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TRANSPORTMAX TRANSIT AUTHORITY USER`S MANUAL

1. your fet and Lest siop TA Buyer User s Guide responding select Optional If you want this item attribute to be displayed to the participant without allowing any participant response select Display Only Value Type From the drop down menu at the Value Type field select the type of value that participants should enter for this attribute when responding Participants may enter Text letters words digits etc Number digits with decimals allowed Date numbers in date format or URL using the format http www oracle com The value type you select also governs the value you can enter in the Transaction Value field Note Textis the most flexible value type If you select Text participants will be allowed to enter letters as well as numbers If you select Numbers participants will only be allowed to enter digits if you select Dates users will only be allowed to enter numbers in date format Transaction Value If desired set your RFQ item specifications by entering a target value for the item in the Transaction Value field for example Fewer than twelve thousand miles per vehicle Fewer than eight defects per million parts manufactured etc Display Value to Participants If you want participants to see the Transaction Value select Yes from the drop down menu at the Display Value field If you do not want participants to see the Transaction Value select No from the drop down menu at the Display Valu
2. Use quotation marks for example white standard copy paper to search on exact phrases In this example TransportWAX would return items that contain all of the words white standard copy paper in that order Use the minus sign for example paper white to exclude words from the search In this example TransportMAX would return items that include the word paper but exclude the word white Use an asterisk for example standard or sta to search for items that start with your search term s In this example TransportWAX would return items that start with standard for example standardized or sta for example stabilizers and standardized If your initial search results are too broad you can select the Search within these search results option to refine your search If your initial search returns no results you may choose to expand your search by using one or more of the following options o Click the Advanced Search link to perform a search based on item attributes o Perform an Expanded Search to sort searches by relevance 13 TransportMAX TA Buyer User s Guide your fief and Lest sing o Click the Browse Categories link to browse through parent categories categories that contain child categories or subcategories and item categories categories that contain items Advanced Search in Shopping If you have specific information about the item you are looking for use the advanced
3. o Template Name If you know the name of the template for which you re searching enter it 56 TransportMAX TA Buyer User s Guide your fief and Lest sing 5 in the Template Name field You can also enter any part of the template name into the Template Name field to search for all templates that contain your search term anywhere in the template name For example a Template Name search on the letters trans would return the template named Transportation RFQ Template o Description You can enter any search term that describes the template for which you re searching You will see all templates that contain your search term anywhere in the template description For example a Description search on the term transport would return the template that includes the description Template for US transportation RFQs o Status Use the drop down menu at the Status field to search for an Active template an Inactive template or a template in Any status In the Template Search Results field select the radio button to the left of the template you want to edit then click the Edit Template button The template you want to edit will open You can edit your template by working through each step of editing a template or by selecting the step you want to edit from the Navigation Bar on the left side of the page The steps of editing a template are the same as those used to create a new template o Step 1 Describe your Templat
4. 2 On the My Exchange home page click the Address Book link Your personal addresses and shared company addresses will be listed on the Address Book page 3 To add anew address to your Personal Address Book click the Create New Address link Fill in the required fields on the Create New Address page f you want to set this address as your default billing shipping ship to and or ship from address select the appropriate checkbox es 98 TransportMAX TA Buyer User s Guide your fief and Lest siop When you have finished entering your address information click the OK button If your company has enabled automatic tax estimation the information you entered is validated against tax address seed data and any invalid address information is flagged for correction f you want to cancel this address click the Cancel button 4 When you are finished creating new addresses click the Apply Changes button What are address defaults When you enter a new address into your Personal Address Book you can designate that address as your personal default shipping ship from and or billing address Whenever you complete a transaction on TransportMAX the shipping ship from and or billing addresses that are designated as defaults in your Personal Address Book will appear in the appropriate address fields You do not have to accept your address defaults you can select another personal or company address from y
5. If you check this box participants will be able to see your Response Currency exchange rates when submitting responses Continue to Step 4 below o If you select the radio button next to Use the rates my company has established for this date you will allow responses in all of the valid Response Currencies and corresponding exchange rates that have been loaded to TransportMAX by your TransportMAX Company Administrator for your company s use Participants will be able to enter responses in all valid currencies that your TransportMAX Company Administrator has loaded to TransportMAX For more information about the available currencies and exchange rates contact your TransportMAX Company Administrator If you select this option Enter the date for which you want to use the established rates f you want to allow participants to see the currency exchange rates you are defining for your Response Currencies click the Publish exchange rates to participants checkbox If you check this box participants will be able to see your Response Currency exchange rates when submitting responses Click the Done button to return to the Step 2 Enter Business Terms and Conditions page where you can continue creating your RFQ You do not need to define specific Response Currencies on the Valid Currencies page you do not need to continue to Step 4 below 4 From the drop down menu in the Response Currency column select a currency in
6. Cancelled status and its notification for approval is automatically removed from the approver s To Do List When the final approver approves the document it is sent automatically to the supplier What happens when approve or reject an order Approvers receive a notification for each order requiring their approval through e mail and through the To Do list in My Exchange You should choose one method or the other to respond to a request for your approval Respond to the notification with any of the following actions e Approve If you are the final approver in the approval hierarchy the order is sent to the supplier Otherwise the order is sent to the next approver e Reject The approval process stops The order owner is informed of your rejection and the order is canceled e Reassign to anyone in your company who is registered with TransportWMAX The person to whom you reassign the notification whether or not that person is in your approval hierarchy inherits your approval limit and position in the hierarchy In the following example Anna Garcia reassigns an order from Joe Smith for 4 000 00 to Donald Borge who is not a part of the approval hierarchy but is a registered TransportMAX member with your company For this order only Donald Borge assumes an approval limit of 1 000 just like Anna Garcia s and when he approves it the order is sent to Mabel Young for final approval just like it would if the order had gone t
7. What are some advanced RFQ strategies can use There are a number of techniques you can use to facilitate the RFQ results you want When creating your RFQ you can use Item Attributes to get the specific quote information you need from suppliers You can also use AutoExtend and Quote Increment Decrement Quote Start Price and Target Price Sealed Quoting and Quote Items to influence quoting These techniques are discussed in the sections prior Monitoring RFQs How do monitor the RFQs I have created To monitor the RFQs you have created 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link to monitor RFQs Click the Negotiations tab then click RFQs in the task bar directly below the tabs On the left side of the page click the View Open RFQs link to view your open RFQs click the View All RFQs link to view all of your RFQs Search for an RFQ you have created 72 TransportMAX TA Buyer User s Guide your fief and Lest sin 4 Select the radio button next to any of your RFQs o Click the View Quote History button to view the responses you have received for this RFQ You can also view responses by clicking on the number of responses received for an RFQ o If you have accessed this RFQ via the View All RFQs link you may be able to view a graphical monitor of the RFQ To view the graphical monitor click the Graph icon to the right of the RFQ Selec
8. and Services Classification SPSC UN SPSC offers a ten digit five level hierarchy for organizing commodities and services of which TransportMAX uses the first eight digits and four levels Is TransportMAX secure for business transactions TransportMAX is concerned with the security of the personal data we have collected and we have put substantial measures in place to prevent unauthorized access to that information During transmission from the user payment information is protected by a 128K bit Secure Sockets Layer SSL connection and once stored is protected through various security measures in place at the TransportMAX data center These measures include 1 policies relating to access to information and 2 technological elements such as firewalls etc Can international companies participate in TransportMAX Yes Companies from all over the world can participate on TransportMAX TransportMAX supports multiple languages currencies and time zones 102
9. button You can also view the quotes received by clicking on the number of quotes received for the RFQ in the Quotes column 5 All quotes for the RFQ will be listed To view individual lines in a quote select a quote and click the View Quote Items button How do I unlock and unseal a sealed RFQ When you create a new RFQ you can choose to create a sealed RFQ In a sealed RFQ you the buyer cannot see the quotes or award the RFQ until you unlock the RFQ In addition suppliers in the RFQ cannot see the other suppliers quotes until you unseal the RFQ though supplier identity will never be revealed to the suppliers in an RFQ An RFQ can only be unlocked and unsealed after the RFQ close date and time Note You will always be able to unlock and unseal an RFQ you have created In addition other TransportMAX users from your company who have the appropriate Job Functions will also be able to unlock and unseal your RFQ The sections below provide additional information about viewing your sealed RFQs and unlocking and unsealing a sealed RFQ To view your sealed RFQs 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link to view sealed Buyer RFQs 79 TransportMAX TA Buyer User s Guide your fief and Lest stop Click the Negotiations tab then click RFQs in the task bar directly below the tabs To view your sealed RFQs that are still open for quoting cli
10. enter the manufacturer assigned part number of the RFQ item item Attributes To add item attributes to your item click the either the Enter Item Attributes link or the Apply Predefined Attribute Lists link Unit of Measure From the drop down list of values select the unit of measure in which you plan to purchase for an RFQ TransportMAX recognizes the UN standardized UOM codes 42 TransportMAX your fet and Lest sin TA Buyer User s Guide Quantity Enter the number of units of the item you want to purchase Use your specified Unit Use digits e g 5 Need By Date From the drop down list of values you may choose to enter the date by which the item you want to purchase is needed at your ship to location Ship To Address Enter the location address to which the item you want to purchase must be delivered The ship to address you specified when entering initial RFQ information will default into this field To enter a different ship to or create a new address click the Address Book button next to the ship to address field and select or create a new address from your Company Address Book Price Precision The price precision that you specified in the RFQ Information for this RFQ will default into this field Quote Start Price If desired enter the starting quote price for one unit of your RFQ item List the quote start price in the UOM and currency that you have specified for this RFQ the currenc
11. or the Show All link above the Search fields Click the checkbox to the left of any supplier you want to invite to your RFQ then click the Add to Suppliers List button 49 TransportMAX TA Buyer User s Guide your fief and Lest siop e To invite non TransportMAX members to participate in the RFQ click the Invite Non Members link on the Invite Suppliers page 1 At the Invite Non Member page provide the name and e mail address of the company you want to invite You may also include the first and last name of the supplier company s contact person as well as a note to the supplier 2 Click the Done button 3 TransportMAX will send a notification to the supplier company inviting the company to register with TransportMAxX in order to participate in your RFQ Note Only TransportMAX registered member companies can participate in TransportMAX RFQs 4 Continue to send RFQ invitations as desired e To invite suppliers on a predefined Invitation List click the Apply Predefined Invitation List link Search for the Invitation List you want to apply by entering your search criteria into any or all of the Invitation List Search fields on the Apply Predefined Invitation List page then clicking the Go button The search fields include List Name If you know the name of the Invitation List for which you re searching enter it in the List Name field You can also enter any part of the Invitation List name into the Li
12. search feature to perform a search based on item attributes Click the Advanced Search link within the Shopping tab Enter a search term s or value s into any or all of the search fields on the Advanced Search page then click the Go button You may use the operators discussed above except in the Category field to dictate how the search engine should use your search terms You do not have to enter a search term or value into every field to perform a search however using more fields will narrow the search results The following describes some of your options on the Advanced Search page Item Description You can enter item description keywords and select a language in which to search for items Supplier Click the flashlight icon to go to the Supplier Search screen To locate a supplier you may either click Go to retrieve all suppliers in TransportMAX or enter the first few letters of the supplier if known Click Go to retrieve the list Select a supplier on the screen and return to the Advanced Search page to continue entering attributes Category You can enter or select an item category in which to search for items The categories used on TransportMAX are based on the UNSPSC classification code If the category you select includes its own category attributes these attributes will be appended to the drop down menus at the Attributes fields Click the Refresh Attributes button to append the category attribu
13. then edit your list and select a new status from the drop down menu at the Status field Inactive Invitation List will be stored in TransportMAX but cannot be used until you change the status to Active 59 TransportMAX TA Buyer User s Guide your fet and Lest siop 6 Add participants to your Invitation List by clicking the Add TransportMAX Members link then searching for participants on the Invite TransportMAX Members page When you have located a participant you want to add to your list select the checkbox to the left of the participant s name then click the Add to Invitation List button Continue searching for participants to add to your Invitation List When you have finished adding participants to your list click the Submit button Editing Invitation Lists To edit a Invitation List you have created 1 5 Access the Marketplace Buying on the TransportMAX home page click the Marketplace Buying link Click the Negotiations tab then click RFQs in the task bar directly below the tabs Click the Reusable Invitation Lists link On the Invitation Lists page search for the Invitation List you want to edit by entering your search criteria into any or all of the Search for Invitation List fields then clicking the Go button The search fields include o List Name If you know the name of the Invitation List for which you re searching enter it in the List Name field You can also enter
14. those suppliers will be automatically added to the suppliers list for the new round of quoting In addition all suppliers who placed quotes in the previous round of quoting will be automatically added to the suppliers list for the new round of quoting To remove a supplier from the suppliers list for the new round of quoting select the checkbox to the left of the supplier s name then click the Delete button You can invite additional suppliers to participate in the new round of quoting in any of the following three ways o Invite TransportMAX Members Click the Invite TransportMAX Members link to search for and send invitations to suppliers who are members of TransportMAX o Invite Non Members Click the Invite Non Members link to send invitations to trading partners who are not yet members of TransportMAX Non members must register on TransportMAX before they can participate in the RFQ o Apply Pre Defined Suppliers List Click the Apply Pre Defined Suppliers List link to apply a suppliers list to this round of quoting e Note to Suppliers You can choose to add a text note about this RFQ to the suppliers in the new round of quoting e Add Attachments You can choose to include an attachment to this RFQ Attachments contain additional descriptive information about your RFQ The file size limit for attachments is 4 MB For attachment files larger than 4 MB post the file to the Internet site of your choice and include the URL at
15. you are creating your RFQ you can modify any of those settings after the RFQ opens for quoting When setting your RFQ s Quote Controls you must select RFQ can be manually extended while open for quoting in order to enable AutoExtend or modify AutoExtend after the RFQ opens If the RFQ enters AutoExtend mode you can change the number of times that the RFQ can AutoExtend but you cannot change any of the RFQ s other AutoExtend settings You cannot set up or modify AutoExtend settings for an RFQ that is in a preview period or has closed for quoting To set up or modify your RFQ s AutoExtend settings 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link to modify AutoExtend in a Buyer s RFQ 74 TransportMAX TA Buyer User s Guide your fet and Lest sig 2 Click the Negotiations tab then click RFQs in the task bar directly below the tabs 3 On the RFQs home page click View Open RFQs or View All RFQs 4 Select the radio button to the left of the RFQ you want to extend then click the View RFQ button 5 On the View RFQ page click the Extend RFQ button 6 On the Extend RFQ page review your current AutoExtend settings if any You can also review and extend your RFQ s scheduled close date and time 7 To change your AutoExtend settings click the Change AutoExtend Settings link On the Change AutoExtend Settings page you can revise any or all of the
16. A descending order Order The order numbers are listed in descending or ascending order Order Date The order dates are listed in descending or ascending order Supplier The supplier name is listed in alphabetical order from A Z ascending order or Z A descending order Currency The currency code is listed in alphabetical order from A Z ascending order or Z A descending order Order Total The total cost of each order is listed in descending or ascending order Status Orders requiring acknowledgment will be listed first ascending order or last descending order Acknowledge By The acknowledge by dates are listed with the date closest to today s date first ascending order or the date furthest from today s date first descending order Note Orders that do not require acknowledgment will be listed first descending order or last ascending order 4 To the right of the Sort by field select either Ascending or Descending see the bullets above for explanation Click the Go button 5 Your history of orders will be sorted and listed accordingly 6 To view the history of a particular order Access the Marketplace Buying application on the TransportWMAX home page click the Marketplace Buying link Click the Purchases tab then the View Orders link Select the order whose history you want to review and click the View Details button In the View Order Details page click the View A
17. Invitation List To create a new Invitation List 1 Access the Marketplace Buying on the TransportMAX home page click the Marketplace Buying link 2 Click the Negotiations tab RFQs in the task bar directly below the tabs 3 Click the Reusable Invitation Lists link 4 On the Invitation List page click Create New Invitation List 5 On the Create Invitation List page complete the following fields indicates a required field o Enter the name of your new Invitation List in the List Name field o Enter a brief description of your Invitation List in the Description field Your description might include the type of RFQ to which this Invitation List would typically apply o From the drop down menu at the Access field select the access you want to apply to this Invitation List An Invitation List can be designated as either public all TransportMAX users in your company can view and use the list or private only you can view edit and use the list Note In order to create public Invitation Lists you must be assigned the appropriate access by your TransportMAX Company Administrator Contact your TransportWAX Company Administrator with questions and requests regarding your access o Your Invitation List status will default to Active Active lists can be used immediately to create new RFQs If you want to change your Invitation List s status to Inactive you must complete and submit your list
18. Negotiations available in TransportMAX Auctions and Request for Quotations RFQs use real time interaction to drive dynamic prices based on information that extends beyond price to include lead times quantity and item specific attributes Buyers and sellers who may never meet face to face have the opportunity to bypass intermediaries and establish relationships that might not have been possible using more traditional methods of buying and selling What are the different types of Negotiations When should I use each type The two types of TransportMAX Negotiations are Auctions and Request for Quotations RFQs Specific details about each Negotiation type appear in the table below These details will help you determine whether to create an auction or RFQ During the pilot phase of TransportMAX users will be limited to creating RFQs only e Auctions Auctions to Buy Buyer s or Reverse Auctions enable buyers to solicit bids for goods and services that are clearly defined such as office furniture and memory chips The buyer can discover new suppliers and get competitive pricing or improved service Buyers can tailor each auction to control who can see bids during the auction whether multiple rounds of bidding are possible and whether partial bids are allowed Many different items can be included in an Auction If permitted by the auctioneer bidders can view all bids submitted while the auction is open This information generates competi
19. Netscape browser An example of a secure URL is one that starts with https instead of http A supplier can specify an image URL for an item using the Image URL base attribute Your browser must also support the image format Most Web browsers support popular image formats such as GIF and JPEG Refer to your browser s documentation for an exact list of the image formats it supports Placing an Order How do add items to my shopping cart After you search the TransportMAX catalog to locate an item to purchase you can add the item to your shopping cart for purchase To add an item to your shopping cart 1 When you have found an item you want to purchase select the item by clicking the select box to the left of the item 2 Click the Add to Cart button 3 You will link to the Shopping Cart Contents page The item that you added to your shopping cart will appear on the page 4 The default order quantity for each item is 1 To change the quantity enter the quantity desired into the Quantity field then click the Update link to update your purchase total price 5 If you want to look for additional items to purchase you can return to shopping If you are finished shopping you can proceed to checkout To return to shopping click the Return to Shopping link To proceed to checkout click the Proceed to Checkout button To delete an item from your shopping cart prior to checkout click Delete to the
20. Partner is not selected the report will default to All 5 The report will be displayed directly below the search criteria 6 Click Export to Spreadsheet to download the report if desired For more information about exporting your report to a spreadsheet see How do export report data to a spreadsheet 7 Alternatively run the Buyer s Activity Awarded Quotes Summary Report and click on any number to execute the Buyer s Activity Awarded Quotes Detail Report 93 TransportMAX TA Buyer User s Guide your fief and Lest sin What is the Buyer s Activity Accepted Quotations Detail report The Buyers Activity Accepted Quotations Detail displays information about specific RFQs that contributed to RFQ Purchases for TransportMAX You can drill into individual quote detail by clicking on the Quote number To run the Buyer s Activity Accepted Quotations Detail report 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link 2 Click the Intelligence tab 3 Click Accepted Quotes Detail below the Negotiations Activity heading 4 Enter your search criteria into the appropriate fields then click the Go button There are five search criteria that can be entered for this report indicates a required field o From and Through Date Enter a date range for extracting and summarizing transactions o Currency Select the currency of interest If a currency
21. Return to Sealed RFQs To view the quotes in the RFQ you have unlocked click on the eyeglasses icon in the View Quote History column of the Sealed Quotes table or click the number of quotes received for the RFQ in the Quotes column of the Sealed Quotes table On the Quote History page select the radio button to the left of a quote you want to view then click the View Quote Items button To award a sealed RFQ that you have unlocked click the Award Business link on the RFQs home page Select the radio button to the left of the RFQ you want to award then click the Award by Item button How do download the quotes have received for an RFQ You can download all of the quotes you have received for an RFQ into a spreadsheet to view offline This is especially useful if you have received a large number of quotes and want to compare the quotes offline 80 TransportMAX TA Buyer User s Guide your fief and Lest shop To download your quotes do the following 1 6 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link to download quotes you have received on a Buyer s RFQ Click the Negotiations tab then click RFQs in the task bar directly below the tabs Click the Award Business link Select the radio button to the left of the RFQ for which you want to download quotes then click the Export Quotes button On the Export Quotes page you can d
22. Terms and Conditions that govern its RFQs The trading partner s TransportMAX Company Administrator controls these customized Terms and Conditions 85 TransportMAX TA Buyer User s Guide your fief and Lest sin CHAPTER 5 GENERATING REPORTS Introduction to Marketplace Intelligence What is Marketplace Intelligence Marketplace Intelligence provides all analytic and transactional reporting for TransportMAX As buyers and suppliers collaborate and use the marketplace as an e hub for all procurement related activities price savings and efficiencies occur as a result of the increased amount of information flowing through TransportMAX Marketplace Intelligence promotes the increased efficiency of the marketplace by enabling the transparency and analysis of marketplace transactions e Sourcing professionals can assess what they have acquired on TransportMAX the RFQs they have awarded the savings realized any quoting patterns and other category item traits e TransportMAX Operators or Company Administrators can view catalog transactions on TransportMAX Reports display the total amount of catalog purchases made on TransportMAX The catalog transactions are displayed by category which is useful for assessing progress trends and areas for improvement Why would I use Marketplace Intelligence reports You can use Marketplace Intelligence reports to e Track key purchase and sales indicators on TransportWMAX e Track trends of purc
23. and want to register myself as a user Click the Proceed to Registration button 3 On the Find Your Company page enter your company s name in the Company Name search field and click the Go button 4 If your company is registered on TransportMAX your company s name will be listed in the Search Results field o If your company is not listed in the Search Results check the spelling of your company name and try searching again o If you are unable to locate your company name your company is likely not registered on TransportMAX How does the TransportMAX approval process work Each application for registration is carefully checked for authenticity accuracy and completeness Your registration is reviewed by the TransportMAX Operations team if you register as an independent entity and by the TransportMAX Company Administrator if you register as an affiliate or user of a company that is already registered with TransportMAX TransportMAX may contact you if questions arise during the approval of your company s registration TransportMAX will notify you of your registration status when the approval process is complete The information below describes the TransportMAX approval process once you have registered as a user When you register as a user of a company the legal agreement has already been reviewed and accepted by your company so your registration approval process is as follows e Begin registration Begin register
24. and to which the supplier has not yet responded access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link click the Purchases tab then click the View Orders link Look for those orders with a status of Pending Cancel e To view orders which have been cancelled because you cancelled them directly or because the supplier accepted your cancellation request access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link click the Purchases tab then click the View Orders link Look for those orders with a status of Cancelled To see notes from the supplier if any about the cancellation select the order click the View Details button and click the View Action History link 32 TransportMAX TA Buyer User s Guide your fief and Lest sin Order Approval How does the approval process work Orders go through every approver in a hierarchy The company administrator for your company defines the following order approval controls Company User s Approval User s Approving Default User Limit USD Manager Approver Joe Smith 100 Anna Garcia Anna Garcia 1 000 Mabel Young Mabel Young 50 000 Ben Moore No approval No approving Ber Moore limit manager A In the example above if the company administrator allows order owners to approve their own documents e f Joe Smith creates an order for 100 00 the orde
25. any part of the Invitation List name into the List Name field to search for all Invitation Lists that contain your search term anywhere in the list name For example a List Name search on the letters trans would return the list named Transportation RFQ Suppliers o Description You can enter any search term that describes the Invitation List for which you re searching You will see all Invitation Lists that contain your search term anywhere in the Invitation List description For example a Description search on the term transport would return the Invitation List that includes the description Attributes for US transportation RFQs o Status You can search for Invitation List in Active Inactive or Any status From the drop down menu at the List Status field select the status of the list for which you re searching o Participant You can enter the company name of any participant that is included on the Invitation List for which you re searching You will see all Invitation Lists that include the participant name you have entered in the Participant field In the Invitation List Search Results field select the radio button to the left of the list you want to edit then click the Edit button 60 TransportMAX TA Buyer User s Guide your fief and Lest siop 6 On the Edit Invitation List page edit the list s Description Status and Access as appropriate Note that you cannot edit the Name of your Invitation Lis
26. be deleted when you log off of TransportMAX Why does my item search return few or no results If your item search returns few or no results then one of three things has likely occurred e The search terms you are using to search for items are too narrow For search tips see How do search for items e The item for which you are searching is not included in the TransportMAX catalog For additional help see What can do if can t find the item need in the TransportMAX catalog e Your TransportMAX Company Administrator has restricted your view of the TransportMAX catalog to only those items that have buyer prices for your company For more information see What is a restricted user view How do return items I have purchased For information on returning item s you have purchased contact the supplier you purchased the item s from Is my credit card information secure During transmission your credit card information is encrypted and protected by a 128K bit Secure Sockets Layer SSL connection Once received your credit card data is protected through various security measures in place at the TransportMAX data center These measures include policies relating to access to information and technological elements such as firewalls To guard against credit card fraud TransportMAX checks all credit card numbers to ensure their validity For more information about TransportMAX security and privacy practices click the Priva
27. e Exact Match of All Words with Stemming As in a standard keyword search the search engine looks for records that exactly match all of your keyword s If you enter multiple keywords each keyword must be found for the engine to determine a match Using a technique called stemming the search engine will also look for words that are derived from the search terms For example if your search phrase is coffee maker the stemming process will derive the stem make from the term maker The search engine will then look for all derivatives of that stem make making maker and makes The search engine will return any record that matches all of your stem derivatives e Partial Match of Any Words with Stemming The search engine looks for records that match one or more of your keyword s The search engine will also use stemming to return as a partial match any record containing at least one of the search terms or stem derivatives e Begins With or Wild Card In this type of search the search engine appends a wild card to the end of each keyword s A wild card represented by the sign is a character that takes the place of missing characters in your keyword s for example lead pen is converted to lead pen in a wild card search In this example the search engine would return leaded pencils If the search engine finds results in the Begins With search the search engine will not perform the Fuzzy Match search e Fuzzy Match T
28. example a search on t would return TransportMAX and Texaco a search on tra would return TransportMAX e You may further narrow your search by selecting a trading partner type from the drop down menu at the Trading Partner Type field and or entering a keyword s into the Trading Partner Keyword field Trading Partner Type When registering on TransportMAX trading partners may identify themselves with a specific trading partner type specifically Transit Authority or Supplier Some trading partners do not identify themselves with a specific trading partner type If you are unsure of the trading partner type of the company for which you re searching select the default setting Any at the Trading Partner Type field Trading Partner Keyword s Some trading partners on TransportMAX define their own keywords that represent their business involvement for example pens paper binders or minority owned However note that not all trading partners define trading partner keywords 12 TransportMAXxX TA Buyer User s Guide your fief and Lest stop Keyword Search in Shopping Click on the Shopping tab within Marketplace Buying and enter a keyword into the Search field and click the Go button Your search must contain at least one character This search is an exact match of all words with stemming the search engine looks for records that exactly match all of your keyword s If you enter multip
29. files larger than 4 MB post the file to the Internet site of your choice and include in the attachment field in Exchange the URL at which the attachment can be accessed Include the full URL for example http Awww transportmax com When you have finished entering your RFQ s business terms and conditions information click the Next button at the bottom of the Enter Business Terms and Conditions page to continue to the next step in creating a new RFQ You may also proceed to the next step by clicking on the Add Items step or any step at the top left of the page Step 3 Adding Items to my RFQ When you create a new RFQ you must add the item s you want to purchase to the RFQ You can enter items online add items from the TransportMAX Catalog or bulk load items from a spreadsheet into TransportMAX The spreadsheet is especially useful if you are adding a large number of items to your RFQ 41 TransportMAXxX TA Buyer User s Guide your fief and Lest siop After you have entered an RFQ description and the business terms and conditions of your RFQ click the Next link at the bottom of the page or click the Add Items to the RFQ link at the top left of the page You will link to the Add Items page To add items online e On the Add Items page click the Enter Item Information link e On the Enter Item Information page you will have an opportunity to provide all of the following information Note that some o
30. following AutoExtend settings o Items you want to AutoExtend AutoExtend all items or only those that receive quotes during the AutoExtend period o Number of AutoExtensions allowed can be increased but not decreased o Length of each AutoExtension o Start time of each AutoExtension at the scheduled RFQ close time or upon receipt of a new winning quote For more information about AutoExtend settings see What are Quote Controls and how do set them 8 When you have finished modifying your RFQ s AutoExtend settings click the OK button How do l initiate a new round of quoting on my RFQ After an RFQ you have created has closed for quoting you can initiate a new round of quoting on the same RFQ provided that while creating the RFQ you set the RFQ s quote controls to allow multiple rounds of quoting You might decide to initiate a new round of quoting in your RFQ if the quoting is not proceeding in your favor or if you want to add to or change certain details of the RFQ After you initiate a new round of quoting in an RFQ none of the quotes submitted on the RFQ in the previous round are available for awarding The sections below explain how to allow for multiple rounds of quoting how and when you can initiate a new round of quoting how to update the details of your RFQ prior to a new round of quoting and how to monitor a new round of quoting Allowing for Multiple Rounds of Quoting In order to initiate a new roun
31. in the task bar directly below the tabs 3 Click the View Open RFQs link 4 Locate an RFQ that contains responses you want to view Select the radio button next to the RFQ then click the View Quote History button You can also view the responses received by clicking on the number of responses received for the RFQ in the Quotes column 5 All responses for the RFQ will be listed Select the radio button to the left of the response you want to disqualify then click the Disqualify Quote button 6 On the Disqualify page enter a text note to the participant to explain why you are disqualifying the response Click the Done button 7 You will see a confirmation page indicating that the response has been disqualified 8 The participant will be notified that the response has been disqualified and will have the opportunity to submit another response if the RFQ is still open Note that when you disqualify a response you are disqualifying an entire response not an individual line in the response How do I select a winning quote or quotes To select a winning quote or quotes for an RFQ you must view and compare all of the quotes you have received for an RFQ You can either view the quotes received online or you can download the quotes received into a spreadsheet to view offline The criteria you use to select a winning quote or quotes are entirely up to you Quote Price and Ship Date are two of the major criteria against
32. into the five fields that follow the Address Nickname field o Country of the Address Nickname location o Address of the Address Nickname location o City or Municipality of the Address Nickname location o State or Province or Region of the Address Nickname location o Zip Code or Postal Code of the Address Nickname location Your Phone Extension Your Fax Number Your E mail Address Your Username for example jsmith at least 4 characters with no spaces Your username can only contain letters and numbers no punctuation marks such as are allowed Your Password Your password can only contain letters and numbers no punctuation marks such as are allowed Retype Password TransportMAXxX TA Buyer User s Guide your fief and Lest sing e Challenge Question At least 3 characters long This is the question you would like asked in order to identify yourself in the event that you forget your password e Challenge Response Atleast 3 characters long and no more than 30 characters This is the response to the challenge question How can find out if my company is registered on TransportMAX To determine whether your company is registered on TransportMAX 1 From the TransportMAX Marketplace Home Page click the Sign me up link on the left side of the page 2 On the Before You Register page select the radio button next to I think my company is already registered
33. is not selected the report will default to your user s Currency o RFQ Outcome Select the outcome either Spot Long Term Agreement or All o Category Select the category of interest using the Flashlight icon to the right of the field If a category is not selected the report will default to All o Trading Partner Select the Trading Partner of interest using the Flashlight icon to the right of the field If a Trading Partner is not selected the report will default to All 5 The report will be displayed directly below the search criteria 6 Click Export to Spreadsheet if a download of the report is desired For more information about exporting your report to a spreadsheet see How do export report data to a spreadsheet 7 Alternatively run the Buyer s Activity Summary Report and click on any number under the Accepted Quotations column to execute the Buyer s Activity Accepted Quotations Detail Report What is the Catalog Purchases by category report The Catalog Purchases report displays the total amount of catalog purchases made on TransportMAX The catalog transactions are displayed by category that is useful for assessing progress trends and areas for improvement To run the Catalog Purchases report 94 TransportMAX TA Buyer User s Guide your fief and Lest sin 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link 2 Click
34. terms can be selected from the drop down list of values at the Payment Terms field 40 TransportMAX TA Buyer User s Guide your fief and Lest sin Shipping Section Ship To Address Enter the address to which the RFQ items will be shipped Your default ship to address will appear in the Ship To Address field To enter a new address or to choose a ship to address from your Company Address Book click the Address Book button Carrier Carrier is the shipping company that will deliver items to a buyer Select a carrier from the drop down list of values at the Carrier field Transportation Method FOB FOB stands for Freight on Board FOB determines the point at which a buyer takes title of goods purchased Select an FOB value from the drop down list of values at the FOB field Freight Terms Freight terms specify the provisions for payment of freight Select freight terms from the drop down list of values at the Freight Terms field Additional Information Section Note to Suppliers If desired you can enter a text note to suppliers in the RFQ Add Attachment Attachments contain additional descriptive information about items or services such as technical specifications or engineering drawings RFQ owners can include attachments in their RFQ and suppliers can include attachments with their quotes Click the add attachments link to add attachments The file size limit for attachments is 4 MB For attachment
35. the Intelligence tab 3 Click Catalog Purchases by Category below the Catalog Purchases heading 4 Enter your search criteria into the appropriate fields then click the Go button There are five search criteria that can be entered for this report indicates a required field o From and Through Date Enter a date range for extracting and summarizing transactions o Currency Select the currency of interest If a currency is not selected the report will default to your user s Currency 5 The report will be displayed directly below the search criteria 6 Click Export to Spreadsheet to download the report if desired For more information about exporting your report to a spreadsheet see How do export report data to a spreadsheet 95 TransportMAX TA Buyer User s Guide your fief and Lest sin CHAPTER 6 MY EXCHANGE FUNCTIONS Managing My To Do List How do I use and manage my To Do List You can sort and respond to or close the notifications in your To Do List Sorting Notifications You can sort notifications by the following methods Priority The notifications are listed from higher to lower priority in ascending order or lower to higher priority in descending order Subject The first word of each notification is listed in alphabetical order from A Z ascending order or Z A descending order Date The order dates are listed in descending or ascending order Respond By For orders that
36. to the buyer to communicate the order cancellation This notification is also sent if the buyer s approvers did not approve or reject the order by the day before the buyer s acknowledge by date or if the buyer 25 TransportMAX TA Buyer User s Guide your fief and Lest sin gave no acknowledge by date by the earliest need by date You can specify different need by dates for different items on an order in this case TransportMAX uses the earliest of those need by dates Your cancellation request for TransportMAX order Number has been forwarded to Supplier Name This notification is sent when a buyer clicks the Cancel button for a New or Accepted order If the buyer did not specify an Acknowledge By Date when entering order information the order status is New If the supplier already accepted the order the order status is Accepted A buyer s cancellation request of a New or Accepted order requires the supplier s approval TransportMAX sends this notification to let the buyer know that the cancellation request has been submitted to the supplier Until the supplier responds the order status is Pending Cancel For more information see How does a buyer cancel an order and what happens Your request to cancel TransportMAX order Number has been Accepted Rejected When the supplier responds to a cancellation request by a buyer TransportMAX sends this notification to let the buyer know whether the supplier accept
37. which quotes are measured therefore TransportMAX will always highlight the lowest price and earliest promise date as the best quote However RFQ owners must ultimately select their own criteria for determining the winning quote Once you have selected a winning quote s you can award your RFQ 82 TransportMAXxX TA Buyer User s Guide your fet and Lest shop How do award business in an RFQ To award business in an RFQ you must pick a winning quote s for your RFQ When you award business in an RFQ you award by item not by a single supplier An RFQ composed of many items might have several winning suppliers Note The RFQ must be closed for responses before you can award business To award an RFQ 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link to award an RFQ Click the Negotiations tab then click RFQs in the task bar directly below the tabs Click the Award Business link On the Award page select the radio button to the left of the RFQ you want to award then click the Award by Item button You will receive a reminder that you cannot initiate a new round of quoting quoting on this RFQ once you have submitted an award decision Your RFQ items will be listed one item per line on the Award by Item page The number of quotes or quotes received for each RFQ item will appear in the Quotes or Quotes column To review and compare all quote
38. Are any transaction documents associated with my order After you place an order several transaction documents will be generated by TransportMAX as follows Purchase Order Buyer After you place your order TransportMAX will store the purchase order created on the system You will be able to access the purchase order through My Orders in My Exchange Purchase Order Seller After you place your order TransportMAX will send a notification to the supplier that an order has been placed The purchase order is then picked up by the supplier from TransportMAX Purchase Order Acknowledgment After the supplier has acknowledged your purchase order TransportMAX forwards a purchase order acknowledgment to your company online using TransportMAX This acknowledgement will be delivered via email Can I reorder items from a previous order You can reorder items from an order that you previously created in TransportMAX with the simple click of a Reorder button Follow these steps for reordering 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link Click the Purchases tab then click the View Orders link Select the order whose items you want to reorder You can reorder items from an order of any status including a previously reordered order If you already have items in your shopping cart your reordered items will be added to it Click the Reorder button You can al
39. Marketplace Buying application on the TransportWAX home page click the Marketplace Buying link to create a Buyer s RFQ e Click the Negotiations tab then click RFQs in the task bar directly below the tabs e Click the View All Events link on the left side of the page e Select the radio button to the left of the RFQ Event you want to monitor then click the View Event RFQs button e All of the RFQs associated with this RFQ Event will be displayed on the Event RFQs page You can select the radio button to the left of any RFQ in the Event then click the RFQ Summary View RFQ or View Quote History buttons for details about the RFQ and its quotes Note While you can monitor as a group all RFQs included in an RFQ Event you must individually award each RFQ included in any RFQ Event Are there any shortcuts to creating new RFQs You can streamline RFQ creation in two ways by copying an existing RFQ or by using an RFQ template Copy RFQ The Copy RFQ feature allows you to copy an existing RFQ that you or any other TransportMAX user from your company have created The details of an existing RFQ can be copied into a new RFQ which you can then edit The copy RFQ feature saves you time by eliminating the need to enter the same RFQ information into every new RFQ you create RFQ Templates If the majority of the RFQ s you create contain the same features the same item attributes terms and conditions controls etc you
40. Partner Select the Trading Partner of interest using the Flashlight icon to the right of the field If a Trading Partner is not selected the report will default to All The report will be displayed directly below the search criteria Click the Show Chart for a graphical representation of the report if desired Click Hide to hide the Chart Click Export to Spreadsheet to download the report if desired For more information about exporting your report to a spreadsheet see How do export report data to a spreadsheet Alternatively run the Buyer s Activity Summary Report and click on any number under the Catalog column to execute the Buyer s Activity Catalog Purchases Summary Report for the selected Trading Partner Click on the total number under the Catalog column to execute the Catalog Purchases Summary Report for all Trading Partners 90 TransportMAX TA Buyer User s Guide your fief and Lest sin There is a detail report that can be accessed from the Buyer s Activity Catalog Purchase Summary report e Buyer s Activity Catalog Purchases Detail Report Click on any number in the Buyer s Activity Catalog Purchase Summary Report to execute the report What is the Buyer s Activity Catalog Purchases Detail report The Buyer s Activity Catalog Purchases Detail displays information about specific orders that were processed on TransportMAX This report gives detailed information about purchasing through hoste
41. RFQ You will invite suppliers in Step Five of creating a new RFQ e Can Suppliers see other Suppliers notes and attachments You can specify that suppliers in the RFQ will be allowed to see any notes and attachments included with other suppliers quotes or you can restrict suppliers from seeing other suppliers notes and attachments Note This Quote Control is available for Sealed RFQs only e Can this RFQ go into multiple rounds of quoting You can specify that this RFQ can continue into additional rounds of quoting after the RFQ close date or you can specify that the RFQ will not be allowed to continue into additional rounds of quoting after the RFQ close date For more information about initiating a new round of quoting see How do initiate a new round of bidding in an RFQ e Cana supplier select items on which to quote You can specify that a supplier may quote on any individual item s the supplier chooses in an RFQ Alternatively you can specify that a supplier must quote on all lines in an RFQ in order for the quote to be valid 48 TransportMAX TA Buyer User s Guide your fief and Lest sin Are full quantity quotes required You can specify that suppliers must submit quotes on the full quantity of quote items in the RFQ Alternatively you can allow suppliers to submit quotes on partial quantities of quote items For example if you create a Buyer s RFQ to purchase 100 wrenches and you allow suppliers to quote o
42. Saving Tip box on the right side of the page Search for the template you want to apply by entering your search criteria into any or all of the Template Search fields on the Apply RFQ Template page then clicking the Go button The search fields include o Template Name If you know the name of the template for which you re searching enter it in the Template Name field You can also enter any part of the template name into the Template Name field to see a list of all templates that contain your search term anywhere in the template name For example a Template Name search on the letters sel would return the templates named Seller s RFQ Template for Wheels and Office Supply Reseller RFQ Template o Description You can enter any search term that describes the template for which you re searching to see a list of all templates that contain your search term anywhere in the template description For example a Description search on the term transport would return the templates that include the descriptions U S transportation RFQs and RFQs to transport manufacturing goods Note When creating a RFQ template the template description is not required Some templates may have Names but no accompanying Description o Show me only my templates If you select the Show me only my templates checkbox TransportMAX will only search for RFQ templates among those templates that you have created and designated as private If you do not sel
43. TransportMAX your first and last stop Transit Agency Buyer User s Guide November 2001 TransportMAX TA Buyer User s Guide your fief and Lest siop TABLE OF CONTENTS CHAPTER 1 GETTING STARTED WITH TRANSPORTMAX cscscssssssssssesesesessesesesseseseseeeeee 3 What can I do on TransportMAX a1 a isrestincaruminainceedmeanapeara nas dutuenaeaae 3 Accessing and logging into TransportMAX ccccessecessessecessesseeeesessceecsesnceecsesnceesatenceesatenseteateneaeess 3 MV ASTORIA HOMIE S16 eseese Sensasaaed race mxsoryseded entelansdenson ead anegtencaaleedmdaaiteus cuancneiseadensentantaunedieoes 3 How do pay for my purchases ON TranSPOrtMAX ee cesecceceeseeseeseseeseeseseseeesneseeessneneeessneneeeanenses 4 How do navigate around TransportMAX uu cesecesssssseeseseseesesneseesesneetenssnsseeecsneneeesaneaeensaneneeeeanenses 4 What are Learn More links secccsacatvertiencsanetannarmrasannadi eden aileucncaeaseneauanx 5 What are Time Savings TS 2 arcs sucess essen sea ieee scab ede rong eres 5 CHAPTER 2 USER REGISTRATION 6 cicsossessssssvesssonsveoseesivossposecsocvevasenspouadastessdvosspensssustesoeeusvouseescuuneoe 6 How do register as a TranSportMAX user 00 eeeceesecsessesecsessesnceesseseceeesesnceesseseseeseseeseeseseeseetesenees 6 What personal information must provide as a TransportMAX ceeececeeseeseseeseeseetesteseeteeneseeees 7 USON e A A A E R E S 7 How can find o
44. X Company Administrator will receive a notification from TransportMAX to approve your registration and assign Job Functions to you When the Company Administrator has completed this process you can perform the Job Functions that have been assigned to you TransportMAX TA Buyer User s Guide your fet and Lest siop For more information about exchange Job Functions see What are TransportMAX Job Functions and How do get a Job Function assigned to me Once your Job Functions have been assigned you can begin working on TransportMAX e To shop for goods or services click the Buying link on the TransportMAX home page then the Shopping tab e To create a buyer s request for quotation RFQ click the Buying link on the TransportMAX home page then the Negotiations tab e To access your company transactions and billing information click on the Company Admin link then the Billing tab Note You will only see these links if your Job Functions include TransportMAX Company Administrator or Buyer After you have registered on TransportMAX you can also edit your personal information and add addresses to your Personal Address Book Click on the My Exchange icon then click on Edit Personal Information or Address Book in the Navigation Bar on the left side of the page For more detailed information on the My Exchange functions see the chapter on My Exchange How do I pay for my purchases on TransportMAX Duri
45. age You will return to the Step 2 of your new RFQ and you can continue creating your RFQ 9 All participants in the RFQ will have the option to respond in any of the Response Currencies you have defined on your currency list Participants can also respond in your RFQ Currency To restrict participants to specific currencies If you checked the Allow responses in other currencies box and defined your currency list on the Valid Currencies page you can also choose to restrict specific participants to particular Response Currencies Note If you elected to allow responses in other currencies and also elected to use the rates your company has established for a specific date you cannot restrict participants to respond in specific currencies All participants in the RFQ will be allowed to respond in any of the valid Response Currencies for this RFQ You can assign currencies to specific participants when you invite participants to your RFQ 1 Enter your RFQ Invitations For each participant select a Response Currency from the drop down menu in the Response Currency column o If you accept the default any valid for RFQ the participant can respond in any currency you have set for this RFQ the RFQ Currency you set for this RFQ as well as all Response Currencies on the currency list you defined in Step 2 of creating your new RFQ If you did not define a currency list in Step 2 then your RFQ Currency is the only valid currency Reminde
46. al initial responses each in a different currency on a multi currency RFQ However if a participant submits a follow up response for example a re quote to improve an initial response or after an initial response has been disqualified the follow up response must be in the same currency as the initial response 2 Enter a currency exchange rate into the field in the Exchange Rate column The currency exchange rate you enter will be used to convert all responses received in this Response Currency to the RFQ Currency you have set for this RFQ Use digits for example 2 5 You are required to enter a currency exchange rate whenever you add a Response Currency to your RFQ The currency exchange rate applies for the life of the RFQ and the awarding of the RFQ When you are inviting participants to your RFQ you can also use the Exchange Rate field to edit the currency exchange rate you set for a Response Currency you defined in Step 2 Select the Response Currency from the drop down menu and enter a new currency exchange rate in the Exchange Rate field Note that this revised currency exchange rate will only apply to the participant with whom you have associated it when you are inviting participants 3 From the drop down menu in the Price Precision column select a price precision for responses in this currency or leave the price precision value at its default value any Price precision refers to the number of digits that can be en
47. already created link in the Time Saving Tip box on the right side of the page 5 Search for the RFQ you want to copy by entering your search criteria into any or all of the RFQ Search fields on the Copy RFQ page then clicking the Go button 6 Inthe RFQ Search Results field select the radio button to the left of the RFQ you want to copy then click the Copy to New RFQ button The details of the RFQ you have selected to copy will be copied into a new RFQ 7 You can edit any of your new RFQ information by proceeding through the steps of creating a RFQ or by clicking on the appropriate Create New RFQ step on the left side of the page 8 When you have finished creating your new RFQ click on the Review and Submit step on the left side of the page Review your RFQ information then click the Submit button To search for a RFQ to copy Enter your RFQ search criteria into any or all of the three search fields on the Copy RFQ page then click the Go button If you leave all of the search fields blank then click the Go button the search engine will return all RFQs created by TransportMAX users from your company The three search fields are e Title If you know the title of the RFQ for which you are searching enter it in the Title field You can also enter any part of the title into the Title field to see a list of all RFQs that contain your search term anywhere in the RFQ title For example a Title search on the letter
48. and others require you to log on to TransportMAX and take the appropriate action Closing Notifications Notifications that require your response directly from the notification such as approval notifications are automatically removed from your To Do List when you respond to them For other notifications you must explicitly close the notification if you want to remove it from your list To close a notification follow these steps 1 Click the My Exchange icon at the top of the page 2 On the My Exchange home page click the Manage My List link 3 Select the notification and click View Details 4 Click the Close button at the bottom of the notification The Close button closes the notification so that it does not appear on your To Do List again What kinds of notifications will see in my To Do List Any e mail notification you receive from TransportMAX for example order approvals you need to make as an approver or registration requests you receive as a Company Administrator is also shown in your To Do List when you click the My Exchange icon at the top of the page then click the Manage My List link For information on managing the To Do List see How do use and manage my To Do List For a list of the notifications you receive as a supplier see Will suppliers receive any notifications about their sales orders For a list of the notifications you receive as a buyer see Will buyers receive any notificatio
49. ant to create To describe your RFQ complete the following fields indicates a required field e Buyer Because your company owns the RFQ you are creating your company s name will default into this field e Contact Because you are creating this RFQ on behalf of your company your name will default into this field e RFQ Title Enter a title or name for this RFQ e RFQ Style You must designate this RFQ as a blind or sealed RFQ Blind Only the Buyers can see quotes Sealed Neither the buyer nor supplier can see the quotes until the quotes are unlocked unsealed e RFQ Event If you need to monitor several related RFQs as a group rather than as individual RFQs you may want to create an RFQ event or add this RFQ to an existing RFQ event To add this RFQ to an existing RFQ select the event name from the drop down menu at the RFQ Event field Note that once you proceed to the next step in creating your RFQ you cannot change any of the information on the Describe Your RFQ page If you want to change your RFQ description you must delete this RFQ and start a new one To delete your RFQ click the Delete RFQ button on any page that follows the Describe Your RFQ page When you have finished describing your RFQ click the Next button at the bottom of the Describe RFQ page to continue to the next step Enter Business Terms and Conditions in creating a new RFQ Step 2 Entering business terms and conditions for my RFQ Whe
50. ase order from items selected from the catalog Create negotiations and publish it to suppliers View details of negotiations created by the company Create reusable attribute lists Generate intelligence reports for buying activity on TransportMAX Create and view details of negotiation events View charges of user s own activity on TransportMAX View orders order details and order history View responses for negotiations View and update trading partner keywords Add invitees to negotiations created by the company Setup and maintain rules relating to the notification of negotiation awards Approve or reject order cancellation requests Make an award decision for any negotiation created by the company Shorten or extend the close date for any negotiation created by the users company Unlock any sealed negotiations created Unseal any sealed negotiation created Add company specific headings and information to TransportMAX purchase orders Procurement Director This Job Function is assigned to the Procurement Director Manager of the company e All tasks of the Buyer and Senior Buyer e Setup pricing approval rules for pricing changes submitted by suppliers e Approve or reject pricing changes submitted by suppliers 11 TransportMAX TA Buyer User s Guide your fet and Lest sin CHAPTER 3 SHOPPING ON TRANSPORTMAX Starting the Shopping Process To access the catalog shopping process in TransportMAX you must
51. ase orders follow these steps 1 Access the Buying application on the TransportMAX home page click the Buying link 2 Click the Purchases tab then the Customize Purchase Order Text link 3 Inthe Customize Purchase Orders page select the language you wish to create the purchase order in This is used if you issue purchase orders to foreign country suppliers If you only issue purchase orders in English you may skip this step 4 Enter the text that should appear at the top of the purchase order for example your company s name 5 Enter the text that should appear above the shipping information for example Attn Jane Doe 6 Enter the text that should appear above the billing information for example Attn Accounts Payable 7 Click Preview to view the customized purchase order If you wish to make any changes click the Back button in your browser 8 If you are satisfied with the customized purchase order click Apply Changes to save the changes 35 TransportMAX TA Buyer User s Guide your fief and Lest siop CHAPTER 4 CREATING NEGOTIATIONS Getting Started with Negotiations What are Negotiations TransportMAX offers flexible negotiation capabilities to buyers and sellers enabling them to efficiently obtain the best possible prices for goods and services Prices are established based on actual supply and demand at the time the negotiation is transacted The two different types of
52. ations How do I view the quotes I have received for an RFQ You can view the quotes you have received for an RFQ while the RFQ is still in progress open or after the RFQ has closed for quoting 78 TransportMAX TA Buyer User s Guide your fief and Lest sin To view quotes for an RFQ that is still in progress open 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link to view quotes in an RFQ 2 Click the Negotiations tab then click RFQs in the task bar directly below the tabs 3 On the RFQs home page click the View Open RFQs link 4 Select the radio button next to the RFQ in which you want to view quotes then click the View Quote History button You can also view the quotes received by clicking on the number of quotes received for the RFQ in the Quotes column 5 All active quotes for the RFQ will be listed To view individual lines in a quote select a quote and click the View Quote Items button To view quotes for an RFQ that has closed 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link to view quotes in an RFQ 2 Click the Negotiations tab then click RFQs in the task bar directly below the tabs 3 On the RFQs home page click the View All RFQs link 4 Select the radio button next to the RFQ in which you want to view quotes then click the View Quote History
53. ay want to export the data toa spreadsheet application where you can analyze and format the numbers at your discretion There are two main steps in this process 1 Exporting the spreadsheet file 2 Opening the spreadsheet file in a spreadsheet application In TransportMAX you can easily export the report data to a tab delimited file that can be opened in most spreadsheet applications In a tab delimited file the fields are separated by a tab character but the text has no special formatting characters These files are very flexible and can be opened by many software applications including spreadsheet software The column headings and data you see in the on screen report are exported to a file that includes such information as the Exchange Name Company Report Name Time Frame and User Name The Export to File feature exports all records for the report even if only a subset of the records are displayed on screen For example a report may consist of 180 records of which only 25 or 50 are shown on the on screen page However when the results are exported all 180 records are exported to the spreadsheet file Viewing transactions in all currencies When you view transactions for a selected currency in an on screen report only transactions for that selected currency are displayed However if you want to view all transactions completed in all currencies you can export the report data to a spreadsheet In the spreadsheet transactions for a
54. be logged into the system Click the Buying link on the left hand side of the screen found under Applications on the TransportMAX Home Page This will take you to the Marketplace Buying Page You will access this link to execute any procurement transaction either by catalog or RFQ Searching for Items How do I search for items to procure on TransportMAX At several locations throughout TransportMAX you will have an opportunity to perform searches to locate items To save time and perform more accurate searches use the Search Tips below Search Tips vary depending upon the target for which you are searching On TransportMAX you can search for company or trading partner names items and categories For more information about how the TransportMAX search engine works read the Search Engine Tips Search by Company Name Trading Partner e Click on the Trading Partner Directory tab from the Marketplace Buying Page Enter a keyword into the Trading Partner Search field and click the Go button You must enter at least one character e To narrow your search enter as many keywords as possible For example Acme Inc will return more specific results than Inc e You can use a wildcard such as the percent sign to take the place of missing characters in your keyword Enter the wildcard after your search characters to see a list of all company or trading partner names that start with your search characters For
55. cally extended for 30 minutes past the scheduled close time of the RFQ if you select Current scheduled RFQ close time However your RFQ will be automatically extended for 30 minutes past the time that the winning quote is received if you select Receipt time of the triggering winning quote Click the Done button on the Change AutoExtend Settings page when you have finished changing the settings Note that two other Quote Control settings on your RFQ can impact the winning quote that triggers an AutoExtension Those quote controls are Can a supplier select items on which to quote You can specify that a supplier may quote on any individual item s the supplier chooses in an RFQ In this case a winning quote is determined by the unit quote price for an item Your RFQ will AutoExtend only if the new unit quote price for an item is better than the current best unit quote price for that item Alternatively you can specify that a supplier must quote on all items in an RFQ In 47 TransportMAX TA Buyer User s Guide your fet and Lest sin this case a winning quote is determined by the total quote value the sum of all of the quotes on the items in an RFQ Your RFQ will AutoExtend only if the new total quote value is better than the total quote value of all current active quotes What is the minimum quote price decrement You can specify that suppliers must submit re quotes that are better than their current quote price by a
56. cancel an order follow these steps 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link 2 Click the Purchases tab then the View Orders link 31 TransportMAX TA Buyer User s Guide your fief and Lest shop 3 From the drop down menu at the View field select which orders you want to view and click the Go button You cannot cancel Rejected or Received orders 4 Select the order and click the Cancel Order button 5 Provide notes if desired about why you are canceling the order Any notes you enter are displayed in the order s Action History to anyone who views the order To see the notes click the View Details button for the order then click the View Action History link Cancelling Pending Orders If the order is still being approved within the buyer s company the order status is Pending the buyer can directly cancel the order The order changes to a Cancelled status and its notification for approval is automatically removed from the approver s To Do List No further action is required from the approver Cancelling Acknowledgment Required Orders If the buyer specified an Acknowledge By Date when placing the order the order status is Acknowledgment Required and then cancels the order before the supplier has responded the order changes to a Cancelled status A notification about the order cancellation with the buyer s n
57. changes to Received This status is visible to both you and the supplier To see orders with a Received status click the View Orders link on the Purchases home page Any notes you enter to the supplier the notes are optional are displayed to the supplier and to you in the order s Action History To see the receiving notes click the View Details button for the order and click the View Action History link What is the effect on existing orders when a supplier deletes an item from the TransportMAX catalog When a supplier deletes an item from the TransportMAX catalog and the item still exists on an order that a buyer created the order is not changed The item still displays on the order However when reordering items from that order the item will not transfer to the new order How does a buyer cancel an order and what happens Depending on the current status of an order a buyer can either directly cancel an order or request a cancellation that needs to be accepted by the supplier If the supplier already rejected the order the order status is Rejected or if the buyer already received the order the order status is Received the buyer cannot cancel the order or request an order cancellation The information below describes how to cancel an order what happens when you cancel a Pending Acknowledgment Required New or Accepted order and how to view cancellations and cancellation requests Cancelling an Order To
58. ck RFQs in the task bar directly below the tabs 3 On the RFQs home page click View All RFQs 4 Select the radio button to the left of the RFQ you want to extend then click the View RFQ button 5 On the RFQ lt Numbers page click the Extend RFQ button 6 On the Extend RFQ page enter an extended close date and time for your RFQ 7 Click the Submit button An RFQ Extended notification will be sent to all suppliers and invitees in the RFQ If when creating this RFQ you entered an award date need by date and or long term agreement dates these dates will also be extended the by same number of days that you extend your RFQ ifthe dates are scheduled to occur before your extended close date For example if your RFQ includes a January 15 close date and a January 20 award date and you extend that RFQ for 7 days your new close date is January 22 and your new award date is January 27 However if you extend that RFQ for only 3 days your new close date is January 18 and your award date remains January 20 How do I modify my RFQ s AutoExtend settings while the RFQ is in progress You can initially set your RFQ s AutoExtend settings when you are defining the RFQ s Quote Controls Quote Controls are defined when you create a new RFQ However even if you do not set AutoExtend settings when you are creating your RFQ you are still allowed to enable AutoExtend after the RFQ opens for quoting If you do set AutoExtend settings when
59. ck the View Open RFQs link on the left side of the page Your open sealed RFQs will be listed with all of your current open RFQs To view your sealed RFQs that have closed for quoting click the Manage Sealed RFQs link on the left side of the page Only your closed sealed RFQs are listed on the Sealed RFQs page To view the quotes in a sealed RFQ and to award a sealed RFQ you must unlock the quotes You can also choose to unseal the quotes this will allow suppliers in the RFQ to see the quotes To unlock and unseal an RFQ 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link to view sealed Buyer RFQs Click the Negotiations tab then click RFQs in the task bar directly below the tabs Click the Manage Sealed RFQs link on the left side of the page Your closed sealed RFQs are listed on the Sealed RFQs page To unlock a sealed RFQ this will allow you to see the quotes but will not publish the quotes to the suppliers in the RFQ click the Unlock button of any sealed RFQ You will receive a confirmation that you have unlocked the RFQ On the Confirmation page click Return to Sealed RFQs If you want to unseal the RFQ you have just unlocked click the Unseal button for that RFQ You will receive a confirmation that you have unsealed the RFQ which allows the RFQ s suppliers to see the quotes but not supplier identity On the Confirmation page click
60. ction History link You can see all the actions taken on the order with associated dates and times including approval history of your order if it required approval supplier acceptance receipt acknowledgment and order cancellation if any You can also see approver buyer or supplier notes if any 30 TransportMAXxX TA Buyer User s Guide your fief and Lest sin How does a buyer receive an order Once a buyer receives items ordered from a supplier the buyer can mark the order as Received As a buyer you do not have to indicate on TransportMAX that the order was received but it may be helpful for your own records It also lets the supplier see on TransportMAX that you have received the order TransportMAX also provides a Notes area to let you enter remarks to the supplier about the condition of the received items You cannot mark individual items on an order as Received or not received You can only indicate an entire order as Received To indicate that you have received an order on TransportMAX follow these steps 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link 2 Click on the Purchases tab to open the Purchases home page then click the Receive Orders link You will see only those orders that are valid for receiving orders with a status of New or Accepted only 3 Select the order and click the Receive button The status of the order
61. cy Policy link in the footer of this page Can my bill to address be different from my company address Yes You can enter multiple addresses in your Personal Address Book and choose any one of these addresses as your bill to address Why can t access some of the pages links or task bar options on TransportMAX All TransportMAX features are controlled by function security Function security means that TransportMAX features can only be used by those TransportMAX users who have been allowed access to the features Your TransportMAX Company Administrator controls function security by assigning Job 101 TransportMAX TA Buyer User s Guide your fief and Lest siop Functions to users Your Job Function assignments determine which TransportMAX features you can use If you cannot access a specific page link task bar option or other feature of TransportMAX then you have not been assigned a Job Function that will allow you to use that feature Contact your TransportWAX Company Administrator to request additional Job Function assignments For more information see How do get a Job Function assigned to me What is the UN SPSC Code The UN SPSC categorization schema is a global standard for the classification of products and covers the broadest collection of industries and commodities available today It was developed through a merger of the United Nation s Common Coding System UNCCS and Dun and Bradstreet s Standard Products
62. d pass through and punch out transactions processed on TransportMAX You can drill to supporting orders by clicking on an Order Number To run the Buyer s Activity Catalog Purchases Detail report 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link 2 Click the Intelligence tab 3 Click Catalog Purchases Detail below the Catalog Purchases heading 4 Enter your search criteria into the appropriate fields then click the Go button There are five search criteria that can be entered for this report indicates a required field o From and Through Date Enter a date range for extracting and summarizing transactions o Currency Select the currency of interest If a currency is not selected the report will default to your user s Currency o Type Select the type of transaction either Hosted Pass Through or Punch Out o Category Select the category of interest using the Flashlight icon to the right of the field If a category is not selected the report will default to All Note When entering a category search parameter the report will reflect only TransportMAX hosted catalog item categories o Trading Partner Select the Trading Partner of interest using the Flashlight icon to the right of the field If a Trading Partner is not selected the report will default to All 5 The report will be displayed directly below the search criteria 6 Cl
63. d To enable this option select the RFQ can be manually closed checkbox You can also allow yourself the option to extend the RFQ by changing the RFQ close date and or time while the RFQ is open for quoting but not after it has closed for quoting To enable this option select the RFQ can be manually extended checkbox e AutoExtend You can choose to have your RFQ automatically extended if a new winning quote is received during the final minutes of your RFQ For example if you enable an AutoExtend of 30 minutes with AutoExtend set to start at the current scheduled RFQ close time and a new winning quote is received in the final 30 minutes of the RFQ the AutoExtend period your RFQ will be automatically extended for 30 minutes past the current scheduled close time You can set the length of the each AutoExtend the number of AutoExtensions that will occur 46 TransportMAX TA Buyer User s Guide your fief and Lest siop and the start time of each AutoExtension You can also choose to enable AutoExtend for all items in the RFQ whenever a winning quote on one item is received or to enable AutoExtend only for those items that receive winning quotes To enable AutoExtend click the radio button next to Autoextend the RFQ using the settings shown below in the AutoExtend section If you elect to enable AutoExtend you can change the following AutoExtend settings by clicking the Change AutoExtend Settings link in the AutoExtend Set
64. d in descending or ascending order Supplier The supplier name is listed in alphabetical order from A Z ascending order or Z A descending order 26 TransportMAX TA Buyer User s Guide your fet and Lest sing Currency The currency code is listed in alphabetical order from A Z ascending order or Z A descending order Order Total The total cost of each order is listed in descending or ascending order Status Orders requiring acknowledgment will be listed first ascending order or last descending order Acknowledge By The acknowledge by dates are listed with the date closest to today s date first ascending order or the date furthest from today s date first descending order Note Orders that do not require acknowledgment will be listed first descending order or last ascending order 4 To the right of the Sort by field select either Ascending or Descending see the bullets above for explanation Click the Go button Your orders will be sorted accordingly 5 The Status column in the Orders table will indicate the status of each of your orders Pending TransportMAX has received a buyer s order but the order requires additional approval from people in the buyer s company Acknowledgment Required The buyer has asked the supplier to acknowledge the order with acceptance or rejection of the order and the supplier has not yet responded Rejected By Approver The approve
65. d of quoting your RFQ s quote controls which you define when you create the RFQ must be set to allow multiple rounds of quoting To allow for multiple rounds of quoting in your RFQ select Yes this RFQ may go into multiple rounds of quoting on the Select Quote Controls page 75 TransportMAXxX TA Buyer User s Guide your fief and Lest slop Initiating a New Round of Quoting You can only initiate a new round of quoting after the current round has closed Before you can initiate a new round of quoting you must either wait until the RFQ reaches its close date and time or you must manually close the RFQ early You can close an RFQ early provided that while creating the RFQ you set the RFQ s quote controls to allow early close of the RFQ After the RFQ has closed you can initiate a new round of quoting from the View RFQs or the Award RFQs page 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link to initiate a new round of quoting in an RFQ 2 Click the Negotiations tab then click RFQs in the task bar directly below the tabs 3 On the RFQs home page select one of two links o Click the View All RFQs link Select the radio button to the left of the RFQ in which you want to initiate a new round of quoting then click the View RFQ button On the View RFQ page click the Start New Round button o Click the Award Business link Select the radio button
66. d the item you want to add to your RFQ select the item and click the Add to Cart button At the Shopping Cart Contents page you will see the item you have selected If you want to add additional items from the TransportMAX Catalog click the Return to Shopping button and repeat steps 2 and 3 When you have finished adding items to your shopping cart review your selected item s on the Shopping Cart Contents page When you are ready to add the item s to your RFQ click the Add to RFQ button You will return to the RFQ you have created and you will see a message confirming the number of items you have added to your RFQ from the TransportMAX catalog Click on the Add Items link in the navigation box at the top left of the page The item s you added from the Catalog will appear on the Add Items page Select one of the items and click the Edit Details button Note If the item s you have added from the catalog include s category attributes 44 TransportMAX TA Buyer User s Guide your fief and Lest sin those category attributes will be defaulted into the Item Attribute field on the Enter Item Information page and the category attributes will be added to your RFQ item as item attributes You can edit or delete any of these item attributes by selecting an attribute and clicking the appropriate button At the Edit Item page you will see that the item description category manufacturer if available manufacturer i
67. d to this template s Suppliers List will receive an invitation to participate in any RFQ created using this template Note that any buyer who uses this template to create an RFQ may choose to add or delete suppliers when creating an RFQ Note If during Step 4 Select Quote Controls you specified that quoting is by invitation only then at least one supplier must be 1 included on the Suppliers List for this template or 2 invited by any buyer who uses this template to create an RFQ When you have finished adding suppliers to your Supplier List click the Next button at the bottom of the Step 5 Add Suppliers page On the Step 6 Review and Submit page review your RFQ template information If you need to make changes use your Browser s Back button or the Navigation Bar on the left side of the page to navigate to the appropriate page and field When you are satisfied with your template click the Submit button Editing RFQ Templates You can edit RFQ templates that you have created To edit an RFQ template 1 Access the Marketplace Buying application to edit an RFQ template Click the Negotiations tab then click RFQs in the task bar directly below the tabs On the RFQs home page click the RFQ Templates link On the RFQ Templates page search for the template you want to edit by entering your search criteria into any or all of the Template Search fields then clicking the Go button The search fields include
68. d update user profile information for all company and affiliate users View and update order approval controls View and update Company Address Book View and update data mapping settings View and update currency exchange rates View and update payment method for the user s company View and update trading partner keywords View and update transaction delivery settings Requestor This Job Function is assigned to all users who will be making purchases using the online catalog The specific tasks of this function are listed below e Create an order for items selected from the catalog e View reports for buying activity performed by the company e View orders order details and order history 10 TransportMAX TA Buyer User s Guide your fief and Lest shop Approver This Job Function is assigned to all users who have the authority to approve purchase orders The specific tasks of this function are listed below Approve or reject order cancellation requests Can make an award decision for negotiations created by the company Track orders and order status Generate intelligence reports for buying activity on TransportMAX Access Buying application View details of negotiations created by the company Access the negotiations tab Buyer amp Senior Buyer These Job Functions are assigned to all buyers of the company Cancel any negotiation or negotiation event created Cancel or request order cancellation Create purch
69. e field 4 When you have finished entering your item attribute information you can Click the Add Another button to add another item attribute Repeat Step 3 above for the new attribute s The item attribute s you have added to this RFQ item will appear on the Add Item Attributes page under Pending Attributes Delete the existing attribute s by clicking on the Trash Can icon to the right of the attribute s Click the Done button to return to the Item Information page Your list of item attributes will appear on the Item Information page 5 Continue through the steps of creating your RFQ Adding Item Attributes in a Spreadsheet 1 Create a new RFQ For more information about creating RFQs see How do create anew RFQ 2 When you are ready to add items to your RFQ click the Load Items from Spreadsheet link 3 To add item attributes to your spreadsheet prior to bulk load O Add your item attribute information into the Attribute Response Attribute Value Type Transaction Value and Transaction Value Displayed 66 TransportMAX TA Buyer User s Guide your fet and Lest siop columns see Step 3 above for more information on each of these columns If you choose to enter an item attribute on your spreadsheet all item attribute fields except Transaction Value and Display Transaction Value are required you must enter item attribute information for the required fields o If you want to add another i
70. e In Step 1 you can edit your template s description access and or status o Step 2 Enter Business Terms and Conditions In Step 2 you can edit your template s business terms and conditions o Step 3 Enter Item Information In Step 3 you can edit your template s category and or attributes o Step 4 Select Quote Controls In Step 4 you can edit your template s quote controls o Step 5 Add Suppliers In Step 5 you can add and or delete suppliers on your template s Suppliers List When you have finished editing the details of your template review your template information on the Step 6 Review and Submit page If you need to make changes use your Browser s Back button or the Navigation Bar on the left side of the page to navigate to the appropriate page and field When you are satisfied with your template click the Submit button 57 TransportMAXxX TA Buyer User s Guide your filet and Lest siop How do I use RFQ templates If you have created a RFQ template or a TransportMAX user in your company has created a public RFQ template you can choose to use a template to create a new RFQ To use an RFQ template 1 Access the Marketplace Buying application to create a Buyer s RFQ Click the Negotiations tab then click RFQs in the task bar directly below the tabs Click the Create RFQ link on the left side of the page On the Step 1 Describe Your RFQ page click the Apply a template link in the Time
71. e You can create both private templates templates that only you can view edit and use and public templates templates that all TransportMAX users in your organization can view and use Note In order to create public RFQ templates you must be assigned the appropriate access by your TransportWMAX Company Administrator Contact your TransportMAX Company Administrator with questions and requests regarding your access The sections below describe how to create a new RFQ template and how to edit the templates you have created Creating a New RFQ Template To create a new RFQ template 1 Access the Marketplace Buying application to create a Buyer s RFQ template 2 Click the Negotiations tab then click RFQs in the task bar directly below the tabs 3 On the RFQs home page click the RFQ Templates link 4 Onthe RFQ Templates page click on the Create New Template link 5 On the Step 1 Describe Your Template page complete the following fields required fields are marked with an asterisk o Enter the name of your new template in the Template Name field o You may optionally enter a description of your template in the Description field o From the drop down menu at the Access field select the access you want to apply to this template A template can be designated as either public all TransportMAX buyers in your company can view and use the template or private only you can view edit and use th
72. e order click the Return to Shopping Cart link to return to the remaining To Be Determined priced items in your shopping cart 3 For the To Be Determined priced items remaining in your shopping cart begin the negotiation process by clicking the Add to Negotiation button on the Shopping Cart Contents page See the Negotiations section of the Online Help for more information As a buyer you or the appointed TransportMAX Procurement Director in your company can use the Set Pricing Approval Rules page to choose whether you want to include To Be Determined priced items in your pricing approvals if you elect to approve suppliers prices See How do approve or reject pricing that a supplier created for my company for more information What order information must I provide to complete my purchase After you add items to your shopping cart and click the Proceed to Checkout button you will have an opportunity to enter the following information on the Enter Order Information page Note that some of the information is required while other information is optional Required information is marked with an asterisk Order Summary Information found on the right hand side of the screen Supplier The name of the supplier from whom you will purchase this order will default into this field Order Total The total cost of your order will appear in this field The order total is equal to the cost per item multiplied by the quanti
73. e template Note In order to create public RFQ templates you must be assigned the appropriate access by your TransportMAX Company Administrator Contact your TransportWAX Company Administrator with questions and requests regarding your access o Select the style of RFQ for which you are creating this template You can create a template for a blind RFQ only the buyer can see the 54 TransportMAX TA Buyer User s Guide your fief and Lest siop quotes in the RFQ or a sealed RFQ neither buyers nor the suppliers in an RFQ can see the quotes until the quotes are unlocked o Your template status will default to Active Active templates can be used immediately to create new RFQs If you want to change your template s status to Inactive you must complete and submit your template then edit your template and select a new status from the drop down menu at the Status field Inactive templates will be stored in TransportMAX but cannot be used to create a new RFQ until you change the status to Active o When you have finished entering information on the Step 1 Describe Your Template page click the Next button at the bottom of the page Note Once you proceed to the next step in creating a new template you cannot change the information entered on the Step 1 Describe Your Template page 6 On the Step 2 Enter Business Terms and Conditions page enter the business terms and conditions you want to appear on th
74. ect this checkbox TransportMAX will search for RFQ templates among all of your company s templates your private templates as well as all public templates In the Template Search Results field select the radio button to the left of the template you want to apply then click the Apply Template button The details of the template you have selected will be defaulted into a new RFQ You can add to and edit any of your new RFQ information by proceeding through the steps of creating a RFQ or by clicking on the appropriate Create New RFQ step on the left side of the page 58 TransportMAX TA Buyer User s Guide your fest and Lest shop 8 When you have finished creating your new RFQ click on the Review and Submit step on the left side of the page Review your RFQ information then click the Submit button How do create and edit a reusable RFQ Invitation List If you typically invite the same core group of participants to many or all your RFQs you can add these participants to a reusable Invitation List to use with your RFQs Using an Invitation List can help standardize your business practices by ensuring that all appropriate participants are invited to targeted RFQs You can add an Invitation List s when creating a new RFQ you can also attach an Invitation List s to a RFQ template The sections below describe how to create a new Invitation List and how to edit the Invitation Lists you have created Creating a New
75. ed for the item will include specific details not included elsewhere in the item information For example a buyer can create an RFQ to buy a fleet of 12 vehicles for a delivery service When the buyer adds the item vehicle to the RFQ the buyer can add an item attribute called mileage to specify that the quote item must have fewer than 12 000 miles on the odometer While the buyer could enter this information in the RFQ item description using an item attribute to define this specification calls attention to the specification In addition if the buyer marks this item attribute as a required attribute then suppliers will be required to enter the mileage of any quote item How do add item attributes to my RFQ items You can add multiple item attributes to any item or items you include in your RFQ The item attribute s you add to an item will be added to that item only and will not apply to all items in the RFQ You can add item attributes when you add items to your RFQ online or when you upload your RFQ items from a spreadsheet created offline If you your TransportMAX Company Administrator or your TransportMAX Operator have created attribute lists for your company s use you can also add item attributes from a predefined attribute list Note that if you use an RFQ template to create your RFQ the template may include default item attributes you can choose delete edit or add to the template s item attributes as necessary Adding Item At
76. ed or Fixed Width Select Delimited You will then be asked to set delimiters for your data Choose Tab Do not change the tab appearance in the file Note If you cannot find the spreadsheet file when you use the Open dialog box of the spreadsheet application make sure that you are pointing to the correct directory and set the File Type in the dialog box to All files 2 Each row in the spreadsheet provides detailed information about transactions that your company has performed on TransportMAX Why can t see the Intelligence tab in TransportMAX All TransportMAX features are controlled by function security Function security means that TransportMAX features can only be used by those TransportMAX users who have been allowed access to these features Your TransportMAX Company Administrator controls function security by assigning Job Functions to users Your Job Function assignments determine which TransportMAX features you can use If you cannot access a specific page link task bar option or other feature of TransportMAX then you have not been assigned a Job Function that will allow you to use that feature Contact your TransportWAX Company Administrator to request additional Job Function assignments Types of Buyers Reports What is the Buyer s Activity Summary report The Buyer s Activity Summary report displays the quantity and volume of purchase transactions by trading partner and transaction type This report
77. ed or rejected the request If the supplier accepts the cancellation the status of the order changes to Cancelled If the supplier rejects the cancellation the order reverts to its original status of New or Accepted For more information see How does a buyer cancel an order and what happens Once you receive items on your order you can indicate to the supplier that you have received them You must receive against the entire order not individual items How can view my order status Follow the directions below to view your order status 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link Click the Purchases tab then the View Orders link From the drop down menu at the View field select which orders you want to view and click the Go button As a buyer you can view the Last 25 Orders All My Orders Orders Requiring Acknowledgment or Orders to Receive Your orders will be listed on the Orders page To sort your orders select a sorting criterion from the drop down menu at the Sort by field then click the Go button You can sort your orders by any one of the following criteria Order Description The first word of each order s description is listed in alphabetical order from A Z ascending order or Z A descending order Order The order numbers are listed in descending or ascending order Order Date The order dates are liste
78. enter exchange rates for those currencies To do so click the Define currency list link next to the Allow responses in other currencies checkbox The following sections explain how to define your currency list and currency exchange rates and how to restrict participants to specific currencies when you are creating a new RFQ To define your currency list and currency exchange rate 1 In Step 2 of creating your new RFQ select a RFQ Currency from the drop down menu at the RFQ Currency field The RFQ Currency is a required value and is one currency in which all responses in the RFQ can be transacted The RFQ Currency is also the currency in which you will view all responses received in the RFQ 2 Click the checkbox next to Allow responses in other currencies then click the Define currency list link You will link to the Valid Currencies page The RFQ transaction currency you have set for this RFQ in the previous step will appear in the RFQ Currency column 3 Select the Exchange Rate Type you wish to use for this RFQ 61 TransportMAX TA Buyer User s Guide your fet and Lest shop o If you select the radio button next to Use the rates define below you must set exchange rates for all of the Response Currencies you will accept in the RFQ a Click the Publish exchange rates to participants checkbox if you want to allow participants to see the currency exchange rates you are defining for your Response Currencies
79. ents Click the View Quote History button On the Quote History page select the radio button to the left of the quote for which you want to view quote attachments Click the View Quote Items button You will link to the Quote Details page Suppliers can include attachments to the quote at the quote header level and or to the quote item s at the item level 81 TransportMAX TA Buyer User s Guide your fief and Lest sin o To view an attachment to a quote On the Quote Details page look for an attachment in the Quote Details section If an attachment is included with this quote click the Attachment link o To view an attachment to a quote item In the Items table on the Quote Details page locate the item for which you want to view an attachment Click the item s View link in the Details column If an attachment is included with this item click the Attachment link How do I disqualify responses receive for an RFQ You may receive responses on your RFQs that you wish to disqualify perhaps because the responses do not meet your target prices dates locations or other criteria for your RFQ Whenever you disqualify a response you must enter a valid reason for the disqualification To disqualify a response 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link to view responses on your RFQs 2 Click the Negotiations tab then click RFQs
80. er s Activity Catalog Purchase Summary report The Buyer s Activity Catalog Purchase Summary report displays either the monetary amount number of transactions or the number of items purchased through transaction types hosted pass through and punch out This report provides a summary view of all catalog purchases completed on TransportMAX To run the Buyer s Activity Catalog Purchase Summary report 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link Click the Intelligence tab Click Catalog Purchases Summary below the Catalog Purchases heading Enter your search criteria into the appropriate fields then click the Go button There are five search criteria that can be entered for this report indicates a required field o View By Select either Volume for monetary amount Transactions for number of transactions or Items for the number of Items o From and Through Date Enter a date range for extracting and summarizing transactions o Currency Select the currency of interest If a currency is not selected the report will default to your user s currency o Category Select the category of interest using the Flashlight icon to the right of the field If a category is not selected the report will default to All Note When entering a category search parameter the report will reflect only TransportMAX hosted catalog item categories o Trading
81. er you locate items to purchase you may want to compare two or more items in your item search results especially if your search has returned several similar items To compare two or more items 1 Conduct an item search to locate an item 2 On the Search Results or Items In page select the items you want to compare by checking the appropriate box in the Select column You can select up to 25 items the maximum number of items listed on a single page to compare 3 Click the Compare button 4 The Compare Items page will display a detailed comparison of the items attributes 17 TransportMAXxX TA Buyer User s Guide your fet and Lest siop 5 You can choose to add any of the compared items to your shopping cart by clicking the Add to Cart button for the desired item You can also choose to return to the Search Results by clicking the Return to Shopping link What can do if can t find the item I need in the TransportMAX catalog If you can t find the item you need in the TransportMAX catalog consider creating an RFQ to purchase the item You must have the appropriate Job Function assigned to you by your TransportMAX Company Administrator to create an RFQ Currently only Buyers Senior Buyers and Procurement Director job functions are allowed access to create negotiations Why doesn t an item s image display An item s image will not be displayed if you are trying to view the image from a secure URL using a
82. esponding select Optional If you want this item attribute to be displayed to the participants without allowing any participant response select Display Only o Value Type From the drop down menu at the Value Type field select the type of value that participants should enter for this attribute when responding Participants may enter Text letters words digits etc Number digits with decimals allowed Date numbers in date format or URL using the format http www oracle com The value type you select also governs the value you can enter in the Transaction Value field Note Text is the most flexible value type If you select Text participants will be allowed to enter letters as well as numbers If you select Numbers participants will only be allowed to enter digits if you select Dates users will only be allowed to enter numbers in date format o RFQ Value If desired set your RFQ item specifications by entering a target value for the item in the RFQ Value field for example Fewer than twelve thousand miles per vehicle Fewer than eight defects per million parts manufactured etc o Display Value to Participants If you want participants to see the Transaction Value select Yes from the drop down menu at the Display Value field If you do not want participants to see the Transaction Value select No from the drop down menu atthe Display Value field When you have finished entering your item attribute inf
83. f the information is required and some is optional Required information is marked with an asterisk Item Description Enter a brief text description of the item you want to purchase Category The category describes the broad family or category to which the item belongs TransportMAX has pre defined categories for all items based on the UNSPSC Code To enter a category click the Flashlight icon next to the Category field Search for a category by entering a category name or the first letter of a category name in the search field and clicking Go To browse the entire list of categories simply click Go When you select a category for your RFQ item any category attributes included with that category will be defaulted into the Item Attribute field on the Enter Item Information page and the category attributes will be added to your RFQ item as item attributes You can edit or delete any of the item attributes by selecting an attribute and clicking the appropriate button Note Depending on the category values allowed by your TransportMAX Operator you may also be able to select a generic category Such as Miscellaneous for your RFQ item If a generic category has been activated in TransportMAX you will see a link next to the Category field that says Click here to select lt generic category name gt Manufacturer If desired enter the name of the manufacturer of the RFQ item Manufacturer Item If desired
84. hases and sales over time e Identify potential savings opportunities e Identify new revenue opportunities e Identify negotiation opportunities e Create better targeted sales and marketing campaigns e Track at the Operator level all catalog transactions across TransportMAX e View summary reports that allow drill downs to relevant details You can view the reports online or export and open the reports in a third party software application Such as spreadsheet software where you can analyze and format the numbers at your discretion For more information on exporting report data see How do export report data to a spreadsheet What are the Marketplace Intelligence reports can generate The following reports can be generated in Marketplace Buying Intelligence provided you have the appropriate Job Function Each of the following reports are explained in greater detail in the sections following e Buyer s Activity Summary report 86 TransportMAX TA Buyer User s Guide your filet and Lest sin e Buyer s Activity Awarded Quotes Summary report e Buyer s Activity Awarded Quotes Detail report e Buyer s Activity Accepted Quotations Detail report e Buyer s Activity Catalog Sales Summary report e Buyer s Activity Catalog Sales Detail report e Catalog Purchases by category report e Buyers RFQ Savings report How do I export report data to a spreadsheet You can conveniently view report data on screen but at times you m
85. he OK button to add your current item attribute to your attribute list and return to the Edit Attribute List page o To delete an existing attribute from this list select the radio button to the left of the attribute then click the Delete button o To edit an existing attribute on this list select the radio button to the left of the attribute then click the Edit button Edit the attribute information as appropriate When you have finished editing your attribute information click the OK button to return to the Edit Attribute List page 8 When you have finished editing your attribute list Description Status and attributes click the Apply Changes button to submit your changes To cancel all edits you have made to your list click the Clear Changes button Why would add item attributes to my RFQ items Item attributes make your RFQ item more descriptive and can also be used to ensure that all quotes submitted for the item will include specific details not included elsewhere in the item information For example an buyer can create an RFQ to buy a fleet of 12 vehicles for a delivery service When the buyer adds the item vehicle to the RFQ the buyer can add an item attribute called mileage to specify that the quote item must have fewer than 12 000 miles on the odometer While the buyer could enter this information in the RFQ item description using an item attribute to define this specification calls attention to the s
86. he search engine looks for records that closely resemble your item but are spelled somewhat differently For example if your search term is telefone the search engine would return the fuzzy match telephone 15 TransportMAX TA Buyer User s Guide your fief and Lest sing What is a restricted user view Some items in the TransportMAX catalog have special prices available only to selected buyers These buyer prices can only be viewed by TransportMAX users from the transit authority to which the prices are assigned Your TransportMAX Company Administrator may have restricted your view of catalog items to only those items that have buyer prices for your company If this is the case you will not be able to view any catalog items that do not have buyer prices for your company If you have questions about your restricted user status contact your TransportMAX Company Administrator How do I sort my item search results After you locate items to purchase you may want to sort your item results especially if your search has returned a large number of items To sort your item search results 1 Conduct an item search to locate an item 2 On the Search Results or Items In page choose one of the following options from the drop down menu at the Sort By field Supplier The supplier name is listed in alphabetical order from A Z ascending order or Z A descending order Description The first word of each item
87. hrough Anna Garcia Anna Garcia 1 000 Mabel Young Mabel Young 5 000 No approving manager If a buyer cancels an order before the current approver has taken an approval action the order changes to a Cancelled status and its notification for approval is automatically removed from the approver s To Do List What notifications do approvers receive Approvers receive any of the following notifications as applicable for each order requiring their approval through e mail and through the To Do list in My Exchange e TransportMAX order Number requires your approval An order from a buyer in your company requires your approval 34 TransportMAXxX TA Buyer User s Guide your fief and Lest siop e CANCELLED TransportMAX order Number requires your approval This notification has been canceled before you had a chance to respond for either of the following two reasons o You did not respond by the order s acknowledge by date or if the buyer did not give an acknowledge by date by the earliest need by date on the order o You did not respond in time and the order was therefore forwarded to the next or the default approver From the notification you can approve or reject the order or reassign the approval notification to someone else How do customize purchase orders You can add information such as headers and titles to the purchase order that is generated on TransportWMAX To customize your company s purch
88. ick Export to Spreadsheet to download the report if desired For more information about exporting your report to a spreadsheet see How do export report data to a spreadsheet 91 TransportMAX TA Buyer User s Guide your fet and Lest stop 7 Alternatively run the Buyer s Activity Catalog Purchases Summary Report and click on any number in a column to execute the Buyer s Activity Catalog Purchases Detail Report What is the Buyer s Activity Awarded Quotes Summary report The Buyer s Activity Awarded Quotes Summary report displays the quantity and volume of purchase transactions by trading partner for Buyer s RFQs The purpose of this report is to provide a summary view of all RFQ purchases completed on TransportMAX You can drill into a supporting report from the Buyer s Activity Awarded Summary To run the Buyer s Activity Awarded Quotes Summary report 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link Click the Intelligence tab Click Awarded Quotes Summary below the Negotiations Activity heading Enter your search criteria into the appropriate fields then click the Go button There are four search criteria that can be entered for this report indicates a required field o From and Through Date Enter a date range for extracting and summarizing transactions o Currency Select the currency of interest If a currency is not se
89. id not need to be approved TransportMAX sends a notification to the buyer confirming that the order has been sent to the supplier Acknowledgment for your TransportMAX order Number is past due If the buyer specifies an Acknowledge By Date when entering order information TransportMAX sends this notification on the acknowledge by date if the supplier has not responded to the order by the acknowledge by date This notification reminds the buyer that TransportMAX will automatically cancel the order if the supplier does not respond by the end of the acknowledge by date Your TransportMAX order Number has been Accepted Rejected TransportMAX sends this notification to let the buyer know whether the supplier has accepted or rejected the order To see supplier notes such as a rejection reason if any access the Marketplace Buying application on the TransportWAX home page click the Marketplace Buying link click the Purchases tab then click the View Orders link Choose the View Details button for that order and click the View Action History link Your TransportMAX order Number has been canceled If the buyer specifies an Acknowledge By Date when entering order information and the supplier with whom the buyer has placed the order fails to acknowledge the order by the acknowledge by date TransportMAX will automatically cancel the order the day after the acknowledge by date If this occurs TransportMAX will send this notification
90. ile to the Internet site of your choice and include the URL at which the attachment can be accessed Include the full URL for example http www transportmax com Supplier Acknowledgment Acknowledge By Date If you want the supplier to send you an acknowledgment of this order enter the date by which you want to receive the supplier s acknowledgment An order acknowledgment confirms that the supplier accepts your order and can fulfill the order by the Need By Date you have specified on the Enter Order Information page If the supplier does not accept your order by your acknowledge by date TransportWMAX will automatically cancel the order the day after your acknowledge by date You will be notified by email if this occurs If you do not specify an Acknowledge By Date when entering your order information you will assume that your order has been accepted by the supplier unless the supplier communicates otherwise 22 TransportMAxX TA Buyer User s Guide your fet and Lest sin Can ship different items to different locations Often your order will consist of many different types of items If you order multiple items you have the option of shipping different items to different company locations For example assuming your order consists of 10 computer monitors and 20 printers you can choose to ship all the monitors to one address and all the printers to a different address this assumes of course that you have defined multi
91. in blind style RFQs 4 To view your open RFQs or quotes click RFQ in the task bar directly below the tabs 5 Your RFQs will appear on the Negotiations At a Glance list on the RFQs home page Click the More link to view a full list of your RFQs o To view an RFQ click on its number o To view the graphical monitor of an RFQ click the Graph icon to the right of the RFQ Select a RFQ item to view then click the View Item button Note The graphical monitor is not available for sealed style RFQs Only RFQ owners can view the graphical monitor in blind style RFQs 73 TransportMAXxX TA Buyer User s Guide your fief and Lest sin How do I extend an RFQ that is in progress You can extend an RFQ in progress beyond its scheduled close date and time only if your RFQ s quote controls which you define when you create the RFQ are set to allow manual extension of the RFQ To allow your RFQ to be extended beyond its scheduled close date select RFQ can be manually extended while open for quoting on the Select Quote Controls page Note You cannot manually extend your RFQ after it has closed for quoting nor can you manually extend an RFQ after its first AutoExtension has been triggered To extend your RFQ beyond its scheduled close date and time 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link to extend an RFQ 2 Click the Negotiations tab then cli
92. ing as a user of a company by selecting the company you want to register with and entering your user information e Read the legal agreement Read the legal agreement agreed upon between TransportMAX and your company and submit your registration TransportMAX TA Buyer User s Guide your fief and Lest sin e Wait for approval The TransportWAX Company Administrator of your company reviews your registration request for authenticity accuracy and completeness The Company Administrator may contact you if questions arise about your registration e Receive notification of approval or rejection When your TransportMAX Company Administrator approves or rejects your registration request TransportWMAX sends you an automated e mail notifying you of the decision You can check your registration status by clicking the check your registration status link in the Registration page in the Welcome tab If your request is rejected the Company Administrator will provide a reason e Begin business on TransportMAX As part of the approval process your TransportMAX Company Administrator chooses which job functions are assigned to you Job functions control who has access to certain tabs pages and links in TransportMAX To check your assigned job functions click the My Exchange tab then click Edit Personal Information Scroll to the Job Function section of the Edit Personal Information page What are TransportMAX Job Functions A Job F
93. ing on the Review and Submit step or any step at the top left of the page 50 TransportMAX TA Buyer User s Guide your fief and lest siop What is an RFQ event An RFQ Event is several related RFQs grouped together All RFQs included in an RFQ Event will open on or after the scheduled Event Open date time You may want to create an RFQ Event if you need to monitor several related RFQs as a group rather than as individual RFQs You may also want to create an RFQ Event if you want to encourage suppliers to participate in multiple similar RFQs When you create a new RFQ you can associate the RFQ with an existing RFQ Event by selecting the Event from the drop down menu at the RFQ Event field on the Step 1 Describe Your RFQ page The sections below provide more information about creating an RFQ Event and monitoring an RFQ Event Creating an RFQ Event e To create an RFQ Event while creating a new RFQ Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link to create a Buyer s RFQ Click the Negotiations tab then click RFQs in the task bar directly below the tabs a Click the Create RFQ link on the left side of the page On the Step 1 Describe Your RFQ page scroll down to the Include this RFQ in an RFQ Event section and click on the Create RFQ Event button On the Create New RFQ Event page enter an event title into the Event Title field then e
94. ipping locations e Carrier The carrier is the shipping company that will deliver your order Select a carrier from the drop down menu If you select Other from the menu enter your carrier information in the Note to Supplier field e FOB FOB Freight on Board determines the point at which you will take title of goods purchased Select an FOB value from the drop down menu If the FOB value that you require is not in the drop down menu contact your Company Administrator to have the necessary value added e Freight Terms Freight terms specify the provisions for payment of freight Select freight terms from the drop down menu If the freight term that you require is not in the drop down menu contact your Company Administrator to have the necessary value added Billing Information e Payment Method Select your payment method from the drop down menu The following are the payment method options that may appear on TransportMAX You can choose to pay for your purchase by o Credit card American Express Diner s Club Discover MasterCard or Visa o Cash on delivery COD o Invoice account o Other The payment method that TransportMAX displays by default unless you change it when you complete an order is one of the following o The credit card information if any that you have defined in the Edit Personal Information page in My Exchange 21 TransportMAX TA Buyer User s Guide your fief and Lest sig o The su
95. is RFQ template Note that you are not required to enter any business terms and conditions on your RFQ template even for those fields that are required when creating a new RFQ For example you are required to enter a Bill To Address when creating a new Buyer s RFQ but you are not required to enter a Bill To Address on your RFQ template If you do not enter a Bill To Address on your template then the Bill To Address must be entered by the buyer each time the template is used to create a new RFQ When you have finished entering your business terms and conditions click the Next button at the bottom of the Step 2 Enter Business Terms and Conditions page 7 On the Step 3 Enter Item Information page you can opt to enter the category and or item attributes that will apply to all items added to an RFQ that is created using this template Any category and or item attributes that you add to your template will be the default values for all items added to an RFQ that is created with this template however these default values can be changed by the buyer when creating a new RFQ o To set a category for your template enter the category name in the Category field or click the Flashlight icon to search for the category of your choice Note When you select a category for your RFQ template any category attributes included with that category are not copied to the RFQ template However the category s attributes if any will be copied into a
96. is the Buyer s Activity Awarded Quotes Detail report The Buyers Activity Awarded Quotes Detail displays the detailed information about purchases completed through specific RFQs that were conducted on TransportMAX You can drill to the supporting Awarded Quote by clicking on the RFQ number or the Quote number To run the Buyer s Activity Awarded Quotes Detail report 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link 2 Click the Intelligence tab 3 Click Awarded Quotes Detail below the Negotiations Activity heading 4 Enter your search criteria into the appropriate fields then click the Go button There are five search criteria that can be entered for this report indicates a required field o From and Through Date Enter a date range for extracting and summarizing transactions o Currency Select the currency of interest If a currency is not selected the report will default to your user s Currency o Type Select the type of transaction Buyer s RFQs or All RFQ Types o RFQ Outcome Select the RFQ outcome either Spot Long Term Agreement or All Outcomes o Category Select the category of interest using the Flashlight icon to the right of the field If a category is not selected the report will default to All o Trading Partner Select the Trading Partner of interest using the Flashlight icon to the right of the field If a Trading
97. k the View RFQ button On the RFQ lt Numbers page click the Close Early button On the Close Early page enter the date and time at which you want to close the RFQ To close the RFQ immediately click the Close RFQ Immediately checkbox If desired enter a note to the suppliers in this RFQ regarding the early close of the RFQ The note will be included in the RFQ Closed notification that will be sent to all suppliers and invitees in the RFQ Click the Submit button How do cancel an RFQ To cancel an RFQ that you have published 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link Click the Negotiations tab then click RFQs in the task bar directly below the tabs On the RFQs home page click View Open RFQs if the RFQ you want to cancel is open for bidding or View All RFQs if the RFQ you want to cancel is in a preview period Find the RFQ you want to cancel and select the radio button next to the RFQ number Click the Cancel button to cancel the RFQ You can enter a text note to suppliers explaining why you are canceling the RFQ then click the Submit button on the Cancel RFQ page You cannot cancel an RFQ that has already closed for quoting You are not required however to select a winning quote for any RFQ Note Any TransportMAX user in your company who has the appropriate Job Function can cancel your RFQ Awarding Business in Negoti
98. l approver or before the order s Acknowledge By Date or earliest Need By Date is reached A buyer can specify different need by dates for different items on an order in this case TransportMAX uses the earliest of those need by dates If the approver does not respond by the end of the Acknowledge By Date or earliest Need By Date the order is automatically canceled The default approver does not have to be the final approver or someone outside the approval hierarchy For example Mabel Young in the example above with an approval limit of 50 000 00 could be the default approver instead of Ben Moore In that case Mabel Young herself still needs approval by her manager Ben Moore for orders she creates over 50 000 00 however she also plays the role of default 33 TransportMAX TA Buyer User s Guide your fief and Lest siop approver when the default approver is needed for example when a currency conversion rate is not found for an order created in a foreign currency After you create an order a confirmation page lets you know whether the order has been sent to the supplier if order owners can approve their own documents and your order is within your approval limit or has been sent to an approver your order requires further approval You can also track the order s approval using the View Action History page for the order If you cancel the order before the current approver has taken an approval action the order changes to a
99. le keywords each keyword must be found for the engine to determine a match Using a technique called stemming the search engine will also look for words that are derived from the search terms For example if your search phrase is coffee maker the stemming process will derive the stem make from the term maker The search engine will then look for all derivatives of that stem make making maker and makes The search engine will return any record that matches all of your stem derivatives Note When you are shopping for items to purchase you can search for items in languages other than the default language of your TransportMAX To search for items listed in another language select the desired language from the drop down menu at the Search field Note When you are shopping for items to purchase you can click the Advanced Search link to skip the standard search and perform an advanced search If you want to search for items using specific attribute values you may want to perform an advanced search To narrow your search enter as many keywords as possible that describe the item you want to find For example brake pads will return more specific and relevant results than brake The search engine will return items that contain all of your keywords in the item description or other searchable attributes Alternatively you can use one or more of the following operators to dictate how the search engine should use your keywords
100. lected the report will default to your user s Currency o Category Select the category of interest using the Flashlight icon to the right of the field If a category is not selected the report will default to All o Trading Partner Select the Trading Partner of interest using the Flashlight icon to the right of the field If a Trading Partner is not selected the report will default to All The report will be displayed directly below the search criteria Click the Show Chart for a graphical representation of the report if desired Click Hide to hide the Chart Click Export to Spreadsheet to download the report if desired For more information about exporting your report to a spreadsheet see How do export report data to a spreadsheet Alternatively run the Buyer s Activity Summary Report and click on any number under the Awarded Quotes column to execute the Buyer s Activity Awarded Quotes Summary Report for the selected Trading Partner Click on the total number under the Awarded Quotes column to execute the Buyer s Activity Awarded Quotes Summary Report for all Trading Partners There is a detail report that can be accessed from the Buyer s Activity Awarded Quotes Summary report 92 TransportMAX TA Buyer User s Guide your fief and Lest sin e Buyer s Activity Awarded Quotes Detail Report Click on any number in the Buyer s Activity Awarded Quotes Summary Report to execute the report What
101. ll currencies including the selected currency and the currency code are displayed To export report data to a spreadsheet 1 Generate the Marketplace Intelligence report of your choice For a list of available reports see What are the Marketplace Intelligence reports can generate 2 After you have generated your report click on the Export to Spreadsheet button located on the bottom of the report page 3 You will be prompted to save the file If you see an Unknown File Type window click the Save File button Save the file to the drive location of your choice 87 TransportMAX TA Buyer User s Guide your fet and Lest siop The report data is saved with the default file name of the report For example the default file name for the Catalog Sales page is named Catalog Sales To open the spreadsheet file in a spreadsheet application 1 Once the file is saved you can open the file in most spreadsheet applications such as Microsoft Excel o To quickly open the file in Excel double click the spreadsheet file This launches the application and displays the selected spreadsheet file o Alternately you can start your spreadsheet software and open the spreadsheet file in the application When you open the file the spreadsheet software may use a Wizard that displays the steps to open the file For example in Excel the Text Import Wizard asks you to choose the file type that describes your data Delimit
102. lt billing shipping and ship from addresses in your Personal Address Book by selecting the default box next to an address Address defaults can be changed at any time e Once entered into your Personal Address Book addresses cannot deleted Addresses can only be edited and or deselected as billing shipping and ship from defaults To edit an existing address click the Edit Address button next to any personal address edit the appropriate fields then click the OK button When you are finished editing addresses click the Apply Changes button on the Address Book page e You can enter address nicknames for each of the addresses in your Personal Address Book To keep your addresses clearly organized be sure to give different nicknames to each of the addresses you enter If your personal shipping or billing address is the same as your company s shipping or billing address you must assign a unique nickname to your the address in your Personal Address Book e When you view your Personal Address Book you will see shared company addresses from the Company Address Book maintained by your TransportMAX Company Administrator as well as your personal addresses TransportMAX will indicate which are personal addresses and which are company addresses and will also identify those addresses that you have set as your personal defaults How do add information to my Personal Address Book 1 Click the My Exchange icon at the top of the page
103. ly to the attribute added to your RFQ item Your edits will not apply to the attribute list To delete any item that appears on the attribute list select the radio button to the left of the attribute then click the Delete button Note Your deletion will only apply to the attribute added to your RFQ item You will not delete the attribute from the attribute list When you have finished adding item attributes from a predefined attribute list you can choose to enter additional item attributes online apply another predefined attribute list or continue through the steps of creating a new RFQ How do create and edit reusable attribute lists You can create attribute lists to include on your RFQ templates or to use when creating any new RFQ Attribute lists are named groups of item attributes item characteristics that apply to items in a RFQ If you include an attribute list on a RFQ template the attributes on the list will apply to all items added to a RFQ created with that template though the RFQ owner who is using the template can edit and remove attributes as appropriate The sections below describe how to create attribute lists and how to edit attribute lists that you have created Creating a New Attribute List To create a new attribute list 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link Click the Negotiations tab then click RFQs or RFQs in the
104. may want to create an RFQ template that you can use each time you create a new RFQ Your RFQ template will contain the features that are similar among the RFQs you commonly create When you create a new RFQ using a template you simply open the template add to and edit details of the template as necessary and publish your RFQ Templates can be used over and over again You can create as many RFQ templates as you like You can create both private templates templates that only you can view edit and use and public templates templates that all TransportMAX users in your organization can view and use 52 TransportMAX TA Buyer User s Guide your fet and Lest sin What is the Copy RFQ feature If you have previously created a TransportWAX RFQ or if any other TransportMAX user in your organization has created an TransportMAX RFQ you can create a new RFQ by copying the existing RFQ then editing the details of the new RFQ The Copy RFQ feature saves you time by eliminating the need to enter the same RFQ information into every new RFQ you create To copy an existing RFQ 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link to copy an RFQ 2 Click the Negotiations tab then click RFQs in the task bar directly below the tabs 3 Click the Create RFQ link on the left side of the page 4 On the Step 1 Describe Your RFQ page click the Copy a RFQ you ve
105. n TransportMAX For example you might see tabs that look something like this Tabs allow you access to most of the major TransportMAX functions A tab in TransportMAX is much like the tab on the top of a file folder when you want to view the contents of a folder you simply click on the appropriate tab just as you would pull a file folder out of a filing cabinet to view that folder s contents The active tab the one that represents the contents you are viewing on your screen appears in front of the other tabs and is darker in color while the inactive tabs are horizontally aligned behind the active tab and lighter in color To make an inactive tab active simply click on the inactive tab of your choice at any time What are Learn More links At select locations in TransportMAX you will see a link to Learn More about a particular topic or function The Learn More link will direct you to the Help content that is specific to the topic or function from which you have linked What are Time Savings Tips At select locations in TransportMAX you will see boxes with information for Time Saving Tips These tips provide links to online help sections pertaining to common questions and helpful information on becoming more efficient while using TransportMAX TransportMAX TA Buyer User s Guide your fief and Lest siop CHAPTER 2 USER REGISTRATION How do l register as a TransportMAX user To register as a Transp
106. n partial quantities a supplier could submit a valid quote to supply you with 75 wrenches rather than the full quantity of 100 wrenches Are multiple quotes allowed You can specify that a supplier must submit a single best quote in the RFQ or that suppliers may re quote as many times as they like during the RFQ open period What is the minimum quote price decrement If you have selected to allow suppliers to submit multiple quotes you can optionally specify that suppliers must submit re quotes that are better than their current quote price by a specific minimum amount In other words re quotes must decrease for Buyer s RFQs by a minimum amount Enter the minimum amount in the appropriate Minimum quote decrement field You can enter either a straight amount or a percentage by which quotes must improve do not include a percent sign Use digits for example 10 Note A bid decrement amount will always be applied to a supplier s current quote price If you specify your quote decrement amount as a percentage the decrement percentage will be calculated based on a supplier s original quote price but will be applied to the supplier s current quote price For example Buyer s RFQ 1234 bid decrement 100 Supplier A s original quote 1 000 Supplier A s second quote 900 Supplier A s third quote 800 Supplier A would not be allowed to submit a fourth quote of 750 this is less than the minimum quote decrement of 100 When y
107. n you create a new RFQ you must enter the business terms and conditions that will govern the RFQ After you have entered your RFQ description click the Next button at the bottom of the page or click the Enter Business Terms and Conditions link at the top left of the page You will link to the Enter Business Terms and Conditions page At the Enter Business Terms and Conditions page for a Buyer s RFQ you will have an opportunity to provide all of the following information Note that some of the information is required and some is optional Required information is marked with an asterisk RFQ Pricing Section 39 TransportMAX TA Buyer User s Guide your fest and Lest sig RFQ Currency From the drop down list of values at the Currency field select the currency for which you are creating this RFQ The currency you select will be the currency in which you enter and view all monetary values for this RFQ At the RFQ Currency field you can elect to allow quotes in other currencies by selecting the appropriate checkbox If you allow quotes in other currencies then suppliers can submit their quotes in currencies other than the currency you have selected for your RFQ However when you view the RFQ quotes TransportMAX will convert the RFQs to the currency you have selected for your RFQ If you select the Allow quotes in other currencies option when entering your business terms and conditions for this RFQ you must selec
108. ng the online procurement process in TransportMAX you will need to enter payment information when you proceed to Shopping Cart Checkout for your purchases You will be prompted to enter the following payment information on the Shopping Cart Checkout Enter Order Information page e Payment Method Your payment options are American Express Cash on Delivery Diner s Club Discover Invoice MasterCard Visa or Other if Other enter accompanying payment notes in the Notes section If you elect to pay by credit card you are required to enter the credit card number the name on the card and the card expiration date e Payment Terms Payment terms specify the provisions of payment for goods or services purchased e Billing Address Select the billing address to which your bill for this purchase should be sent How do I navigate around TransportMAX TransportMAX is designed with simplicity ease of use and efficiency in mind If you re new to the Internet you ll learn to navigate the layout of the TransportMAX system in no time at all The TransportMAX website layout is composed of eight major features tabs task bar actions buttons links navigation bars data fields drop down menu options and icons Read on for more information about each of these features TransportMAxX TA Buyer User s Guide your fief and Lest siop Tabs Tabs are an important design feature in TransportMAX Tabs are located near the top of many pages o
109. ngly Select the radio button to the left of the order for which you want to view details Click the View Details button The details of your order including shipping and billing information will be displayed on the View Order Details page Click the View Action History link to view the actions with associated dates and times taken on this order How can I view my order history Follow the directions below to view the history of all your orders or to view the history of a particular order You can also view your order status and order details as described above To view the history of all your orders 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link Click the Purchases tab then the View Orders link From the drop down menu at the View field select which orders you want to view and click the Go button As a buyer you can view the Last 25 Orders All My Orders Orders Requiring Acknowledgment or Orders to Receive Your orders will be listed on the Orders page To sort your orders select a sorting criterion from the drop down menu at the Sort by field then click the Go button You can sort your orders by any one of the following criteria 29 TransportMAX TA Buyer User s Guide your fet and Lest siop Order Description The first word of each order s description is listed in alphabetical order from A Z ascending order or Z
110. ns about their orders For a list of the notifications you receive as an approver for orders created by buyers in your company see What notifications do approvers receive Viewing Order Status How can view my order status Please refer to How do view order status in Chapter 3 for complete instructions on viewing Order Status How can view my order details Please refer to How do refer to order details in Chapter 3 for complete instructions on viewing Order Details How can I view my order history Please refer to How do refer to order history in Chapter 3 for complete instructions on viewing Order History 97 TransportMAX TA Buyer User s Guide your fief and Lest sin My Profile and Address Book What is my Personal Address Book and how do update it TransportMAX enables all registered users to maintain a Personal Address Book The following sections explain what the Personal Address Book is and how you can add information to your Personal Address Book What is my Personal Address Book Any individual TransportMAX user can create a Personal Address book to store personal billing shipping ship to and or ship from addresses your TransportWAX Company Administrator determines which type s of addresses you can store Your Personal Address Book is private and cannot be viewed by anyone but you The Personal Address Book includes the following features e You can designate defau
111. nter a brief event description into the Event Description field Enter a start date and time in the Event Start Date field o The Event start date and time must be later that the current date and time o All RFQs associated with this RFQ Event must open on or after the Event start date and time After the Event start date and time has passed you will not be able to associate new RFQs with this RFQ Event Click the OK button to create your RFQ Event e To create an RFQ Event from the RFQs home page Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link Click the Negotiations tab then click RFQs in the task bar directly below the tabs Click the Create New Event link on the left side of the page On the Create New Event page enter an event title into the Event Title field then enter a brief event description into the Event Description field 51 TransportMAX TA Buyer User s Guide your fief and Lest sig Enter a start date and time in the Event Start Date field o The Event start date and time must be later that the current date and time o All RFQs associated with this RFQ Event must open on or after the Event start date and time After the Event start date and time has passed you will not be able to associate new RFQs with this RFQ Event Click the OK button to create your RFQ Event Monitoring an RFQ Event e Access the
112. numbers However in some cases different locales within the same language family may use 99 TransportMAX TA Buyer User s Guide your fet and Lest sin different characters In such cases you can specify your format by selecting the appropriate Locale within a Language In the example below if you are located in Mexico you should choose a language of Spanish and a locale of Mexico to obtain the correct numeric formatting Language Locale Format Spanish Spain 1 000 00 Spanish Mexico 1 000 00 Note Not all languages have Locale variations If you select a language with only one format for example Dutch any Locale value you may also specify is disregarded Reset your TransportMAX password and challenge question Review your order approval authority If you have questions about or want to request changes to your order approval settings contact your TransportMAX Company Administrator Review your assigned TransportWMAX Job Functions If you have questions about or want to request changes to your assigned Job Functions contact your TransportWAX Company Administrator When you have finished editing your personal information click the Apply Changes button If you want to cancel all changes click the Clear Changes button 100 TransportMAX TA Buyer User s Guide your fief and Lest sin CHAPTER 7 FREQUENTLY ASKED QUESTIONS Can save my shopping cart for another session No Your shopping cart will
113. ny RFQ created with the template and will be added to RFQ items as item attributes The RFQ owner can edit or delete any of the item attributes o If desired add item attributes to your RFQ template You can add item attributes to your template by creating new item attributes and or by applying a predefined attribute list to your template 55 TransportMAX TA Buyer User s Guide your fief and Lest siop 10 To create new item attributes for your template click the Enter New Item Attributes link On the Add Attributes page enter your attribute information in the appropriate fields To apply an attribute list to your template click the Apply Predefined Attribute Lists link Search for the attribute list you want to apply by entering your search criteria into any or all of the Attribute List Search fields on the Apply Attribute Lists page then clicking the Go button When you have finished entering your category and or attribute information click the Next button at the bottom of the Step 3 Enter Item Information page On the Step 4 Select Quote Controls page you can opt to set quote controls for your RFQ template When you have finished entering your quote controls click the Next button at the bottom of the Step 4 Select Quote Controls page On the Step 5 Add Suppliers page you can opt to select TransportMAX members to add to the Suppliers List for this template All TransportMAX members who are adde
114. o people from the same company quote on the same RFQ Yes All registered TransportMAX users in a company can quote in the same RFQ provided that 1 Their TransportMAX Company Administrator has granted them the appropriate Job Function and 2 The RFQ in which they are quoting is not owned by their company A supplier may not quote on an RFQ owned by his her company Can I respond to a RFQ created by someone in my company No Your company owns all RFQs created by your company s TransportMAX users An RFQ participant may not respond to a RFQ owned by his her company 84 TransportMAXxX TA Buyer User s Guide your fet and Lest shop If my RFQ is open to all TransportMAX members why would I invite specific suppliers to participate If while setting your RFQ s quote controls you set your RFQ to be open to all registered TransportMAX members then you are not required to send RFQ invitations to any suppliers However you might want to send an RFQ invitation to a specific supplier or suppliers to increase those suppliers awareness of your RFQ When you invite a specific supplier to participate in your RFQ that supplier receives an e mail notification inviting the supplier s participation in your RFQ and your RFQ will appear in the You re Invited section of that supplier s RFQ home page Why would an RFQ have special terms and conditions Any TransportMAx trading partner that publishes RFQs can also include a set of customized
115. o receive the item TransportMAX will validate the value you enter and display it in the proper format You must enter a date later than the current date 3 The ship to address defaults to your company s default address If this address is correct continue to Step 6 4 If you need to select a different address click the address book icon under the Ship To Address column The Select Ship To Address page appears showing all addresses defined for your company 5 Click the appropriate Select button to identify the appropriate ship to address for this item This returns you to the Enter Shipping Information by Item page 6 If there is also a mailstop associated with this address enter the information in the Mailstop data field 7 Repeat the above five steps as necessary until you have specified the shipping information for all the items on your order 8 When you have completed entering your shipping information click the OK button This returns you to the Enter Order Information page If you need to change or review the address and need by date information you have specified you can click the See items links to go back to the Enter Shipping Information by Item page 23 TransportMAX TA Buyer User s Guide your fief and Lest siop 9 When you are finished specifying the remaining order information click the Continue button You are returned to the Order Summary page From this page you can complete your order
116. o save the WinZip file to the location of your choice The WinZip file includes both the RFQ Item spreadsheet template and directions for completing the template Open the Readme directions file that is included in the WinZip file and follow the directions to complete the RFQ items spreadsheet template When you have completed the template return to the Load Item s from Spreadsheet page and click the Start Load Now button Follow the directions on the page to upload your RFQ items When your RFQ item upload has completed you will return to the Add Items page The RFQ items that you uploaded for this RFQ will appear on the Add Items page You can edit or delete any of your existing RFQ items by selecting the radio button next to the items and clicking the Edit Details or Remove from RFQ button 45 TransportMAXxX TA Buyer User s Guide your fief and Lest sin e You can enter additional items to the RFQ online or from the TransportMAX catalog if desired e When you have finished entering all items for this RFQ click the Next button at the bottom of the Add Items page to continue to the next step in creating your RFQ You may also proceed to the next step by clicking on the Select Quote Controls step or any step at the top left of the page Step 4 Select Quote Controls When you create a new RFQ you can set quote controls to determine the RFQ length participants quote frequency and many other variables Your qu
117. og Purchases TransportMAX users can browse online catalogs and make spot purchases of goods and services e Buyer RFQs and Requests for Quotation TransportMAX participants can conduct a variety of transactions that range from complex RFQs for configured production goods or high velocity repetitive purchases of frequently used items e Catalog Management TransportMAX supports a unified catalog that allows catalog content to be aggregated from multiple suppliers into a single catalog Suppliers can load their catalog content once to reach the entire buying community For details about the range of TransportMAX services and functions please review the information at TransportMAX s home page http www transportmax com Accessing and logging into TransportMAX To access TransportMax as a registered user follow these steps e Using an Internet browser such as Netscape or Internet Explorer go the following URL hitp www transportmax com e Click on the arrows gt gt next to the text Already a TransportMAX member Log in to access the TransportMAX marketplace This will take you to the TransportMAX Marketplace Page e Login to TransportMAX using the username and password created during user registration Click Go e You are now logged into TransportMAX and ready to use the system What should do first If you are new to TransportMAX Welcome After registering as a TransportMAX user for your company your TransportMA
118. ormation click the Add Another button to add another new item attribute or click the OK button to add your current item attribute to your attribute list and return to the Create Attribute List page 8 On the Create Attribute List page review your attribute list name description status and attributes When you are satisfied with your attribute list click the Submit button 69 TransportMAX TA Buyer User s Guide your fief and Lest siop Editing Attribute Lists To edit an attribute list you have created 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link Click the Negotiations tab then click RFQs or RFQs in the task bar directly below the tabs Click the Reusable Attribute Lists link Search for the attribute list you want to edit by entering your search criteria into any or all of the Attribute List Search fields on the Attribute Lists page then clicking the Go button The search fields include o List Name If you know the name of the attribute list for which you re searching enter it in the List Name field You can also enter any part of the attribute list name into the List Name field to search for all attribute lists that contain your search term anywhere in the list name For example a List Name search on the letters trans would return the list named Transportation Attributes o Description You can enter any search te
119. ortMAX user your company must first be registered with TransportMAX If you re not sure whether your company is registered on TransportMAX see How can find out if my company is registered on TransportMAX or simply complete steps 1 4 below Follow the steps below to register as a TransportMAX user 1 On the TransportMAX home page click the Sign me up link on the left side of the page On the Before You Register page select the radio button next to I think my company is already registered and want to register myself as a user Click the Proceed to Registration button On the Find Your Company page enter your company s name in the Company Name search field and click the Go button Your company s name will be listed in the Search Results field Select the radio button next to your company s name then click the Next button o If your company is not listed in the Search Results check the spelling of your company name and try searching again o If you are unable to locate your company name your company is most likely not registered on TransportMAX On the Personal Information page enter your user information in the appropriate fields Required fields are marked by an asterisk For a list of the information that you must provide to register as a TransportMAX user see What personal information must provide as a TransportMAX user When you have finished entering your personal information click the Ne
120. ossviscossspnssssvesisvocesensvovosvsotoreedantavensvovessevasvasesvuavenvenssoebe 86 Introduction to Marketplace Intelligence eeeeesesssssessssssesesecsessesecseseesncaesseseaessesesaeeseaeeneeseseesees 86 Types of Buyers TS DOTS a5 a ecctacases edurateonktaanns cresoandedcoasnenssdanndestonagy acausaylatcaasunaseteancepr anda amoveamiammameonners 88 CHAPTER 6 MY EXCHANGE FUNCTIONG scccsscccssssssscssssssssssesseseesesesseceesessssersecesseserseseres 96 Managing My To Do List sass sasicecasits ovcennervcesvutrooeanetatin sate aeanienncats veioeac tines aaa naa ectoeane eat oeenenee anne 96 AOU Order nL AUUAS scan acetsseses testeuscnencnaon tecsaayedsenseana ceataug debastaghdeacouyabeseaqnseto dasa chighamsanagsuaaneatorees 97 My Profile and Address BOOK i ncasiatechicnodesoricanshuarodcentmudaliaudwaleduaneumnnnielaiGiaie 98 CHAPTER 7 FREQUENTLY ASKED QUESTIONS seseooosososesesesssesessososososessososososesesesesssse 101 TransportMAX TA Buyer User s Guide your fief and Lest sing CHAPTER 1 GETTING STARTED WITH TRANSPORTMAX What can I do on TransportMAX TransportMAX enables you to leverage the power of the Internet to fulfill your procurement and supply chain needs The deep functionality of TransportMAX is arranged in several categories such as e Company and User Registration and Profiling TransportMAX automates and streamlines the registration process at both the company and the user level e Catal
121. ote control options are described below After you have entered the RFQ description entered the RFQ s business terms and conditions and added item s to the RFQ click the Next link at the bottom of the page or click the Select Quote Controls link at the top left of the page You will link to the Select Quote Controls page where you can set the following quote controls e RFQ Duration Open Date Preview Date and Close Date Open Date The open date is the date and time at which all eligible suppliers are allowed to participate in the RFQ The open date time is required You can choose to open the RFQ for quoting immediately by clicking in the Open the RFQ immediately checkbox or you can set a future date and time at which the RFQ will open for quoting Preview Date For RFQs that are set to open at a future date not immediately you can optionally set a date and time prior to the open date and time at which the RFQ will be available for preview but not quoting to all eligible RFQ participants You can also choose to publish the RFQ for preview immediately by clicking the Publish RFQ for preview immediately checkbox Close Date You must specify a date and time at which the RFQ will close for quoting Once closed no further quotes may be accepted for the RFQ The close date time is required You can allow yourself the option to close the RFQ at a date and time prior to the RFQ close date and time you have entere
122. otes if any is also sent to the supplier No further action is required from the supplier The buyer can provide notes to the supplier when canceling the order These notes if any are visible in the View Action History link when the supplier clicks the View Details button for the order Cancelling New or Accepted Orders If the buyer did not specify an Acknowledge By Date when placing the order the order status is New or if the supplier already accepted the order the order status is Accepted a buyer s cancellation request for the order requires the supplier s approval TransportMAX sends a notification to the supplier to request approval of the cancellation Until the supplier responds the order status is Pending Cancel If the supplier accepts the cancellation the status of the order changes to Cancelled If the supplier rejects the cancellation the order reverts to its original status of New or Accepted The supplier can also provide notes to the buyer These notes if any are visible in the View Action History link when the buyer clicks the View Order Details button for the order A notification about the supplier s response to the order cancellation request with the supplier s notes if any is sent to the buyer Viewing Cancellations and Cancellation Requests As a buyer do the following to view your order cancellations and cancellation requests e To view orders for which you have requested a cancellation
123. ou have finished setting the quote controls for this RFQ click the Next link at the bottom of the Select Quote Controls page to continue to the next step in creating a new RFQ You may also proceed to the next step by clicking on the Invite Suppliers step or any step at the top left of the page Step 5 Invite Suppliers to an RFQ When you create a new RFQ you can choose to send RFQ invitations to selected suppliers If you are creating an invitation only RFQ you must invite at least one supplier to quote on your RFQ Even if your RFQ is open to all TransportWAX members you may still wish to send invitations to select suppliers to encourage their participation After entering your RFQ description entering your RFQ s business terms and conditions adding item s to the RFQ and setting the RFQ s bid controls you will have the option to invite suppliers to participate in your RFQ on the Invite Suppliers page You can invite suppliers who are already registered with TransportMAX as well as suppliers who have not yet registered with TransportMAX though unregistered suppliers must register with TransportMAX before they can participate in the RFQ To invite TransportMAX registered companies to participate in the RFQ click the Invite TransportWAX Members link on the Invite Suppliers page and search for suppliers by company name to invite to the RFQ You can also browse the Trading Partner Directory by clicking on any letter of the alphabet
124. our address book or add a new address by clicking the Select button at the appropriate address field If you do not set defaults in your Personal Address Book then the defaults set in the Company Address Book maintained by your TransportWAX Company Administrator will appear in the appropriate address fields when completing an TransportMAX transaction How do edit my TransportMAX password language and date format preferences and other profile options From the My Exchange page you can update the personal information you entered when you registered as a TransportMAX user and also set your personal preferences and profile options To update your personal data 1 Click the My Exchange icon at the top of the page On the My Exchange home page click the Edit Personal Information link On the Edit Personal Information page you can do any or all of the following required fields those marked by an asterisk cannot be left blank Enter or update your name and title Enter or update your contact information address phone fax and e mail Enter or update your personal billing information Change your language date format and time zone preferences Specify the appropriate decimal point and separator characters by selecting a Locale when necessary In most cases your language selection is sufficient for TransportMAX to determine the correct decimal point and separator character to use when you enter
125. our orders select a sorting criterion from the drop down menu at the Sort by field then click the Go button You can sort your orders by any one of the following criteria Order Description The first word of each order s description is listed in alphabetical order from A Z ascending order or Z A descending order Order The order numbers are listed in descending or ascending order Order Date The order dates are listed in descending or ascending order 28 TransportMAX TA Buyer User s Guide your fief and Lest sing Supplier The supplier name is listed in alphabetical order from A Z ascending order or Z A descending order Currency The currency code is listed in alphabetical order from A Z ascending order or Z A descending order Order Total The total cost of each order is listed in descending or ascending order Status Orders requiring acknowledgment will be listed first ascending order or last descending order Acknowledge By The acknowledge by dates are listed with the date closest to today s date first ascending order or the date furthest from today s date first descending order Note Orders that do not require acknowledgment will be listed first descending order or last ascending order 4 To the right of the Sort by field select either Ascending or Descending see the bullets above for explanation Click the Go button Your orders will be sorted accordi
126. ownload one or both of two files o Download Quotes This is a file that contains all of the quotes you have received for your selected RFQ The column headings indicate specific quote information for all of the quotes on the RFQ You can open or save the WinZip file to the drive location of your choice o Download Instructions Instructions for reviewing the quotes you have downloaded You can open or save the WinZip file to the drive location of your choice Note If you have never exported quotes from TransportMAX it is strongly recommended that you download and read this Instructions file Follow the directions in the Instructions file to review the spreadsheet of quotes you have received on this RFQ How do I view quote attachments Suppliers can choose to include quote attachments also called quote documents with their quotes Quote attachments provide you the buyer with additional information about a quote To view quote attachments 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link to view quote attachments in your Buyer s RFQs Click the Negotiations tab then click RFQs in the task bar directly below the tabs Click the View All RFQs link Note If the RFQ in which you want to view quote attachments is still open for quoting you can click the View Open RFQs link Select the radio button to the left of the RFQ in which you want to view quote attachm
127. pecification In addition if the buyer marks this item attribute as a required attribute then suppliers will be required to enter the mileage of any quote item Item attributes can also call attention to industry specific characteristics of your RFQ items For example retail industry RFQ items can include such item attributes as color style and SKU number Metal industry RFQ items can include grade of metal as an item attribute Adding these as required item attributes that are displayed to suppliers can customize your RFQ items to your specific industry For additional examples of how to use item attributes click the Show Example links on the Add Item Attributes page Can invite additional participants to an RFQ I ve already created You can add participants to your RFQ at any time before the RFQ close date and time If you are a TransportWMAX Company Administrator you can also add participants to any RFQ created by a TransportMAX user in your company prior to the RFQ s close date and time To add participants to an RFQ 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link to add participants to an RFQ 2 Click the Negotiations tab then click RFQs in the task bar directly below the tabs 3 Click the View All RFQs link 71 TransportMAX TA Buyer User s Guide your fief and Lest sing Click the radio button to the left of the RFQ to which
128. ple company addresses You also can specify different need by dates and mailstops for each item Additionally if you have duplicate lines in your shopping cart for the same item you can ship each line to a different address For example if you need to order 10 laser printers but ship 7 to one location and the rest to a different location you simply select and add the item to your cart twice the first time specifying a quantity of 7 and the second time a quantity of 3 By having a separate entry in your cart for each quantity you can ship them to different locations Specifying Different Ship to Addresses and Need By Dates After you have selected items for your order added them to your shopping cart and clicked the Proceed to Checkout button you are located on the Enter Order Information page You use this page to complete your order information by specifying the item destinations and the dates by which you need the items to arrive If you have more than one item on your order you can choose to have different items shipped to different locations You can also specify a different need by date for each item To specify different ship to addresses need by dates and or mailstops 1 Click the Enter Shipping by Item button The Enter Shipping Information by Item page appears You need to specify a need by date a ship to address for each item You can optionally specify a mailstop for the item as well 2 Enter the date by which you need t
129. pplier 3 the price range 500 to 1 000 for the attribute Price and 4 the currency code USD for the attribute Currency the search engine will look only for laserjet printers that are made by Hewlett Packard and cost between 500 and 1 000 Laserjet printers that cost more than 1 000 and inkjet printers for example will not be returned in the search results Exception f you select to search on the same attribute in more than one Attribute field the search engine will perform an or search For example you might select the attribute Manufacturer in two different Attribute fields In the Search Value field of the first Manufacturer attribute you might enter IBM In the Search Value field of the second Manufacturer attribute you might enter Dell The search engine will look for items that are manufactured by either IBM or Dell Expanded Search in Shopping If your standard keyword search returned no results you can choose to perform an Expanded search using the same search criteria In an Expanded search the results are sorted according to relevancy with the most relevant closest match results listed first To perform an Expanded search click the link Suggestions on what to try next located at the bottom of your original search results page Click the Go button in the first Search Suggestion option An expanded search is returned in which the following types of searches are performed in sequence
130. pplier s preferred payment method if the credit card you have specified is not supported by the supplier The supplier can select a preferred payment method in the Trading Partner Preferences page in the Company Administration application of TransportMAX o The first of the payment methods listed in the supplier s Trading Partner Preferences page if the supplier has no preferred payment method e Bill To Address Your default bill to location as set in your Personal Address Book will appear in this field To choose another address from your Personal Address Book or to enter a new address click the Select button e Payment Terms Payment terms specify the provisions of payment for goods or services purchased Select payment terms from the drop down menu If the payment term that you require is not in the drop down menu contact your Company Administrator to have the necessary value added Notes and Attachments Note to Supplier If desired include a text note about your order to the supplier For example you could enter a note to provide special shipping or handling instructions If you selected Other in the Carrier FOB Freight Terms or Payment Terms fields above enter the appropriate information here Attachments If desired include an attachment with your order Attachments contain additional descriptive information The file size limit for attachments is 4 MB For attachment files larger than 4 MB post the f
131. provides a summary view of all purchases completed on TransportMAX You can drill into supporting reports from the Buyer s Activity Summary To run the Buyer s Activity Summary report 88 TransportMAX TA Buyer User s Guide your fief and Lest sin Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link Click the Intelligence tab Click Buyer s Activity Summary below the Marketplace Summary heading Enter your search criteria into the appropriate fields then click the Go button There are four search criteria that can be entered for this report indicates a required field o From and Through Date Enter a date range for extracting and summarizing transactions o Currency Select the currency of interest If a currency is not selected the report will default to the user s currency o Category Select the category of interest using the Flashlight icon to the right of the field If a category is not selected the report will default to All Note When entering a category search parameter the report will reflect only TransportMAX hosted catalog item categories o Trading Partner Select the Trading Partner of interest using the Flashlight icon to the right of the field If a Trading Partner is not selected the report will default to All The report will be displayed directly below the search criteria Click the Show Chart for a graphical representa
132. r lf you checked the Allow responses in other currencies box and did not define a currency list then you must assign Response Currencies to specific participants Leaving the default any valid for RFQ without selecting Response Currencies for specific participants will result in error o If you select a specific Response Currency for a participant the participant can only submit a response in either that currency or the RFQ Currency you set for this RFQ The participant may not submit a response in any of the currencies you defined on your currency list in Step 2 o Ifthe Response Currency you select at this time for a specific participant is NOT on the currency list you defined in Step 2 then that Response 63 TransportMAX TA Buyer User s Guide your fief and Lest sing Currency is available to that participant alone No other participants in the RFQ may respond in that Response Currency unless of course you associate that Response Currency with another participant s at this time o If the Response Currency you select at this time for a specific participant IS on the currency list you defined in Step 2 then that participant is restricted to responding in either the specified Response Currency or the RFQ Currency In addition the Response Currency in question is also available to all other participants in the RFQ o Participants are only allowed to respond in one currency per response o Participants can submit sever
133. r or one of the approvers in the buyer s company has rejected the order See How does the approval process work An approver can provide a reason for the rejection The reason if any is visible in the View Action History link when you click the View Order Details button for the order New TransportMAX has sent the order to the supplier The buyer did not require acknowledgment All approvers in the buyer s company have approved the order if approval was needed Or if additional approval was not needed TransportMAX sent the order to the supplier right after the buyer created it Approver comments if any are visible in the View Action History link when you click the View Order Details button for the order Rejected The supplier has rejected the order The supplier can provide a reason for the rejection The reason if any is visible in the View Action History link when you click the View Order Details button for the order 27 TransportMAX TA Buyer User s Guide your fet and Lest siop Accepted The supplier has accepted the order The supplier can provide notes to the buyer when accepting an order These notes if any are visible in the View Action History link when you click the View Order Details button for the order Received The buyer has acknowledged receipt of the items on the order For more information see How does a buyer receive an order Pending Cancel When a buyer clicks the Cancel bu
134. r each supplier For example you may choose to order 6 items from Acme Supplier and 4 items from Bargain Suppliers Four of the six items from Acme Supplier are priced in USD and the other two items are priced in GBP In addition two of the items from Bargain Suppliers are priced in DEM while the other two items are priced in USD TransportMAX would generate four purchase orders for this purchase Purchase eres ee Order Supplier Currency PO 1 Acme Supplier USD PO 2 Acme Supplier GBP PO 3 Bargain DEM Suppliers Bargain O Suppliers Jee Can I order items that don t have a price A To Be Determined price typically means the supplier wants you to contact them for the exact price or to purchase the item through negotiation Click the Supplier Comments link associated with the item to see if the supplier provides further information Although you can add To Be Determined priced items to your shopping cart you cannot check out the items and complete an order for them If your shopping cart includes To Be Determined priced items do the following 19 TransportMAX TA Buyer User s Guide your fet and Lest siop 1 Complete the checkout process for the priced items in your shopping cart if any TransportMAX keeps To Be Determined priced items in your shopping cart while you complete the checkout process for the priced items 2 After you finish the checkout process and click the Submit button to submit th
135. r requires no additional approval As soon as Joe creates the order it is sent to the supplier e If Joe Smith creates an order for 50 000 00 it goes first to Anna Garcia for approval then Mabel Young for final approval e f Anna Garcia creates an order for 50 001 00 it goes first to Mabel Young for approval then to the Ben Moore for final approval since this amount exceeds Mabel Young s approval limit In the example above if the company administrator does not allow order owners to approve their own documents order owners require approval on all of their orders even if they re within the order owner s approval limits e If Joe Smith creates an order for 50 00 his order goes to Anna Garcia for final approval e f Anna Garcia creates an order for 1 000 00 it goes to Mabel Young for final approval e f Mabel Young had no approval limit it is left blank and Joe Smith creates an order for 60 000 00 Joe Smith s order goes first to Anna Garcia for approval then Mabel Young for final approval e Even if Mabel Young has no approval limit she still requires approval for orders she creates from Ben Moore Approvers need to respond by the end of the Respond By date shown for the approval notification on the To Do List in My Exchange The Respond By date is the date by which the approver needs to respond before the notification is automatically forwarded to the next approver or to the default approver if this is the fina
136. right of the item 18 TransportMAX TA Buyer User s Guide your fief and Lest siop Note You can ship the same item to different addresses if necessary and if the supplier supports this Select and add the item once to your shopping cart and then return to shopping and select the same item again This gives you two entries in your shopping cart for the same item Specify the appropriate quantity for each entry and when you continue processing your order you can specify a different address for each item Note If the items in your shopping cart are supplied by different companies TransportMAX will divide your shopping cart into a separate section for each supplier To generate a separate order for each supplier you are required to proceed through the checkout process for each supplier separately when purchasing items from different suppliers Note If the items in your shopping cart are listed in different currencies TransportMAX will divide your shopping cart into a separate section for each currency Can my shopping cart contain items from more than one supplier Yes Your shopping cart can contain items from multiple suppliers TransportMAX will create a separate purchase order for each supplier Can my shopping cart contain items that are priced in different currencies Yes Your shopping cart can contain items priced in several different currencies TransportMAX will create a separate purchase order for each currency and fo
137. rm that describes the attribute list for which you re searching You will see all attribute lists that contain your search term anywhere in the attribute list description For example a Description search on the term transport would return the attribute list that includes the description Attributes for U S transportation RFQs o List Status You can search for attribute lists in Active Inactive or Any status From the drop down menu at the List Status field select the status of the list for which you re searching o Attribute You can enter the name of any item attribute that appears on the attribute list for which you re searching You will see all attribute lists that include the item attribute you have entered in the Attribute Name field Select the radio button to the left of the attribute list you want to edit then click the Edit button On the Edit Attribute List page edit the attribute list Description and Status as appropriate Note that you cannot edit the Name of your attribute list On the Edit Attribute List page you can also add delete or edit attributes on your attribute list o To add anew attribute to this list click the Add Attributes link then enter your new attribute information When you have finished entering your item attribute information click the Add Another button to add 70 TransportMAX TA Buyer User s Guide your fief and Lest siop another new item attribute or click t
138. s Bid Buyer s Auction or Seller s Auction Open Blind or Sealed Yes Through bid controls auctioneers can enable multiple rounds of bidding Yes Multiple Bids If allowed by auctioneer bidders may submit multiple bids Proxy Bidding Bidders can define price parameters and enable the system to automatically bid on their behalf Power Bidding In one step bidders can revise their bids by a specified percentage for all items on which they have previously bid TA Buyer User s Guide RFQ RFQs allow buyers to collect quotes from suppliers for complex items and services Suppliers submit a single quote per round of negotiating Buyer reviews the received quotes amends the supplier list and submits the RFQ for subsequent rounds of negotiating Buyers Quote Request for Quotation created only by buyer Blind or Sealed Yes RFQs by nature usually lead to multiple rounds Yes Manual Extend Early Close RFQ owners can manually extend an RFQ or close an RFQ earlier than the scheduled close date Multiple Quotes The RFQ business process allows suppliers to submit a single quote per round 37 TransportMAX your fet and lest sing Creating RFQs How do I create a new RFQ TA Buyer User s Guide AutoExtend Auctioneers can enable the system to automatically extend the duration of an auction Manual Extend Early Close Auctioneers can manually extend an auc
139. s sel would return the RFQ titled Seller s RFQ for Wheels and Office Supply Reseller RFQ e Number If you know the RFQ number automatically assigned by TransportMAX of the RFQ for which you are searching enter it in the Number field You must enter the entire RFQ number for example entering two digits of a four digit RFQ number will not return any search results e Creation Date Window If you know the approximate creation date of the RFQ for which you are searching enter the number of days that will include the RFQ s creation date in the Created inthe Last __ Days field For example if you know that the RFQ was created three days ago enter 3 in the appropriate field 53 TransportMAXxX TA Buyer User s Guide your fief and Lest sin How do I create and edit RFQ templates If the majority of the RFQs you create contain the same features the same quote attributes business terms and conditions quote controls etc you may want to create an RFQ template that you can use each time you create a new RFQ Using an RFQ template can save you time by streamlining the RFQ creation process Your RFQ template will contain the features that are similar among the RFQs you commonly create When you create a new RFQ using a template you simply open the template add to and edit details of the template as necessary and publish your RFQ Templates can be used over and over again You can create as many RFQ templates as you d lik
140. s description is listed in alphabetical order from A Z ascending order or Z A descending order Note Words enclosed in quotation marks and numeric characters are listed first ascending order or last descending order Unit The unit of measure code is listed in alphabetical order from A Z ascending order or Z A descending order Price The least expensive item is listed first ascending order or last descending order Currency The currency code is listed in alphabetical order from A Z ascending order or Z A descending order Category for items located by searching the catalog The category name is listed in alphabetical order from A Z ascending order or Z A descending order 3 To the right of the Sort By field select either Ascending or Descending see the bullets above for explanation Click the Go button 4 The items on the Search Results or Items In page will be sorted accordingly 16 TransportMAXxX TA Buyer User s Guide your fief and Lest shop How do filter my item search results After you locate items to purchase you may want to filter your item results especially if your search has returned a large number of items Filtering your item results enables you to narrow your search by eliminating irrelevant items Once you choose the value by which you want to filter your items all items that do not match that value will be filtered out of your results To fil
141. s received for any item click on the number of quotes received for that item The Award by Item page also provides o Awarded Items in RFQ This is the number of previously awarded items in the RFQ o No Quote Items in RFQ This is the number of RFQ items that have received no quotes On the Award by Item page select the radio button to the left of the line number you want to award then click the Pick Winning Quotes button On the Pick Winning Quotes page review and compare the quotes you have received for this item Click on any Quote Number in the Quote column to see the details of a quote including quote notes attachments and supplier contact information When you are ready to award the item o Select a winning quote or quotes You can award partial quantities of the item to several suppliers You are not required to award the full quantity of the RFQ item for example you may have created an RFQ to buy 24 items but decide to award business for only 20 of those items o Enter the award quantity into the line s of the winning quote s For example in an RFQ of 24 items you may choose to award 12 items to Supplier A and 8 items to Supplier B The remaining four quote items would not be awarded 83 TransportMAX TA Buyer User s Guide your fief and Lest sin o Click the Award button You may also choose not to award this RFQ item If so click the No Award button Enter a text note to the participants in
142. so select and view the details of the order first and then from the View Order Details page click the Reorder button The Shopping Cart Contents page appears confirming that the order has been created Click the here link in the confirmation page to view the copied order to see if any changes occurred to the item information since you last ordered them TransportMAX copies the item and quantity for each of the items on the order exactly but other information is taken from the latest item information in the TransportMAX catalog That is if a supplier changed the price currency unit of measure description or other attributes of an item since you last ordered it your new order will include the changed information Likewise if the supplier deleted the item from the catalog or recreated it under a new item number it will not appear on your new order If you are a buyer with restricted pricing access you can view only buyer prices that the supplier created for your company an item may no longer be available to you if the supplier removed the item from your company s price list In this case the item will also not appear on your new order 24 TransportMAX TA Buyer User s Guide your fief and Lest siop 6 If you wish in the Shopping Cart Contents page delete items that you don t want change the quantity of the items or add other items to the order by clicking the Return to Shopping link 7 Click the Proceed to Checkou
143. specific minimum decrement amount In this case a winning quote must fit both of the following criteria The quote must be the best quote price submitted in the RFQ and If are quote the re quote must be better than the supplier s own current quote price by the minimum quote decrement amount Note If you do not enable AutoExtend while you are creating your RFQ you can allow yourself the option to enable AutoExtend at any time while the RFQ is open simply select the box next to RFQ can be manually extended while open for quoting this appears below the Close Date field If you do enable AutoExtend while you are creating your RFQ and you select the box next to RFQ can be manually extended while open for quoting you can revise any of your AutoExtend settings while the RFQ is open prior to the AutoExtend period After your RFQ has entered the AutoExtend period the only AutoExtend setting you are allowed to change is to increase the number of AutoExtensions you will allow in the RFQ e When will you award business You can optionally set an award date for this RFQ The award date is the date by which you will select a winning quote s and award the RFQ e Who can quote You can allow all TransportMAX registered members to quote on the RFQ or you can specify that suppliers can participate by invitation only Note If you specify that quoting is by invitation only you must invite at least one supplier to participate in the
144. sportMAX TA Buyer User s Guide your fief and Lest sing is 4 MB For attachment files larger than 4 MB post the file to the Internet site of your choice and include the URL at which the attachment can be accessed Include the full URL for example http www transportmax com When you have finished entering your RFQ item information click the OK button at the bottom of the Enter Item page You will return to the Add Items page To enter another RFQ item click the Enter Item Information link again and repeat the preceding step You can also choose to add items to your RFQ from the TransportMAX catalog see instructions below or from a spreadsheet that you have created offline The RFQ item s that you have already entered for this RFQ will appear on the Add Items page You can edit or delete any of your existing RFQ items by selecting the radio button next to the item and clicking the Edit or Delete button When you have finished entering all items for this RFQ click the Next button at the bottom of the Add Items page to continue to the next step in creating your RFQ You may also proceed to the next step by clicking on the Select Quote Controls step or any step at the top left of the page To add items from the TransportMAX Catalog At the Add Items page click the Shopping tab On the Shopping page use the Item Search field to search for the item you want to add to your RFQ When you have fin
145. st Name field to search for all Invitation Lists that contain your search term anywhere in the list name For example a List Name search on the letters supp would return the list named Office Supply Suppliers Description You can enter any search term that describes the Invitation List for which you re searching You will see all Invitation Lists that contain your search term anywhere in the Invitation List description For example a Description search on the term office would return the Invitation List that includes the description Suppliers for U S office supply RFQs Participant You can enter the name of any participant that appears on the Invitation List for which you re searching You will see all Invitation Lists that include the participant name you have entered in the Participant field In the Invitation List Search Results field select the radio button to the left of the Invitation List you want to apply then click the Apply to RFQ button The participants on the list you have selected will be applied to your RFQ You can edit the predefined Invitation List as appropriate Note You can also send RFQ invitations to suppliers while your RFQ is open for bidding When you have finished inviting TransportMAX members and or non members to quote on your RFQ click the Next link at the bottom of the Invite Suppliers page to continue to the next step in creating a new RFQ You may also proceed to the next step by click
146. t 7 On the Edit Invitation List page you can also delete participants from your list or add participants to your list o To delete a participant from your list select the checkbox to the left of the participant s name then click the Delete button o To add a participant to your list click the Add TransportMAX Members link Search for a participant to add to your list select the checkbox to the left of the participant s name and click the Add to Invitation List button 8 When you have finished editing your Invitation List click the Apply Changes button To cancel all edits you have made to your list click the Clear Changes button Can my RFQ accept responses in multiple currencies When you create a new RFQ on TransportMAX you have the option to accept responses quotes or quotes in currencies other than the currency you set for the RFQ called the RFQ Currency Whenever you view the responses you have received for your RFQ however TransportMAX will automatically convert the responses to the RFQ Currency and you will always see all responses in the currency you have selected for your RFQ Though participants in a multi currency RFQ can submit responses in several currencies participants are only allowed to respond in one currency per response If you select the Allow responses in other currencies option when creating your RFQ you must select the currencies you will allow participants to use in the RFQ and
147. t button to complete the order in the Enter Order Information page None of the information on the Enter Order Information page is carried over from the original order except the Ship to Address and Bill to Address If you changed your default ship to or bill to address on the original order this changed address is carried over to your new order 8 Click Continue review the order and click the Submit button to submit the order Order Follow Up Will buyers receive any notifications about their orders After placing an order a buyer may receive the following notifications as applicable via e mail These same notifications are also visible when the buyer clicks the My Exchange icon at the top of the page then clicks the Manage My List link Your TransportMAX order Number has been Approved Rejected This notification lets the buyer know whether the order has been approved by the final approver or rejected by an approver If the order has been approved TransportMAX also already sent the order automatically to the supplier To see approver notes such as a rejection reason if the approver provided any access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link click the Purchases tab then click the View Orders link Choose the View Details button for that order and click the View Action History link Your TransportMAX order Number has been placed If a buyer s order d
148. t a RFQ item to view then click the View Item button Note The graphical monitor is not available for sealed style RFQs until they are unlocked Only RFQ owners can view the graphical monitor in blind style RFQs What are Negotiations At a Glance The Negotiations At a Glance feature allows you quick access to all of the open RFQs in which you are currently participating The RFQs that appear on your At a Glance lists include both the open RFQs that your company owns Created By Your Company Name Owner Name as well as the open RFQs to which you have responded Only open RFQs will appear on your At a Glance list RFQs that have not yet opened have closed or have been canceled will not be displayed To use Negotiations At a Glance 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link to find the RFQs you ve created 2 Click the Negotiations tab 3 The RFQs in which you are currently participating will appear on the Negotiations At a Glance list on the All Negotiations page Click the More link to view a full list of your RFQs o To view an RFQ click on its number o To view the graphical monitor of an RFQ click the Graph icon to the right of the RFQ Select a RFQ item to view then click the View Item button Note The graphical monitor is not available for sealed style RFQs until they are unlocked Only RFQ owners can view the graphical monitor
149. t the currencies you will allow in the RFQ and enter exchange rates for those currencies To do so click the Define currency list link Price Precision Price precision refers to the number of digits that can be entered in a field after the decimal point ex 12 50 vs 12 501 Select a price precision value from the drop down list of values at the Price Precision field RFQ Outcome Designate the outcome of the RFQ as either a spot buy order or a long term agreement A spot buy order is a one time purchase after which the buyer is not committed to any future purchases A long term agreement indicates that the buyer will commit to a contract for future purchases Agreement Terms Section Agreement terms are optional and apply only when you have selected Long term agreement as the RFQ Outcome Agreement Start Date Enter the date on which the Long term agreement begins Agreement End Date Enter the date on which the Long term agreement expires Total Agreement Amount Enter the maximum amount for which the Long term agreement will be valid Billing Section Bill To Address Enter the address to which your RFQ bills should be sent Your default bill to address will appear in the Bill To Address field To enter a new address or to choose a bill to address from your Company Address Book click the Address Book button Payment Terms Payment terms specify the provisions of payment for goods or services purchased Payment
150. task bar directly below the tabs Click the Reusable Attribute Lists link On the Attribute Lists page click the Create New List link On the Create Attribute List page enter a Name and brief Description for your attribute list Choose the Status either Active or Inactive of your attribute list from the drop down menu at the Status field An Active list can be used immediately an Inactive list will be stored in TransportMAX but will not be available for use unless you edit the list and change its status to Active 68 TransportMAX TA Buyer User s Guide your fief and Lest stop 6 To add attributes to your attribute list click the Add Attributes link on the Create Attribute List page Note An attribute list must include at least one item attribute 7 Onthe Add Attributes page enter your attribute information in the appropriate fields Note that some of the information is required and some is optional Required fields are marked with an asterisk o Attribute Enter a name for your item attribute for example Mileage PPM Defect Rate Grade etc o Quote Response Select a response from the drop down menu at the Quote Response field If you want this item attribute to be required all participants must enter a value for this attribute when responding select Required If you want this item attribute to be optional participants are not required to enter a value for this attribute when r
151. tem if available and unit of measure were downloaded from the Catalog into your RFQ You can update those fields as necessary You can also provide additional information about your RFQ item See the list of fields in Adding items online above When you have finished entering your RFQ item information click the Done button at the bottom of the Edit Item page You will return to the Add Items page Repeat Steps 7 and 8 for any other items you have downloaded from the Catalog When you have finished editing the details of the RFQ item s you have downloaded from the Catalog you can continue to add items to your RFQ If you are finished adding items to your RFQ you can continue to the next step in creating your RFQ To continue adding items to your RFQ follow the instructions in adding items online or bulk loading items from a spreadsheet To continue to the next step in creating your RFQ click the Next button at the bottom of the Add Items page to continue to the next step in creating your RFQ You may also proceed to the next step by clicking on the Select Quote Controls step or any step at the top left of the page To bulk load items from a spreadsheet At the Add Items page click the Load Item s from Spreadsheet link At the Load Items from Spreadsheet page click the link that reads Click here if you need to download a spreadsheet template At the Download Spreadsheet Now page click the Download Now button t
152. tem attribute s copy the following set of columns on the spreadsheet Attribute Response Attribute Value Type Transaction Value and Transaction Value Displayed Paste the set of five columns to the right of the existing set of item attribute columns be sure to paste the set of columns into the spreadsheet before the end of line delimiter You can add multiple item attributes in this fashion o Enter your item attribute information into the set of columns Though you have added new columns to the spreadsheet you are not required to enter item attribute information for every item on the spreadsheet 4 Continue your RFQ item bulk load Adding Item Attributes from a Predefined Attribute List Attribute lists are named groups of item attributes that apply to items in a RFQ If you your TransportMAX Company Administrator or your TransportMAX Operator have created one or more attribute lists you can search for and apply an attribute list to your RFQ item 1 Create anew RFQ 2 After you enter your RFQ item information click the Apply Predefined Attribute Lists link 3 Search for the attribute list you want to apply by entering your search criteria into any or all of the Attribute List Search fields on the Apply Attribute Lists page then clicking the Go button The search fields include o List Name If you know the name of the attribute list for which you re searching enter it in the List Name field You can also enter an
153. ter your item search results 1 Conduct an item search to locate an item 2 On the Search Results or Items In page click the Filter Results link 3 Click any blue highlighted column heading to filter your results by that heading s attribute 4 A pop up Filter Results By window will list the values you can choose to filter your results Choose a value to eliminate all results that do not contain that value For example if you are filtering your results by supplier and you only want to see items from Acme Supplier choose Acme Supplier from the list of values in the Filter Results By window then click the OK button All suppliers other than Acme Supplier will be eliminated from your results a You can filter your results by several values simultaneously For example if you only want to see items from Acme Supplier Smith Supplies Inc and Bargain Supplies you can choose all three suppliers from the list of values in the Filter Results By window then click the OK button o To choose a range of values hold down the Shift key while you click on the first and the last values in the range o To select multiple values that do not appear in sequence hold down the Control key while you click on all of your value selections Click the OK button after you have selected your values 5 TransportMAX will filter out all results that do not match your selected value s How do compare items while shopping Aft
154. tered after the decimal point When you are inviting participants to your RFQ you can also use the Price Precision field to edit the price precision value you set for a Response Currency you defined in Step 2 Select the Response Currency from the drop down menu then select a new price precision value from the drop down menu in the Price Precision column Note that this revised price precision will only apply to the participant with whom you have associated it when you are inviting participants 4 If you want to allow participants to see the currency exchange rates you are defining for your Response Currencies click the Publish exchange rates to participants checkbox If you check this box participants will be able to see the Response Currency exchange rates you have defined for all valid Response Currencies 5 When you have finished associating currencies with participants continue creating your new RFQ 64 TransportMAX TA Buyer User s Guide your fief and Lest shop What are item attributes and how do add them to my RFQ items What are item attributes When you add an item to an RFQ you may choose to add one or more item attributes to that item Item attributes define 1 unique specifications that you set for an RFQ item and 2 the details that a participant should provide when responding on that RFQ item Item attributes make your RFQ item more descriptive and can also be used to ensure that all responses submitt
155. tes Attributes You can select up to four attributes on which to search The attribute values available are Supplier Item Manufacturer Manufacturer Item Alias and UNSPSC Code Select your desired search attributes from the drop down menu at any of the Attributes fields then enter a search term or value in the corresponding Search Value field You can further target your search by entering additional criteria in the Additional Search Options section How does the search engine work within and across attributes If you enter multiple search terms in any given attribute s Search Value field the search engine will perform an and search For example if you enter the search terms dark blue into the Search Value field for the attribute Item Description the search engine will look for items that include all of the words dark blue dark and blue in the description If you enter search values into more than one attribute s Search Value field for example you enter search values for the following attributes Item Description Manufacturer and Price and Currency the search engine will perform an and search The search engine will look for items that include all of your search values For example if you enter 1 the search terms laserjet printer for the 14 TransportMAX TA Buyer User s Guide your fet and Lest shop attribute Item Description 2 the search terms Hewlett Packard for the attribute Su
156. the RFQ then click the Submit Award button 9 If you have awarded business in the RFQ review your award on the Award page On this page you can also o Update the award quantity o Enter a note to the winning supplier s o Enter a note to the rejected supplier s Click the Submit Award button when you are done 10 If there are additional lines to be awarded in the RFQ you will return to the Award by Item page o Repeat Steps 5 through 9 above until you have no lines left to award o A running total at the top of the Award by Item page will tell you how many items have been awarded in the RFQ and how many items remain to be awarded 11 When you have finished awarding all lines click the Complete RFQ button on the Award by Item page to reject any outstanding quotes and to notify all participants of your award decisions General Negotiation Questions What is the difference between quote start price and target price When creating a new RFQ the RFQ owner has the option to set a quote start price and target price for every item in the RFQ The quote start price is the price at which quoting for one unit of the item must start The target price is the price the buyer hopes to pay for one unit of the RFQ item If desired the buyer can elect to display the target price to suppliers Quote start price and target price are both optional values RFQ owners are not required to set either price for any RFQ item Can tw
157. tings field indicates a required field Which items do you want to AutoExtend You can choose to extend quoting for a RFQ items or only for those items that receive winning quotes during the AutoExtend period The AutoExtend period is determined by the length of each AutoExtension see below How many AutoExtensions will you allow You can set the maximum number of times you will allow the RFQ to be extended or you can choose to allow AutoExtend to occur indefinitely until quoting has ended How long is each AutoExtension You must specify the duration in minutes of each AutoExtend This setting also determines the end of RFQ window the AutoExtend period during which a winning quote triggers an AutoExtension For example if you specify that each AutoExtension is 20 minutes this means o Each AutoExtension will last for 20 minutes after the start time you specify below and o The period from 20 minutes prior to the scheduled close of the RFQ to the scheduled close of the RFQ is the AutoExtend period during which a winning quote will trigger AutoExtend What is the start time of each AutoExtension You can choose to have AutoExtensions start at the scheduled close time of the RFQ or start at the time that a winning quote is received during the AutoExtend period For example if you enable an AutoExtend of 30 minutes and a winning quote is received in the final 30 minutes of the RFQ your RFQ will be automati
158. tion or close an auction earlier than the scheduled close date Minimum Bid Decrement Increment Auctioneers can specify minimum amounts of improvement between bids from a single bidder TransportMAX Buyers can create RFQs composed of items or services they want to buy then To create a new RFQ 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link to create an RFQ 2 Click the Negotiations tab then click RFQs in the task bar directly below the tabs 3 Click the Create RFQ link on the left side of the page There are six main steps to creating a new RFQ e Describe your RFQ e Enter business terms and conditions e Add items e Select quote controls e Invite suppliers e Review and submit the RFQ for publication to TransportMAX After you have described your RFQ you can follow the above steps in order or you can proceed through the steps in any order by clicking on any step in the Navigation Bar at the top left of the page If you have previously created a TransportWAX RFQ you can save time by copying an existing RFQ toa new RFQ using the copy RFQ feature You can also streamline new RFQ creation by applying an RFQ template 38 TransportMAX TA Buyer User s Guide your fief and Lest stop Step 1 Describe your RFQ When you create a new RFQ your first step is to describe your RFQ by naming your RFQ and selecting the style of RFQ you w
159. tion and encourages bidders to submit their best possible price Once the auction is completed bidders are immediately notified of the auction results via online notifications e Request for Quotations RFQs Request for Quotations enable buyers to collect quotations from suppliers for complex and hard to define items or services such as made to order manufacturing or construction projects The Request for Quotations process is generally the longest of the Negotiation processes Once suppliers have submitted an initial round of proposals quotations the buyer has the power to fine tune the RFQ and initiate detailed negotiations as necessary This process may go through multiple rounds of negotiations and quotes Due to the nature of the RFQ which can either be blind buyer can see the quotes during the RFQ but suppliers cannot or sealed neither buyer nor suppliers can see the quotes until the RFQ is closed and the quotes are unsealed suppliers can never see each other s quotes while the Negotiation is in progress 36 TransportMAX your fet and Lest sin Details about each Negotiation type Negotiation Type Characteristics Initiated By Response Document Type s Style s Multiple Rounds Supported Can Include Multiple Items Other Auction Auctions allow buyers and sellers to solicit bids for items and services that are clearly defined for example office furniture and memory chips Buyers and Seller
160. tion of the report if desired Click Hide to hide the Chart Click Export to Spreadsheet to download the report if desired For more information about exporting your report to a spreadsheet see How do export report data to a spreadsheet There are three detail reports that can be accessed from the Buyer s Activity Summary report Buyer s Activity Catalog Purchases Summary Report Click on any number under the Catalog column to execute the Buyer s Activity Catalog Purchases Summary Report for the selected Trading Partner Click on the total number under the Catalog column to execute the Catalog Purchases Summary Report for all Trading Partners Buyer s Activity Awarded Quotes Summary Report Click on any number under the Awarded Quotes column to execute the Buyer s Activity Awarded Quotes Summary Report for the selected Trading Partner Click on the total number under the Awarded Quotes column to execute the Buyer s Activity Awarded Quotes Summary Report for all Trading Partners Buyer s Activity Accepted Quotations Detail Click on any number under the Accepted Quotations column to execute the Buyer s Activity Accepted Quotations Detail Report for the selected Trading Partner Click on the total number under the Accepted Quotations column to execute the Buyer s Activity Accepted Quotations Detail Report for all Trading Partners 89 TransportMAX TA Buyer User s Guide your fief and Lest sin What is the Buy
161. to the left of the RFQ in which you want to initiate a new round of quoting then click the Start New Round button 4 You will receive a warning advising you that none of the quotes received in the current round of quoting will be available for award after you initiate a new round of quoting If you accept these terms click the Yes button 5 You will link to the Start New Quoting Round page where you can update your RFQ s details Updating Your RFQ s Details On the Start New Quoting Round page you can update any of the following RFQ details for the new round of quoting indicates a field that must be updated prior to the new quoting round e RFQ Open Date You must enter a date and time at which you want the new round of quoting to begin To open the new round immediately click the Open the RFQ for quoting immediately checkbox e RFQ Preview Date For RFQs opening in the future not immediately you can choose to enter a date and time prior to the open date and time at which the RFQ will be available for preview to all eligible RFQ participants You can also choose to publish the RFQ for preview immediately by clicking the Publish RFQ for preview immediately checkbox e RFQ Close Date You must enter a date and time at which the RFQ will close for quoting 76 TransportMAX TA Buyer User s Guide your fief and Lest sin e Suppliers List If you invited suppliers to participate in the previous round of quoting
162. tributes Online 1 Create a new RFQ For more information about creating RFQs see How do create a new RFQ 2 After you enter your RFQ item information click the Enter New Item Attributes link Note When you select a category for your RFQ item any category attributes included with that category will be defaulted into the Item Attribute field and the category attributes will be added to your RFQ item as item attributes Also if you add items to your RFQ from the TransportMAX catalog the category attributes if any of those items will be copied from the catalog with the items and will appear as item attributes in the Item Attributes field You can edit or delete any of these item attributes by selecting an attribute and clicking the appropriate button 3 On the Add Item Attributes page enter your item attribute information in the appropriate fields Note that some of the information is required and some is optional Required fields are marked with an asterisk Attribute Enter a name for your item attribute for example Mileage PPM Defect Rate Grade etc Response Select a response from the drop down menu at the Response field If you want this item attribute to be required all participants must enter a value for this attribute when responding select Required If you want this item attribute to be optional participants are not required to enter a value for this attribute when 65 TransportMAX
163. tton for an order with a status of New or Accepted the cancellation request is sent to the supplier for approval Until the supplier responds the status is Pending Cancel Buyer comments if any are visible in the View Action History link when you click the View Order Details button for the order For more information see How does a buyer cancel an order and what happens Cancelled When a buyer cancels an order with a status of Pending or Acknowledgment Required the order status changes to Cancelled If the buyer requests cancellation of an order with a status of New or Accepted the status changes to Pending Cancel while awaiting the supplier s response then the order status changes to Cancelled if the supplier accepts the cancellation Buyer and supplier comments if any are visible in the View Action History link when you click the View Order Details button for the order How can I view my order details Follow the directions below to view your order details 1 Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link Click the Purchases tab then the View Orders link From the drop down menu at the View field select the orders to view and click the Go button As a buyer you can view the Last 25 Orders All My Orders Orders Requiring Acknowledgment or Orders to Receive Your orders will be listed on the Orders page To sort y
164. ty ordered for all items ordered from a single supplier The order total does not include any applicable sales or other taxes General Order Information Order Description Enter a brief description of your order For example Yearly Supply of Brake Pads Buyer Order Number You can optionally include an internal order number for your reference such as a Purchase Order number TransportMAX will also automatically assign a TransportMAX order number to each order However you may use the Buyer Order Number for your internal reference purposes Shipping Information Need By Date Enter the date by which you need your order at your ship to location Ship To Address Your default ship to location as set in your Personal Address Book will appear in this field To choose another address from your Personal Address Book or to 20 TransportMAX TA Buyer User s Guide your fief and Lest siop enter a new address click the Select button For information about shipping items to different addresses see Can ship different items to different locations e Mailstop If you wish to enter a specific mailstop location within the ship to location you may enter one here e Enter Shipping By Item If your order consists of multiple items from the same supplier and you wish to ship these items to separate locations click this link to enter multiple shipping locations This option is only available if the supplier allows multiple sh
165. unction is defined by a group of Exchange tasks that users can perform on TransportMAX While an Exchange task is a specific action that users can perform a Job Function is a collection of several Exchange tasks The following list represents the Job Functions available for each user in TransportMAx e Requestor e Approver e Default User e Buyer Senior Buyer e Procurement Director e TA Transit Agency Administrator A TransportMAX user must be assigned at least one Job Function in order to work on TransportMAX All TransportMAX Job Functions are assigned by the TransportMAX Company Administrator For more information about TransportMAX Job Function assignments see How do get a Job Function assigned to me What are the tasks of each TransportMAX Job Function An Exchange task is a specific action that users can perform on TransportMAX The following are examples of Exchange tasks e Search and review all catalog items on TransportMAX e View and update Trading Partner Preferences for the user s own company TransportMAX TA Buyer User s Guide your fief and Lest siop Several related Exchange tasks can be grouped together to form a Job Function TransportMAX users can be assigned Job Functions that determine the tasks they can perform on TransportMAx All TransportMAX users must be assigned at least one Job Function in order to work on TransportMAX Exchange tasks are predetermined in TransportWMAX and cannot be edited Howe
166. ut if my company is registered on TraNSpOrtMAX ccccecccceeesseseeeetesesteseeees 8 How does the TransportMAX approval process work ccceecesesssseeseesesneseeeesteseessneseenssneneesanenses 8 What are TransporiMAX Job Functions cccicassesanrssseennteisevarssasccrsssssunctsisnenessencenctdeneeassbendenervensanes 9 What are the tasks of each TransportMAX Job Function 0 eeeeeceeseeseeeeseceesesneeeesesneseeneeneneeees 9 CHAPTER 3 SHOPPING ON TRANSPORTMA scsscsssscccsssesscsesscsesscsessessesesessessececsssesseseees 12 Starting the Shopping PrOCESS ices statin asa aes 12 Searching or Hem S sereen roe E eE E EE EE EE Ea A T ES aes EEEE TEE EES 12 Placing anm Ordo perecieron neigi a Ee E a Eee ine E es EERE 18 Oo Coo 21 Aa 25 Cider Approval sssngssresnriren a E E E E eee 33 How do I customize purchase LOSI 2 ys secu cad aeicastrecers lawrence aad daaaisactcnnmeae eee 35 CHAPTER 4 CREATING NEGOTIATIONS sscsssccsscssssccessssssscsessesessesesseceesesssserseceseesersesoees 36 Getting Started with Negotiations siiussiccsaes Rectatsioeerseeidiedaavaeieackbad davelu ioeaudtiarainadiuelnehaenmenetoonend 36 Creating POS 3h cb tatancadens en ei ea aia eee AGE 38 Sue 1106 M7618 Oe ag eae ere a enn nen ee EE O Tomer Senne eer Tee 72 Awarding Business in N Qotiations 0 cceccccesesesseseseesesnesessesneseesesneseenssneseesssneaeensaneaeeessneesanensenees 78 CHAPTER 5 GENERATING REPORTS wiscscisci
167. ver your TransportWMAX Company Administrator can create new Job Functions by deciding which Exchange tasks should be grouped together to form a Job Function The following list below details the Job Functions created by the TransportMAX Operator which are used to assign responsibilities to each TransportMAX user Job Functions are assigned and updated by the Company Administrator Default User Every user on TransportMAX should have the Default User Job Function This job function consists of the following tasks Access To Do List in My Exchange Access the Trading Partner Directory Get Password Assistance Access the Log On Page Access to registration View the About Page Search and review all catalog items View the company s profile in My Exchange View the Home Page Access to the My Exchange tab View the Welcome tab View and update personal information View and update Personal Address Book TA Admin This Job Function is assigned to person or persons designated as Company Administrator Approve and maintain registration of users in the company or affiliates and assign job functions Perform administrative setup tasks for affiliate companies Access the bulk loading functionality to upload users Manage public private negotiation templates for company View the Admin tab and all associated tasks within it View billing activity incurred on TransportMAX View and update profile information for company and affiliates View an
168. were created by buyers in your company and that require your approval the Respond By date is the date by which you need to respond before the notification is automatically forwarded to the next approver or before the order s Acknowledge By Date or earliest Need By Date is reached A buyer can specify different need by dates for different items on an order in this case TransportMAX uses the earliest of those need by dates If you are a supplier reviewing orders that were submitted to your company and that require your acknowledgment the Respond By date takes into account the Acknowledge By Date that the buyer specified on the order if the buyer specified an Acknowledge By Date Responding to Notifications To respond to notifications on your To Do List follow these steps 1 Click the My Exchange icon at the top of the page On the My Exchange home page click the Manage My List link If you have received any notifications these are displayed in the All Open Notifications page Select a notification and click the View Details button Follow the instructions in the notification Some notifications let you respond directly from the notification itself Others tell you where on TransportMAX to go to respond Others are simply for your information and do not require your response Some notifications let you respond 96 TransportMAX TA Buyer User s Guide your fet and Lest sing directly through e mail
169. which the attachment can be accessed Include the full URL for example http Awww transportmax com When you have finished updating your RFQ s details on the Start New Quoting Round page click the Continue button To cancel the new round of quoting click the Cancel button Review your updated information then click the Submit button Monitoring a New Round of Quoting You can monitor the action in the new round of quoting in the same way you monitor all quoting action in your RFQs How do I close an RFQ before the scheduled close date and time You can close an RFQ before its scheduled close date and time only if your RFQ s quote controls which you define when you create the RFQ are set to allow an early close of the RFQ To allow your RFQ to be closed early select RFQ can be manually closed before the close date on the Select Quote Controls page Note You cannot manually close your RFQ after its first AutoExtension has been triggered To close your RFQ before its scheduled close date and time 77 TransportMAX TA Buyer User s Guide your fief and Lest sin Access the Marketplace Buying application on the TransportMAX home page click the Marketplace Buying link to close an RFQ Click the Negotiations tab then click RFQs in the task bar directly below the tabs On the RFQs home page click View Open RFQs or View All RFQs Select the radio button to the left of the RFQ you want to close then clic
170. which you will accept responses for this RFQ 5 Enter a currency exchange rate into the field in the Exchange Rate column The currency exchange rate you enter will be used to convert all responses received in this Response Currency to the RFQ Currency you have set for this RFQ Use digits such as 2 5 For example if your RFQ Currency is USD the Response Currency for which you are entering an exchange rate is ZWD and you enter an exchange rate of 25 the exchange rate will be calculated as one USD is equal to 25 ZWD You are required to enter a currency exchange rate whenever you add a Response Currency to your RFQ The currency exchange rate applies for the life of the RFQ and the awarding of the RFQ 62 TransportMAX TA Buyer User s Guide your fief and Lest sing 6 From the drop down menu in the Price Precision column select a price precision for responses in this currency or leave the price precision value at its default value any Price precision refers to the number of digits that can be entered after the decimal point 7 lf you want to add another Response Currency to the currency list for this RFQ click the Add Another button If you want to delete any Response Currencies you have added to the currency list click the Delete link next to the Response Currency you want to delete 8 When you have finished adding Response Currencies to your currency list click the Done button on the Valid Currencies p
171. xt button Read the TransportMAX Legal Agreement If you want to receive an e mail notification whenever TransportWAX amends the agreement click the Send notification checkbox in the bottom left section of the page Click the Next button Review your registration information If you need to make changes to your personal information use your browser s Back button When you are satisfied with your registration information click the Submit button You will see the Registration Confirmation page Your registration will be forwarded to your TransportWAX Company Administrator for approval You will be notified of your approval status via email TransportMAX TA Buyer User s Guide your fief and Lest siop What personal information must provide as a TransportMAX user When you register as a TransportMAX user you will have the opportunity to provide all of the following personal information Note that some information is required while other information is optional Required fields are marked by an asterisk Contact Title Dr Miss Mr Mrs Ms Sir Your First Name Your Middle Name Your Last Name Your Title Your Company Name company name will default into the Company Name field Your Company Address company address will default into the Company Address field Address Nickname enter a short reference name such as My Office or Home Address that applies to the address information you will input
172. y part of the attribute list name into the List Name field to search for all attribute lists that contain your search term anywhere in the list name For example a List Name search on the letters trans would return the list named Transportation Attributes o Description You can enter any search term that describes the attribute list for which you re searching You will see all attribute lists that contain your search term anywhere in the attribute list description For example a Description search on the term transport would return the attribute list that includes the description Attributes for U S transportation RFQs o Attribute Name You can enter the name of any attribute that appears on the attribute list 67 TransportMAX TA Buyer User s Guide your fief and Lest siop for which you re searching You will see all attribute lists that include the attribute you have entered in the Attribute Name field In the Attribute List Search Results field select the radio button to the left of the attribute list you want to apply then click the Apply to Item button The attributes of the list you have selected will be applied to your RFQ item on the Item Information page To edit any attribute that appears on the attribute list select the radio button to the left of the attribute then click the Edit button Edit your item attribute information as appropriate then click the OK button Note Your edits will only app
173. y that you specified in the RFQ Information for this RFQ will default into this field Use digits e g 5 75 Note Though the Quote Start Price is optional this price is required to compute values on the RFQ Summary page If you plan to use the RFQ Summary page to monitor this RFQ enter a quote start price into the Quote Start Price field Target Price If desired enter the price you hope to pay for one unit of your RFQ item List the target price in the UOM and currency that you have specified for this RFQ the currency that you specified in the RFQ Information for this RFQ will default into this field Use digits e g 5 75 To display the target price to suppliers check the Display to suppliers checkbox next to the Target Price field Current Price The current price is the price you are currently paying to buy the item outside of an RFQ The current price can be used to analyze RFQ performance Use digits e g 5 75 Note Suppliers are never able to view the current price value Note to Suppliers If desired enter a text note about this RFQ item to the suppliers For example you could enter a note to describe other attributes such as color preferences about the item Add Attachments If desired include an attachment to the RFQ item Attachments contain additional descriptive information about items such as technical specifications or engineering drawings The file size limit for attachments 43 Tran
174. you want to add participants then click the View RFQ button Click the Add Invitees button On the Invite Additional Participants page click the Invite TransportWAX Members link On the Invite TransportMAX Members page search for participants by company name to invite to the RFQ You can also browse the Trading Partner Directory by clicking on any letter of the alphabet or the Show All link above the Search fields Click the checkbox to the left of any participant you want to invite to your RFQ then click the Add to Invitees List button TransportMAX will ensure that you do not add duplicate participants to your RFQ s Invitees List Continue searching for additional participants as desired When you have finished selecting additional participants for your RFQ click the Done button 10 The additional participants you have selected will be added to your RFQ s Invitees List o All new invitees will see your RFQ on their list of You re Invited RFQ invitations o If the RFQ has not yet entered its preview period the additional invitees will receive notifications inviting them to participate in the RFQ If there is no preview period set for the RFQ and the RFQ has not yet opened for responses the additional invitees will receive notifications inviting them to participate in the RFQ o Ifthe RFQ has already opened for preview or for responses the additional invitees will not receive notifications regarding the RFQ

TRANSPORTMAX TRANSIT AUTHORITY USER`S MANUAL

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