IBX Request User Manual
Contents
1. Revision 12 2 Ge Capgemini Document Control Change Log Chapter Date Description All 23 09 2010 Change Template and Layout 1 2 1 23 09 2010 Update RFC 361 1 2 2 23 09 2010 Update RFC 357 1 1 4 amp 1 2 21 10 2010 Update RFC 934 amp 730 1 1 7 1 3 amp 1 4 31 01 2011 Update RFC 789 1 1 1 2 amp 1 3 23 05 2001 Added New Features Changed images to show changes in layout Update All 12 09 2011 REG 789 All 13 02 2012 Changed images to show changes in layout Also changed the procedure for creating free request Manual updated to incorporate changes in layout Also All 28 05 2012 updated the manual to incorporate hand over request and Assign request options Table of Contents L D Ro NN PE EN PR 1 1 Create New Request rrrnnnnnrrrnrnnnrrnnnnnnrnnnnnrnnnnnnsnnnnnnnrnnnnnnsnnnnnnsnnnnnsnsrnnnnnnsnnnnnnsnnnnnnsen 4 1 2 View Requests and Quotes rrrnnrnnnnnrnnnrnnnnrnnnnnnnnnrnnnnnnsnnrnnnnnnnnsrnnnnnnnnsrnnnnnnsnsennnnnnsnee 19 t3 Evaluation UN 29 1 4 Vieco 1 BOTI EE E E AN 36 Table of Figures Figure 1 eProcurement Page cccccseseecceesececceeseeeceeseeecseeeeeseaeeesseegeeessageeesegeeeessegeeesas 4 Figure 2 Create New Request rrrrnnnnnnronnnnnrevnnnnnenvnnnnrennnnnnennnnenennnnnnrnnnnnnsennnnnennnnnnsennnnnnen 4 Figure 3 Settings Laste bhin NREN EEE EE Sa ENERE RESE bET REE 5 Foura 0 go EE ET NE NN 6 Figure o QUCSUONG aeecenc sess enea neisi rare oE r A EREE Er EEEF EEE rE rE RE 7 FE NI N2. Figure 40 Search group users 3 Select Users Groups from Search by dropdown menu as required 4 Select other filters from respective dropdowns as required 5 Click on the Search button 6 Users Groups list displays www ibxgroup com IBX Business Documents 25 O 2010 Capgemini All rights reserved IBX Request Capgemini CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 Close Search group users Country Unit Any v Function Any v Search By Groups Search for Search users groups Select Group Name Country Unit Function Test Group 1 Romania QA Test Group 3 Ireland Marketing Figure 41 Users Groups list 7 Select required user or group of users as required 8 Click on the Hand over request button 9 Confirm hand over request window pops up Confirm hand over request Are you sure you want to hand over the request Figure 42 Confirm hand over request 10 Click the Yes button to confirm hand over the request NOTE When the request is handed over to a user or a group automatically an email notification will be sent to that user or to all the users from that group Assign the request Once a request is handed over to a group the request gets assigned also to the default assignee of that group If you want to assign the request to yourself do the following steps 1 Click on the Request ID under Manage Request tab to open the request www ibxgroup com IBX Business Documents 26
3. 8 Import Questions The administrator has the option to define e Forced questions Questions to be always included in the request which cannot be removed the request e Suggested questions Questions which are included by default but can be removed by the current user Forced and Suggested questions are not editable by the end user Click Save button to save the entered information or Click Next button to save the entered information and move to the next tab Click Go Back link for moving to previous pages 1 1 4 Items The Items tab is used to add or import items to the request Fill in the line details of a specific item and click Add Item button Click Import articles from XML file button to import item s from an Excel XML file To save added item s as an Excel XML file select Export all to Excel from Select action drop down list and click OK button NOTE The Vendor article number field is replaced by Vendor Reference throughout the application in the new version as shown below www ibxgroup com IBX Business Documents 9 2010 Capgemini All rights reserved IBX Request Capgemini CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 Settings Information Questions Items Attachments Vendors Screening Review and Send Items Items added to Request 1 Item Description Vendor reference Quantity Currency Product Group 123 123 45 1 Bag USD 80101600 Select action v Ei Select action Delete Sel
4. ANE EE A A EEE i 14 Figure 20 Select SCreereTS cc2 lt ccscacccccccssscesccndcccncedeeceeteccnesiesendccenssdenses Rini Eai AEA ENET 19 Figure 21 Add new screener Lee Ge lt tadenouesteeiedendeataas 15 Figure 22 Screeners sos casancicasnecancnwiasamnonceiaunodenceatwassbacuacendianseaatsqrdcesaedhmeondeiemapocassanecetaeebaesnts 16 Figure 23 Review and Send ccccseeeeccccceeseececcceeeeeeeeeeeeseeeeceeeaeeeeessaaeeeeesseeeeeessanseesees 17 Figure 24 Sent REQUEST REE 17 FME HISO Leegaard EEEE ETES 18 Figure 26 View Requests and Quote cccccceccccccceeeeeeeeseeeceeeeeseeeeseeeeeeeeessueeaeeeeeeeeeseaas 19 EE My Es EEE 19 FOO 2S EPO O ECO EE EE nae 19 EN 20 Figure 30 Request Details rrrrnnrnrnnnnnnrnnnnnnvnnnnnnnvnvnnnnrnnnnnnrnnnnnnsnnvnnnsrnnnnnnennnnnsnnnnnnsrnnnnnnee 21 Figure 31 View Quotes aci RE 21 Figure 32 Quote Details rrrrrrnnnnnrrnrrnnnnvvrrrnnnnrvnnrrnnnnnrnnnnnnnnnrnnnnnnnnssnnnnnnsnssnnnnnnsnsennnnnnsnee 22 EE Ped NE 23 Figure 34 Confirm Decline Single Quote rrrrrrrnnnnnnnrrnnnrrnnnnnnnnrrrnnrrnnnnnnnnsrnnnnrnnnnnnsnennn 23 Figure 35 Confirm Decline Multiple Quote rrnnrnrnrrnnnrrnnnnnnnnrrnnnrrnnnnnnnnrrnnnrrnnnnnnnnsnnnnnn 23 Figure 36 Request Detail rrrrnnnnnnnnnnnnnnnnnnnvnnnnnnnnnnnnnrennnnenennnnnnsnnnnnsnennnnsnennnnnnrennnnsnennnnsne 24 Figure 37 Quote Deuba ende behalde 24 Figure 38 Confirm Decline rrrnnnnnrnnrnnnnnnvvrrnnnnnrvnrrnnnnnrnnnnnnnnnsnnn
5. CM EEE 30 Foure 52 QUOTE EEE EN EN 31 Figure 53 Reject quote cccceecccccsesceceesececcescecceeseeecseaeeceseuseeessaaeeessageeeeseaseeessgeeessaeees 31 Figure 54 Complete Decline SCrE Ning cccccssseeeeeeceeseeceeeceeeeeeeeesseeeceeessaaeeeeesesaaeeees 32 FOGOS NY EAS EE EE EN 32 Figure 56 Screening PrOCES S 6cicccccccccssscnencedcccteseaeccenescceeeesenecceessdeessssaescensecceseseeeenenennes 33 FE TN 33 Figure 58 Reject quote rrrnnnrnrnnnnnnrnnnnnnvnvnnnnvnvnnnnrnnnnnnsnnnnnnsrnnnnnnrnnnnnnsnnnnnssennnnnnsnnnnnnsennnnnee 34 Figure 59 Evaluation Of Quotes ccccceeseeeeeecceceeceeeeeeeeeaaeeesesseeeeeeeeeeeeeeseseaeaesseeseeeeeees 35 Figure OEP 35 Figure 61 Message Board wrissccciscneicatessercetsisennenbesenswaseransedenennsivadsiensecksseutersiaevaedndcredeatiwenes 36 Figure 62 Message Board Create New Subject cceeeeeeeeeeeeeeeeeeeeeeeeeeaaaaeenneeeeeees 36 Figure 63 Message Board Reply rrrnnnnnnrnnnnnnnvnnnnnnrnnnnnnrnnnnnnsnnnnnnsrnnnnnnrnnnnnnsnnnnnnsennnnnee 37 www ibxgroup com IBX Business Documents 3 2010 Capgemini All rights reserved IBX Request Capgemini CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 1 IBX Request IBX Request is used to send requests receive and evaluate quotes from one or several vendors Click Create Request link and click OK button on a pop up window Settings Support Log off Shop in 3 Steps v Go Shopp
6. Consulting 11 vendor Demo 4 NT Northern Territory Management Consulting 7 Vendor Demo 5 QLD Queensland VIC Victoria Figure 15 Vendor Directory www ibxgroup com IBX Business Documents 12 2010 Capgemini All rights reserved IBX Request S Capgemini Revision 12 2 CONSULTING TECHNOLOGY OUTSOURCING The selected vendors are displayed in the Vendors list Settings Information Questions Items Attachments Vendors Screening Review and Send Vendors Select Vendor Directory IBX Demo AB Supplier Directory Add Vendor Vendors Vendor Contact Person Add Select Phone E Mail Identity endor 1 Person 1 Select action v Ki vendor ID Demo 1 Go Back Figure 16 Import Vendors To add a new a contact person or to change the current contact person for a selected vendor click on the name in the Contact Person column pop up window will appear for selecting or adding the desired name To update the vendor contact list for the current request click Save button Close Settings Information Questions Items Attach Vendor 1 Vendors Vendor Kr le re Name endor 1 select vendor Mirec tory identity Demo 1 Add Ver Select Add Contact Person Vendors Select Contact Person Phone E Mail Re enter e mail Vendor Contact Person 9 Person 1 agemo se Select action v Go Back Save Figure 17 Change Vendor Contact Person NOTE Add a new contact person for the vendor if this featur
7. Er Reply latest on Delivery date 1 Request ID Name Status Updated on pi Issued on alid until Required on lates 2 0000003 v 1 7 10 2010 3 Draft 30010103 active carbon version1 Draft 6 15 2010 8 00 analysis 18 12 2010 18 20 2010 4 Draft 20010100 Ampoule glass packing material Draft 5 9 2010 10 15 technical 15 30 2010 16 15 10 5 0000002v1 40010400 Rainwear fResponded 6 25 2010 15 45 16 30 2010 15 45 7 24 2010 18 1 10 6 0000002 v2 development 7 15 10 Figure 28 Export to Excel 1 2 1 Search Request Click Search button under Manage Requests tab to search for a request Following filters are available for Search e My requestis All requests www ibxgroup com IBX Business Documents 19 O 2010 Capgemini All rights reserved Revision 12 2 Be Capgemini e Request status e Free text search NOTE My requests filter lists the requests where the user is the current owner To get additional filters click on the Advanced Search link To hide the cancelled requests and or the requests with created shopping cart select the respective checkboxes MANAGE REQUESTS CREATE NEW REQUEST Search Myrequests Request status ee cancelled requests EJ requests with created shopping cart E Requets Found 2 matching documents Figure 29 Search 1 2 2 Manage Requests Following actions can be performed on the request details page e Access the quote s e Evaluate compare quotes e Decline a quote s e
8. Mail 2012 04 17 GMT 01 00 Person 1 demo ibx se Description Description Questions Question NEw Attachments No attachments added List of quote details Name Description Vendor reference Product Group Delivery Price Quantity Total price 123 Description 123 45 80101600 10 days 1 00 EUR 1 Hour 1 00 EUR Total 1 00 EUR History Print Figure 32 Quote Details Decline To decline quote s from Request details page do the following steps 1 Select the checkbox es under Decline quote s column 2 Select Decline Selected Quotes from Select action dropdown menu 3 Click OK button NOTE Decline quote s option is disabled if no quotes have been received in the request and it becomes enabled at the time at least one quote is received in the request NOTE If no quote is selected error message is displayed Please select at least one quote NOTE Decline quote s option is disabled in case All bids are sealed until the predefined quotation deadline option activated at the profile level and request has not reached yet the Expire date Decline quote s option becomes enabled once the request meets the Expire date www ibxgroup com IBX Business Documents 22 2010 Capgemini All rights reserved S Capgemini CONSULTING TECHNOLOGY OUTSOURCING MANAGE REQUESTS CREATE NEW REQUEST Request Details Screening setup Message Board Request ID 0000350 v 1 Request name Cat0
9. until Vendor Contact E Mail 2011 09 30 GMT 01 00 Bill Small demo13 ibx ro Description quote 091911dc01 Questions Question Answer Describe your financial figures for the last fiscal year awasome net30 what are the payment terms and freight terms dest frt included Attachments amp No attachments added List of quote details Name Description Vendor reference Product Group Delivery Price Quantity Total price Selection cable 300 ft lenght 1 reel 102 60104912 21 days 6 000 00 USD 1 Each 6 000 00 USD v lamp 908 73171510 14 days 9 00 USD 400 Each 3 600 00 USD Vi Total 9600 00 USD Save selection Screening quote section Quote not yet screened by you Approve quote Reject quote Figure 57 Quote 6 Reject quote page opens 7 Select one or more Rejection quote check box es NOTE If no rejection code is selected in Reject quote page system displays an error message 8 Enter comment in Internal comment textbox This step is not mandatory 9 Click Save button to save the rejection details www ibxgroup com IBX Business Documents 33 O 2010 Capgemini All rights reserved IBX Request ie Capge a Reject quote Please select one or more rejection codes and enter a comment optional Agreement reasons Internal comment ancel 10 Select Complete screening Decline screening to complete decline screening process NOTE Complete screening Decline screening option is enabled
10. www ibxgroup com IBX Business Documents 14 O 2010 Capgemini All rights reserved IBX Request Capgemini a CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 Close Manage screening responsible for Project Tech Writing Search for users m Request Originator Requestor Request Users Search for users Search Add screening responsible Usemame User ID E Mail Action Screener 1 Screener 1 demo11 ibx ro Screener 2 screener 2 demo11 ibx ra Screener 3 screener 3 demot ibx ro m Can t find the user you are looking for Create new user 1 is Figure 20 Select Screeners 9 If the user is not available in the system click on the Create new user link to add the screener manually 10 Add new screener window opens Close Add new screener Username E Mail User ID Re enter e mail Add and assign 11 Add the screener details 12 Click on the Add and assign button 13 Screening setup page appears and the new screener is added in the Screeners added to Request list Figure 21 Add new screener NOTE System allows adding maximum ten rows and a screener cannot be selected more than once www ibxgroup com IBX Business Documents 15 O 2010 Capgemini All rights reserved IBX Request Capgemini CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 Settings Information Questions Items Attachments Vendors Screening Review and Send Screening setup Add screener Screeners added t
11. 01 Marketing 80101600 Project management New Copy Hand over request Cancel Request History Print Vendors Quotes Vendor Type Name Contact Person Status Date Total Valid until Add to evaluation Decline quote s Action Test Pass 23 e quote 0000031 HESR est pass New 04 04 T Quote Description test pas e 2012 04 23 1 00 EUR 2012 04 25 E Vi Select action v GLeciine Selected Quotes i Add vendors Upload evaluation User5 user5 capgemini com Group Test Group 2 Download Evaluation for Selected Quotes Evaluate on web user _testbuyer1 capgemini com Figure 33 Decline Quote 4 Confirm Decline window appears NOTE If one quote is selected the message contained in the window converts to body message of the notification mail sent to the selected supplier 5 Customize the message if required Close Decline quote 0000001 from PYW FERQBJVAB Message from buyer We thank You for your offer and appreciate the work you have done making this offer to us Figure 34 Confirm Decline Single Quote NOTE If multiple quotes are selected the rejection codes are transferred from Screening process into the body message of each notification email sent to each of the selected suppliers NOTE If multiple quotes are selected the list of suppliers appears in the Confirm Decline window Close Confirm Decline Notification email sent to PYW FERQBJVAB ZHVYYRA Figure 35 Co
12. 2010 Capgemini All rights reserved Ge Capgemini oe CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 MANAGE REQUESTS CREATE NEW REQUEST Search My requests v Request status v Advanced Search F Hide cancelled requests Hide requests with created shopping cart r Requets Found 2 matching documents Type Name Status sg ER Current owner Updated et Action ID Date owner created ing i 04 Free Cat001 Marketing 52121600 Table and Expired 2012 04 47 DE user1 Test Group 2012 04 24 14 53 Mo request accessories 1 0 1 GMT 01 00 Free Cat001 Marketing 52121600 Table and Expired 2012 04 17 23 59 0000348 v 1 2012 04 17 2 2 N request accessories 1 0 ace ee GMT 01 00 ae Figure 43 Assign the request 2 Request Details page opens MANAGE REQUESTS CREATE NEW REQUEST Request Details Screening setup Message Board Request ID 0000347 v 1 Request name Cat001 Marketing 52121600 Table and kitchen linen and accessories New Copy Hand over request History Print r Vendors Quotes Vendor Type Name Contact Person Status Date Total Valid until Action Test Supplier 1 lulia Turcescu No quotes for this request Figure 44 Assign to me 3 Click on the Assign to me button and the request gets assigned to you New Version Click New Version button to create a new version of a sent request Click New Copy button to copy an earlier request and to use it as reference for a new
13. Attachments Vendors Screening Review and Send Attachments Add Attachment Add company specific attachment Attachments added to the request Note the total size in bytes of all attached files must be less than 20000 Kb Available space 20000 Kb Figure 11 Attachments Click Add Attachment button to add an attachment for the current request 1 Select the attachment type File or Link 2 Selecta file and enter the attachment a name 3 Click Save File button to add the attachment Settings Information Questions Items Attachments Vendors Screening Review and Send Attachments Add Attachment Add Attachment Add company specific attachment Type l File Link Attachments added to the request Title Note the total size in bytes of all attached files musth Atach fje Browse E This is a company specific attachment Figure 12 Add Attachment The attachments are displayed under Attachments added to request section To remove an attachment click icon Settings Information Questions Items Attachments Vendors Screening Review and Send Attachments Add Attachment Add company specific attachment Attachments added to the request Title Type File name Size Action Request R1 2012 demo Copy mht File Request R1 2012 demo Copy mht 48 Kb ai Note the total size in bytes of all attached files must be less than 20000 Kb Available space 19952 Kb Go Back Figure 13 Delete Attachment www ibxgroup c
14. ESNA 7 Figure 7 Update Question ccccccccssssssecceeeeeceaeeseeeeceeeeeeeeeeeeeeeeessueeeeeeeeeeesssaeaeeeeeeeeessaas 8 www ibxgroup com IBX Business Documents 1 2010 Capgemini All rights reserved Revision 12 2 IBX Request C I CONSULTING TECHNOLOGY OUTSOURCING Figure 8 Import QUESTIONS srrrrrrrrrrrrrnnnnnrnrrrnnrrnnnnnnnnsrnnnnrnnnnnnsnssnnnnnnnnnsnnennnnnnnnnssnnsennnnnn 9 FEN 10 Figure 10 Edit Item rrannrrnnnnnnrrrnnnnrnnnnnrvnnnnnnvnnnnnnrnnnnnnrnnnnnnnrnnnnnnsnnnnnnsennnnnnrnnnnnnsnnnnnnsnnnnnnee 10 Figure 11 Attachments on sievsnensceninaacscaseanenerndssunnenhasandenvanannsiniannalecianenaaebaseriaabimemtednnensdectanasad 11 Figure 12 Add AttaChme nt ccccccsssccccceesseceeecseeeeeeeeseaeceeeeeeaeceeessaaeeeeesaaaeeeesessaaeeeess 11 Figure 13 Delete Attachment rrrnnnnnrnnnnnnvnrnnnnrnnnnnnrnnrnnnnrnnnnnnrnnnnnnsnnnnnnnrnnnnnnrnnnnnnsnnnnnnee 11 POUE NN 12 Figure 15 Vendor Directory ccccccssesccccceeseecececeeeesceeeseueeeeeeeeaeseceeesseueceeessaaeeeeesseaaeeees 12 Figure 16 Import Vendors rrranrnrvvrrnnnnnvvvrrnnnnnvonnnnnnnnsnnnnnnnnnsnnnnnnnnnsnnnnnnnnrnnnnnnsnssnnnnnnsnsee 13 Figure 17 Change Vendor Contact Person cccccccccsssseeeeeeeeeeeeeeesaeeeeceeeesaaeeeeseaanseeees 13 Figure 18 Screening Se tuP cccccccsssscccccceeseceeeceeeeseeeeceaeceeseseaseeeeessaaeceeessaaeesesssaaeeeess 14 Figure 19 Search SCrQnerS ierisinde EEEE
15. Hand over request e Assign the request e Create a new version of the request e Create a copy of the request e Create a shopping cart if the quotes have been sent e Cancel the entire request A quote is not created if the request is cancelled e View vendor organization details e Communicate with the vendor using message board www ibxgroup com IBX Business Documents 20 O 2010 Capgemini All rights reserved S Capgemini CONSULTING TECHNOLOGY OUTSOURCING MANAGE REQUESTS CREATE NEW REQUEST Request Details Screening setup Message Board Request ID 0000350 v 1 Request name Project management New Version New Copy Hand over request Cancel Request History Print r Vendors Quotes Vendor Type Name Contact Person Status Date Total Valid until Add to evaluation Decline quote s Action Test Pass 23 f te 0000031 Quote wor test pass New 2012 04 23 1 00 EUR 2012 04 25 A Description w Select action v Request Details Current owner User5 user5 capgemini com Group Test Group 2 Original owner user testbuyer1 capgemini com Request name Project management Status Responded Request ID 0000350 v 1 Delivery Date Before 2012 04 28 Reply latest on 2012 04 28 23 59 GMT 01 00 Europe Berlin Language English Currency EUR Description Description Items Item Description Vendor reference Quantity Estimated Price Product Group Figure 30 Request Details View Quote Click on the q
16. LOGY OUTSOURCING Revision 12 2 1 4 Message Board The Message Board section is used to exchange messages between vendors and buyers It can also be used between request owner and screeners for exchange of messages MANAGE REQUESTS CREATE NEW REQUEST Request Details Screening setup Message Board Request ID 0000347 v 1 Request name Cat001 Marketing r Message Board Figure 61 Message Board Create New Subject Click Create new subject button to create a new subject on the message board Fill the subject and the message text in the text box and click Send message button An email notification can be sent to the receivers by selecting the Notify receivers by e mail checkbox Request Details Screening Message Board Request ID 0001496 v 1 Request name ica091911ab m Message Board Create new subject Subject Receivers GB Internal Internal and external External individual Message Notify receivers by e mail Cancel Figure 62 Message Board Create New Subject The addition of a new subject creates a discussion board for the exchange of messages Click the Reply button for responding a query www ibxgroup com IBX Business Documents 36 O 2010 Capgemini All rights reserved IBX Request Capgemini CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 Request Details Screening Message Board Request ID 0001496 v 1 Request name ica091911a
17. Your quote has been checked out from IBX Request Figure 47 Confirm Accept 5 IBX eProcurement page opens and displays the newly created shopping cart Shop in 3 Steps v Go Shopping Shop BIER 2 Check Status Select Goods Service Shopping Cart 1 Item Complete and Order Confirm Goods Services Approval In this step you can display and check your shopping cart containingthe goods services that you have selected You can add further items to your shopping cart in step 1 or Display Purchas Order order the shopping cart in step 3 Account Payable Process Purchase Orders Step 2 Shopping Cart Confirm Goods Services Centr Shop To change item details assets and cost assignment select the link below or select Purchase Order Reconciliation UTTERN Good Service Description Vendor name Category Required on Quantity Price Limit Business administration services 20 12 2006 500 0 HR Action 1 000 00 SEK Per1HR FQ w Total Value Net 500 000 00 SEK Senior SRM consultant EMAIL1 Figure 48 eProcurement page Shopping Cart www ibxgroup com IBX Business Documents 28 O 2010 Capgemini All rights reserved IBX Request Capgemini CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 1 3 Evaluation of Quotes Evaluation of quotes can be done by the following methods a Using the Screening functionality b Using the Evaluate functionality 1 3 1 Screening Process Screening process
18. b Message Board Create new subject Subject Posts Last post E gt mesen En 1 by Requestor BZRK EIP on 2012 01 20 EIP mme Message Figure 63 Message Board Reply END OF DOCUMENT www ibxgroup com IBX Business Documents 37 2010 Capgemini All rights reserved
19. bruptly www ibxgroup com IBX Business Documents 4 O 2010 Capgemini All rights reserved Revision 12 2 Ge Capgemini 1 1 1 Settings On the Setting tab the fields that need to be filed in are e Product group Select an appropriate product group for your request by entering either a code or a description The selected group can be adjusted for individual items during the request process The most common taxonomies are UNSPSC and eClass The product group is used for statistical purposes but can also be used as input to account assignment e Currency Select the desired currency from the dropdown list e Language Select a language from the dropdown list The notification email to vendors is sent out based on this choice Settings Information Questions Items Attachments Vendors Screening Review and Send Settings Product Group 20100000 Aining and quarrying machinery and equipment Currency USD Language English Figure 3 Settings 1 1 2 Information A brief description of the request is added under this tab Name of request Enter the request name Reply latest on Choose the date and time until the vendor can send quote s You can select End of day checkbox or set the time manually NOTE If End of day checkbox is selected default time is set as 23 59 NOTE Request is automatically moved into Expired state at the Date and time specified in Reply latest on NOTE Based on the system settings you can either receiv
20. e is enabled in the organization profile www ibxgroup com IBX Business Documents 13 2010 Capgemini All rights reserved IBX Request Capgemini CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 1 1 7 Screening To evaluate the quotes received from the vendors request owner can set up responsible screeners in a free request during all request states This process is not mandatory To setup the Screening do the following steps 1 Under Responsible column first screener name displays request owner s username by default This is not editable 2 Enter the screening step in the text box under Description column This step is not mandatory Click the Save button 4 To add select another screener click Add Screener button Settings Information Questions Items Attachments Vendors Screening Review and Send Screening setup Screeners added to Request 1 Responsible Description Actions 1 Requestor Go Back Figure 18 Screening Setup 5 Manage screening page opens Manage screening responsible for Project Tech Writing Search for users Request Originator Requestor Request Users Search for users Can t find the user you are looking for Create new user Figure 19 Search Screeners 6 Enter the user name in Search for users text box and click Search button 7 Click the radio button to select the desired user from the search list 8 Click on the Save selected screener button
21. e or not quotes after the Reply latest on is reached Required on latest select one of the available options e Before from the dropdown list for the goods service to be delivered before a certain date e On from the dropdown menu for goods service to be delivered on a certain date NOTE Depending on user configuration some default values are set for Reply latest on and Required on latest dates Description Enter a brief description for the request Buyer Info Brief information on buyer details as provided in the buyer profile of system administration and address information provided by buyer while setting up the request www ibxgroup com IBX Business Documents 5 2010 Capgemini All rights reserved IBX Request Capgemini CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 Settings Questions Items Attachments Vendors Screening Review and Send Information Name of Request Project Tech Writing Reply latest on 2011 11 30 73 F End of day 23 59 Time zone GMT 01 00 Europe Berlin v Required on latest Before 2011 12 05 r Description D Request specific attributes Form None v Buyer Info Buyer BZRK EIP Corporate Reg Number 5 CRN VATNumber 5 VAT Registered office 5 RO Street w number Pear Avenue Mountain View Postal Code 94043 Contact Person Requestor Worksite California Phone 123456 Fax fax456 Email demo ibxgroup com Go Back Figure 4 Information www ibxgroup com IBX B
22. ected Export all to Excel Item Description Quantity Unit 1 Bag v Vendor reference Product Group 80101600 Project management Currency USD Add tem Import articles from XML file Go Back Figure 9 Items Click icon to copy a added item and use it as reference for a new item To delete an added item from the list select the item click on the icon or select Delete Selected from Select Action drop down list and click OK button Click icon to edit an article Click Update Item button to save the edited information Settings Information Questions tems Attachments Vendors Screening Review and Send Items Items added to Request 1 a Item Description Vendor reference Quantity Currency Product Group Actions 123 123 45 1 Bag USD 80101600 Select action v Ei Item Description 123 Quantity Unit 1 Bag Vendor reference Product Group roduct Group 173 45 80101600 Project management Currency USD Update Item Cancel Figure 10 Edit Item 1 1 5 Attachments Attachments tab is used to add files or links as attachments for the current request Are two attachment types which can be added e Company specific attachments added by the administrator e Request specific attachments www ibxgroup com IBX Business Documents 10 2010 Capgemini All rights reserved IBX Request Capgemini CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 Settings Information Questions Items
23. implies going through each received quote and approve or reject it Once the Quote is received based on the Screening Setup defined by the request owner Screening Process can be started any time Following steps describe the Screening Process by the request owner 1 Click Request ID under Manage Request tab to open the Responded request MANAGE REQUESTS CREATE NEW REQUEST Search Myrequests v Request status v Advanced Search Hide cancelled requests Hide requests with created shopping cart Requets Found 2 matching documents Request Delivery Original Shopping cart 4 ID Type Name Status ae Current owner Updated EE Action Free Responded 2012 04 25 10 54 0000355 v 1 Cat001 Marketing 80101600 2012 04 28 1 1 N request Ge 1 1 Er oe GMT 01 00 F Cat001 Marketing 52121 1 Test G 2012 04 25 07 20 0000347 v 1 chat EN Manila 600 Expired 110 2012 04 17 usert nr Jest Green 2007 0 No 2 request accessories 1 GMT 01 00 Export to Excel Figure 49 My Latest 2 Click Submit for screening under Screening section to enable Screen link under Action column under Request Details section NOTE Submit for screening option is enabled once quote is received except if All bids are sealed until the predefined quotation deadline is enabled in the buyer profile In this case Submit for screening is enabled once the request moves to Expired state NOTE In case no Rejection code i
24. ing Shop 1 Check Status Select Goods Service Shopping Cart Empty Complete and Order Confirm Goods Services Approval In this step you can search for goods services and add them to your shopping cart In step 2 you can display your shopping cart and check it In step 3 you can order your shopping cart Display Purchase Order Recon Hayes You can specify default values for all new items note that this does not apply to items that already existed Default settings for items Process Purchase Orders Confirm Goods Services Central Step 1 Select Goods Service Shop Purchase Order Recanati You can add items to the shopping cart using the following methods ag CREATE REQUEST aw VEV REQUEST AND QUOTES Not found what you were looking for Use the following order form Describe Requirement lt Back Continue Figure 1 eProcurement Page 1 1 Create New Request From Create New Request tab you can access the create request wizard MANAGE REQUESTS CREATE NEW REQUEST Settings Information Questions Items Attachments Vendors Screening Review and Send Step 1 of 8 Figure 2 Create New Request All information marked with symbol are mandatory By clicking either Save or Next buttons the information within the page is saved Use Next button or Go Back link to navigate between tabs An incomplete request is automatically saved as a draft if it is not sent to the vendor s or the application is closed a
25. n To edit an added question do the following steps 1 Click question headline or click on icon 2 Do the necessary change s 3 Click the Update Question button Settings Information Questions Items Attachments Vendors Screening Review and Send Questions Added Question Type Mandatory Actions NEw Yes No answer Yes Yes No Question New Yes No answer No QUestion Yes No answer No Type of Question Yes No answer Question QUestion Mandatory F Update Question cancel Go Back Figure 7 Update Question Add Predefined Questions A predefined set of questions can also be imported 1 Click Add predefined questions button 2 A popup window opens where the predefined questions can be selected from Global questions or Category specific Questions different for each product group 3 Click Add selected questions button to add the question to the list www ibxgroup com IBX Business Documents 8 O 2010 Capgemini All rights reserved Revision 12 2 Ge Capgemini Settings Information Questions Items Attachments Vendors Screening Review and Send Questions Import predefined questions Added GLOBAL QUESTIONS QUESTIONS Question NEw Question Type of Question Mandatory to vendor Yes No Question New test Long answer No QUestion Test Question for today Long answer No Type of Question Yes No answer v Mandatory Add Question Add predefined questions Go Back Figure
26. n User 1 New 2012 04 25 1 00 EUR 2012 04 27 Quote not yet screened by you Figure 51 Screen 4 Quote page opens 5 Under this page following actions can be taken Approve quote Reject quote Decline Accept and create shopping cart Go Back NOTE Even if the request owner declines or accepts the quote to create shopping cart screening process is allowed for the desired request 6 To approve the quote click Approve quote button 7 To reject the quote click Reject quote button www ibxgroup com IBX Business Documents 30 O 2010 Capgemini All rights reserved IBX Request Capgemini CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 Quote quote 0000002 Quote quote 0000002 for request 0001496 v 1 ica091911ab Quote Details Valid until Vendor Contact E Mail 2011 09 30 GMT 01 00 Bill Small demo13 ibx ro Description quote 091911dc01 Questions Question Answer Describe your financial figures for the last fiscal year awasome net30 what are the payment terms and freight terms dest frt included Attachments amp No attachments added List of quote details Name Description Vendor reference Product Group Delivery Price Quantity Total price Selection cable 300 ft lenght 1 reel 102 60104912 21 days 6 000 00 USD 1 Each 6 000 00 USD W lamp 908 73171510 14 days 9 00 USD 400 Each 3 600 00 USD v Total 9600 00 USD Save selection Screening quote section Quote not yet screened by yo
27. nfirm Decline Multiple Quote 6 Click Decline button www ibxgroup com IBX Business Documents 23 O 2010 Capgemini All rights reserved IBX Request Capgemini CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 Also you can decline the quote one by one from Quote details page Do the following steps to decline the quote from the Quote details page 1 Click the quote number under Name column MANAGE REQUESTS CREATE NEW REQUEST Request Details Screening setup Message Board Request ID 0000350 v 1 Request name Cat001 Marketing 80101600 Project management New Copy Hand over request Cancel Request History Print r Vendors Quotes Vendor Type Name Contact Person Status Date Total Valid until Add to evaluation Decline quote s Action Test Pass e quote 0000031 Quote test pass New 2012 04 23 1 00 EUR 2012 04 25 a T Select action v OK Figure 36 Request Detail 2 Quote details page opens 3 Click Decline button MANAGE REQUESTS CREATE NEW REQUEST Quote quote 0000031 Quote quote 0000031 for request 0000350 v 1 Cat001 Marketing 80101600 Project management Quote Details Valid until Vendor Contact E Mail 2012 04 25 GMT 01 00 test pass testpass test ro Description Description r Questions Question Answer NEw Yes r Attachments amp No attachments added r List of quote details Name Description Vendor reference Product Grou
28. nnnnnssnnnnnnnsnnnnnnnsssrnnnnnnsnsee 25 Figure 39 Hand over reQueSt cccccsseeccccesseceecceeseeceeeceeeeeceeeceaaeeeeessaaeeeeessaeeeeesssaaeeeess 25 Figure 40 Search group USETS ccccseeeeecccceeeceaeeseeeeeeeeeeeueeeeeeeeeeeeseeeeseeeeeeesseaeeeeeeeeessaeaas 25 Figure 41 Users Groups liSt cccccssssccccccssssececcceeseceecceeaeeeecseeuseeeesssaaeeeessegseeesssaageeeeees 26 Figure 42 Confirm hand over reQuest cccccccccessesecceceeeeeceeeeeeeeeceeeseeeeeeeessaaeessseageeeess 26 Figure 43 Assign the reQUeST cecccccseeeeeeeeeeeeeceeeeeeeaeeeeeseaeeesseueeeeeeaseeeseaeeeesseeeesaaeees 27 www ibxgroup com IBX Business Documents 2 2010 Capgemini All rights reserved Revision 12 2 IBX Request Ge C ini CONSULTING TECHNOLOGY OUTSOURCING Figure 44 Assign tO IM cccccsescecceeseeceeeseecceuseeeceuseeecsauseeceeuseeessueeessaeeesseeeeessgeesssageees 27 Figure 45 New Version Copy of Request rrrrnnnrnnnrnvvnrrnnnnnvvnrnnnnnnrnnnrnnnnnrnnrnnnsnsennnnnnsnne 27 Figure 46 Create Shopping Cart rrrnrnnnnnnnnnnnnnnvnnrnnnnnnrnnnnnnnnnrnnnnnnnnsrnnnnnnsnsrnnnnnnsnssnnnnnnsnee 28 Figure 47 Confirm ACCODt cccccccssssecccccseseececcceeeeeeesseaeeeceesseaeeeeeessaaecesseaseseessaageeeeees 28 Figure 48 eProcurement page Shopping Cart rrrnnrnnnnnnnnnnrrnvvvnnnrnnnnnrrnrrrnnrnnnnnsrrneeennnn 28 Foure 49 My Es EEE 29 Figure 50 Submit for SCKECMING vesenet 30 ERSA ES
29. o Request 3 Responsible Description Actions 1 Requestor 7 Screene 3 i V Send reminder email to screener and requester after amount of days Allowed range 1 31 3 Go Back Figure 22 Screeners 14 Select Send reminder email to screener and requestor after amount of days checkbox 15 Enter the amount of days in the textbox NOTE Allowed range for amount of days is 1 to 31 16 Click Save button 17 To change the screener click on the screener name under Responsible column and repeat steps 6 to 12 18 To remove any screener click icon under Action column and then click Save button www ibxgroup com IBX Business Documents 16 2010 Capgemini All rights reserved IBX Request S Capgemini ae CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 1 1 8 Review and Send Under Review and Send tab is displayed a summary of the information in the request A red exclamation mark indicates that information is missing in the request To complete navigate to the tab and enter the missing information then click Save button Click Print button when a request is complete to create a PDF document for printing The PDF document is a summary of the request but does not contain the vendor information Click Send Request button to send the request to selected vendor s Settings Information Questions Items Attachments Vendors Screening Review and Send Step 8 of 8 Review and Send Request is sent to foll
30. om IBX Business Documents 11 O 2010 Capgemini All rights reserved IBX Request Capgemini CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 1 1 6 Vendors Vendors tab is used to select the suppliers to be invited in the request for quotation The section below describes the method to select vendors using the vendor directory provided by IBX NOTE BX Request application is also delivered with an external vendor directory Selecting vendors from the Vendor Directory 1 Click on the Add new Vendor button 2 Search Vendors window appears where Country Category and Functional role can be selected from the dropdown list or a search text is entered in the Free text box Click Search button for searching the available vendors 4 Select the checkbox s for the desired vendor s and click Add Selected Vendors button to import the vendors to the request 2 Settings Information Questions Items Attachments Vendors Screening Review and Send Vendors Select Vendor Directory IBX Demo AB Supplier Directory Go Back Figure 14 Vendors Search Vendors Country Category All Al x Functional role Tier Free text All r Search Search result 19 matching vendor s found Vendor Country and region Category Tier Identity E vender USA Toners Vendor ID Demo 1 Wanda i MK Promotional Gift Vendor T VENGOT 2 USA Banner ID Demo 2 Australia NSW New South vendar Demn 3 E vender 3 Wales IT
31. only after approving rejecting the quote 11 Once the screener completes declines screening an email notification is sent to the next screener defined by the request owner in the Screening Setup Figure 58 Reject quote Above process is followed by all the remaining screeners to complete decline the screening process Once screening process is completed declined by all screeners or the maximum amount of days for reminder mail to the screener declared for the screening process is reached the request owner receives an email notification Screening Status The following table lists the different statuses available during Screening Process Done Screener has evaluated the quote Screener has declined the quote Screening is not yet started for the screener Removed by ne Screening step screener is skipped removed by the request owner Not performed Maximum number of days declared for the Screening is reached and screener has not performed the screening www ibxgroup com IBX Business Documents 34 O 2010 Capgemini All rights reserved IBX Request S Capgemini oe CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 1 3 2 Evaluation The Evaluation option can be used to evaluate the received quotes Select Add to evaluation checkbox to enable the evaluation Select Evaluation on web from the Select action dropdown menu button to evaluate quotes MANAGE REQUESTS CREATE NEW REQUEST Request Details Screening se
32. owing vendors Vendor Information Contact Person Phone E Mail Identity Request for Project Tech Writing Delivery Date Before 2011 12 05 Reply latest on 2011 11 30 23 59 GMT 01 00 Europe Berlin Language English Description Items Item Description Vendor reference Quantity Currency Product Group 123 Description 123 45 1 Bag USD 20100000 Questions Question Type Mandatory Describe your financial figures for the last fiscal year Long answer Yes Question Yes No answer No Attachments Title Type File name Size Request R1 2012 demo Copy mht File Request R1 2012 demo Copy mht 48 Kb Total size 48 Kb Go Back Figure 23 Review and Send A confirmation message is shown for a successfully sent request Your request was succesfully saved Your request was succesfully saved and is sent to selected vendor s An e mail will be sent to demo ibx se when a response is received from the vendor or when the valid until date is reached without any received response Close this window Figure 24 Sent Request The request will be saved as a draft if not sent Click History button also available after the request is sent to vendors to access the change log of the request www ibxgroup com IBX Business Documents 17 O 2010 Capgemini All rights reserved IBX Request Capgemini CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 Close Request History PM SAP All Event log entrie
33. p Delivery Price Quantity Total price 123 Description 123 45 80101600 5 days 1 00 EUR 1 Acre 1 00 EUR Total 1 00 EUR History Print Go Back Accept and create shopping cart Figure 37 Quote Detail 4 Confirm Decline window appears NOTE Message contained in the window converts to body message of the notification mail sent to the selected supplier 5 Customize the message if required www ibxgroup com IBX Business Documents 24 O 2010 Capgemini All rights reserved IBX Request Capgemini CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 Close Decline quote 0000001 from PYW FERQBJVAB Message from buyer We thank You for your offer and appreciate the work you have done making this offer to us Figure 38 Confirm Decline 6 Click Decline button Hand over request As the current owner of the request you can hand over the request to a user or a group of users following the below steps 1 Click on the Hand over request button on the Request Details page MANAGE REQUESTS CREATE NEW REQUEST Request Details Screening setup Messape Board Request ID 0000350 v 1 Request name Cat001 Marketing 80101600 Project management Mew Version Hew Copy Hand over request Cancel Request Figure 39 Hand over request 2 Search group user window displays Close Search group users Country Unit Any Function Any v Search By Users users groups Hamid arver reuuest
34. request MANAGE REQUESTS CREATE NEW REQUEST Request Details Screening setup Message Board Request ID 0000347 v 1 Request name Cat001 Marketing 52121600 Table and kitchen linen and accessories New Copy Hand over request Assign to me Figure 45 New Version Copy of Request Accept a Quote and Create a Shopping Cart A shopping cart can be created on a specific quote as explained earlier or as explained below 1 Click W icon www ibxgroup com IBX Business Documents 21 O 2010 Capgemini All rights reserved IBX Request S Capgemini Revision 12 2 CONSULTING TECHNOLOGY OUTSOURCING MANAGE REQUESTS CREATE NEW REQUEST Request Details Screening setup Message Board Request ID 0000355 v 1 Request name Cat001 Marketing 80101600 Project management New Version New Copy Hand over request Cancel Request History Print r Vendors Quotes Vendor Type Name Contact Person Status Date Total Valid until Add to evaluation Decline quote s Action Test Supplier 1 B te 0000032 Quote 7 j lulia Turcescu New 2012 04 25 1 00 EUR Description 2012 04 27 T A Figure 46 Create Shopping Cart 2 Confirm Accept window appears 3 Customize the message in Confirm Accept window if required NOTE Added message will be included in the body message of the notification e mail sent to the supplier 4 Click Accept and create shopping cart Close Accept quote 0000001 from ZHVYYRA Message from buyer
35. s Action PYW FERQBJVAB oe quote 0000002 ER Quote quote 091911dc01 Bill Small Expired 2011 09 19 9 600 00 USD 2011 09 30 E Quote approved by you Select action v Select action Decline Selected Quotes Export All Vendors To Excel Add vendors Upload evaluation A Download Evaluation for Selected Quotes Evaluate on web SER a Figure 54 Complete Decline Screening Once the request owner completes declines screening an email notification is sent to the next screener defined by the request owner in Screening Setup NOTE The screener gets email notification if e The request owner selects Complete screening Decline screening e Amount of days for reminder mail set up by the request owner is reached for the screener e The request owner clicks Re submit for screening button NOTE If the request owner clicks Re submit for screening button screening process starts all over again with all rules remains same The Screener gets the email notification at an approximate one hour when Screening step started for him Also the request owner gets a copy of the email sent to the screener Once email notification is received following steps describe the Screening Process by the screener 1 Click Request ID under Manage Request tab to open the Screening request MANAGE REQUESTS CREATE NEW REQUEST Advanced Search Search My requests v Request status v F Hide cancelled requests Hide reques
36. s Date and time Action User 2011 09 19 09 28 is iii Requestor IBX GMT 01 00 Sent or resent request to vendor UniCoders Plc Demo 2011 09 19 09 26 Selected contact John Roberts for vendor Requestor IBX GMT 01 00 UniCoders Plc Demo 2011 09 19 09 28 Er Requestor IBX GMT 01 00 Sent request to vendors Demo 2011 09 15 12 22 gn GMT 01 00 Opened request Bill Small Tellium 2011 09 15 12 18 EE Requestor IBX GMT 01 00 Sent request to vendors Demo 2011 09 15 12 18 SEN f Requestor IBX GMT 01 00 Edited request general info Demo 2011 09 15 12 18 Selected contact John Peters for vendor UniCoders Requestor IBX GMT 01 00 Ple Demo Figure 25 History www ibxgroup com IBX Business Documents 18 O 2010 Capgemini All rights reserved S Capgemini CONSULTING TECHNOLOGY OUTSOURCING 1 2 View Requests and Quotes An email notification is automatically sent when a vendor responds to the request Click View Requests and Quotes link select the current project and click OK button to view the list of quotes Support Log off Shop in3 Steps Go Shopping Shop 1 Check Status Select Goods Service Shopping Cart Empty Complete and Order Confirm Goods Services Approval in this step you can search for goods services and add them to your shopping cart In step 2 you can display your shopping cart and check it In step 3 you can order your Display Purchase Order shopping cart sk You can specify default val
37. s defined in the buyer profile system displays an error message when request owner clicks Submit for screening button www ibxgroup com IBX Business Documents 29 O 2010 Capgemini All rights reserved IBX Request Capgemini CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 MANAGE REQUESTS CREATE NEW REQUEST Request Details Screening setup Message Board Request ID 0000355 v 1 Request name Cat001 Marketing 80101600 Project management Add screener Submit for screening Screeners added to Request 1 Responsible Description Actions 1 user E Send reminder email to screener and requester after amount of days Allowed range 1 31 Figure 50 Submit for screening NOTE Once you submit the quote for screening Re submit for screening button is enabled You can resubmit the quote for screening at any time while request is in the screening process as well after screening process has ended 3 Click Screen link under Action column or the Quote ID under Request Details section MANAGE REQUESTS CREATE NEW REQUEST Request Details Screening setup Message Board Request ID 0000355 v 1 Request name Cat001 Marketing 80101600 Project management New Version New Copy Hand over request Cancel Request History Print r Vendors Quotes Vendor Type Name Contact Person Status Date Total Valid until Add to evaluation Decline quote s Action Test Supplier1 og quote 0000032 n Quote Descriptio
38. ts with created shopping cart Requets Found 1 matching documents Request ID Type Name Status Delivery Date Original owner Current owner Updated Shopping cart created Action 0000346 v 1 Free request Project Tech Writing Screening 1 2 2012 04 17 screener 1 screener 1 2012 04 25 08 31 GMT 01 00 No Export to Excel Figure 55 My Latest 2 Click Screen link under Action column or the Quote ID www ibxgroup com IBX Business Documents 32 O 2010 Capgemini All rights reserved S Capgemini CONSULTING TECHNOLOGY OUTSOURCING MANAGE REQUESTS CREATE NEW REQUEST Request Details Screening setup Message Board Request ID 0000346 v 1 Request name Project Tech Writing Please open each quote and either approve or reject it Only by doing so you can complete your screening step If no screening shall be done please express it by pressing the Decline screening button History Print Vendors Quotes Vendor Type Name Contact Person Status Date Total Valid until Action New eRequest Layout quote on paper 0000030 hie N Quote Description Mikaela Moss sie 2012 04 25 1 00 EUR 2012 04 17 Screen Approved Quote not yet screened by you Figure 56 Screening process 3 Quote page opens 4 To approve the quote click Approve quote button 5 To reject the quote click Reject quote button Quote quote 0000002 Quote quote 0000002 for request 0001496 v 1 ica091911ab Quote Details Valid
39. tup Message Board Request ID 0000355 v 1 Request name Cat001 Marketing 80101600 Project management New Copy Hand over request Cancel Request History Print Vendors Quotes Vendor Type Name Contact Person Status Date Total Valid until Add to evaluation Decline quote s Action Test Supplier1 Q quote on paper 0000032 s Quote Description User 1 New 2012 04 25 1 00 EUR 2012 04 27 ae vi Quote not yet screened by you Select action v Select action Decline Selected Quotes Export All Vendors To Excel Add vendors r Upload evaluation Cat001 Marketing 80101600 Project management Evaluate on web reening r Complete screening 0000355 v 1 Figure 59 Evaluation of Quotes Use the Evaluation section to evaluate the quotes and update the total cost Click Save and close button to save the calculated evaluation MANAGE REQUESTS CREATE NEW REQUEST Request ID 0000355 v 1 Request name Cat001 Marketing 80101600 Project management Test Supplier1 Offline Quote 1 quote on paper 0000032 Text column Value column Text column Value column Items 1 123 1 x Acre 1 0 Questions Yes No Question New Yes 0 0 Value Fields 1 0 0 Total 1 00 0 00 Go Back Update Total Figure 60 Evaluation Page www ibxgroup com IBX Business Documents 35 O 2010 Capgemini All rights reserved IBX Request Capgemini CONSULTING TECHNO
40. u Approve quote Reject quote Figure 52 Quote 8 Reject quote page opens 9 Select one or more Rejection quote check box es NOTE f no rejection code is selected in Reject quote page system displays an error message 10 Enter comment in Internal comment textbox This step is not mandatory 11 If required to hide the quote select Hide quote check box NOTE Hidden quotes can be unhidden by the request owner only and hidden quotes will not be visible to the screener 12 Click Save button to save the rejection details Reject quote Dr more rejection codes and enter a comment optional FF To expensive I Missing competence E Agreement reasons Internal comment Too expensive it is a Figure 53 Reject quote www ibxgroup com IBX Business Documents 31 2010 Capgemini All rights reserved IBX Request Capgemini CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 13 Select Complete screening Decline screening from the Select action dropdown menu under Request Details section to complete decline screening process NOTE Complete screening Decline screening option is enabled only after approving rejecting the quote s Request Details Screening Message Board Request ID 0001496 v 1 Request name ica091911ab New Copy Hand over request Cancel Request History Print Vendors Quotes Vendor Type Name Contact Person Status Date Total Valid until Add to evaluation Decline quote
41. ues for all new items note that this does not apply to tems that already existed Default settings for tems Process Purchase Orders Shop Purchase Order Reconciliation You can add items to the shopping cart using the following methods Search in Individual Catalogs oking tor Use the following order form lt Back Continue gt Figure 26 View Requests and Quotes The list contains the requests arranged in the order of their date The Status column shows whether it is a draft a sent request or if the vendor has responded to the request The first number in brackets is the number of assigned vendors and the second is the number of responded vendors Open a request by clicking on its Request ID link in Manage Requests tab MANAGE REQUESTS CREATE NEW REQUEST Search My requests v Request status v Advanced Search Requets Found 2 matching documents Request ID Type Name Status Delivery Date Original owner Current owner Updated Shopping cart created Action 0000348 v 1 Free request 80101600 Project management Sent 1 0 2012 04 15 Owner 1 Owner 1 2012 04 11 07 03 GMT 01 00 No 0000347 v 1 Free request 80101600 Project management Sent 1 0 f 2012 04 15 Owner 1 Owner 1 2012 04 10 09 03 GMT 01 00 No Figure 27 My Latest Click Export to Excel button in Manage Requests tab to save the request details in excel file format as shown below A B D n E G H
42. uote number to open it MANAGE REQUESTS CREATE NEW REQUEST Request Details Screening setup Message Board Request ID 0000346 v 1 Request name Project Tech Writing New Version New Copy Hand over request Cancel Request History Print r Vendors Quotes Vendor Type Name Contact Person Status Date Total Valid until Add to evaluation Decline quote s Action og Y 2 te 0000030 7 Quote J eS New 2012 04 12 1 00 EUR 2012 04 17 A Description New eRequest Layout Select action Figure 31 View Quotes All the information of quote with attachments can be viewed quote should be accepted by clicking Accept and create shopping cart button to create a shopping cart Once you click Accept and create shopping cart button the Confirm Accept window appears NOTE Message contained in the window converts to body message of the notification mail sent to the selected supplier Customize the message if required and Click Accept and create shopping cart button Click the quote number link or Back button to go back to the overview page www ibxgroup com IBX Business Documents 21 O 2010 Capgemini All rights reserved IBX Request S Capgemini Revision 12 2 CONSULTING TECHNOLOGY OUTSOURCING MANAGE REQUESTS CREATE NEW REQUEST Quote quote on paper 0000030 Quote quote 0000030 for request 0000346 v 1 Project Tech Writing Quote Details Valid until Vendor Contact E
43. usiness Documents 6 O 2010 Capgemini All rights reserved IBX Request Capgemini a CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 1 1 3 Questions The questions for the request can be added in Questions tab Settings Information Items Attachments Vendors Screening Review and Send Questions Added Question Type Mandatory Actions NEw Yes No answer Yes Type of Question Yes No answer v Question Mandatory Add Question Add predefined questions Go Back Figure 5 Questions Add new Question To add a new question do the following steps Select the Type of Question from the dropdown menu Type the question in Question textbox Select the Mandatory checkbox to create a mandatory question for vendor Click the Add Question button Click Save button to save the question Oh ee TS a Settings Information Questions Items Attachments Vendors Screening Review and Send Questions Added Question Type Mandatory Actions NEw Yes No answer Yes Yes No Question New Yes No answer No QUestion Yes No answer No 7 Type of Question Yes No answer v Question Mandatory F Add Question Add predefined questions Go Back Figure 6 Add Question Click Add Question button to add further questions www ibxgroup com IBX Business Documents T 2010 Capgemini All rights reserved IBX Request Capgemini CONSULTING TECHNOLOGY OUTSOURCING Revision 12 2 Click W icon to remove a questio
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