eRS User Manual - Intenda UK Wiki
Contents
1. Supplier Part Number tem description GUEST REGISTER RH BRANDED 2ODPAGES Brand name Base Currency South African Rand Estimated quantity 50 Lead Time 1 Quoted Currency South African and Quantity Available Settlement Days Currency Bound Percentage 100 Minimum order quantity Trade Discount 25 Current Exchange Rate Zz Operator Free on board price pe Settlement Discount 2 Unit of measure Cost and freight price Escalation Frequency oss Conversion Factor Zz Operator v Local undelivered price E Escalation Rate Kg per unit Delivered Price VAT inclusive indicator gt Bank charges SSS Mould price stindicatn Line Item Additional Information And Options amp E valuation Criteria Item Questionnaire Item Specifications Cost Breakdown Brands Defaults amp Attachments Price List Pricing C Program Files INTENDA PTY LTD eRS Requests ROYAL HOTEL GROUP 12342 Data eRS MDB 9 17 2008 8 48AM Figure Line Item Additional Information and Options Under the heading Line Item Additional Information and Options sections the following options are available Evaluation Criteria Brands Item Questionnaire Defaults Item Specifications Attachments Cost Breakdown Price List Pricing Page 19 of 41 WG Electronic Response System eRS JA S INTEN DA User Manual Evaluation Criteria This option allows you to complete the buyer s evaluation criteri2. e This option includes None for no specific order or according to the quick response grid e Select the NEXT next button to proceed e In step 4 of the export wizard the information is ready to be exported Select the EXPORT export button to start the export function e You will see the data being exported by means of a movable bar on the wizard When all the data has been exported the bar will be complete e Select the NEXT next button to proceed e When export is complete the total number of response lines on the request and the total amount of lines in the export file will be indicated Export Text File Wizard Finished The export File has been created Total response lines on current tender Total records written to export File EEUU ee ae e Select the FINISH button to complete the export e The information will now be ready in Excel format to be worked on outside of eRS e You may choose to close or minimise the eRS application and work on the exported file e Find the location where this file was saved and open it from that location e file will look as shown below Page 33 of 41 i 7 INTENDA G Electronic Response System eRS H K User Manual L A A B C D E F 1 2 2034 144300 622 Fertilizer Fertilizers 5 2034 144301 380 Fertilizer Fertilizers 4 2034 1144302 623 Fertilizer Fertilizers 5 20
3. R20000 Service Plan as of Price 10 The number of units the supplier is able to supply i e manufacture of source over the duration of the contract Supply Capacity units period within the limits as stipulated by the supplier regarding delivery periods in working days and the monthly delivery rates in units The Currency prescribed by the Buying organisation It Should always be SA Rand for Contract Management The Base Foreign currency part will always be converted to the Quoted currency The exchange rate used by the Supplier to convert the imported portion of the product to SA Rand Quoted Exchange Rate The system will calculate the Comparative Price from the OR Base Foreign currency supplied by the supplier and the Foreign Exchange Rate Quoted currency stated by the Buyer if there is a difference Only applicable when a Supplier responds via eRS Manually The number of days allowed for payment by the Supplier to qualify for Settlement discount Percentage discount offered by the Supplier to the Buyer isco ui whenever an account is settled within the settlement days The point where an item will originate This may be a Source Point distribution depot or a factory Page 40 of 41 Electronic Response System eRS i INTENDA User Manual Response Field Description The catalogue number used by the supplier for the specific Supplier Part
4. We Ji INTENDA USER MANUAL Electronic Response System eRS Version 2 5 5 0 i INIENDA Electronic Response System eRS Document information DOCUMENT PURPOSE This document serves the purpose of providing a quick reference to assist Intenda Solution Suite users to use the Electronic Response system eRS COPYRIGHT Company Confidential Copyright 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 Date Module Version Author ISSUMBUD1 2008 10 13 V2 5 1 0 Caroline Barnes ISSUMBUD1 2008 10 13 V2 5 1 0 Amanda Spies ISSUMBUD1 2009 01 31 V2 5 4 0 Amanda Spies ISSUMBUD1 2009 03 30 V2 5 5 0 Amanda Spies ACKNOWLEDGEMENTS Topic Name of Reference Material Person Author Nature of input I e Information Reference Material etc Other information Le Publication date publisher etc Project manager Liza L
5. e Once the e mail has been sent the Response Wizard screen will re appear Reading of Attachments The next step on the response wizard is the Reading of Attachments This option is a requirement from the buying company who configured the request to ensure that the attached documentation have been read by yourself preferably before proceeding with the completion thereof Selecting this option will present you with the tender attachments screen The attachment can then be printed Method To read add attachments e Select the READING OF ATTACHMENTS button on the Response Wizard e The attachments screen will appear with all the attachments as sent by the buyer at the top of the screen Page 8 of 41 WZ Electronic Response System eRS Z S INTENDA User Manual Attachments Received attachment s Description File name Tender Schedule 12342V2 1 doc Copy of RESEPTE DOC attached RESEPTE DOC Supplied attachment s Item no Description File name lt Add attachment Openattachment Close Figure Attachments screen Select the first attachment in the received attachment s section Select the OPEN ATTACHEMENT button or double click the attachment to open it Read through each attachment notice that in the description that the status changes to open Edit information on these documents if requested save it to your preferred folder Select the ADD ATTACHMENT button Select the attachm
6. e To view the report you need to select the VIEW REPORT button e To print the report you need to select the PRINT REPORT button The number of pages depends on the items responded to as well as the questions answered Print response report You can print a report from the Response wizard as well This option allows you to print your final response before you submit it to the buying company The buying company may set this up as a mandatory step in which case you will only be able to submit after you ve printed the report Submit Response This option enables you to submit your response to the buying company The following will prohibit you from submitting your response e of the mandatory response fields or questions has not been completed you will need to go back and complete the fields mentioned e f any changes have been made and the report has not yet been re generated Page 28 of 41 Electronic Response System eRS ic INTENDA mu The eRS Checklist is to help you double check if you have not omitted steps that are or might be important in your tender evaluation You now have an option to either continue or go back and complete what you had omitted Once you have completed everything and you have gone through the checklist select the YES button A message will appear The recommended delivery method is via internet upload Select the OK button the send files wizard will display You have fo
7. Electronic Response System eRS AE INTENDA pe SEA PLEASE NOTE Original offer items will always be numbered 0 Zero and cannot be TS deleted were as alternative offers will be number from 1 one to as many numbers of copies required The Quick Response grid can be printed to view all the listed items as they appear on the grid Method To print the pages of the quick response grid Select the print button on the top of the quick response grid e The Print preview screen display File View amp p maa El 9 Page 1 of 3 OferPme LES Quarti cone eii OP Ier Trade Settemen seme messem hdbabr ue g by kel DEcout Dioon Days Figure Print screen e Select the pages to be printed from the File menu e Select Exit to exit the report Quick Response grid will reappear Page 18 of 41 AW 5 NTE N D A Electronic Response A Line Item Additional Information t eRS Request Stationery 1 DER File Help Tender Header Response Wizard Tender Response i h ipe Al 4t 9 Buick response Detail d YK 2 24 12 8 X lt 127 KIKI gt MI Request line nr 1 Offer Number on e Critical indicator sa dard tem end user RH Mitan Gommodity category STATIONERY sstst S S Commodity sub category BOOKS AND FILES AND FORMS code 0000003908 OEM Part number
8. Number item and will be used to link the State s Item Number to that of the supplier The unit of measure offered by the supplier when it is different from the Unit of Measure required i e a Supplier offers 28 Tablets instead of 30 Tablets requested UOM Offered Spec Deviation State any other deviation from specification must be stated OR here Deviation from Specification OR Only state the Deviation from Specification when the Bid Requirements clearly states that no deviation from the Unit of Measure Required will be acceptable Summary In this section you learned how to use the export and import facility in eRS how and when to apply the Go To Line the Find the Filter the Sort and the Change tools when necessary The section also gives explanations of response fields that you learnt about in section 4 The response fields can be used as a reference when completing requests Page 41 of 41
9. default value Complete the required information Select the ACCEPT button for the changes to take effect An eRS confirmation message will display Select the YES button to confirm that changes will now take place Select the Close icon e The Response Wizard will display Line Respond Fields This gives you access to the detail of each line item on the request Once you select this button the detail of each item is spread over 2 screens or pages You can toggle between the 2 screens by selecting the Page 1 or Page 2 buttons at the bottom of the screen At the top right hand of the screen you will be able to select the forward or backwards buttons similar to those of a CD player Use this screen to complete all fields required per line item You will also be able to move to the Quick Response screen on the left hand side of the screen next to the Detail button The Quick Response screen list all the items in a tabular format similar to the look and feel of a spreadsheet Method To complete the Line Response Fields e From the Response Wizard select the LINE RESPONSE FIELDS line response fields button e The Tender Response tab display with the details tab open Page 15 of 41 WG Electronic Response System eRS JA S NTEN DA User Manual t eRS Request eRS Stationery 1 File Help Tender Header Response Wizard T ender Response i e dz Al Ad Buick response Detail Golo ine aja d v
10. details will be on the right side of the screen and the tender details will be at the bottom of the screen Page 5of 41 WZ Electronic Response System eRS aS INTENDA User Manual t eRS Request eRS Stationery 1 File Help Tender Header Issued to supplier Buying Organisation Details Supplier Name Support at Intenda Company name ROYAL HOTEL GROUP Address 265 Von Willich Avenue Address 777 Royal Road Unit 15 Royal Park Estates Centuria Park Greenside Centurion Gauteng Contact Person Intenda Helpdesk Telephone number 27 12 6638812 Fax number 27 12 6631925 Read nd ccept eRS Terms nd Conditions Tender Contact Owner gt RHBuyer02 Preview The Tender Information E mail address etreciap intenda co za Tender Details Tender Number 12342 Tender reference ens Stationery 1 Closing time 11 00 Closing date 10 31 2008 Validity days 90 Commencing date 12 1 2008 Description eRS Stationery 1 Duration in months 12 Previous contract number Tender type Contract Tender Cross reference eRS Stationery 1 C Program Files INTENDA PTY LTD eRS Requests ROYAL HOTEL GROUPS12342 D ataNeR S MDB 9 11 2008 1 43 Figure Tender header screen PLEASE NOTE The following information is important the correct contact person for the buying organisation The closing time and date of the request the request number the request reference and the request description Terms and Conditions
11. m 3 amp X 127 Requestlinenr Offer Number gp end user RH Midrand Commodity category STATIONERY Commodity sub category BOOKS FILES AND FORMS ltem code OEM Part number Supplier Part Number emdescipion GUESTREGISTER RHBRANDED 2OUPAGES Brand name lum Base Currency South African Rand Estimated quantity so Lead Time il Quoted Currency South African Rand Quantity Available Sn Settlement Days Currency Bound Percentage 100 Minimum order quantity Trade Discount o Current Exchange Rate SES Operator gt Free on board price Settlement Discount o Unit of measure Cost and freight price Escalation Frequency a Conversion Factor Operator 7 gt Local undelivered price Escalation Rate a Kg per unit Delivered Price VAT inclusive indicator 7 Bank charges mem Mould price n Price List Indicator Line Item Additional Information And Options amp E valuation Criteria Item Questionnaire e Item Specifications Cost Breakdown Brands amp Defaults amp Attachments Price List Pricing C Program Files INTENDA PTY LTD eRS Requests ROYAL HOTEL GROUPS12342 D ata eR S MDB 9 10 2008 3 42PM Figure Detail Hesponse screen e Find 2 tabs under the Tender Response tab Detail and Quick Response e Information captured on the detail tab reflects on the quick response tab and vice versa e On the detail tab all
12. the response fields are laid out on the screen and divided into two pages e Response fields that are greyed out cannot be edited e Response fields will be enabled or disabled for suppliers to complete depending on the buying organisations requirements This depends on what information the buyer needs to evaluate the tender e Response fields highlighted in red are mandatory e To switch between pages select the appropriate tab named Page1 or Page 2 on the bottom left e switch between items select the appropriate arrow facing previous next first item and last item located on the top right side of the screen Quick Response The purpose of the Quick Response tab is to provide a quick and easy way to view or capture tender response information The grid consists of two panes each fully customizable Fields that may not be changed or captured have a grey background which are predefined by the buying organisation Page 16 of 41 Electronic Response System eRS S INTENDA User Manual e Select the item code to be completed the item will be highlighted e Use the scroll bar at the bottom of the items to move from the left to the right side of the screen so that you can see all the fields column by column e Use the scroll bar on the right side of the screen to move from top to bottom to view all the items in the request Copy lines to provide alternative offers Copying of line items as alternative offers allows you t
13. 2 You also have the option of creating an additional filter e Select the NEXT next button to proceed e In step of the export wizard the columns that must be exported are chosen by checking the checkbox next to the relevant column e To export all columns select the SELECT ALL button Export Text File Wizard Step 3 Select the fields that must be exported The pre selected items are mandatory For a successful batch update and will always be exported Tender number Select all Response line nr Request line nr Select Grid OEM Part number Deselect all Commodity category Commodity sub category Export Order Item code None Supplier Part Number description Estimated quantity Quick Response Grid 1 Quantity Available Unit of measure Conversion Factor 1 Operator For Conversion Factor By Selection Cancel Figure Wizard Step 3 Page 32 of 41 Electronic Response System eRS f i INTENDA User Manual e Select the SELECT GRID button to export only the columns that appear on the quick response grid as set up by the buyer e To deselect all the columns select the DESELECT button This option will allow only the default columns to be exported these columns include the Tender Number Response Line Number and Supplier Part Number e An export order can be selected here Export Order None C By Selection Quick Response Grid
14. 34 144303 381 Fertilizer Fertilizers 6 2034 144304 699 Fertilizer Fertilizers 7 2034 1144305 385 Fertilizer Fertilizers 9 2034 144306 700 Fertilizer Fertilizers H 2034 144307 701 Fertilizer Fertilizers 10 2034 1144308 64 Fertilizer Fertilizers 11 2034 144309 73 Fertilizer Fertilizers 12 2034 1144310 100 Fertilizer Fertilizers 13 2034 144311 109 Fertilizer Fertilizers 14 2034 144312 199 Fertilizer Fertilizers 15 2034 1144313 208 Fertilizer Fertilizers 16 2034 144314 235 Fertilizer Fertilizers 17 2034 144315 244 Fertilizer Fertilizers 18 2034 1144316 361 Fertilizer Fertilizers 19 2034 144317 370 Fertilizer Fertilizers 2034 1144318 406 Fertilizer Fertilizers hr 2034 1144319 45 Fertilizer Fertilizers 2 2034 144320 505 Fertilizer Fertilizers 2034 1144321 514 Fertilizer Fertilizers 24 2034 144322 541 Fertilizer Fertilizers 5 2034 144323 550 Fertilizer Fertilizers 6 2034 1144324 613 Fertilizer Fertilizers 7 2034 144325 631 Fertilizer Fertilizers 8 2034 144326 658 Fertilizer Fertilizers 9 2034 1144327 667 Fertilizer Fertilizers 2034 144328 685 Fertilizer Fertilizers 1 2034 1144329 34 Fertilizer Fertilizers 2 2034 1144330 43 Fertilizer Fertilizers 2034 144331 70 Fertilizer Fertilizers 4 2034 1144332 79 Fertilizer Fertilizers 5 2034 144333 196 Fertilizer Fertilizers rnNesport RT16 01 138PP MAP 32 Zn in 50 RT16 01 085PP 3 2 3 Granular in 50 k RT16 01 138PP MAP 32 Zn in 50 RT16 01 085PP 3 2 3 Gra
15. It is important to ensure that you read and understand the eRS Terms of Usage relating to the use of eRS application and the Terms and Conditions of the Buying Organisation carefully You will not be allowed to proceed unless these Terms and Conditions have been accepted Method To read and accept the terms and conditions e Select the READ AND ACCEPT eRS TERMS AND CONDITIONS button The Terms and Conditions wizard will display Read through the terms and conditions Select the OK button at the bottom The status of the button will now change to Accept Terms and Conditions e Select the ACCEPT eRS TERMS AND CONDITIONS button Page 6 of 41 SW Electronic Response System eRS INTENDA User Manual e Select the YES button to accept the terms and conditions which will allow you to proceed in responding to the request e Once you have accepted the Terms and Conditions the Response Wizard will become available navigating you through the process of responding to the request Response Wizard The Response Wizard is a tool for completing a request in a guided way The wizard consists of a number of steps that may be optional or mandatory with emphasis on font style depending on the requirements defined by the buyer Each of the steps has an e information button What is explaining its function If all options are enabled you may access them in any sequence The sequence is however the result of careful consideration on the softwa
16. ST PRICING niri aseena tod oae YE 26 GENERATE REPORT cineasta dud Deva Ea a danse Naaa aa E aAA E ATAA UAE 26 PRINT RESPONSE REPORT 53 5 e qu d qu ga rg 28 SUBMIT RESPONSE cies ca aka adc a E REI ERR RO VERF Lua XR RE QUNEI KO n OE 28 PRINT RESPONSE ADHERENCE REPORT icis nn eene nenne nennen nnne ne nennen nennen nnn 30 se r M 30 OTHER ERS FUNCTIONS 31 EXPORTERS DATA NHAU NEL 31 IMPORT ERS DATA M 34 RESPONSE FIEEDS i iiis iei v E s 38 SUMMARY ieiciseenuqmmidkn dien pudor vam Ra poli do cR hc bab Rc id 41 Page 1 of 41 UZ z Electronic Response System eRS AN INTENDA User Manual Electronic Response System eRS Introduction The Electronic Response System namely eRS has been designed with input from a broad supplier community to provide a solution that facilitates responding to eRFx s eRS is not only used in responding to tenders but also responding to contract amendments that have been published by the buying organisation Advantages to using eRS More structured tenders contract amendments making it m
17. a template These criteria will be rated and weighted and therefore means that point scoring will be allocated to the answers you choose from the predefined answers By leaving out some answers you will get a score of zero for those criteria when your response is evaluated This might have a serious impact on your final scoring so take care when you answer these You can always come back to the questions at any stage of the response process and still change the answers before submitting the request Method To complete the Evaluation Criteria e Select EVALUATION CRITERIA button at the bottom of the Tender Response screen e Line Item Evaluation Criteria screen displays Line Item Criteria Tender Item Information Item number End User Altemative Offer Item description GUEST REGISTER RH BRANDED 200 PAGES ked iluation Criteria tem Grouping tems with Line Item Evaluation Criteria Group Items By Item No End User And Alternative Offer C Items Quoted On With Evaluation Criteria C Group Items By Item No And Alternative Offer Items Quoted On With Evaluation Criteria Not Yet Answered C Group By Item No Items End Users And Alternative Offers That This Answer Will Be Applied To lemcode Brandmame 0000003908 0 RH Midrand zl Move the highlighted bar onto the relevant evaluation criteria you want to answer By doing this the answer box at the right o
18. ake of goods and the supplier catalogue number thereof if applicable separated by a semi colon e g Duracell Dur001 OR A particular make and model of goods e g Ford Focus 1 4 Claim Frequency The frequency in months on which price escalations is based i e after a Firm Period of 12 Months follows an escalation every three months Refer to page 3 of this document Claim Rate Percentage The percentage increase applied after the Firm Period and for each Claim Frequency following Refer to page 3 of this document Page 38 of 41 Electronic Response System eRS i INTEN DA User Manual Response Field Description A Yes or No response by the supplier indicating total Conforms with Specification conformance with spec The factor applied to calculate a comparative price whenever the Unit of Measure offered is different from the Unit of eo orion FAGON Measure requested i e Requested 1Kg Offered 25KG Conversion factor 25 thus Price divided by 25 Conversion Factor Operator A divide or Multiply operator for a Conversion Factor The country where the Item originates from when imported Country of Origin OR OR Country of Manufacture The country where the Item is Manufactured even if some components are imported The exchange rate used by the Supplier to convert the imported portion of the product to SA Rand Current Exchange Rate The system will calculate the Comparative P
19. ate your intend Method To Completing the Intend to tender e Select the INTEND TO TENDER button e The Send Mail wizard will appear Send Mail Company name ROYAL HOTEL GROUP Contact person Owner gt RHBuyerO2 E mail address treciap intenda co za Subject Receipt Of Request Confirmation 12342 From Support at Intenda Enter your message here maximum of 360 characters are allowed Send Cancel Figure Send mail screen The buyer s e mail address appears as indicated in the figure above Complete the message box area Select the SEND button to send the message to the buyer Once the email has been sent to the buyer organisation the Response Wizard will re appear Page 10 of 41 Electronic Response System eRS i INTENDA mu Tender Level Questions Most requests will have specific questions linked to the request as a whole This might be questions about your company or even service level questions relating to all items on the request These questions are of utmost importance and in most cases mandatory Please make sure that great care is taken when answering these You can always come back to the questions at any stage of the answering process and still change the answers before submitting the request Method To complete the Tender Level Questions e Select the TENDER LEVEL QUESTIONS button the tender level questions will appear e Select a question you want to answer the question will be highlight
20. aw Information Module expert Corn Smit Information Subject expert Richard Green Definitions Programmer Derek Snyders Technical Electronic Response System eRS ic INTENDA Bu Table of Content TABLE CONTENT aetates toi tuit Dio di oe terea 1 ELECTRONIC RESPONSE SYSTEM EHS 1 2 2 1 2c carri anat nau pa iro uunanaran amp 2 INTRODUCTION MU MEE MEI EDEN M NUM UI ERN E erm 2 ADVANTAGES TO USING ERS wii iii vs cca a cesta pa ex ehe a a A A eve 2 DOWNLOADING THE ERS DATA PACKAGE FROM THE INTERNET 3 EXTRACTING THE REQUEST Ya Te FEY e Fo va de r2 E da ab ade Ce dose Pee ca Ed err nad aule vdd 4 OPENING AN EXTRACTED REQUEST ccccccececececececeeececececececececacucecucacacucecacucacaceeucecucacusauauauauanananaes 5 SAVING THE ERS REQUEST IF SEND BY E MAIL 5 WORKING IN ERS canna Bu Ran P ma pu Sk boot SH St hu 5 INTRODUGCTION 2 ined eet ir ceo ri gea a che io Ere casus Feat area De d La dud Yu docui dee Landa ed oo nude a da dud 5 THE TENDER HEADER ca ra o bd Po ka AE avg ea cep a Pe IET EET cdd 5 TERMS AND CONDITIONS diiit iiv chara a vuR 6 RESPONSE arp 7 RECEIPT OF TENDER METTE NE D MTM 8 READING OF ATTACHMENTS 0 0 csesseseeseeseeseceseeeescececesesececesecesecescecececeeeceeeeeseeeeeeeee
21. bar will be complete Batch Update Wizard Step 5 Only tender items that match your input records on the chosen key Field will be updated IF an input record matches more than one tender item then it will be used to update all those tender items Press Update to proceed Select the NEXT button to proceed The total records in the input file will be indicated as well as the lines on the tender Page 37 of 41 i INTENDA Batch Update Wizard Finished Electronic Response System eRS User Manual The update has completed If you are only responding to some tender lines it is normal that not all items will be updated If your input File contains items that are not requested on the tender then it is normal that those items will not match items on the tender Total records in input File Total response lines on current tender Input records that did not match tender lines e Select the FINISH button Response Fields The table below is an explanation of response fields used in eRS Please refer to this table when completing the Response Fields Response Field Description Alternative Number The number indicating the offer of a supplier i e 0 is the original offer 1 is the first alternative offer etc Base Currency OR Foreign Currency The foreign currency applicable to that part of a specific item not linked to the SA Rand Brand Name Catalogue Number OR Make and Model A particular m
22. d user specific then do not use price lists to capture prices but rather the standard Quick Response Grid for capturing prices then Method To complete the price list pricing e Select the PRICE LIST PRICING button at the bottom of the Tender Response page Select the item to be completed Activate the Price List indicator the tick will show it is active Enter the supplier part number the OEM and the Price List Price Supplier Part Number is the catalogue number used by the supplier for the specific item and will be used to link the buyers Item Number to that of the supplier e Once you have completed the price list pricing select Accept the changes will be applied to all the items and the Tender Response will re appear Generate Report This option allows you to generate and print a complete report of your response to the request as well as all the documentation and attachments you have added It is highly advisable to do this before the final submission of your response It provides a final checkpoint before submission You may print the report directly after generating it or print it later Page 26 of 41 N DA Electronic Response System eRS User Manual Method To generate the Report e Select the GENERATE REPORT button from the Response Wizard Screen e The Generate Report wizard will display Response Report Generator Report Options v Print Tender Information D View R
23. ed e The questions can either be yes no questions string type questions and number or value questions T d PLEASE NOTE A String answer refers to an answer given in a free text that m includes any characters on the keyboard numeric alphabetical or symbolic A Number answer refers to an answer given in the form of numeric characters only e The questions will be indicated as either mandatory or non mandatory e checking the Only display mandatory Questions checkbox only mandatory questions will display e Answers to questions can also be deleted when the incorrect information has been entered e Select the question for which you want to delete the answer so that it is highlighted e Select the DELETE ANSWER TO ITEMS button the answer will be deleted e Select the CLOSE button to exit the screen e The Response Wizard will re appear Page 11 of 41 SW Electronic Response System eRS INTENDA User Manual Tender Level Evaluation Criteria Most requests will have specific Evaluation Criteria linked to the request as a whole These criteria will be rated and weighted and therefore mean that point scoring will be allocated to the answers you choose from the predefined answers By leaving out some answers you will get a score of zero for the specific criteria when the request is evaluated This might have a serious impact on your final scoring Please make sure that great care is taken when you answer the evaluatio
24. eeeeeeeeeeeeeeeeeees 8 INTEND TO TENDER 10 TENDER LEVEL QUESTIONS 11 TENDER LEVEL EVALUATION CRITERIA nnne nnne nn nennen nnne nen 12 ACKNOWLEDGE NON EDITABLE DEFAULTS eee ener nnne nennen nenne enne nnne nnne 13 EXCHANGE RATE SETUP 5 5 tan unu a ea eeu ed dae pasa dd n ud dua 14 SET RESPONSE DEFAULTS 15 LINE RESPOND FIELDS sisccccosaszicdntavevdcassadscdssacdvddesastecadusaaudersuacddadsiaadidustasdeadesaaaialsiavdcausdunadeaanenated 15 QUICK RESPONSE tiber e eese eee eee eoe esee eme edere etae 16 COPY LINES TO PROVIDE ALTERNATIVE OFFERS cccccccececececececececececeeecucecececauaeauaeauauanauauaeanananaea 17 LINE ITEM ADDITIONAL INFORMATION ccccccccccccccccccccececececcececeueueececececenaeeceeecacauacaeeseneceeeneeeeenaeenegs 19 EVALUATION CRITERIA 15 2 rrr tnr t n e d d d d d E A A da da dada da di 20 FILTERING AND GROUPING 21 LINE LEVEL QUESTIONS isssssenn nne ennemi nnn nnnnnnnnnnnnnnnnsnnssssasa sanas sanas asa EEEE EnEn 22 FILTERING AND GROUPING 23 EPN EEE MEE E 23 COST BREAKDOWN pc a HF TR Aaa ANE UE FERE Naranai 24 PERCENTAGE ICD 25 E 25 PRICELI
25. ent from the relevant file Select the OPEN button or double click the document The document will appear under the Supplied attachment section indicating attachments to be sent back to the buyer To delete an attachment select the attachment so that it is highlighted Select the DELETE ATTACHMENT button and the attachment will be removed Once all attachments have been read and relevant documents attached select the CLOSE button The Response Wizard will reappear ES PLEASE NOTE Depending on how the buyer did the setup of the tender required fields It is important to note that in some instances you will NOT be able to continue until all documents have been opened and read Page 9 of 41 SN Electronic Response System eRS 2 i INTENDA User Manual Intend to tender This option allows you to send a notification to the buying company indicating your intent to tender If it is mandatory you are obliged to use this function If you do not conform to this you may be disqualified from the request or tender opportunity This option will be available if the buying organisation requested that you indicate whether you are going to answer the request or not This option will require access to an e Mail account system on your computer In the event that no e Mail account can be found the application will allow you to continue with the request response process but it is advised that you contact the buyer telephonically to indic
26. eport After Generation Print Tender Response Requirements 1 Tender Questionnaires 14 Tender Evaluation Criteria V Item Questionnaires v Item Evaluation Criteria v Item Specifications E Item Cost Breakdowns e Figure Response Report Generator You can also generate the report by applying the following report options Page 27 of 41 WG Electronic Response System eRS 2 S INTENDA User Manual This report will print all the header level information for the Print Tender Information tendet amendment Print Tender Response This report prints all the fields that are required in Requirements responding Tender Questionnaires This report prints all the Questionnaires tender and Item Tender Evaluation Criteria i prints all the Evaluation Criteria tender and item Specifications This report prints all the item specifications item Cost Breakdown dus report prints all the cost breakdown elements per line Page Break after each Item This allows you to insert a page break after each line item 3 iX This allows automatic viewing of the report after it is View Report aftar generation Generated Alternatively select the View Report option e The Report Options section allows you to customize the look and content of your report e Select the GENERATE REPORT button and a message will appear prompting you to proceed e Select the YES button to generate the item by item
27. er e Choose the applicable buyer site on which the request is published e buyer site opens RHBuyer02 Owner ERS DATA PACKAGE DOWNLOAD 22 ix Sea Ree Figure Downloading the eRS Data Package from the Internet e Select the zip package Each zip package has a unique number e Save the package to this location C Program Files Intenda PTY LTD eRS Requests e The data package will download to this location e Close the internet browser Page 3 of 41 SM NTE N DA Electronic Response Extracting the Request e Double click the eRS icon on the desktop e Select the CONTINUE button e The Open Request screen will display Open request Existing Extracted Requests ROYAL HOTEL GROUP Ic Program Files INTENDA LTD eRS Requests Change Folder For Extracted Requests hoci Extracting New Zipped Requests Open New Zipped Request Not In The List Above Cancel Figure Open request e To extract a new request select the OPEN A NEW ZIPPED REQUEST NOT IN THE LIST ABOVE button at the bottom of the screen e Find the request located in C Program Files Intenda PTY LTD eRS Requests e Check that you are extracting the correct request e Select the ACCEPT button to proceed e The Tender header with all the relevant information will display Page 4 of 41 Electronic Response System eRS DA User Manual Opening a
28. f the screen becomes active for the evaluation criteria Line Level E valuation Criteria supplied by buying organisation Answers Does the product include flamable substances Replacement period Comments Apply Answer Item Delete Answer to Item Figure Evaluation per line e Evaluation Criteria supplied by the buying organisation appears the left bottom side of the screen e Select the appropriate Evaluation Criteria the predefined answers appears on the right side of the screen e Check the checkbox next to the applicable answers e Select the APPLY ANSWER TO ITEM button e Select DELETE ANSWER TO ITEM button if applicable Page 20 of 41 WIG Electronic Response System eRS Ac INTENDA Filtering and Grouping The following Filtering and Grouping can be applied to the Line item evaluation criteria which will make responding to the line items much easier and simpler These functions assist you as indicated in the table below These appear at the top of the Line Item Evaluation Criteria Screen Line Items Linked to Evaluation Criteria Filter Items with Line Item Evaluation All line items that have line item evaluation Criteria criteria linked Items Quoted on with Evaluation All line items that have a price with line level Criteria criteria Items Quoted on With Criteria not yet Line items where a price has been quoted but answered the line level criteria have not yet been ans
29. he top of the Line item questionnaire screen Line Items Linked to Questionnaires Filter Items with Line Item Questionnaires All line items that have line item Questionnaires linked Items Quoted on with Questionnaires All line items that have a price with line level Questions Items Quoted on With Questionnaires Line items where a price has been quoted not yet answered but the line level Questions have not yet been answered Item Grouping Group Item by Item No End User and This is the lowest level of grouping available Alternative No Group by Item Number and Alternative This grouping will display all the end users Number linked to a particular item per alternative number Group by Item Number This is the highest level of grouping All end users and alternative numbers will be displayed in the screen for a particular item code Brands A brand is a particular make to goods services identifying the trade mark This option takes you to the Brands screen where you may view the list of brands provided by the buying company You may add your own if you need to This option is available on either the Quick Response or Detail page Method To set up brands e Select BRANDS button at the bottom of the Tender Response screen e The Brand Maintenance screen displays Page 23 of 41 SN Electronic Response System eRS 2 i S INTENDA User Manual Brands Maintenance Brand Name Add New Brand U
30. n criteria You can always come back to the questions at any stage of the answering process and still change the answers before submitting the request Method To Completing the Tender Level Evaluation e Select the TENDER LEVEL EVALUATION button e All tender level evaluation criteria will be displayed in a tree view structure Each criteria question will have a list of potential responses that you can select from Each response allows a comment to be added to validate why the particular response has been selected See illustration in the diagram below Tender Level Evaluation Criteria Tender Information Tender number 123 Tender eRS Stationery 1 Description Move the highlighted bar onto the relevant evaluation criteria you want to answer By doing this the answer box at the right of the screen becomes active for the evaluation criteria Tender Level E valuation Criteria supplied by buying organisation Answers Main Above 20 HDI 80 20 HDI 80 20 who is women equity Less than 10 HDI who has disability HDI Locality SMME s Comments amp Delete Answers To Items Figure Tender level evaluation categories e Select the criteria on the left side with a list of available answers on the right e Select the applicable answer a tick will appear indicating that you have answered the criteria e Type your comment in the comment box if applicable e Answers to questions can also be deleted when i
31. n extracted request Method To open extracted requests e Double click the eRS icon on the desktop Select the CONTINUE button The Open request screen displays Select the relevant buyer folder and request number Select the ACCEPT button or double click the request number Enter the registration number in upper case Select the ACCEPT button The Tender header with all the relevant information will display Saving the eRS request if send by e mail Method Saving the eRS request if send by e mail e Once you have located the email open it e Right click the eRS zipped tender package e Save the package in the Request folder under this path C ProgramFiles Intenda PTY LTD eRS Requests Working in Ers Introduction In this section you will learn how to use the eRS application The section discusses the three main work areas in the application namely the Tender Header the Response Wizard and the Tender Response The chapter also looks at how the request will be completed and submitted successfully The Tender Header The first screen that appears immediately after a request package has been extracted is the Tender Header The Tender Header reflects summarised details of the request It also provides the following information company names physical addresses and contact persons for both the buying organisation and the supplier vendor company The supplier information will be on the left side of the screen the buying organisation
32. ncorrect information has been entered e To delete an answer select the criteria then select the DELETE ANSWER TO ITEM button e Select the CLOSE button at the bottom right e The Response wizard will re appear Page 12 of 41 WG Electronic Response System eRS S N jj E N DA User Manual Acknowledge non editable Defaults This option allows you to acknowledge that you understand certain pre defined values set by the buying company You will be able to print all the fields that have been designated by the buying organisation as response fields that do not require input from you the supplier These fields have been provided with defaults and you must accept the fields as presented In the event that any of the non editable fields must be queried print the report and contact the buying organisation with all relevant queries If you select the option to print the report the diagram below will be displayed Report Preview Line Item Response Fields That Must Be Answered Response Field Name Default Value Base Currency South African Rand Conversion Factor T Country of Origin South Africa Delivery Point Johannesburg Lead Time T Months Elapsed 1 Quoted Currency South African Rand Source Point Gauteng Validity Days 30 Line Item Response Fields That Cannot Be Edited There Are No Line Item Response Fields That Cannot Be Edited Line Item Response Fields That Can Be Answered Optionally Response Field Name Defaul
33. nular in 50 RT16 01 155PP Maxiphos 20P in 50 I RT16 01 085PP 3 2 3 Granular in 50 k RT16 01 155PP Maxiphos 20P in 50 RT16 01 155PP Maxiphos 20P in 50 RT16 01 015PP 2 3 0 2 5 ZN in RT16 01 017PP 2 3 0 30 Granular in RT16 01 023PP 2 3 2 25 0 5 ZN in RT16 01 025PP 2 3 2 30 in 50 Kg Be RT16 01 045PP 2 3 4 in 50 Kg Bags RT16 01 047PP 2 3 4 24 in 50 Kg B RT16 01 053PP 3 0 5 in 50 Kg Bags RT16 01 055PP 3 1 0 28 0 596 Zn i RT16 01 081PP 3 2 1 in 50 Kg Bags RT16 01 083PP 3 2 2 25 Granular in RT16 01 091PP 4 1 1 42 in 50 Kg Be RT16 01 093PP 4 3 4 10 5 in 50 RT16 01 113PP Calcium Chloride in 5f RT16 01 115PP Calcium Nitrate not RT16 01 121PP KAN 28 in 50 Kg Ba RT16 01 123PP KAN in 50 Kg Bags RT16 01 136PP Lime in 50 Kg Bags RT16 01 140PP MAP 32 in 50 Kg Be RT16 01 146PP Map 35 in 50 Kg Bar RT16 01 148PP Map Potassium Sul RT16 01 153PP Maxiphos in 50 Kg Bz RT16 01 007PP 1 0 1 in 50 Kg Bags RT16 01 009PP 1 1 1 36 in 50 Kg Be RT16 01 015PP 2 3 0 2 5 ZN in RT16 01 017PP 2 3 0 30 Granular in RT16 01 043PP 2 3 4 0 5 Z in 50 Kg IET Tender number Response line nr Request line nr Part number Commodity cate Commodity sltem code Supplier Iteltem descr Brand Estimated Quantity 1 Figure Export in excel spread sheet PLEASE NOTE It is very important that the CSV format is maintained because changing the format will create errors and make the file im
34. o create extra lines within the request to enable you to give alternative offers of items that may have different specifications from what the original item specifications maybe Alternative offers may have different brand names maybe priced at a higher or cheaper cost price or the specifications may deviate from the buyer specifications Method To create alternative offers e Highlight the line item to be copied e Select the drop down arrow button next to the copy button at the left hand corner of the quick response grid e Choose Copy as a new line item from the drop down list on the copy button e The Copy item screen will display Copy item Item code 00000041 04 Item description PN 7OO0MEG Select number of copies d new item a Ena Figure Copy item screen e sure the item code and item description is the correct one you want to copy Select the number of copies for new items Select the ACCEPT button The new copied lines will appear underneath the original item The offer number of the copied line items will change according to the number of copies made e The Copy from previous item function is used when a new line has already been added and the information for the original item must be copied onto this new line e f you have made too many copies of the original line item you can delete alternative lines as displayed in the diagram below Page 17 of 41 A
35. ore understandable Quicker turnaround time in responding to tenders contract amendments Historic electronic data of previous tenders and or contract amendments Less time and manpower required to respond to tenders contract amendments Useful filtering mechanisms to remove items not being tendered on All documentation attached in a single location minimizing risk of document misplacement e Supplier is allowed to respond or re submit responses as often as is necessary until the closing date and time of the tender contract amendment e Various mechanisms to submit responses lowering risk of loss if information e Warning signals if vital information has not been entered making sure that critical information required by the buying organisation is not overlooked Page 2 of 41 NG INTEN D A Electronic Response System eRS 7S User Manual Downloading the eRS data package from the Internet In this section you will learn how to download obtain and extract electronic requests using the eRS application This section explains the process of opening an existing extracted request and the process of saving a request that is sent by email from the buyer It is very important that the processes mentioned herewith are understood for the successful submission of the electronic request Method how to download the eRS package e Log on to Globalerfx com site using the log on details that was e mailed to you when you registered as a suppli
36. oted With Questionnaires Not Yet Answered amp C Group By Item No Items End Users And Alternative Offers That This Answer Will Be Applied To lhemcode ltem end user Brand name D000003572 0 RH Midrand Move the highlighted bar onto the relevant question you want to answer this the answer box at the bottom of the screen becomes active for the question Mandator will the paper have a water mark displaying the RH brand Iv Yes No Selected Question Will the paper have a water mark displaying the RH brand Answer Box C Yes True NosFalse Apply Answer To Item Delete Answer to ltem amp amp Close Figure Line Level Questionnaires e Select the question to be answered The answer box at the bottom of the screen will become active e When answering the questions for a particular line item please refer to the data type of the question being asked This will indicate whether the answer can be entered as free format text number value YES NO or a date e Enter or select the applicable answer e Select APPLY ANSWER TO ITEM button e You can delete the answer by selecting the DELETE ANSWER TO ITEM if applicable Page 22 of 41 WG Electronic Response System eRS Ac INTENDA Filtering and Grouping The following Filtering and Grouping can be applied to the Line item questionnaire similar to the filtering and grouping for Evaluation Criteria These appear at t
37. ou want to have on the response report It is advised that you select Complete tender schedule so that all the request response details are printed on the report Select View Report to view the report before printing Once you are satisfied with the report and the content thereof select the Print document amp icon on the left side of the screen to print the report If you select the Internet Upload method the message Upload Succeeded will appear once your response has been sent Once you have submitted your response select the CANCEL button the Response Wizard will appear Page 29 of 41 INTENDA Electronic Response xis uio Print Response Adherence Report This option allows you to print a report detailing adherence to the requirements as set up by the Buying Company You will need to print this document and submit it as an attachment to your request The format will differ depending on the buying organisation s requirements Report Preview Tender Response Adherence Report 1 the undersigned Authorized Representative of the Company do hereby warrant that have read all the documentation presented by the Procuring Company pertaining to the Tender will abide by all the terms and conditions contained in all the documentation pertaining to the Tender All the information provided as part of my response to the Tender is complete and correct solely responsible for the quality and timely submi
38. owing Select the File option at the top left corner Select External Data option Select Export eRS data The Export text file wizard Step 1 displays Create a file name for the export Select the BROWSE button to select a directory to save the file Create a file name and click on SAVE button The file extension should always be a CSV file Select the NEXT button to proceed e Select the tender items of interest e All tender lines are selected by checking the Select all tender lines check box e You have the option of specifying selection criteria of the lines that you would like to export You will be provided with a Filter 1 option to start limiting the information to be exported This selection process will affect the number of line items that will be exported e To setup a filter at this stage uncheck the checkbox e Choose a filter set up by selecting a column or columns from the drop down function Page 31 of 41 Electronic Response System eRS User Manual Export Text File Wizard Step 2 In this step the tender items of interest must be selected Please specify the Filter criteria below Select all tender lines Filters Filter 1 Commodity category 2 Commodity sub category Consignment Stock Conversion Factor Critical indicator Currency Bound Percentage Current Exchange Rate Delivered Price lt Back Next gt Figure Export Wizard step
39. pdate Brand Delete Brand Only Display Brands That Have Added Existing Brands BrandName Editable gt Ei reg Figure Brands Maintenance screen Enter the new brand name in the brand name field Select the ADD NEW BRAND button The new brand name will now display in the existing brands grid Select the DELETE BRAND button to delete a record if applicable Select the relevant brand from the list Change the information in the brand field Select the UPDATE BRAND button To exit the Brands Maintenance screen select CLOSE button The Tender Response screen will re appear e Onthe Quick Response or Detail screen you can choose a specific brand applicable to the item from the drop down list Cost Breakdown The Cost Breakdown assists you to break down the cost of a quoted item into its different cost elements The two options available in the cost break down matrix are e Specifying cost breakdown elements in a free format text method This allows you to define as many cost elements as possible that form the make up of the quoted price e Specifying the cost breakdown based on indices as provided and predefined by the buying organisation so that certain elements can be linked to specified indices Examples of indices are PPI CPI Metal indices etc The buying organisation can specify the available indices so that price increases can be linked to these indices When price changes take place on contracts
40. possible to be imported back into eRS The CSV is the only recognised format that can be imported into eRS even though the file may appear and even function same as excel The CSV can be exported and import as many times as necessary Import eRS Data The exported and manipulated information can be imported back into eRS Select the File option in the top left corner of the screen Select the External data option to proceed Select the Import eRS data option The Batch Update Wizard step 1 will display Page 34 of 41 J4 NTEN DA Electronic Response System eRS User Manual Batch Update Wizard Step 1 This wizard allows you to do a batch update of items on a tender For example you could export your pricelist From another system to a text and then use that text to update the items on the current tender Please specify the characteristics of your input file below File name C export txt Browse JV First record contains Field names Select the BROWSE button to locate the file to be imported Select the appropriate export file from its location and select the NEXT button to proceed e The Batch update step 2 will display Batch Update Wizard Step 2 In this step the Fields in your input text file are identified To rename a Field select it and either click on it or enter Ctrl A Tender number Response line nr Supplier Part Number Example from First record 12351 50077 Cancel l
41. re development side Therefore it is recommended that you follow the sequence for your own convenience eRS Request SAMHS SUPPLY OF LUBRICATING PREPARATIONS FOR 2004 File Help Tender Header fR d l Steps That Will Need To Be Completed To Submit Your Response Receipt of Tender Reading of Attachments C Program Files eRS Requests KC_SAMHS_COMPANY 638 Data eRS MDB 2005 07 25 01 21 PM Figure Response Wizard Page 7 of 41 WZ Electronic Response System eRS AE INTENDA yon ons Receipt of Tender This option will be available if the buying company requests an acknowledgement of your receipt of the request This option will require that you must have access to an e mail account system on your computer In the event that no e mail client can be found the application will allow you to continue with the request response process but it is advised that you contact the buyer telephonically to indicate receipt Method To complete the receipt of tender Select the RECEIPT OF TENDER button Complete the message box area Select the SEND button A message will be sent to the buyer whose details appear on the e mail that the tender has been received by you e You can choose to type a message in the space provided or not as soon as the buyer receives the email they will know what the email is all about from the subject line
42. rice from the OR Base Foreign currency supplied by the supplier and the Foreign Exchange Rate Quoted currency stated by the Buyer if there is a difference Only applicable when a Supplier responds via the Internet The price offered by a supplier for a specific item and end Deleted Price user delivered at a specific State institution Delivery Period Days The period in calendar days from order receipt date to delivery Group Id The name of the group an item belongs to Import Percentage Or The percentage of the specific item linked to the foreign Bound to Foreign Currency Currency The minimum number of units to be ordered for a specific item NUMINE Order Quanity by a State Institution The maximum number of units that can be delivered per Moni Delon mate Units month post the stipulated delivery period in days Page 39 of 41 Electronic Response System eRS i INTEN DA User Manual Response Field Description The number of months for which the tender price is firm from Period for which price is firm the effective date of the contract Price List Indicator To indicate that the price of an item is based upon a price list Indicates the Cost of the Service Plan measured as a percentage of the Delivered Price whenever a Service Plan is included as a mandatory cost within the delivered Price i e Service Plan as of Price Delivered Price R200000 Service Plan
43. ssion of my response waive all claims for any loss that may suffer as a result of using the Software including advices and assistance given The last electronic response submitted by the Company via the Software in response to the Tender is my complete final and legally binding offer in response to such Tender Required information Presented information Definitions as applied in lette Full name of representative Las Authorized Representative Capacity Print Report Close Figure Tender Adherence Report Summary This section has introduced you to the functions of the tools in eRS The section discusses the three work wizards The summary of information presented on the Tender Header is described as well as the different steps to follow the Response Wizard Line Items are completed The section also elaborates the four methods available for submitting the response namely e mail Disk Paper and Internet Page 30 of 41 WZ Electronic Response System eRS As S NTE N DA User Manual Other eRS Functions Introduction In this chapter you will learn how to use the operational tools that are available in the eRS application The chapter guides you to use the Export and Import facility the Go To Find Filter Sort and Change prices tools Export eRS Data The data in eRS can be exported to an Excel spreadsheet to make the process of completing all the responses easier and faster To export data in eRS do the foll
44. t Back Next gt e Select the NEXT button to proceed e The Batch Update step 3 will display Page 35 of 41 T Wy An 7 INTENDA Electronic Response System eRS User Manual Batch Update Wizard Step 3 In this step you need to map the key fields of a tender item to fields in the input file These Fields are only used to map input records to tender items and are not updateable Field on tender Field in input file Response line nr Response line nr Tender number Tender number Cancel lt Back Next gt Finish e Select the NEXT button to proceed The Batch Update step 4 will display Batch Update Wizard Step 4 Match the fields you wish to update on a tender to fields in your input File Field on tender Field in input file Supplier Part Number Supplier Part Number v m Cancel lt Back Next gt Finish Select the NEXT button to proceed The Batch Update step 5 will display Page 36 of 41 Electronic Response System eRS User Manual Batch Update Wizard Step 5 Only tender items that match your input records on the chosen key Field will be updated IF an input record matches more than one tender item then it will be used to update all those tender items Press Update to proceed Select the UPDATE button to start the import process You will see the data being exported by means of a movable bar on the wizard When all the data has been exported the
45. t Value Consignment Stock Currency Bound Percentage Current Exchange Rate Delivered Price perator for Conversion Factor Price List Indicator Quantity Available Quoted Exchange Rate Operator Settlement Days Print Report Close Figure Non editable Defaults Select the PRINT REPORT button to print this report The document will be sent and printed on your default print Select the CLOSE button The Response Wizard will re appear Page 13 of 41 Electronic Response System eRS INTENDA User Manual Exchange Rate Setup This option will enable you to specify the exchange rate relationship between the base and quoted currencies that you will be using within your response You will only set these values if you use a mixture of currencies or the buying organization requested a specific currency as the quoted currency and this differs from your quoting currency Base currency is defined as the foreign currency your quoted currency is based on Quoted currency is the currency you use for the price of the item you quote on The Currency Conversion Rate Setup form will allow you to select a quoted and base currency from the list provided and specify a monetary value that indicates the relationship between the two Formula One quoted currency how much of the base currency Examples One South African Rand z 0 10 American Dollars One American Dollar 10 00 South African Rands Method To setup the Exchange Ra
46. te Setup From the Response Wizard select the EXCHANGE RATE SETUP button Choose the currency base currency from the drop down list provided Enter the exchange rate in the middle section Choose the quoted currency from the drop down list provided on the right hand side The suppliers can set up as many exchange rates as they please Currency Conversion Rate Setup 8 16 African Rand Figure Exchange rate setup e Once you have completed setting up the exchange rate set up and you select the CLOSE button and the Response Wizard will reappear Page 14 of 41 WZ Electronic Response System eRS AE INTENDA yon os Set Response Defaults This option allows you to set defaults on all the items or filtered items on the request These items might be commodity items or service items or a combination thereof Some fields might have values in them this means that the buying organisation requested that you to use those defaults Method To setup the Response Defaults e From the Response Wizard select Set Response Defaults e Each of the fields available can be set as a default This can be done if the response fields are designated as a response field for the specific request that you are working on e Select the field that you want to default by activating the radio button next to the applicable field in the Apply to section e Once a field has been selected the response field will be opened and you may enter a
47. ted price Using this option will also over write the price on the response detail screen with the total of price of all the cost elements combined Method To complete the Cost Breakdown e From the Selection section choose an applicable predefined price type to base the cost breakdown on The price type will be predetermined by the buying organisation e Select the method you will use to complete the cost breakdown The two methods available are either by Percentage or Monetary values e Select the predefined Cost Element or type in the cost element if it is not predefined by the buying organisation e Select the applicable index from the Index 1 0 column e Select the date in the Index Base Date column e Type in the percentage or the monetary value Page 25 of 41 SW Electronic Response System eRS AG INTENDA mu PLEASE NOTE PPI is Purchase Price Index CPI is Cost Price Index All these t indices are predefined by the buying organisation Price List Pricing Price list Pricing is used to define structured price lists so that if any amendments have to be done you only have to provide a new price list It will not be necessary to respond to the whole request that has been published rather only submit a new price list that can be captured by the buying organisation The price list is not end user specific and therefore you will see that the list of items is displayed with no relationship to the end users If your pricing is en
48. the elements linked to indices can be affected automatically by the price changes On the Selection option a dropdown list box displays a list of all the available price types that a cost breakdown can be captured for The list will always be sorted starting with the available price type that is the furthest away from the final delivery point Page 24 of 41 Electronic Response System eRS i INTENDA mu If all price types are available then you would see the following list in the dropdown list Free On Board Cost and Freight Local Undelivered Delivered When completing the Cost Breakdown you will have to choose either Percentage or Monetary values as methods to proceed Percentage This is a default option This option is used to create a list of cost breakdowns represented by a percentage of the total cost Example Price Type Cost element Index Cost base index Percentage of Total Price FOB Purchase CPI 1000 10096 Price Selecting the monetary option will automatically convert the Percentage to total to Cost to total Monetary This option button is off by default This option is used when you want to create a list of cost breakdowns represented by an actual cost in the quoted currency as specified on the response detail screen of your choice If you did not capture any of the price types on the response detail screen you can use this option to submit the final price as your quo
49. ur options to submit your tender E mail It sends the Tender Response directly to the buyer s e mail address this is where responses get uploaded to RFx Disk This option sends your encrypted response i e eRS enc to a disk of your choice You now need to get the copy of the tender through to the buyer Paper This option allows you to print a report of your tender Internet This option allows you to send your response through to the buyer using the Internet Once you have decided which method of delivery you will use select Accept the eRS confirmation message appear Acknowledge the terms and conditions attached with the request Select the YES button to proceed The request response details will now be prepared for submission If you select email as the method of submission eRS will display the standard Microsoft Explorer option prompting you to allow access for the response to be sent Select the YES button and the request response will be sent to the buyer You will receive a copy of the sent message in your emails sent items for proof that your response has been sent to the buyer If you choose to save the request response to disk you have to choose a location to save your response or burn a CD Select the SAVE button A message will appear indicating that the file has been successfully copied to diskette If you choose to print the request response the system will prompt you to decide how much content y
50. wered Item Grouping Group Item by Item No End User and This is the lowest level of grouping available Alternative No Group by Item Number and Alternative This grouping will display all the end users Number linked to a particular item per alternative number Group by Item Number This is the highest level of grouping All end users and alternative numbers will be displayed in the screen for a particular item code Page 21 of 41 Electronic Response System eRS INTEN DA User Manual Line Level Questions This option enables you to answer questions the buying organisation may have linked to some or all line items You can ignore the questions for items you have not responded to If some questions are mandatory you have to answer them before you are able to submit your response to the buying organisation Method To Complete the Line Level Questions e Select the ITEM QUESTIONNAIRE button at the bottom of the Tender Response screen e Line Item Questionnaire screen will display Line Item Questionaire Tender Item Information Item number End User Alternative Offer f Item description WRITING PAD RH BRANDED 50 PAGES Items linked to Questionnaires Fil Item Grouping to a delete answer t Items with Line Item Questionnaires amp Group Items By Item No End User And Alternative Offer Items Quoted On With Questionnaires amp C Group Items By Item No And Alternative Offer C Items Qu
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