Supplier User Guide for Flintshire County Council Procurement Portal
Contents
1. Supplier Portal in this guide is being utilised by the Council as its e Sourcing solution for quotation and tendering purposes You will also find that other local authorities and private companies use the website and as such you may register with multiple buying organisations or potential customers as required The Supplier Portal is web based and can be accessed anywhere with an internet connection It is best to use as much as possible the latest version of Internet Explorer to gain full advantage of the sysiem This User Guide will explain the process of self registering your organisation on the Supplier Portal maintaining users and addresses the classifications of your business and how to register interest in new business opportunities and respond to request for quotations and Invitations to Tender www proactis co uk services proactis com lt PROACTIS The Spend Control Company Supplier User Guide 4 2 Accessing the Supplier Portal 2 1 The Web Site Address To access the Supplier Portal go to the following website address httos www proactisplaza com cid DCC This address is the specific address for the Flintshire County Council Procurement Portal home page for suppliers The page accessed will look like the screen shot below _ Cu Sir Ddinbych i gt Denbighshire OUNTY COUNC Home Welcome to the PROACTIS Supplier Portal Organisation ID This website will allow you to interact on line w2. Abandon Changes Shop Window Addresses Business Info What You Sell Customer Information Organisation ID Categories for your Organisation BBS123 Public Company Organisation Name V Limited Liability Company Bridgend Builders Company Number Partnership L Sole Trader Limited Liability Partnership Government Body Third Sector V Not Applicable VAT Registration Number Not Applicable DUNS Number Not Applicable Abandon Changes Note there are different tabs for different information General Addresses What You Sell For each make any relevant changes and click on the SAVE button Remember a blue pencil will open a new window for information to be changed A red cross will remove an entry e g a Classification The Business Info information should NOT be changed The Customer Information Tab will hold a list of customers that have been registered with and further customer specific information may be required to be maintained Flintshire County Council do not require such information Please note that this may change in the future Clicking on Save will take the user back to the Supplier Administration Page shown above 5 2 Amending Users From the Supplier Administration page shown above click on the Maintain your User records on the Supplier Portal link List of Users From here you can view and amend the Users for yo
3. Description Computer manuals Result Page 1 Select HOBARAASE Supplier User Guide 16 Click on OK to add the relevant classifications to the Portal Profile If required click on Add again and repeat the process to add more You MUST define at least one classification to progress with the registration process Click Next www proactis co uk services proactis com lt PROACTIS The Spend Control Company Supplier User Guide 17 4 3 5 Buyer Selection Select Buyer Organisations Please select the Buyer Organisations that you would like to do business with The Buyer selection process is optional and can be performed after you have registered Step 5 Buyer Selection Buyer Organisations Post Code Selected ANDY COMPANY Bridgend UNITED KINGDOM AsiaPac Demonstration Organisation Brisbane 4000 QLD AUSTRALIA Big Buyer PLC Wetherby WB12 822 UNITED KINGDOM Denbighshire County Council Ruthin LL15 1YN Denbighshire UNITED KINGDOM East of England Ambulance Service NHS Trust Bury St Edmunds IP33 1HP Suffolk UNITED KINGDOM Genesis Housing Group a UNITED KINGDOM Herefordshire Council Hereford HR1 1SH Herefordshire UNITED KINGDOM Jeff Parker Organisation Bridgend CF31 3NA Mid Glamorgan UNITED KINGDOM John Griffiths Enterprises Bridgend CF31 3NA Mid Glamorgan UNITED KINGDOM Matt Buyer Organisation Matt CF31 3NA UNITED KINGDOM Matt Collaborative Group Matt Town UNITED KINGDOM Pan Nottingham Group Ashfield Basstelaw B
4. From Wibble Wibbleness Wibble Wibble Ltd Date 19 09 2017 15 09 Subject Subject M essage Body Message List of Messages Reply Previous Here the messages can be navigated through using the Previous and Next buttons the user can go back to the List of Messages or a reply can be created Clicking on reply will open the following page Send a Reply Send New Message Send Message Add Attachment Tom Ba Attachments Subject From Wibble Message Send Message Add Attachment Type in the reply in the Message box and attach any documents if required then click SEND MESSAGE www proactis co uk services proactis com lt PROACTIS The Spend Control Company Supplier User Guide 38 8 Participating in an e Auction in the Supplier Portal Any e Auction will require Suppliers to provide an initial response with pricing and there may be a Questionnaire to complete if the contract is being awarded on a most economically advantageous basis Please note that not every Opportunity will have an e Auction stage In this instance follow the steps in the previous section on Responding to a Request The Buying Organisation will further inform you when the e Auction itself is to be run Once the e Auction has been opened access it as follows 1 Access the Opportunities in the Supplier Portal Opportunities This module allows you to find and respond to Opportuniti
5. Login Name have now been set after STEP 1 above in this section and as such cannot be changed Once complete click Next 4 3 7 Terms and Conditions Terms and Conditions Please read the terms and conditions for using the PROACTIS Supplier Portal You must agree to these terms and conditions before proceeding You can review these at any time by clicking on the legal link at the foot of every page in the Supplier Portal Step 7 Terms and Cn ie O Conditions PROACTIS GROUP LIMITED USER LICENCE YOU MUST READ THE FOLLOWING BEFORE CONTINUING The use of the software provided by PROACTIS Group Limited is subject to the following User Licence You must carefully read through the User Licence By accepting the License you confirm that you have read the User License and that you agree to be bound by the terms and conditions of the User Licence at all times If you are accepting the User Licence on behalf of a firm or corporate entity you warrant that you have the authority to do so lf you do not agree to be bound by the User Licence you will not be able to activate and use the www proactis co uk services proactis com lt PROACTIS The Spend Control Company Supplier User Guide 19 Read the terms and conditions of the use of this Supplier Portal and tick the box to denote you have read and understood the terms and that you agree to abide by them If you do not agree you cannot complete the registration process Once you have tic
6. Lot 2 Use the Refresh button to manually refresh the page to check if the ranking has changed and if required submit a new bid If a bid value is inserted that is higher than any others an alert will display on screen stopping the bid being saved Message from webpage This process will continue until either all suppliers have completed bidding OR the e Auction has come to a pre determined fixed end date time Check with your Contact for the e Auction which is the case www proactis co uk services proactis com
7. Pre Qualification Questionnaire or responding to an Invitation to Tender 7 1 Creating a Response 1 Login to the Supplier Portal 2 Access the Opportunities area Opportunities Opportunities Opportunities Home Opportunities This module allows you to find and respond to Opportunities which have been published by the Buyer My Regisiralions Of inlerest Community on the PROACTIS Supplier Portal Requests From Buyers From here you can do the following pe eae ellie search for new Opportunities and Register Interest ae Review Registrations Of Interest that you have submitted to Buyers Review RequeSt for Information Quotation or Tender which have been sent to you by Buyers Review your Kesponses to the Buyer Bid in e Ayetions Use the links above or the menu options on the left to continue 3 Click on the Review Requests link 4 The following page will appear www proactis co uk services proactis com lt PROACTIS The Spend Control Company Requests from Buyers Supplier User Guide 28 This screen allows you to review the Requests that have been sent to you by Buyers You can review their Request and then create a Response View Outstanding Requests Requests from Buyers eREQ 1000006 Matt Organisation for REQW000032 eREQ 1000056 eRE 1000057 eREQ 1000016 eREQ 1000003 REQ1000040 REQW000028 REQW000084 REGQ1000061 The View can be filtered using Outstanding Reques
8. an opportunity NOTE If you inadvertently create any additional responses then any information that you have already input into the initial or subsequent responses does NOT carry over to any new response created and you may lose anything already input If the steps above are not followed and the original request is accessed and the user clicks Create a Response they will be creating an alternative response record To this end if the Buyer allows for the supplier to submit multiple resoonses they could have to repeat the process several times and submit all alternatives If a supplier has submitted a Response to the Buyer and the buyer has determined the supplier can re submit the response prior to the deadline the above filter will need to be changed to view All Responses which will display those submitted and then the submitted response can be accessed amended and re submitted NOTE do not assume the buyer customer will allow responses that have been submitted to be amended and re submitted before the Closing Date it is a buyer preference that not all buyers will opt in to services proactis com lt PROACTIS The Spend Control Company Supplier User Guide 34 7 3 Dialogues Messages Whilst responding to and participating in the competition for a new contract there may be questions a supplier needs to clarify with the potential customer and vice versa To this extent the Supplier Portal provides a dialogue or message facili
9. data text numbers etc uploading a document or ticking a box A Buyer may determine that some questions are mandatory in which case you will not be able to move onto the next step of the Response Wizard until they have been answered www proactis co uk services proactis com lt PROACTIS The Spend Control Company Supplier User Guide 31 Also it may be that if the same Questionnaire is issued to the same supplier for a different procurement then answers will be pre completed based on the last response submitted by the supplier In which the Questionnaire will just need to be checked and amended where required NOTE this is not always the case and it depends on how the Buying Organisation has created their Questionnaire as such DO NOT RELY ON THIS FUNCTIONALITY Click Next 12 The next page will allow for additional supplementary documents to be uploaded to be considered as part of the response New Response Documents Please fill in the details of your Response to the Buyer s Request in each of the Steps Attachments No records found Add Attachment View Messages Buyers Request Click on Add Attachment and add the document as required Click Next 13 The Response is now complete and needs to be submitted www proactis co uk services proactis com Se PROACTIS The Spend Control Company New Response Submit to Buyer Flease fill in the details of your Response to the Buyers Request in each o
10. from the time the you submitted your Registration Request The details entered were Organisation ID BBS123 Organisation Name Bridgend Builders Primary Contact Name Matt Davies Login Name ADMIN Temporary Password R as amp o08 Wt Supplier Portal url https plazauat proactisp2p com SupplierPortal Click here to activate your account Click on the link to activate your account If you encounter problems with the link insert the Temporary Password noted in the email into the Invited box on the Supplier Portal Home Page and click the Login button If you did not receive the Activation Email go to the Supplier Portal Home Page and click on the Not received email link in the bottom left corner of the page in the REGISTER pane The following page will display www proactis co uk services proactis com lt PROACTIS The Spend Control Company Supplier User Guide 11 Registration Problem Resolution We re sorry that you are experiencing problems with the Registration process The most likely cause is that you have not received your activation email or that the link in the email doesn t appear to work These are normally caused by security settings on your computer Please follow the troubleshooting guidelines below If you didn t receive an email then check the following 1 Check in your Spam or Junk email folder in your email client 2 Check your Spam or Junk email settings in your email client If you recei
11. previous section there are several ways to login to the Supplier Portal These options are displayed in the left hand pane of the home page Organisation ID Login Name Password Forgotten password lf you have been invited to join the portal and given an Access Code enter this into the box below and confirm the details of your company To register click the button below and give details about what you sell or want to buy Register Now Not recented email www proactis co uk The Login Section is for Suppliers who have registered and have login details NOTE the Forgotten Password link see later for more information Type in the Organisation ID Login Name Password and click on the Login button The Invited Section is for Suppliers who have been sent an email by a Portal Customer asking them to register In this case the email will include an Access Code to login with that acts as a temporary login Type in the Access Code and click on Login or use the link from the email received The Register Section is for Suppliers who have been asked to self register by a Customer or for suppliers who have come across the website from a Google Search etc services proactis com lt PROACTIS The Spend Control Company Supplier User Guide 7 4 Self Registering on the Supplier Portal From the previous sections it has been described how to navigate to the relevant home page and us
12. 2011 00 00 00 NA UNITED KINGDOM Sias In Progress Special Instructions PLEASE NOTE THAT THE WINNING BID FOR THE AUCTION MAY NOT NECESSARILY WIN THE CONTRACT WE WILL ALSO BE CONSIDERING THE RESPONSES TO THE QUESTIONNAIRES SUBMITTED BY ALL PARTIES Lowest Bid My Latest Bid Rank Lot 1 IT Hardware Lot 2 IT Software 4 From here the supplier user can view any messages dialogues regarding the e Auction can view the relevant information about the e Auction itself and more importantly can submit bids for each Lot by clicking on the appropriate E button This in turn will display the following New Bid From here you can Submit a Bid for a Lot in this Auction Tanca New Bid For Lot 1 IT Hardware Buyer End Time Organisation for User Guide 27 06 2011 00 00 00 N A Time Left NIA 58 56 21 N A UNITED KINGDOM Status In Progress Special Instructions PLEASE NOTE THAT THE WINNING BID FOR THE AUCTION MAY NOT NECESSARILY WIN THE CONTRACT WE WILL ALSO BE CONSIDERING THE RESPONSES TO THE QUESTIONNAIRES SUBMITTED BY ALL PARTIES items Description Quantity My Previous Lowest Bid Quantity Unit Price Value Reduce Free Bid Bid Issue HP Laser Printer Colour Each Compatible Printer Each Cartridges for Colour Printer Reduce All All Previous Bid Lowest Bid This Bid SS e www proactis co uk services proactis com lt PROACTIS The Spend Control Company Supplier User Guide 40 NOTE it can determine
13. S2 PROACTIS The Spend Control Company Supplier User Guide for Flintshire County Council Procurement Portal Copy Copyright 2010 PROACTIS j lt PROACTIS The Spend Control Company Table of Contents 1 Introduction 2 Accessing the Supplier Portal 2 1 The Web Site Address 2 2 Home Page Content 2 2 1 Home Link 2 2 2 Opportunities Link 3 Logging into the Supplier Portal 4 Self Registering on the Supplier Portal 4 1 Step 1 Basic Details 4 2 STEP 2 Email Activation 4 3 STEP 3 Complete Registration 4 3 1 Organisation Details 4 3 2 Addresses 4 3 3 Users 4 3 4 What You Sell 4 3 5 Buyer Selection 4 3 6 User Details 4 3 7 Terms and Conditions 4 3 8 Finish 5 Amending the Organisation Profile 5 1 Amending Organisation Details 5 2 Amending Users 5 3 Document Library 6 Registering Interest in a New Opportunity 6 1 Introduction to Concepts 6 2 How to Register Interest in a New Opportunity 7 Responding to a Request 7 1 Creating a Response 7 2 Saving a Response 7 3 Dialogues Messages www proactis co uk Supplier User Guide 2 20 21 22 24 24 24 27 27 32 34 services proactis com SR PROACTIS The Spend Control Company Supplier User Guide 3 1 Introduction This User Guide has been compiled to assist Suppliers using the Flintshire County Council Procurement Portal The Flinshire County Council Procurement Portal which will be referred to as the Portal or
14. d when providing the initial bid during the Supplier Response Process whether or not bids will be submitted against a specific Lot or not Here insert the Unit Price the Value is calculated It can determined that an item is Free Issue e g Delivery may be included as an item for quoting bidding against and as such due to the quantity being procured the delivery is free The Reduce Bid Arrows will reduce the Bid Value for the item and NOT the Unit Price The Value for the item is reduced by 1 each click of the mouse The Reduce All button reduces all values by 1 also Once the first bid has been submitted at e Auction the ranking of the bid can be viewed e Auction Details Click the buttons below to review the Original Request from the Buyer or Bid on this Auction Organisation for User Guide eREQ1000005 Buyer Start Time Time Left Organisation for User Guide 24 06 2011 12 35 00 56 54 35 N A End Time NIA 27 06 2011 00 00 00 NIA UNITED KINGDOM Status In Progress Special Instructions PLEASE NOTE THAT THE WINNING BID FOR THE AUCTION MAY NOT NECESSARILY WIN THE CONTRACT WE WILL ALSO BE CONSIDERING THE RESPONSES TO THE QUESTIONNAIRES SUBMITTED BY ALL PARTIES Response eRESP1000002 Provision of IT Hardware and IT Software Response P Description IT Hardware 45 000 00 45 000 00 IT Software 52 000 00 52 000 00 View Messages Buyers Request In the case above the supplier is ranked 2nd for Lot 1 and 1st for
15. documents etc www proactis co uk services proactis com Se PROACTIS The Spend Control Company Supplier User Guide 14 New User Details User Details C General contact Cl Sales contact L Payment contact Cl E procurement contact Click OK to save the changes Once all users have been created set up appropriately click NEXT You may be prompted that there is missing mandatory information for your initial user In which case click on the blue pencil for the relevant user and insert the relevant information this is normally the phone number of the individual 4 3 4 What You Sell Enter Product Classifications Please enter the Product Classifications for the Goods and or Services that you provide You MUST select at least one Product Classification you can always enter more detail later if you prefer This is very important because this information is used by Buyers to search for Suppliers who can provide the Goods and or Services that they require Product Classifications Please define the classification codes for your company using the add button Here the organisation needs to be defined in line with the goods services it can provide the Portal Customers Click Add www proactis co uk services proactis com SQ PROACTIS The Spend Control Company Supplier User Guide 15 Select Product Classifications pe Search Results Code Description Select O Selected Codes Code Description Insert a keyw
16. dress 2 Town County Postcode Country UNITEN KINGDOM Primary Contact Details Enter the details for your Primary Contact Login Mame ADMIN First Name Sumame Cmail Address Repeat Email Address Memorable Questions Please enter the answers to the following questions Whatis your Mothers maiden name Whatis the name ofthe town where you were born Whatis the name of your first school www proactis co uk services proactis com lt PROACTIS The Spend Control Company Supplier User Guide 9 Insert the Name of your Organisation first and press the TAB button on your keyboard An Organisation ID will be created for you At this point you can change this to something more meaningful if required If not make a note of your Organisation ID for future reference For example if your Organisation ID has been set to P4571798 you can change this to CONSTRUCTUS123 where the name of the organisation is ConstructUS It is advisable to add a number at the end as the Organisation ID MUST be unique in the system so if other like named organisations are registered already there could be an error in the registration process Note also that there should be NO spaces or symbols it must contain only letters and numbers Complete the rest of the details required e g address and Admin User login details NOTE the Login Name can be changed from ADMIN if required Please note this initial user being created as part o
17. e the appropriate option to follow this process As a reminder access the Supplier Portal Home Page and click on the Register Now button in the bottom left corner of the page A Registration Wizard will then take you through the registration process This should just take a few minutes to complete fully The Self Registration process has 3 elements or steps o Basic contact information needs to be provided about your company o An email is then set to the email address defined for your organisation The email will provide authentication which allows the 3rd stage to be completed o Finally the Organisation can be defined with multiple users addresses classifications and the process is then complete 4 1 Step 1 Basic Details Click on the Register Now button The following page will be displayed www proactis co uk services proactis com PROACTIS The Spend Control Company Supplier User Guide 8 Register for the PROACTIS Supplier Portal Please follow these simple steps to register 1 Fnter the following information and click the Register button to start the process An activation email will be sent to the email address of your Primary Contact 3 ick on the link contained within the email to activate your account Organisation Code Cnter a Code and Name to be used for your Organisation Organisation Name Organisation ID Organisation Details Enter the details for your Organisation Address 1 Ad
18. elease 4 6 eREQ_1000016 Click New Message Hew Hele Saae Message Type Attach rents Related to RFX Request eREQ_ 1000016 Subject Te Wai Organitabon tee Relaage 4 6 Fram Wiga e558 ga Message Body P Insert a relevant Subject and Message for the Buyer where the terms have been entered in the example above If a document is required to be attached to the message click on the Add Attachment button www proactis co uk services proactis com lt PROACTIS The Spend Control Company Add Attachment Upload Document Locate and upload the appropriate document Filename Document Type Generic Documents Description Also add to Document Library o Upload the document providing a description for it and click Next Once the message is complete click on the SEND button The message will appear in the list for the request as below View Messages Matt Organisation for Release 4 6 eREQ_1000016 PostedDate Orginator Subject Replied Action 19 09 2011 15 09 Wibble Wibbleness Subject New Message Supplier User Guide 36 To view and respond to any existing message open it by clicking on the Date Time or the Magnifying Glass button www proactis co uk services proactis com lt PROACTIS The Spend Control Company Supplier User Guide 37 R View Message Matt Organisation for Release 4 6 eREQ_1000016 To Attachments Matt Organisation for Release 4 6
19. er the user can be contacted by a Buyer for particular types of transactions O ogurisaion aoaresses ERED vntou sonuserSenis er tate Termeand Fgh An Ee Eee Eee Eee Login Name Full Name Email Address General e Sales Contact Payment Contact Procurement Contact Contact Matt Davies matt davies proactis com wa T Ti T Click on the blue pencil to amend details about your users and click Add User to add any other users NOTE there can only be a maximum of 5 users per supplier organisation Each user created will receive an activation email to confirm amend any details before being able to login and use the system Adding a new user opens the following dialogue box New User Details User Details EE Urme Login Name Mandatory First Name Mandatory sumame Mandatory Email Address Mandatory Telephone Number Mandatory Mobile Number Fax Number Address Innovation Centre Technology Drive Bridgend Bric The Contact Type can also be set accessing the top Contact Type Tab Users can be allocated to different types of contact General e Procurement Sales Payment Each supplying organisation MUST have one of each at least As a general note Sales contacts will receive emails about new opportunities from potential customers and General Contacts may receive admin related emails e g updating
20. erwood LBN Test Supplier 2 NC1 Matt Supplier test PN ZYX Supplier Matt 2 Organisation Supplying Organisation Ltd XYZ Suppliers SSSS Ltd Plaza System Administration Matt Collaborative Group DDMMDD Notts Supplier Ltd LBN Supplier Test 1 KENTEX ELECTRICS SOUTHERN LIMITED BUBBLES R US InnAnother Test yippee Jeff Parker Organisation Wibble Wibble Ltd Supplier Registration Test Ltd DMD Supplying Ltd NCC Supplier 1 Proactis Supplier Ltd Notts Collab test Matt Buyer Organisation DMD TEST no security MDMD Ltd Collaborative Supplier 2 XXX Supplier Prototype Supplier test Supplier 9999 Matt Organisation for Release 4 6 Do you wish to continue nie Click on OK if the Organisations are NOT yours This will continue the registration process Click Cancel if you do find a matched organisation in the list You will need to find out who has registered internally within your organisation and you can ask the person to add you as a user for your organisation and as such you do not need to proceed with the registration process Creating a duplicate organisation on the Supplier Portal will cause confusion both to the Supplying Organisation in question and any customers they work with through the Portal Once you have clicked on OK the following page will be displayed www proactis co uk services proactis com SQ PROACTIS The Spend Control Company Supplier User Guide 10 Your Registra
21. es which have been published by the Buyer Community on the PROACTIS Supplier Portal From here you can do the following Search for new Opportunities and Register Interest Review Registrations Of Interest that you have submitted to Buyers Review Requests for Information Quotation or Tender which have been sent to you by Buyers Review your Responses to the Buyer Bid in e Auctions Use the links above or the menu options on the left to continue 2 Click on the Bid in e Auctions link A list of existing e Auctions will be displayed List of e Auctions From here you can search for and view e Auctions set up by your customers You can place bids on e Auctions View Open Auctions A Advanced Search Auctions Start Time End Time Status Action eREQ1000005 Organisation for eAuction for IT Hardware 24 06 2011 27 06 2011 In User Guide and IT Software 12 35 00 00 00 00 Frogress 3 Clicking on the ID or magnifying glass for the relevant Auction in the list will display the following www proactis co uk services proactis com SQ PROACTIS The Spend Control Company Supplier User Guide 39 e Auction Details Click the buttons below to review the Original Request from the Buyer or Bid on this Auction Back View Messages Buyers Request Refresh Organisation for User Guide eREQ1000005 Buyer Start Time Time Left Organisation for User Guide 24 06 2011 12 35 00 58 59 78 NIA End Time NIA 27106
22. est in each of the Steps Part Description UOM Number MS Word manual Each MS Excel Manual Each lt Back View Messages Buyer s Request Quantity Supplying Unit Price Value GBP GBP 0 00 0 00 Insert the Unit Price for each item The value will be calculated automatically by the system NOTE there may be several lots listed in which case a supplier can opt out of providing prices by ticking the box for the relevant lot Click Next once all relevant pricing has been provided 11 The next page will display a Questionnaire that will require completion An example is displayed below New Response Answer the Questionnaire Please fill in the details of your Response to the Buyer s Request in each of the Steps m Questionnaire e e Se ee SECTION 1 ISO 9001 Registration Please complete the following 1 1 Are you ISO 9001 registered 1 2 If yes what is your registration number SECTION 2 Product Quality Please complete the following 2 1 Have you provided us with your quality control procedures 2 2 How many quality personnel do you have SECTION 3 Stock Holding amp Delivery Please complete the following 3 01 Do you hold stock of the items requested 3 02 Can you achieve the required delivery date 3 03 Please tick the box to confirm that you have answered all questions Responses to questions may involve selecting from a drop down list inserting
23. f this process will be the one and only administrator for your organisation and will be the only user that can add change delete users addresses classifications etc All users will be able to login and register interest and respond to opportunities IMPORTANT the ADMIN user needs to be used carefully If the ADMIN user is leaving your organisation please ensure that their login details are passed onto someone taking over the responsibility Otherwise there will be a problem administering your own organisation This includes the Login Name and Password and their memorable answers to the security questions these are required for the Forgotten Password functionality in the system To overcome this if your organisation has or is able to set up a Generic email address e g tenders supplier1 23 for the ADMIN user then this problem will be alleviated Once all information has been completed click on the Register button A pop up window may appear that lists other suppliers that have registered that match the details provided thus far This may because the name is similar the post code email address is similar Message from webpage nd X e The following organisation s appear very similar to the organisation you are attempting to register blah blah Itd BCC Supplier 1 Collaboartive Supplier 1 Matt Suplpier 2 PN Pan Nottingham Group Ashfield Basstelaw Browxtowe Gedling Rushcliffe Nottingham City Mansfield Nweark amp Sh
24. f the Steps Response Matt Organisation for Release 4 6 Description Provision of IT Training Manauls for MS Office Closing Date 04 07 2011 00 00 Contract Start Date 27 06 2011 lt Back Submit Save Close View Messages Buyers Request Click on SUBMIT The following will be displayed Response Acknowledged Supplier User Guide 32 The Buyer has received your Response to this Opportunity Please make a note of the Response Number for your records Buyers Request Number eREQ 1000080 Your Response Number eRESP_1000089 Date Submitted 23 06 2011 Submitted By Matt Davies 7 2 Saving a Response It is important to note that Suppliers can partially save a response and return to it before finally submitting Each page of the Response Wizard has a save button NOTE If the save button is used the response will need to be accessed from a different area of the system to open complete and submit To do So 1 Login to the Supplier Portal www proactis co uk services proactis com xe 2 3 www proactis co uk PROACTIS The Spend Control Company Supplier User Guide 33 Access the Opportunities area Click on the My Responses to Buyers link My Responses to Buyers This screen allows you to review all of the Responses that you have prepared to send or have sent to Buyers View Responses Not Submitted My Responses to Buyers Advanced Search Descripti
25. he Administration menu option Click on the Wizard Arrows to move through the various steps Place your mouse over the help icons for more information about the various fields Step 1 Organisation Details Organisation ID Organisation Type Public Company Organisation Name Z gt Limited Liability Company Bridgend Builders Partnership Company Registration Number Sole Trader Not Applicable be Limited Liability Partnership VAT Registration Number G overnment Not Applicable n Third Sector DUNS Number Not Applicable NOTE you MUST tick a relevant Organisation Type Click Next 4 3 2 Addresses Enter Address Details Please enter any additional Addresses for your Organisation This step can be skipped you can add more addresses later Step 2 Addresses Addresses Address Enabled Innovation Centre Technology Drive Bridgend Bridgend CF31 1PP UNITED KINGDOM Ww Click on the blue pencil icon to the right of an address to amend it and click Add Address to add any additional addresses that may be linked to users for the supplying organisation in the Portal Click Next www proactis co uk services proactis com lt PROACTIS The Spend Control Company Supplier User Guide 13 4 3 3 Users Enter User Details Please enter any additional users who require access to the Supplier Portal This step can be skipped you can add more users later You also specify here wheth
26. ith Denbighshire County Council and your other existing Customers and look for prospective Customers Login Name Denbighshire County Council and other Buying Organisations both Public and Private sector are publishing new Contract Opportunities onto DRN this website You can search for these Opportunities Register Interest and submit your Response to try to win the business 1 If you have received an Invitation Email from Denbighshire County Council please enter the Access Code into the Invited panel Be aware that it is case sensitive 2 If you wish to register independently then please click the Register Now button and enter your details Forgotten password 3 You are on the Supplier Portal If you are looking for the Buyer Portal please change your records and go to the following web site address https Awnwnw proactisplaza com BuyerPortal 4 If you want further guidance on how to use the Supplier Portal please click the link for our Supplier User Guide gt gt gt gt If you have been provided with an Access Code enter this into the box below and confirm the details of your company to register For more information please goto the Frequently Asked Questions page The Home Page has several areas options available 2 2 1 Home Link This is situated in the top left of the page Clicking on this option will take you to the home page for the Portal if you have navigated elsewhere 2 2 2 Opportunities Link This is s
27. ituated in the top left of the page alongside the Home Link and will open a page that will allow public opportunities that have been published to the Opportunities Board by potential customers to be viewed www proactis co uk services proactis com SQ PROACTIS The Spend Control Company Supplier User Guide 5 Find Opportunities to Improve Your Business From here you can search for and review the Opportunities on the Supplier Portal View All Open Opportunities Adwanced Search Opportunities No records found The View option has a drop down list to either All Open Opportunities or Recent Opportunities Click GO to run the search The Advanced Search button can also be used This will open the following pop up window to build a more advanced search to find specific opportunities Advanced Search Criteria Enter your Search Criteria Operator Buyer Contains Contains Classification In Closing Date Contract Start Date Contract End Date J eset anc NOTE this area is read only and as such suppliers cannot register interest in opportunities only view them Suppliers must be registered on the Supplier Portal and be logged into their account to be able to participate in any quotation or tender www proactis co uk services proactis com lt PROACTIS The Spend Control Company Supplier User Guide 6 3 Logging into the Supplier Portal From the Home Page noted in the
28. ity on the PROACTIS Supplier Portal From here you can do the following Search for new Opportunities and Register Interest ew Requests for Information Quotation or Tender which have been sent to you by Buyers Review your Responses to the Buyer Bid in e Auctions Use the links above or the menu options on the left to continue 3 Click Search for new Opportunities link List of Opportunities You can Register Interest in any Opportunity View Recent Opportunities Opportunities Description Closing Date Interest 28 09 2011 x p gt Registered Action SRCREQ 1000039 Pan Nottingham Collaboration Group 4 Search if required for any opportunities 5 From the list click on the ID column or the Magnifying Glass icon for the relevant opportunity www proactis co uk services proactis com lt PROACTIS The Spend Control Company Supplier User Guide 26 Opportunity Details Click the button below to register your interest in this opportunity Register Interest Pan Nottingham Collaboration Group SRCREQ_1000039 Description Test Closing Date 28 09 2011 Contract Start Date Contract End Date Address MA MA NG114AA UNITED KINGDOM Purchasing Contact Admin User 01656 665088 dummy proactis com Register Interest The example screen shot above is taken from a test system In a live environment the Description will be completed in more detai
29. ked the box click Next 4 3 8 Finish Complete Registration Thank you for completing the registration process Please enter a new password to continue We recommend that you make a note of the following details You will need this information the next time you log into the Supplier Portal Organisation Name Bridgend Builders Organisation ID BBS123 Login Name ADMIN Enter Password Repeat Password Finally insert a password for the admin user and repeat it The password MUST be 4 and 15 characters of which 2 must be numbers Passwords expire every 2 months in the Supplier Portal Once complete click Next 19 September 2011 Matt Davies Bridgend Builders LOGOUT PROACTIS SUPPLIER PORTAL Supplier Home Welcome Matt Davies Opportunities From here you can do the following Customers m Opportunities view opportunities Administration R _ m Customers manage your Customers and Trading Relationships a a Administration specify Portal preferences and maintain details of your Organisation Use the links above or the menu options on the left to continue The registration process is now complete and the user can now view and register against any opportunities manage their customers and Administer the Organisation Information IMPORTANT only the initial user created for the Supplying Organisation will have Administration access as the Primary User for the organisation www proac
30. l by the buying organisation customer The Contract Start and End dates will be completed also The Expiry Date is the deadline for registering interest in the opportunity The Purchasing Contact will be the person running the purchasing activity from the Buying Organisation and should be your first point of call for any queries 6 Click the Register Interest button The following page will be displayed Acknowledge Interest in Opportunity The Buyer has been informed of your Interest in this Opportunity You should receive a Request from the Buyer giving more details of the Opportunity and telling you what further information they will require 7 The Supplier User that has registered interest should then proceed to respond to the opportunity answering questions providing prices etc See the next section in this User Guide 8 NOTE if a Supplier wishes to withdraw from an opportunity go to the Opportunities area of the Supplier Portal and click on the Review Registrations of Interest link shown in step 2 above From the list of registrations of interest click on the ID or Magnifying Glass for the registration and then click on the Withdraw button www proactis co uk services proactis com lt PROACTIS The Spend Control Company Supplier User Guide 27 7 Responding to a Request This is the completing of the Request Information For example providing prices for a request for quotation responding to a
31. le Responses Contract Start Date 27 06 2011 Contract End Date 26 06 2014 Delivery Date 12 07 2011 Delivery Address NIA NIA NIA UNITED KINGDOM IMPORTANT the deadline Closing Date for responses to be submitted is display in the www proactis co uk services proactis com lt PROACTIS The Spend Control Company Supplier User Guide 29 notice At this point please access the Documents tab and download all relevant documents to your PC as you will need to refer to these during the process 7 Click on the Create a Response button A Response Wizard will assist the completion of this process Note that suppliers can decline the opportunity here also If you do not wish to be considered for this Opportunity please Decline at this point as this will stop you getting any further emails or messages relating to the Opportunity 8 First a general note can be inserted for the potential customer New Response General Details Please fill in the details of your Response to the Buyers Request in each of the Steps Notes to Buyer 9 Once complete it is NOT mandatory click Next 10 The next page may require pricing to be provided This will not require completion for a PQQ www proactis co uk services proactis com lt PROACTIS The Spend Control Company New Response Item Details Supplier User Guide 30 Please fill in the details of your Response to the Buyer s Requ
32. on Currency Submitted Status Action Date RESP1000010 BRESP 10000176 BRESP 1000018 BRESP 1000017 RESP1000052 RESP1000048 BRESP 1000020 RESP1000039 BRESP 1000007 RESP1000032 Matt Buyer Organisation Matt Organisation for Release 4 6 Matt Organisation for Release 4 6 Matt Organisation for Release 4 6 Matt Buyer Organisation Matt Buyer Organisation Matt Organisation for Release 46 Matt Buyer Organisation Matt Organisation for Release 4 6 Matt Buyer Organisation 2 Stage test Response deadline 3 Response deadline 3 Response deadline 3 Response LEBN Test Response 0 00 eAuction test Response 0 00 suppleir submission Response test permissions Response eAuction test 7 Response Provision of IT Equipment for Facilities Team 0 00 Response 2 500 00 Gl Mot Submitted Not Submitted Mot submitted Mot Submitted Not Submitted Not Submitted Mot Submitted Not Submitted Mot Submitted Not Submitted he b b b b b b dD b b YD BRESP 1000088 Provision of IT Training Manuals Response 40 000 00 GI As a default this page will display Responses Not Submitted Click on the relevant ID for the Response that needs to be reviewed and submitted The saved response will be opened and the Response Wizard can be navigated as before and then finally submitted NOTE the response can be saved and amended as many times as required Please try and create only one response to
33. ord and click on the Magnifying Glass to search for relevant classifications The results will display in the top pane and can be ticked to be included In which case the Classification will be added to the Selected Codes pane the bottom pane There may be several pages of results and as such multiple classifications can be ticked from the search results and added to the Selected Codes area by ticking them If necessary the keyword can be changed and the search re run and additional classification scan be ticked to add until eventually all relevant classifications that define your organisation have been added The screen shot below shows the scenario where one classification has been ticked in a multiple page search result NOTE To avoid you receiving unnecessary emails and messages please ensure that the Product Classifications CPV Codes selected are relevant to your organisations business activities www proactis co uk services proactis com lt PROACTIS The Spend Control Company Select Product Classifications computer pe Search Results 22471000 30100000 30199330 30200000 30211000 30211100 30211300 30211400 Computer manuals Office machinery equipment and supplies except computers printers and furniture Continuous paper for computer printers Computer equipment and supplies Mainframe computer Super computer Computer platforms Computer configurations Selected Codes Code 22471000
34. ption for the document Insert an Expiry Date for the document if relevant and tick the box for Visible to Buyer so that all customers you are affiliated with can view the document from your profile Click OK to save the changes To amend an existing document www proactis co uk services proactis com Se PROACTIS The Spend Control Company Supplier User Guide 23 List of Documents From here you can view and amend the Documents held in your Document Library By maintaining your documents centrally it will be easier when you are responding to Buyers on Opportunities or Trading Relationships View all Documents 0 Document Type Title Upload Date Expiry Date Visible To Buyer Action Health and Safety Policy Health and Safety Policy for Bridgend Builders 19 09 2011 13 17 29 09 2011 Yes P Click on the Magnifying Gtass tor the relevant document Document Details From here you can view and amend the Document Update Document Document Document Type Health and Safety Policy Description Health and Safety Policy for Bridgend Builders Last Upload Date 19 09 2011 13 17 03 Expiry Date Visible To Buyer es Update Document Click on the Update Document button Update Document Filename Document Type 7 Health and Safety Policy l Description Health and Safety Policy for Bridgend Builders Expiry Date 2909 2011 fF Visible To Buyer Make the changes as re
35. quired uploading the replacement document and click OK NOTE maintaining a Document Library can assist in making responding to opportunities a more efficient process For example if a customer as part of a response to an Invitation To Tender requests Public Liability Insurance to be provided as part of a questionnaire and it has already been uploaded AND the expiry date has not passed the document will automatically be uploaded for you by the system from the Document Library www proactis co uk services proactis com lt PROACTIS The Spend Control Company Supplier User Guide 24 6 Registering Interest in a New Opportunity 6 1 Introduction to Concepts When Buying Organisations using the Portal wish to purchase goods services there may be 2 ways in which suppliers can respond Some purchases will be defined as a Request and issued directly to the suppliers for example a request for quotation In this case the Sales Contact s for the Supplying Organisation sourced for the procedure will receive an email asking for a response to the request see later in this guide on how to respond to a request The alternative is that the purchase is advertised as an opportunity that suppliers can register interest against and then in turn respond to the request As such the Opportunity will be displayed in the Opportunities area of the Supplier Portal The classifications that are defined for your organisation as part of the registration proces
36. rowxtowe N A NA UNITED KINGDOM Gedling Rushcliffe Nottingham City Mansfield Nweark amp Sherwood Peabody Trust London SE1 7JB UNITED KINGDOM Richie Northcote Enterprises Bridgend CF31 3NA UNITED KINGDOM System Advisors Group Casablanca MOROCCO University of Hull Hull HUG 7RX UNITED KINGDOM OG BFGOARORARAAaAaAAGA 0 0 gog The above screen shot is taken from a test system and does not represent the list of potential Customers that are available in the live Supplier Portal Tick the boxes of the Buyer Organisations Customers that you wish to be able to participate with NOTE depending on the customer they may send you a request via email for a Trading Relationship which will ask for a Questionnaire to be completed and possibly documents to be uploaded as part of an approval process In which case for any advice please contact that particular customer as the process will be specific to them Once complete click Next www proactis co uk services proactis com PROACTIS The Spend Control Company Supplier User Guide 18 4 3 6 User Details Complete Admin Details Please complete the details for the administration user Step 6 User Details irr Personal Details Organisation Name Bridgend Builders Login Name First Name Matt Surname Davies Email matt davies proactis com Telephone 01656 111111 Check and amend any user details as required Note that the Organisation name and
37. s will be used by customers buying organisations to send emails to suppliers matching the relevant classification when they are advertising the opportunity also referred to as publishing the notice To this extent classifications are highly important to define correctly and as thoroughly as possible to gain opportunities for new business It is advised that suppliers do not take this for granted and periodically check the Opportunities area for any new business that they can register interest against and therefore participate in the competition with other suppliers It is important to note that being a registered supplier on the Supplier Portal does not guarantee new business will be won but just that the supplier has the ability to provide a response which will be evaluated by the potential customer This evaluation will dictate which supplying organisation wins the contract 6 2 How to Register Interest in a New Opportunity As noted above an email may have been received informing you of the opportunity or the opportunity may have been found by perusing the list available Either way follow the steps below to register interest 1 Login to the Supplier Portal 2 Access the Opportunities area www proactis co uk services proactis com lt PROACTIS The Spend Control Company Supplier User Guide 25 Opportunities This module allows you to find and respond to Opportunities which have been published by the Buyer Commun
38. tion is being processed Thank you your Registration is being processed 1 An activation email has been sent to the email address of your Primary Contact 2 Click on the link contained within the email to activate your account This is STEP 1 completed Check your email account for the email address used at point of registration to continue to STEP 2 4 2 STEP 2 Email Activation The email referred to is sent immediately and will look similar to the screen shot below r a _ py loo res PROACTIS Supplier Portal Registration Validation Message TM eee n 2 x File Message os is Zz 4 1 atti Tal 7 1 gA i al IF i ind i y Ignore x lt ay i B ae Meeting B Pan Nottingham 54 g Rules A Mark Unread A a Find q i i To Manager iN OneNote BG categorize 7 ty Related Translate Zoom i Actions gt Follow Up Le Select Delete Respond Quick Steps Move Tags z Editing Junk Delete Reply Reply Forward Ef More Mave All x ES Team E mail noreply proactis com Sent Mon 19 09 2011 11 33 Matt Davies Subject PROACTIS Supplier Portal Registration Validation Ce Pe ee ee THIS EMAIL HAS BEEN PRODUCED BY A TEST SYSTEM SENT FROM https plazauat_proactisp2p com OO You have been sent this email because your Organisation has requested to be registered on the PROACTIS Supplier Portal You must use the link below to activate your account within 24 hours
39. tis co uk services proactis com PROACTIS The Spend Control Company Supplier User Guide 20 5 Amending the Organisation Profile Only the initial user created as part of the registration process can administer the Organisation details Login to the Supplier Portal as that user Please also see the information in Section 4 1 on page 9 of this document 19 September 2011 Matt Davies Bridgend Builders LOGOUT PROACTIS SUPPLIER PORTAL Home Opportunities Administration Supplier Home Welcome Matt Davies Opportunities From here you can do the following Customers ne m Opportunities view opportunities Administrati a m Customers manage your Customers and Trading Relationships a Administration specify Portal preferences and maintain details of your Organisation Use the links above or the menu options on the left to continue Click on the Administration Link Supplier Administration Using this module you can maintain the details of your organisation and users etc From here you can do the following Use the links above or the menu options on the left to continue 5 1 Amending Organisation Details Click on the Maintain your Organisation records on the Supplier Portal link www proactis co uk services proactis com lt PROACTIS The Spend Control Company Supplier User Guide 21 Amend Organisation Details This screen allows you to amend the details for your organisation
40. ts Requests The default is Outstanding Requests Release 4 6 Matt Buyer Organisation Matt Organisation for Release 4 6 Matt Organisation for Release 4 6 Matt Organisation for Release 4 6 Matt Organisation for Release 46 Matt Buyer Organisation Matt Buyer Organisation Matt Buyer Organisation Matt Buyer Organisation Advanced Search Description eAuction 6 2 Stage test MD test 2 stages in 1 MD test 2 stages in 1 deadlione 3 Test eAuction 3 Grant Test 1 test eAuction test test for closing date 7J 19 d Closing Status Action Date 07701 2011 Closed Db 21 06 2010 Closed O3 06 2011 Closed 0306 2011 Issued 10 03 2011 Issued 07 01 2011 Closed O8 07 2010 Closed 14 05 2010 Closed 05 11 2010 Closed 24 08 2010 Closed ssbb b b b b Processed Requests or All 5 When you have identified the Opportunity that you are interested in click on the ID or the Magnifying Glass to view the Request from the Buyer in more detail and to respond 6 First the Notice is displayed Details of a Request from a Buyer This screen shows the details of the Request from the Buyer Documents Matt Organisation for Release 4 6 eREQ_ 1000080 Description Provision of IT Training Manauls for MS Office Title Provision of IT Training Manuals Closing Date 04 07 2011 00 00 Purchasing Contact Matt Davies 01111 111111 matt davies proactis com Allow Multip
41. ty Each dialogue sent by a buyer will be notified to the supplier via an email explaining to the supplier they should login to the portal and access the messages for the request opportunity in question And likewise where a supplier has initiated or responded to a dialogue message the contact for the relevant request will receive an email to inform them there is something they should read respond to To access Dialogues Messages from the Supplier Portal login to the Supplier Portal and access the Opportunities area followed by the Review Requests link as if responding to a request Open the relevant Request record as described earlier Details of a Request from a Buyer This screen shows the details of the Request from the Buyer Create a Response View Messages Overview ou Matt Organisation for Release 4 6 eREQ_ 1000080 Description Provision of IT Training Manauls for MS Office Title Provision of IT Training Manuals Closing Date Contract Start Date 04 07 2011 00 00 27 06 2011 Purchasing Contact Contract End Date Matt Davies 26 06 2014 01111 111111 matt davies proactis com Delivery Date 12 07 2011 Allow Multiple Responses Delivery Address NIA NIA N A UNITED KINGDOM Create a Response View Messages Click on the View Messages button www proactis co uk services proactis com PROACTIS The Spend Control Company Supplier User Guide 35 View Messages Matt Organisation for R
42. ur Organisation View SESE 60 New User Name Email Matt Davies matt davies proactis com Click the blue pencil to amend a user s details or click on the red cross to remove a user from the system Make any relevant change to the user s details and click on Save www proactis co uk services proactis com lt PROACTIS The Spend Control Company Supplier User Guide 22 5 3 Document Library The Supplier Portal contains an area for suppliers to upload and maintain documents they wish to share with buying organisations This may be insurance documents health and safety certificates latest audited accounts etc From the Supplier Administration Page shown above click on the Maintain your Document Library on the Supplier Portal link List of Documents From here you can view and amend the Documents held in your Document Library By maintaining your documents centrally it will be easier when you are responding to Buyers on Opportunities or Trading Relationships New Document View All Documents Adwanced Search No records found Click New Document Add Document Upload Document Locate and upload the appropriate document Filename Document Type Employers Liability Insurance Certificate A Description Expiry Date dd mmiyyyy EE Visible To Buyer Browse to find the electronic file to be uploaded Select the relevant Document Type from the drop down list Insert a Descri
43. ved an email but the link doesn t work then check the following 1 Copy the link from the mail and paste it in to the address bar of your browser 2 Check your browser popup settings If you have followed the guidelines above and are still having problems you can get the system to re send the activation email again by filling in your email address and clicking the Resend Email button Note that non activated registrations are deleted by the system after 2 days so you may be asked to complete the registration form again Email Address Email Address Resend Email Insert the email address used at point of registration and click on the Resend Email button The process of activating your account from the email leads onto STEP 3 4 3 STEP 3 Complete Registration Clicking on the Activation Link in the email will open the following Registration Wizard Complete the relevant necessary information and click NEXT to move to the next page Continue until the registration process is fully complete www proactis co uk services proactis com PROACTIS The Spend Control Company Supplier User Guide 12 4 3 1 Organisation Details Enter Organisation Details This is the first time that anyone from your organisation has used the PROACTIS Supplier Portal Please enter basic details about your Organisation Once you are logged into the system you will able to amend the details for your organisation at any time by clicking on t
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