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E-Procurement Manual For Overseas Supplier

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Index

Sl. No.

Subject Page

1 Eproc userid creation Page 3

2 Different ways to access eproc site Page 4 - 6

3 Site Demo Page 7 - 46

3 Login to eproc site Page 8-9

3.1 Step to Change password Page 10-13

3.2 E-proc site view, Personal Detail, User Id and TCOC acceptance Page 14-18

3.3 Enquiry acknowledgement Page 19-21

3.4 Submission of Quotation/Regret Page 22-35

3.5 Order acknowledgement Page 36-39

4 Forgot login Information Page 40-46

5 Other Facilities for Suppliers Page47

6 Pre-Requisites for an e-Partner Page 48

7 Responsibilities Of Suppliers Page 49

8 Benefits to the Suppliers Page 50

9 Do’s & Don’t for the Supplier’s(Related to browser) Page 51

10 Do’s & Don’t for the Supplier’s(Related to site not opening) Page 52

11 Contact details for eprocurement Related issue Page 53

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Eproc User id Creation

The eproc userid will be created by Tata Steel and that will be sent to the vendor with user id and password along with some other information like site address and Tata Steel purchase business policy. The mail content will be like

Dear Friend,

CONGRATULATION!!!

You have been allotted User id and Password for accessing Tata Steel E-Procurement site.

This E Initiative was taken up by Tata Steel couple of years back and both we and as well as others who are already our E partners, have started getting tremendous benefits of the same and there is no looking back on the same. This is a WIN-WIN situation for both of us. As a step forward, this additional initiative is being taken with immediate effect.

Now we are pleased to inform you that you have become our E-Procurement Partner. Welcome and join the E partners club of vendors at TATA Steel. There are many other advantages you shall get from this. However all these shall be communicated to you at the appropriate time by us.

Your Vendor Code : I063 Your Name of the Organization: I.M.S & SUM HOSPITAL Your User-ID : testvend Your password : test (FOR SECURITY REASON, PLEASE CHANGE YOUR PASSWORD AFTER FIRST LOGIN. PLEASE

NEVER DISCLOSE YOUR PASSWORD TO ANYONE AT TATA STEEL).

We expect the following from you and would request you to make a serious note of the following: 1. All quotations against RFQs must be submitted through this site only. We are making necessary changes in the computer program that once we make you as an E Partner, we shall not accept fax/Email or manual quotations from you and shall be totally ignored. These are very clear management guidelines. 2. Information on Imminent delivery must be filled by 10th of every month and are also making necessary computer program changes as mandatory for all order/ delivery orders. 3. You must access your site on a daily basis. System shall also trigger an E Mail to that effect. 4. Please and we repeat, please do not make this system person dependent. In such a case, there is every likelihood that you may loose on a valuable business because of the person dependant person not being there.

Pl. logon to www.tatasteel.co.in and start using the site. In case of any problem on site, please refer to the FAQ on the E Procurement site . Thanking you and wishing you a very happy E Procurement Partnering........

Subrata Dhar, Sr. Manager and Team Lead, Vendor Management, Procurement Division, Jamshedpur, India

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Three ways to access Eproc site – Method 1

1.Type

www.tatasteel.co.i

n in the URL

2.Click on e-procurement

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1.Type

ebiz.tatasteel.co.in

in the URL

2.Click on e-procurement

Three ways to access Eproc site – Method 2

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Type www.tatasteel.com and follow the below steps

1.Type

www.tatasteel.co

m

Three ways to access Eproc site – Method 3

2.Click on’ vendor

Zone’

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Site Demo

Open Internet Explorer

3.Click on Internet Explorer to Open

browser

2.Click on Programs

1.Click on

“Start”

After getting the user id and password the supplier can start accessing eproc site by below steps

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Logging into the site

9

1.Type Address as in page 4 or

5 or 6

2.Type User Id (Not

Case Sensitive)

3.Type

Password (Case

Sensitive)

4.Click to Enter

Site

5.Click to Retrieve Forgotten password (click on the link forgot password)

Change Password Steps

Procurement Division 10

To change

password click on ‘change password

link’

1.After the first login vendors are requested to change the system given

password and customize it according to their convenience

Do sequentially as the callouts are coming to change password

Procurement Division 11

1.Give old password’

2.Put new password’

3.Confirm new

password’

4.Click on Change

password link

After clicking on ‘change password’ button the below screen will come confirming that password changed successfully

Procurement Division 12

After change in password successfully in previous screen the system will ask to login again with a new password

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2.Type User Id (Not

Case Sensitive)

3.Type new

Password (Case

Sensitive)

4.Click to Enter

Site

Click on any link..Like enquiry , Order , Delivery order, Schedule agreement , Imminent delivery , Delayed Delivery ,GR , payments in order to see the respective transaction

1.Click on any link in order to proceed through

Eproc site

This will take you

to next page

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Eproc Site View Details

Check Personal Details

1. If OK Click to move to next page

2. If you make any changes click here to go to next page

3.Click to

Cancel Changes

done

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User Id Acknowledgement

1.If you want to

accept click on this

button and go to next page code of

conduct

2.If do not want to

accept click on reject

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1.After clicking the reject Button will

take you to this

screen and user A/C

will be revoked

Rejection of User Id

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Code of Conduct

After accepting user id the supplier has to acknowledge the Tata Code Of Conduct(TCOC)

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1.Accepting Code of Conduct will redirect

to next page

2.Rejecting Code of Conduct and give

comments

Enquiry Acknowledgement

1.Enquiries to acknowledge

before entering the E-

procurement site

Click in the Enquiry no. to see the details as in page 20

2.Initially the status

is ‘Not

Acknowledged’

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Enquiry Acknowledgement

1.Click “I

Acknowledge” to acknowledge the

enquiry no.

(1400024860)

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Enquiry View

1.Now the enquiry is under Enquiry

Tab

2.The

acknowledgement status of enquiries

are ‘YES’

Enquiry (Materials) Details

1.Item Level Description

2.Click to

Quote

3.Click to

Regret

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Moving to secure site part for Quoting

After clicking on the “quote now ” button the system will ask you to login again for security issue

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Click on ‘OK’

button

Logging into the secure site

1.Type User Id

(Not Case Sensitive)

2.Type

Password (Case

Sensitive)

3.Click to Login

again

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1. Enter Reference (Mandatory)

2. Click to select

Currency

3. Click on down-arrow

and select from

list

4. Enter your

value here

After putting the desired values the page will be looking like the page no. 26

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Filling up Extra-Charges

1.Click to

Proceed Quoting

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Quoting Against Items

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2.Click to view Description of

the Item

3.Tick to Quote for the Item

4.Enter Rate

per Unit

5.Enter Expected time to Deliver

goods

6.Write Comments (if any)

1.Click to

select

currency

Quoting Against Items

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2.Click to

See/Change Extra Charges

5.Click to

view/quote next

set of items

6.Click to view last page with

items

8.Click to Submit Quote

7.Click to

Submit Quote in Draft Mode

1.Enter Port

Details (Optional)

3.Enter Unit

Weight

(Optional)

4.Select Unit of measurement

(Optional)

Successful Quotation

1.Message Confirms

Successful Quotation

2.Click to View

Quotation Details

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View Submitted Quotation

Print View of the Submitted

Quotation

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If the RFQ is already quoted then to modify the quotation Clicking on the RFQ the next screen will come

Procurement Division 31

4.Click to open

the already

quoted RFQ and

modify

1.Tag for

quoted RFQ

2.Tag for

quoted RFQ

3.Tag for Regreted

RFQ

Modify Quote/Regretting an Enquiry

1.Click to Modify

Quote

2.Click to View Quoted Details

3.Click to Regret

Quote

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Moving to secure site part if the supplier click on ‘Regret’ button

Click on ‘OK’

button

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Regretting an Enquiry

2.Click to

Regret Enquiry

1.Write Reason for Regretting

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3.Click to delete

Comments

Regretting an Enquiry

1.This message confirms regret

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1. If there is a direct order to the supplier from Tata Steel , then the order placed against the supplier / service provider will be displayed to supplier ‘s eproc site and the system will be asking for acknowledging the Order, like in page no. 37.

2. If there is no direct order against the supplier / service provider from Tata Steel, then TLL / OREMCO will process the order for further transaction and there will be no order acknowledge and order display provision for the supplier / service provider .

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Conditions

Order Acknowledgement

1.Click here for Details of

Order No

(2200014159)

After acknowledging the RFQ, the supplier / service provider has to accept Purchase Orders (if any) also.

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2.Notice that

acknowledgement

status is ‘NO’

Order Acknowledgement

1.Click here to Acknowledge

the Order

(2200014159)

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1.Now the order is under Order

Tab

2.The

acknowledgeme nt status of the order is ‘YES’

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Order View

Forgot Login Information

• If the supplier forgets his / her password for

accessing eproc site then how to retrieve the password has been explained in page 37- 40

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1.Click on this

link

In Case if someone forgets his / her eproc password

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1.Select location

from the dropdown

2. Give User id

3.Click on this

button

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Two ways to access Forgets password -Method 1

1. Select ‘Tata

Steel’ from Dropdown

2.‘Tata Steel’ as location selected

4. Click in this

button & go to

page no. 42

3 .Give the user id

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Method 1 - Forgets password Example

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Two ways to access Forgets password -Method 2

1.Select location

from the dropdown

2. Give Vendor

Code

3.Click on this

button

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Method 2 - Forgets password Example

1. Select ‘Tata

Steel’ from Dropdown

2.‘Tata Steel’ as location selected

4. Click in this

button

3 .Give the

Vendor Code

46

Check password in given email id

Result

After clicking that button a new password will be mailed to the supplier/ service provider’s registered mail id

Back

Other Facilities for Suppliers

1.

Messages floated by Administrator on home page

2.

User id-Password request (for existing ones, in case forgotten)

3.

FAQ’s & Troubleshoot information

4.

Facility to contact e-Procurement Administrator through the site

5.

Direct Contact (email) with the Ethics Counselor of Tata Steel

6.

Online acceptance of Code of Conduct of Tata Steel

7.

Automatic Reminders for new Orders and RFQ’s

8.

Email to eProc. Administrator for modification of Phone/FAX/email

9.

Other Information under the Facility Page(eg. Policies, circulars as and when floated by Site Admin)

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Pre-Requisites for an e-Partner

• Should be a Registered supplier / service provider having e-mail address registered with Tata Steel, India

• Smooth running Internet Connection

• Internet Explorer 6.0 and above for browsing the Site

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Responsibilities Of Suppliers

• To check e-mails on regular basis

• To regularly check for new information on the site

• To regret online, if do not want to quote for any enquiry

• To acknowledge all Orders, if any

• To update current Contact Details

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Benefits to the Suppliers

1.

On-line Enquiries (No hardcopy / E-mail / Fax movement)

2.

On-line Orders, if any

3.

On-line submission of quotation (No hardcopy / E-mail / Fax movement)

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Do’s & Don’t for the Suppliers

Related to Browser (Internet Explorer)

1. Use Internet Explorer 6.0 and above.

2. The browser keeps the page in the memory and many a times, throws the old page with old data,

instead of getting the latest data. To avoid this, remove these files from memory. To do this:

A. Go to Internet Explorer Menu bar - Tools - Internet Options - Temporary Internet Files - Delete

Files.

This will delete the old files stored in memory and get the latest data.

Delete cached filed for the memory from time to time (once a week)

B. Go to Internet Explorer Menu bar - Tools - Internet Options - Temporary Internet Files – Settings

Under Check for Newer Version of Stored Pages, select "Every Visit to the page".

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Do’s & Don’t for the Suppliers

Related to Site not opening:

1.

Check that Internet Connection is up.

2.

E-Procurement Site of Tata Steel is accessible through three addresses simultaneously as

described earlier

If one of these don't open, try with the other address.

3.

You should be able to access other sites like yahoo.com, google.com, etc. If you have problem

opening these sites as well, then it is your local internet problem. Else, report problem for e-

Procurement site.

Faq’s

1.

More detailed note related to some of the specific problems is existing on the site under the

heading "FAQs". Go through the FAQ’s to help you out with your problems.

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Contact Details For eproc Related Issue

Name Mailid Phone no

Mr. Subrata Dhar [email protected]

91 657 66 45367

Mr. Subhadeep Sen [email protected]

91 657 66 47069

Procurement Division 53

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Thank You