jg HEIC m 44 Pee NL 46 49 50 PAYMENT METHODS 5 M 5 SUMERET TERR 52 SUPPLIER BRAND MATCHING CERRO 53 SUPPLIER TYPES oo 54 Pau 55 OT FE On err A 56 Version 1 1 0 0 Page 1 of 61 F i i n lt a os J DA 7 Fa 1 INIENDA COMMODITY CATEGORIES ADD A NEW COMMODITY CATEGORY LINK ATTACHMENTS TO A COMMODITY CATEGORY INTEREST CATEGORIES V
18. TSHOGO BIENSSENTRUM OTTOSDAL _ DINALA DIA FATA _ GLOBAL PROPERTY CONSULTANTS HELPING HANDS TRADING CC TA LIQUOR HOUS KEA STATIONERS OFFICE EQUIPMENT KEEWAVE TRADING 127 _ LOGAGANE P SCHOOL ME MOOPELWA MAIHLOME TRADING SERVICES CC MONTSHO BE NED S CATERING mAN TUR Select All Towns Deselect All Towns Figure Supplier town linking form The form is divided into three sections namely Supplier Suppler Regions Town per Region Enter a description or part description in the search fill in the Supplier section Select the required supplier to which the town must be link to Select the required Supplier Region in the Supplier region section All the available towns will display in the Towns per Region section Check the checkbox next to the town towns to be linked to the Supplier 5 Click the Save id button to save the record Select the Close icon PLEASE NOTE By linking town towns to a supplier using the Supplier town linking xxx option from the Management menu the linked town towns will display in the grid of me the Supply towns tab on the supplier s detail located from the Suppliers menu of this module Version 1 1 0 0 Page 29 of 61 gt o INTENDA Supplier Management User Manual Supplier Matching When an interface to another system is implemented for Suppliers any additional Supplier ente
19. UNTRY button The Country List form will be displayed Version 1 1 0 0 Page 7 of 61 INTENDA Country list File Help 1148 Countries list Code Mame Countries records loaded Please select Add to create new records Figure Country List e Complete any of the available fields and click on the Search 15 i e Select the option from the list e Click on the Return Data 7 icon to insert the selection into the main form e Click on the TOWN button e The Towns List form will be displayed Nu Complete any of the available fields and click on the Search icon Select the option from the list Click on the Return Data icon to insert the selection into the main form Click on the CURRENCY button The Currency List form will be displayed Currency list File Help 5 19 Currency Code Description Currencies records loaded Please select Add to create new records Figure Currency list e Complete any of the available fields and click on the Search 4 icon e Select the option from the list e Click on the Return Data 7 icon to insert the selection into the main form e Some clients do not want supplier records to be sent to their financial system until the account has been released for integration The Release Account checkbox is added to ensure release of a new supplier account by persons authorised Version 1 1 0 0 Page 8 of 61 Su
20. You can select various types of services for one supplier Click on the Service Types tab to enter the necessary service types of the supplier Method To add service types for the supplier e Click on the New _ icon e he Supplier service type form will be displayed F Supplier service type File Help Supplier service type Supplier name Figure Supplier service type form e The Supplier Name field will default from the supplier being updated or created e Click on the COMPANY SERVICE button e Complete any of the available fields and click on the Search 4 icon e Select the option from the list e Click on the Return Data icon to insert the selection into the previous form e Click the Save icon Method To update service types e Select the service type from the grid at the bottom that needs to change e Click the Update icon e Change the details that need to be changed e Click the Save 8 icon to save the changes Method To delete a service type e Select the service type from the grid at the bottom e Click the Delete X icon Version 1 1 0 0 Page 26 of 61 Sie INT N D A Supplier Management User Manual Management Supplier Commodity Linking Method Access Supplier Commodity Linking e Click on Management from the Supplier Management Dashboard The Management menu will be displayed e Click on Supplier Commodity Linking e The Supplier Commodity Linking form will b
21. any of the available fields and click on the Search 4 icon Select the option from the list Click on the Return Data icon to insert the selection into the previous form Enter the address details for the supplier Enter the Zip Postal Code whichever applies to the supplier s address e Click the Save id icon You can edit address details if necessary Method To update address details e Select the address from the grid at the bottom e Click the Update Eg icon e Change the details that need to be changed e Click the Save lal icon to save the changes Version 1 1 0 0 Page 21 of 61 gt i INTEN DA Supplier Management User Manual When an address is not in use anymore it can be deleted Method To delete an address e Select the address from the grid at the bottom e Click the Delete icon Brands lf Brand Names were used on the tender these names will be displayed on this grid A brand can be excluded or selected as the preferred brand for the supplier Brands are created in the Brands Lookup Table Click on the Brands tab to link brands to a supplier Method Link Brands to the supplier e Click on the New H icon e Supplier Brand form will be displayed F Supplier brand File Help Supplier brands Supplier name ABC Cleaning Services Figure Supplier brand form e The Supplier Name field will default from the supplier being updated or created e Click on the BRAND button
22. ct person Click on the TOWN button Complete any of the available fields and click on the Search 4 icon Select the appropriate option from the list Click on the Return Data icon to insert the selection into the previous form If this Contact Person should be the Default Receiver of the Tender ensure that this is completed Select the Default receiver of contracts checkbox if applicable to the contact person Select the Receive SMS checkbox if the contact person requires SMS notifications Select the Receive Email checkbox to have e mails sent to the contact person Enter the e mail address of the contact person in the space provided Enter any comment regarding the contact person Click on the DELIVERY MODE OF TENDER button Complete any of the available fields and click on the Search 4 icon Select the option from the list Click on the Return Data icon to insert the selection into the previous form Click on the MEDIUM OF TENDER button Complete any of the available fields and click on the Search 4 icon Select the appropriate option from the list Click on the Return Data icon to insert the selection into the previous form Click on the DOCUMENT FORMAT button Complete any of the available fields and click on the Search 4 icon Select the option from the list Click on the Return Data icon to insert the selection into the previous form Click on the EXE FORMAT button Complete any of the available fields a
23. ct type Enter the Name of the contact type Enter the Description of the contact type Enter the Input mask which will be the actual information to be used for example the telephone number e Click on the Save zl icon Feature Type The Features Type lookup table is used to give additional information for classification of Suppliers This may be information such as Approved Supplier Permanent Supplier or Temporary Supplier Feature type list File Help Feature types list Mame Description Date type code Feature types No records loaded Please select Add to create new records Figure Feature type list Version 1 1 0 0 Page 44 of 61 Ze INT N D A Supplier Management User Manual You can do the following on this form Add a new Supplier Feature Edit an existing Supplier Feature Delete an existing Supplier Feature You may add supplier features if you need standard comments that you can attach to suppliers in your RFx database Method Add a Feature Type e Click on the New icon e he Features Type Maintenance form will be displayed Feature type maintenance File Help Feature type Feature type maintenance Marne Description Data Figure Features Type Maintenance form Enter the Name of the feature type Enter the description Click the DATA TYPE button The Data Type List form will be displayed Version 1 1 0 0 Page 45 of 61 k k
24. d Method To delete a Contact Person e Select the contact person from the grid at the bottom e Click the Delete 7X icon Categories Categories are used to classify items on the item catalogue and to list the range of items that a specific Supplier can supply The purpose of this tab is to view add or delete commodity categories linked to the mentioned supplier Click on the Categories tab to link the commodity categories to the supplier E Suppliers a m File Help 9 2 Linked categories Sub commodity code Sub commodity category Ma records loaded Please select Add bo create new records Figure Suppliers Categories tab Method To link a new Commodity Category e Click on the New H icon e The Supplier Commodity Maintenance form will be displayed Version 1 1 0 0 Page 19 of 61 gt i INTEN DA Supplier Management User Manual Supplier commodity maintenance File Help FENY Supplier commodity maintenance Supplier name ABC Cleaning Services Supplier Distributor a Supplier commodities H RAGS Interest Category Figure Supplier commodity maintenance e The Supplier Name field will default from the supplier being updated or created e Click on the SUPPLIER TYPE button e Complete any of the available fields and click on the Search 4 icon e Select the option from the list e Click on the Return Data icon to insert the selection into the previ
25. d Linking commodities to the buyer for the Request for Sourcing functionality e Onthe Buyers Detail form select tno medity Categories e Select the New con to open the Edit Buyer Commodity Categories form 0 11 Furniture OFFICE Office Furniture H Hardware 5 Software Figure Hierarchy of commodity categories e Select the checkbox of the commodity categories you wish to add e Atthe top of the form click on the Save icon Method Linking regions to the buyer for the Request for Sourcing functionality Onthe Buyers Detail form select the 2919 tab e Select the New icon to open the Buyer Regions form e Click on a buyer listed in the textbox on the left e Select the button to move the buyer across to the textbox on the right e Click on the Save icon Version 1 1 0 0 Page 40 of 61 i INTENDA Supplier Management User Manual Brands The Brands lookup table contains all the different brands of products available The contents of this lookup table are imported from available data during the implementation of Supplier Management module at a specific site The different buyers working with specific products available in different brands will subsequently maintain the brands in this table Brands OQ A GB 4k 4 gt o Commodity Category NOT LINKED gt DAIHATSU _ Comm Cat Code Brand Description gi pf
26. e displayed Supplier Commodity Linking SEE Supplier Name BADIRILE COMM GROUP Physical Address TSwANATSATSI SCHOOL TSETSE VILLAGE Trading Name BADIRILE COMM GROUP Telephone No 27 82 2570867 Postal Address PO BOX 874 VENTERSDORP Company Reg No PSNP800301 1103088 Supplier Supplier Type Find Contains Record 1 of 28539 x Supplier Name O O Supplier Code b BADIRILE COMM GROUP 41973 000 BILLY MAWATLE PROJECTS 59204 000 CECILJOHN RHODES GUEST HOUSE D MATSHOGO 56716 000 _ DIENSSENTRUM OTTOSDAL 12063 000 DINALA DI A FATA 53736 000 i Interest Category RHCpt Interest Category RHFS RHG Interest Category RHGau Interest Catergory Commodity Category Select All Deselect All Figure Supplier commodity linking form The form is divided into three sections namely Interest Category Commodity Category Sub Commodity Category e Enter a description or part description in the search fill in the Supplier section e Select the required supplier to which the commodity must be link to e Select the required interest category in the Interest category section e Select the required commodity category from the Commodity category section All the sub commodities categories link to the selected commodity category will display in the Sub Commodity Category section Version 1 1 0 0 Page 27 of 61 gt o INTEN DA Su
27. ed Please select Add to create new records Figure Suppliers Notes tab Version 1 1 0 0 Page 9 of 61 INT DA Supplier Management User Manual Method To add a new note e Click on the New _ icon in the toolbar e Supplier Name This field will default from the supplier you are busy updating or the name of the supplier just created e Note name Enter a specific name for the note whereby it can be recognised e Description Enter the short description of the note e Note text Enter a comment for the note e Click on the Save lad icon Method To update an existing Note e Select the note from the grid at the bottom Click the Update Ly icon Change the details that need to be changed e Click the Save icon to save the changes Method To delete a Note e Select the note from the grid at the bottom e Click the Delete icon Contact Detail Contact Detail will be the main contact details of the supplier including the telephone number fax number and e mail address Suppliers File Help 1122x942 39 Master Detail Notes Contact Detail Document Detail Supply regions Supply towns Contact Person Categories Addresses Brands Features Bankin Linked contact details Description Value Ma records loaded Please select Add to create new records Figure Suppliers Contact Detail tab Method To add new Contact Detail e
28. elect the option from the list Click on the Return Data icon to insert the selection into the previous form Enter a value that will determine the weight of this feature e Click the Save zd icon You can edit the feature if the value entered 15 incorrect Method To update features e Select the feature from the grid at the bottom e Click the Update Eg icon e Change the details that need to be changed e Click the Save icon to save the changes Version 1 1 0 0 Page 23 of 61 e INT D Supplier Management User Manual When the wrong feature was linked it can be deleted from the supplier s name Method To delete a feature e Select the feature from the grid at the bottom e Click the Delete 7X icon Banking On this form the payment method is specified which will ensure that the supplier is paid according to the requested method for example EFT Click on the Banking tab to enter the necessary banking details for the supplier Method To add banking details for the supplier e Click on the New 1 icon e The Supplier Banking Detail form will be displayed Supplier banking detail File Help Supplier banking details Supplier name ABC Cleaning Services Mame Branch cade Account Account owner Payment mode Account type EFT Preferred indicator Figure Supplier banking detail form Version 1 1 0 0 Page 24 of 61 gt INTENDA Supplier Management User Man
29. ersion 1 1 0 0 Supplier Management User Manual Page 2 of 61 amp 1 k i 1 P SW SS im Fy P v l Supplier Management User Manual oupplier Management Icons Icons are graphical representation of actions that are available within the Supplier Management application Icon 6 gENxOosoEL di Eg FS Description This icon allows you to create a new record Find Erase Return data Close a screen Delete a record Edit a record Save a record View an attachment Open explorer View Commodity category Expand Collapse Attributes Up and Down arrows Left and right arrows Journals Sort Descending Sort Ascending View Print details Drop down arrow Refresh Version 1 1 0 0 Page 3 of 61 i INT D Supplier Management User Manual ouppliers A Supplier is the supplier of a tendered item to the company Suppliers can be large companies or an individual Before a Supplier can be linked to a tender the name and the details of the Supplier must be completed in RFx Method Accessing Suppliers e From the main menu select the Supplier menu option Allsuppliers T al Fil Help Search criteria Supplier code Holding company Supplier name Registration na Trading name VAT Suppliers No records loaded Please select Add to create new records Figure All supplier
30. icon e The Answer Maintenance form will be displays Version 1 1 0 0 Page 47 of 61 Ae INT N D A Supplier Management User Manual F Answers maintenance File Help id 519 Answers Code Doo Answer PI petes j 0 Figure Answer Maintenance form Enter the Code of the Answer Enter the answer Click the DATA TYPE button The Data Type List form will be displayed Data type list File Help Data types Description Data types records loaded Please select Add to create new records Figure Data Type List form e Complete any of the available fields and click on the Search 4 icon e Select the option from the list e Click on the Return Data icon to insert the selection into the previous form e Click on the Save ll icon The newly created answer will display in the Answer list form Lookup answers Continued e Select the required answers from the Answer list e Click on the Return Data icon to insert the selection into the Features Type Answer Maintenance form e Click on the Save zl icon The newly created Lookup Answer will display in the Look answer tab grid Version 1 1 0 0 Page 48 of 61 De NT D A Supplier Management User Manual A Feature type maintenance Eok File Help 1112 2 Feature type Lookup answers Possible answers b New Answer Figure Lookup answers tab with record in
31. lal The new Supplier type has now been added Version 1 1 0 0 Page 54 of 61 i INTEN DA Supplier Management User Manual Towns Towns identifies the location of a User Supplier within a province municipal area and region e g Durban Mmabatho George etc This table carries a list of possible towns The list created in this table is available on screens as a lookup grid for the corresponding field Although the source of towns is generic this list could be unique to each organisation depending on the organisation s requirements The Towns defined in the Towns lookup table are linked to the Regions table and are used by Supplier Management when scenarios are created to determine the best price for acquiring specific items Certain regions and or towns may also be excluded when issuing tenders This enables the user to prevent RFx issuing tenders to Suppliers in the excluded areas as it might have a cost impact You may select a region from the drop down list if you don t want to view the towns of all regions You can do the following on this form Add a new Town Edit an existing Town Delete an existing Town Method Add a new Town e Click the New H icon he Town Maintenance form will be displayed Town maintenance BEIZ File Help Town maintenance Figure Town Maintenance form e Select the REGION button e Select the required Region from the Region list e Click on
32. licable type The type indicates the main type of company that will be registered for example a Closed Corporation e The Company Types List form will be displayed Version 1 1 0 0 Page 6 of 61 i INT DA Supplier Management User Manual Company types list File Help LIA Company types lisk Code Mame Description Po Company types Mo records loaded Please select to create new records Figure Company types list form Complete any of these fields any click on the Search icon to limit the options that will be displayed Select the appropriate option from the list Click on the Return Data icon to insert the selection into the main form Click on the SUPPLIER PARENT button This will determine whether the supplier has a parent company which could be the holding company Complete any of the fields and click the Search icon in the toolbar to display a list of Suppliers according to the search criteria entered Select the option from the list Click on the Return Data 7 icon to insert the selection into the main form Click on the LANGUAGE button The Language List form will be displayed Complete any of the available fields and click on the Search 4 icon Select the option from the list Click on the Return Data icon to insert the selection into the main form Click the Delivery Agent check box if applicable Enter the Company registration Vat number Click on the CO
33. n Version 1 1 0 0 Page 42 of 61 gt i INT N D A Supplier Management User Manual Company type The company type makes future reference easier It might be required to filter suppliers according to the type of their company You can do the following on this form Add a new Company Type Edit an existing Company Type Delete an existing Company Type Method Add a new Company Type e Click on the New 1 icon e The Company Type Maintenance form will be displayed F Company type maintenance Company type maintenance Code Name Description Figure Company Type Maintenance form e Enter a Code for the company type e Enter Name for the company type e Enter the Description of the company type e Click on the Save ll icon Contact Types Contact Types are used to indicate whether a telephone cell phone or e mail is created as the medium for making contact with the supplier You can do the following on this form Add a new Contact Type Edit an existing Contact Type Delete an existing Contact Type Version 1 1 0 0 Page 43 of 61 Ae INT N D A Supplier Management User Manual Method Add a new contact type e on the New _ icon he Contact Type Maintenance form will be displayed Contact type maintenance File Help FEI Contact type maintenance Code Mame Description Input mask Figure Contact Type Maintenance form Enter a Code for the conta
34. nd click on the Search 4 icon Select the applicable option from the list Click on the Return Data icon to insert the selection into the previous form Click on the Save ll icon The next tabs will become available Addresses Contact Detail Feature Click on the Addresses tab Click on the New _ icon in the toolbar The Contact Address Detail Maintenance form will be displayed Version 1 1 0 0 Page 15 of 61 INTEN D A Supplier Management User Manual Contact address detail maintenance File Help Contact address detail maintenance Contact person Supplier ABC Cleaning Services Contact person type Contact Person Address type Address line 1 Address line 3 Ee po address ne 2 po po pO zip postal code Figure Contact address detail maintenance form The Contact Person field will default from the information on the previous form The Supplier field will default from the supplier being created The Contact Person Type will default from the previous form Click on the ADDRESS TYPE button Complete any of the available fields and click on the Search 4 icon Select the option from the list Click on the Return Data icon to insert the selection into the previous form Enter the applicable address information Enter the applicable Zip postal code Click on the Save icon Click on the Contact Detail Tab Click on the New _ icon in the toolbar The Con
35. nt na User name Password Figure Suppliers Master Detail tab Version 1 1 0 0 Page 5 of 61 gt i INT DA Supplier Management User Manual Method To capture a new Supplier Click on the New H icon Complete the Name field This field is mandatory Enter the Trading Name for the company If the company is part of a group of companies fill in the name of the Holding Company Click on the ASSIGN button to have the system assign a code to the supplier If a parent supplier is specified the number will then be assigned in the same sequence as the parent supplier e The status determines what actions can be executed to the supplier It will control the issuing of tenders and contracts to that supplier e Click on the STATUS button e Status List form will be displayed F Status list Sia File Help Status Filter Name Po tender inclusion C EE Status records loaded Please select Add to create new records Figure Status list e Enter a description to search for the required status e Select Allow tender inclusion checkbox if applicable e Select Allow contract inclusion checkbox if applicable e Click on the Search 4 icon to view all items found with the description entered e Select the option from the list e Click on the Return Data icon to insert the selection into the main form e Click on the TYPE button and select the app
36. ory to a commodity category e Select the Commodity Category in the upper grid Inthe lower pane of the form click the Add a new Commodity Subcategory icon e next form displays Commodity Sub Categories Commodity Category Code Description Commodity Sub Category Figure Commodity Sub Categories e Type the sub category Code e Type the sub category Description e Click the OK button Edit Commodity Categories or Sub Categories You may edit categories or their sub categories if your profile allows When you edit a category you may edit any field that requires a change Delete Commodity Categories or Sub Categories You may delete categories or their sub categories if your profile allows Version 1 1 0 0 Page 58 of 61 INTEN DA Supplier Management User Manual B gt PLEASE NOTE Because the form has two panes please make sure that Sl you click the correct button on the correct toolbar especially when editing or I deleting Link attachments to a commodity category Attachments may be linked to a selected commodity category which will then automatically be added to the tender with such a commodity category Attachments may then be added according to commodity category Method Linking attachments to a commodity category e Select the Commodity Category from the grid you wish to link attachments to e To open the Link Attachments to Commodity Category form select the Link attachments to commodit
37. ous form e Select the common category from the grid at the bottom e Click on the Save icon You can edit a commodity category to change the sub commodity categories if needed Method To update an existing Commodity Category e Select the commodity category from the grid at the bottom e Click the Update Eg icon e Change the details that need to be changed e Click the Save 8 icon to save the changes When a Commodity Category is not in use anymore it can be deleted Method To delete a Commodity Category e Select the commodity category from the grid at the bottom e Click the Delete icon Version 1 1 0 0 Page 20 of 61 gt i INTEN DA Supplier Management User Manual Addresses Addresses are the main addresses of the supplier There could be more than one address entry as the supplier could have branches in different regions and towns Click on the Addresses tab to enter the address details of the supplier Method To add new address details e Click on the New 1 icon e The Supplier Addresses form will be displayed Supplier addresses File Help a Supplier address maintenance Supplier name ABC Cleaning Services Address line 1 F Address line 2 zip JPaskal code valid From Address line 3 valid Preferred indicator F Figure Supplier addresses form e The Supplier Code field will default from the supplier being update or created Click on the ADDRESS TYPE button Complete
38. pal Area Maintenance form will be displayed B Municipal area maintenance File Help Municipal area maintenance Code Name Description Figure Municipal Area Maintenance form gt PLEASE NOTE The code normally signifies an abbreviation or identifying number to identify the contact type The code however could also be a meaningful word ee identifying the contact type e Complete the Code field e Complete the Name field e Complete the Description field e Select the Save lel icon Version 1 1 0 0 Page 50 of 61 gt i INTEN DA Supplier Management User Manual Payment Methods The Methods of Payment lookup table contains all the methods of payment that are negotiated with the different suppliers in the procurement environment These can also be specified in the various contracts closed between the different suppliers and the procurement division Method Add a new Payment Method e the Payment method list form click on the New e Payment Method Maintenance form will be displayed E Payment methods maintenance File Help Payment methods maintenance Code Po Description Doo Figure Payment Methods Maintenance form e Complete the code field e Complete the Description field e Select the Save lal icon Regions Regions identify the location of a User Supplier within a province and or municipal area This table carries a list of po
39. pplier Management User Manual INTEN DA Supplier Management User Manual e Select the Release for Integration checkbox to ensure the new supplier account is released e Select the relevant buyer that will deal with this supplier e Click on the BUYER CODE button e Click on the Search amp icon to display the list of options e Select the option from the list e Click on the Return Data icon to insert the selection into the main form e Hub account Number This will default to the ZAH number when the supplier is registered on the web e Specify a User name for the supplier to be used on the web e Specify a Password that the supplier will use to log onto the web e Click the Save ld icon to save the information PLEASE NOTE A number of additional tabs will become available as soon as the a Master detail is saved All these tabs have to completed to ensure that enough Uer information regarding a supplier is gathered Each of these tabs will be covered in Tiere detail Notes Any notes related to the supplier can be entered here Click on the Notes tab to add notes regarding the supplier Suppliers File Help 93558 Q Master Detail Notes Contact Detail Document Detail Supply regions Supply towns Contact Person Categories Addresses Brands Features Bankin 7 Linked notes Drag a column header here to group by that column Description Value Ma records load
40. pplier Management User Manual e Select the required sub commodities to be linking to the supplier by checking the check box next to the sub commodity 5 e Click the Save s button to save the record PLEASE NOTE By linking a sub commodity to a supplier using the Supplier ics commodity linking option from the Management menu the linked sub commodity will ue display in the grid of the Category tab on the suppliers detail located from the etum Suppliers menu of this module e Select the Close icon oupplier Town Linking This functionality provides an entry point to link one or more towns to a supplier Method Access Supplier Town Linking e Click on Management from the Supplier Management Dashboard The Management menu will be displayed e Click on Supplier Town Linking e The Supplier Town Linking form will be displayed Version 1 1 0 0 Page 28 of 61 gt i INTEN DA Supplier Management User Manual Supplier Town Linking Supplier Name BADIRILE COMM GROUP Physical Address TSWANATSATSI SCHOOL TSETSE VILLAGE Trading Mame BADIRILE COMM GROUP Telephone No 27 82 2570867 Postal Address PO BOs 874 VENTERSOORP Compary Reg Ma 800 1103088 Supplier Supplier Regions Towne Per Region Find Contains 13 gt North West Southern E Record 1 af 28539 nj jSuppierNam 4j gt BADIRILE COMM GROUP BILLY MAWATLE PROJECTS CECILJOHN RHODES GUEST HOUSE D MA
41. pplying company you should indicate who should be the default receiver of contracts and or tenders dispatched from RFx Click on the Contact Persons tab to enter the contact person details Method To add a New Contact Person e Click on the New H icon in the toolbar e The Contact Details form will be displayed Contact persons File General Information General information Supplier ABC Cleaning Services Full name Job Title Birthday 0902 ID number Shareholding Supplier system control indicators Default receiver of tenders Default receiver of contracts CI Comments Delivery modes esee g 2 Cene Lee N 2 2 Notifications Receive Receive Email Figure Contact person form General information tab Version 1 1 0 0 Page 14 of 61 gt INTENDA Supplier Management User Manual Supplier This will default from the supplier being updated or created Click on the CONTACT TYPE button The Contact Person Type List form will be displayed Complete any of the available fields and click on the Search 4 icon Select the option required from the list Click on the Return Data icon to insert the selection into the previous form Enter the full name of the contact person Enter the job title of the contact person Enter the birthday of the contact person Enter the ID number of the conta
42. r Click on the Document Detail tab to link any required documents to the supplier s master detail Y Suppliers File Help Lad x90 Master Detail Notes Contact Detail Document Detail supply regions Supply towns Contact Person Categories Addresses Brands Features Bankin Linked documents Description Value Mo records loaded Please select to create new records Figure Supplier Document Detail tab Method To add a new document e on the New H icon in the toolbar e The Supplier Document Detail form will be displayed Supplier document detail File Help Supplier document details Supplier name ABC Cleaning Services s Hle Name Lo B Demettme 7 00 2 Figure Supplier document detail form Version 1 1 0 0 Page 12 of 61 i INTEN DA Supplier Management User Manual Supplier name This will default from the supplier being updated or created Document name Enter the name of the document Enter a description of the document opecify the filename to make it easier to locate Click on the Save lad icon Method To update an existing document e Select the document from the grid at the bottom e Click the Update 1 icon e Change the details that need to be changed e Click the Save zl icon to save the changes Method To delete a document e Select the document from the grid at the bottom e Click the Delete amp icon oupply Region
43. red in Supplier Management will not have an allocated Supplier Code This ensures the integrity of both systems A newly created Supplier in RFx may take part in the tender process but business cannot be awarded to this supplier However if during the evaluation of tender responses it is decided that the new supplier in RFx will be awarded with the contract the supplier will be created in the client s main supplier table with a supplier code During the interface run when the supplier is added to RFx the supplier created without the supplier code must now be matched with the new supplier The matching will merge the information in order to reflect only the approved Supplier This must be done before the contract can be created Often duplicate suppliers are captured or imported This may happen because the supplier code not the name is the unique identifier If one of the duplicates has no supplier code the duplicates can be merged The system normally gives precedence to the detail on the record with the supplier code If both records have supplier codes the system can t merge them If the same contact person name is present for both of the duplicates the system will enforce the rule of no duplicate contact person per supplier The fact that both suppliers have the same directors commodity categories brands or features attached to them makes no difference only duplicate contact persons can prevent a merge Duplicate Suppliers If a supplier
44. row next to the Supplier Name field in the Available Suppliers section to select the corresponding supplier from the dropdown list PLEASE NOTE The contact information for the selected supplier displays on the form Version 1 1 0 0 Page 31 of 61 zh INTEN D A Supplier Management User Manual e Check to see if the name and contact information points to the same supplier e When satisfied click on the Match Suppliers icon on the toolbar PLEASE NOTE The supplier name will disappear from the Suppliers to be matched ce dropdown list box as soon as the matching has completed successfully aT e Select the Close icon oelect Suppliers per Commodity Category Supplier Management provides you with search facilities to access the Supplier table You can search for detail regarding Suppliers in the Supplier table by using the commodity category link The commodity category can be selected from a lookup list or you can enter the commodity category description or a part of the description Once the selection criteria have been entered the system will provide you with a list of Suppliers linked to the selected commodity category Method To access the Select Suppliers per Commodity Category option e Click on Management from the Supplier Management Dashboard The Management menu will be displayed e Select the Select Supplier per Commodity Category option e The Supplier per Commodity Category form will be displayed H Supplier Per
45. rsion 1 1 0 0 Page 60 of 61 De INT DA Supplier Management User Manual Interest Category Interest Categories Number Code Figure Interest Categories Type the Interest Category of the company Type the Number of the Interest Category Type the Code of the Interest Category Click the OK button The Interest Category is now added Version 1 1 0 0 Page 61 of 61
46. s You can do the following on this form Add new suppliers Update existing suppliers View a list of existing suppliers Method To add a new Supplier e Click on the New H icon e Follow the steps from the Master Detail section Method To update details of an existing supplier e Complete any field on the form e Click on the Search amp icon e Select the relevant supplier e Click on the Update icon Version 1 1 0 0 Page 4 of 61 Supplier Management User Manual Method To view a list of all existing suppliers e Complete any field on the form e Click on the Search 4 icon Master Detail is the main details of a supplier regarding the supplier is entered CLE re a eM zm Suppliers File Help Master Detail This is where the initial registration information PLEASE NOTE A field can be left blank if it is not applicable Click on each field to complete the information Whenever the information in a grayed out field is incorrect it can be deleted by clicking the Erase C icon Master Detail Supplier information Mame uUa Supplier parent Delivery agent 2 E Location m 2 P 2 Company information Trading name Holding oa oU Registration Ma es Supplier system control indicators 1 Release For integration Buver Code Hub accou
47. s All regions may easily be linked or removed The regions linked to the supplier will be displayed at the bottom of the form Click on the Regions tab to link regions to a supplier Method To link Regions to the supplier e Click on the New 1 icon e The Supplier Region form will be displayed Supplier region aea File Help Supplier regions Supplier name Figure Supplier region e Supplier name This will default from the supplier being updated or created e Click on the REGION CODE button The Regions List form will be displayed e Complete any of the available fields and click on the Search 4 icon Select the required option from the list e Click on the Return Data icon to insert the selection into the main form e Click the Save zl icon to save the new region linked Version 1 1 0 0 Page 13 of 61 Supplier Management User Manual INTENDA In the case where the wrong region has been selected it can be deleted from the supplier s name Method To delete a region e Select the region from the grid e Click the Delete X icon Contact Person The Contact Person tab enables you to maintain a list of Contact Persons per Supplier Contact persons are required to enable communications and transactions between suppliers and buyers The documentation issued from the User tender documentation and contract documentation is issued to a specific person If you define more than one contact person for a su
48. ssible regions The list created in this table is available on screens as a lookup grid for the corresponding field Although the source of regions is generic this list could be unique to each organisation depending on the organisation s requirements Method Add a Region e the Regions list form select the New J icon e Anew form Regions Maintenance will be displayed Version 1 1 0 0 Page 51 of 61 gt i INTEN DA Supplier Management User Manual i Region maintenance File Help Region maintenance UU 2 Figure Region Maintenance form e Select the COUNTRY button e Select the required country from the Country list e Click on the Return Data icon to insert the selection into the Region Maintenance form e Complete the Name field with the name of the new Region e Select the Save lad icon Status The Supplier Status needs to be defined in order to classify Supplier activity within RFx Statuses like Active and Inactive are most useful and you may also define any additional statuses for example Preferred High Risk or Obsolete on this form By selecting deselecting the relevant Allow Tender Inclusion or Allow Contract Inclusion checkbox it will ensure depending on the status assigned to a supplier that actions can be controlled surrounding the issuing of tenders or the awarding of contracts to the specific supplier Once either of the checkboxes is selected a tick will appear in
49. tact person contact detail maintenance form will be displayed Version 1 1 0 0 Page 16 of 61 Ht INT N D A Supplier Management User Manual E 3 Contact person contact detail maintenance File Help Contact person contact detail Contact person Supplier ABC Cleaning Services Contact person type Contact Person Contact Type Value Figure Contact person contact detail maintenance form The Contact Person field will default from the information on the previous form The Supplier field will default from the supplier being created The Contact Person field will default to indicate the type of contact person being added Click on the CONTACT TYPE button Complete any of the available fields and click on the Search 4 icon Select the option from the list e Click on the Return Data icon to insert the selection into the previous form e Enter the specific information related to the type of contact selected for example the telephone number e Click the Save lad icon to save the changes e Click on the Feature tab e on the New _ icon in the toolbar Version 1 1 0 0 Page 17 of 61 gt i INTEN DA Supplier Management User Manual Contact person feature maintenance File Help CENI Contact person Feature maintenance Supplier ABC Cleaning Services Contact person Joseph Mogatle Contact person type Contact Person Feature Value Figure
50. the grey block next to the specific status on which the checkbox was selected making it easy to determine in a single view what the current selections are You can also select the checkbox when you create a new status On the form where you enter the description for the new status you then select the relevant checkbox You can do the following on this form Add a new Status Edit an existing Status Delete an existing Status Version 1 1 0 0 Page 52 of 61 Y i INTEN DA Supplier Management User Manual Method Add a new Status e Click the New H icon e Status Maintenance form will be displayed Status maintenance File Help 510 Status maintenance Description Allow contract inclusion Figure Status Maintenance form e Enter the Description e Select either Allow Tender Inclusion or Allow Contract Inclusion checkbox to include exclude the supplier where this status applies e Click on the Save ial icon Supplier Brand Matching Due to the fact that suppliers may be allowed to specify their own brands RFx must be able to handle such brands as well as the duplicates that may occur The Brand Matching Facility caters for this The form consists of a header a Supplier Brand grid and a Buying Organisation Brand grid The facility displays unmatched brands per tender number and enables you to add the supplier s brand to your list or match a supplier brand with your brand or vice versa
51. ual The Supplier Name field will default from the supplier being updated or created Click on the BANK TYPE CODE button Complete any of the available fields and click on the Search 4 icon Select the option from the list Click on the Return Data icon to insert the selection into the previous form Enter the name of the bank Enter the branch code for the supplier s bank Enter the suppliers bank account number Enter the name of the account holder or owner Detail Affective This checkbox indicates whether the supplier makes use of EFT payments or not Click on the PAYMENT MODE button Complete any of the available fields and click on the Search 4 icon Select the option from the list Click on the Return Data icon to insert the selection into the previous form Click the Save lal icon You can edit the banking details if it is incorrect Method To update banking details Select the banking details from the grid at the bottom that needs to change Click the Update Eg icon Change the details that need to be changed Click the Save ixl icon to save the changes When the wrong banking details were entered it can be deleted Method To delete banking details Select the banking details from the grid at the bottom Click the Delete 4 icon Version 1 1 0 0 Page 25 of 61 gt i INTEN D A Supplier Management User Manual oervice Types Service types are categories of services that apply to suppliers
52. upplier Management User Manual Table of Content MPs a OT c 1 SUPPLIER MANAGEMEN E ene resist ae Dresd eos asUe aae E Ocupa 202 Sa UE SHE Sue EVIL dec Suec 3 lao T mV eem 3 SUPPLIERS 300950955 952500500599025 99 60608 0 59805550589 0860050000508 08608 00 004050000805 010 ops S9 ER SU Tes Eu pPL SQUE EsUE Ge 4 5 NOTE ae ese cs ease ec ts M ML MEI IM M 9 o d len Pro 10 BDO eSI PISIS E orm 12 SUPPLY ISEGIODNS ne E mme EE RE M I M EIE LP M F TS PI DEUS 13 CONTACTIPBERSON nonsese 14 M a mmm 19 ADOLE SES S ce ein tse cre ee cc sie tac URE I acts ane I 21 ls P lp MM gle 22 SUPPLIER T EATUR ae E M Eu E 23 B NO MM 24 SER T 26 MANAGEMENT 27 SUPPLIER COMMODITY B CR 21 SUPPLIER INU cinean TEX 28 THIS FUNCTIONALITY PROVIDES AN ENTRY POINT TO LINK ONE OR MORE TOWNS TO A SUPPLIER 28 S1 QuBIS NCC WS SIICPERNTC 30 SELECT SUPPLIERS PER CO
53. y category E icon embedded at the top Commodity Category Standard Documents Attached Documents Description File Name File Directory Auto Attach P EFS Document Master 75 DOCUMENT MASTER DOC WISHDOCMASTERS Figure Commodity Category Standard Documents e Under the heading File Name select the cell in the grid to add an attachment to It will change to the following File Mame INFORMATION INDUSTRY 5 v e Select the Lz in the cell to list the attachments as displayed below Version 1 1 0 0 Page 59 of 61 A INTENDA Supplier Management User Manual File t iius STE DEV EMH TEMPLATE DOCUMENT DOC TENDER COCUMENT DOC m e From the grid you may select the document to attach to the selected commodity category opecify in the Auto Attach column whether you wish to auto attach it or not by checking the box e Select the Close o icon save it Interest categories An Interest Category of the company is the field of experience This is the first entry point to the area of expertise of a company Interest Catepories E ef Balin 4 gt M Record 84 of 127 Figure Interest Categories form You can do the following on this form Add a new Interest Category Edit an existing Interest Category Delete an existing Interest Category Method Add a New Interest Category e Click the Add a New Interest Category Bl icon e The next form displays Ve
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