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BuySpeed Seller Manual/Seller Administrator Manual

1. Additional Address Screen Address Type Select the type of address emergency contact bid mailing PO mailing remittance This is a required field Address Name Enter a descriptive name for the address 1 e Corporate Bids POs etc This is a required field Contact Name Enter the primary contact person for this address This is a required field Line 1 City State Province ZIP County Country Phone Email Fax Getting Started Enter the first line of the street address This is a required field Lines 2 Line 3 and Line 4 are not required fields Enter the city for the address This is a required field Enter the state or province for the address If you are not a US or Canadian user please select NONE An agency representative may contact you for further details This is a required field The ZIP code US customers please use either HH or HHHH H format Canadian customers please use a a a format If you are not a US or Canadian user please 00000 An agency representative may contact you for further details This is a required field The county This is not required field The country This is not a required field The phone number associated with this address This is a required field The email address associated with this address This is a required field The fax number associated with this address This is not a required field Save amp Add Another address as neces
2. All Rights Reserved Figure 6 2 Purchase Order Acknowledge Screen You must acknowledge receipt of the purchase order before you can view the details To acknowledge the purchase order 1 Check the box marked I m acknowledging receipt of this purchase order If you are not acknowledging receipt leave the box unchecked 2 Check the box marked Notify requestor of receipt of the order if you want an email to be sent to the document requestor If you do not want to send the notification leave the box unchecked 3 Click Proceed to view the purchase order Purchase Orders and Contracts This purchase order detail page shows the customer s billing and shipping information as well as a list of the products they ordered from you Select the BuySpeed Online 5 1 319 Congress Austin TX 78701 512 472 9062 http www goperiscope com Purchase Order Vendor Number 005580 Purchase Order P0019871 Your Company Name Number 100 anywhere st austin TX 78750 Delivery Date N A P O Date 09 03 2004 FOB Terms Buyer ADMINISTRATOR SYSTEM Department FH Fire Hall Contact NIA Location NA Fiscal Year 05 Description testing for screenshots Ship To 427 City Hall Annex Bill To 427 City Hall Annex 100 E 11th St 100 E 11th St Chattanooga TN 37402 Chattanooga TN 37402 Purchase Order Detail CA 7 7 ACA CC ATA NN SOIL SPUR 4 4 SPURS soo cA 0 00 0 00 Purchase Order Total 0 00 Figure 6 3 Purchase
3. Bid AGENCY10 00000160 Arizona Department of Administration In progress Description Open Mkt Req 0 Discount Percent oo O k O Alternate Bid O Freight Terms ix E Pyne Tarne EX User Last Updated Figure 5 1 Quote General Defaults to the description of the bid This can be changed Days to deliver items or services from award of PO If entered will automatically be applied to all items on quote This can be done on an item by item basis on the item tab Checkmark to formally respond to bid without actually bidding on items If you elect to do this skip straight to the summary tab after saving this screen If this is the second quote for the vendor it can be flagged as an alternate bid Defaults from the vendor profile Date to deliver items to agency Contact information for questions regarding quote Field to enter in notes to Agency BSO supports customized fields as set up by agencies These fields may be marked required and will need to be filled in to complete the tab Once all fields are entered click Save and Continue Review Quotes Items Tab The items tab is where the vendor enters in their pricing Print Questions Sequence Exist Quantity Discount Extended No Bid No PA ie RA covered arena 200 x180 Da o a ER Figure 5 2 Items Tab Unit Cost Cost per item Discount Percentage If the vendor 1s a
4. POULTRY EQUIPMENT AND SUPPLIES 210 SPRAYING EQUIPMENT EXCEPT HOUSEHOLD NURSERY PLANT AND PAINT a25 STOCKMAN EQUIPMENT AND SUPPLIES Copyright amp 2004 Periscope Holdings Inc All Rights Reserved Figure 3 8 Registration Commodity Selection Screen Getting Started Confirmation of Registration After you have successfully registered as a seller on the site you will see the following confirmation page Thank You Thank you for registering with BuySpeed Online 5 1 Registration confirmation will be emailed to you For questions or comments please contact BuySpeed Online 5 1 at 512 472 9062 Copyright 2004 Periscope Holdings Inc All Rights Reserved Figure 3 9 Registration Confirmation Screen You will also receive email confirmation once your account has been activated Please note that the agency may set up BSO to require your account to be verified and activated by an agency administrator The email containing your ID and system generated password will be emailed once the account 1s activated Logging In To log in to BuySpeed Online enter the user name you chose during registration in the Login ID field and either press the Tab key or use your mouse to move the cursor to the Password field by clicking in the text box Enter in your password and then click on the Login button Login ID Password Figure 3 10 Login Dialog Login Error Handling If you make a mistake while e
5. Seller amp Seller Administrator Manual Copyright 2009 Periscope Holdings Inc All rights reserved Information in this document is subject to change without notice No copying of this material is allowed without prior written permission August 09 v 8 2 INTRODUCTION iii 5 WELCOME TO BUYSPEED ONLINE cccccececcececcececcececcscecescecescscecescscecescecescscesescesescesesces 5 BENEFITS OF BUYSPEED ONLINE ccccceccsceccececcsceccccecescececescecescscescscestscesescesescscesescuses 6 APPLICATION BASI S ad 6 HOME PAGE CONTROL CENTER tence e ao eee ee es ar ue be eet de ets 6 HEADER NAVIGATION MENU dt 7 O NO 7 MIFACCO N Tn a e o da to to dd 8 TDN ANC T DOCA ls ii e toe ees ee 9 CUS TOMER SER VICE a e red Satie Pee tee 10 RED AND YELLOW ERROR MESSAGES u cccccccccccccccccccccccccccccccccccccccece 11 GETT TINGSTARTED ai is 13 ONLINE SELLER REGISTRATION cul eee eee le ies ee sb 13 Add Additional Addresses 2 ccccccccccccccucucuccecccucscecccucususcscucsussscscucususcscucusususeseseucusuecs 17 Adding Payment and Shipping Terms ccccccsseesssccccccccassncsssecssccccccacccsseesecccauensssseseees 18 Adding Vendor COLO TOS sists slecd a a e N 19 Add COT INCOM OW sic A iia 19 Aa COMMORI LY COGCS aaran a a 20 SECHIN tie IN IGP COE tn AAA ZI SHOW MOP Cale one aaa 21 Selecta Commodity COS currada 21 CONFIRMATION OF REGISTRATION cccscsceccececcsceccscecscecescscesescecescecescscesescesesc
6. A pop up box like the one shown below will appear prompting you for the Tax ID number and Name of your company Enter the requested information and click on Submit Company Name wo OS Is Tax ID an Employer identification Number EIN or a Social Security Number SSN International Vendors select EIN EIN 2 SSN Submit Figure 3 1 Registration Box If the Tax ID has already been registered with the agency the following error page will appear Federal Tax ID Exists Federal Tax ID 987654321 already exists in our system If you believe this is in error contact us at ckennedy goperiscope com for registration assistance Include the Federal Tax ID you are using for registration and contact information We will contact you via e mail or phone with access information Figure 3 2 Registration Error Page In addition an email will be submitted to the Seller Administrator indicating that an attempt was made to register the company again If the Tax ID and Company Name do not already exist with the agency a new registration screen will appear with your company name and tax ID number The first section of the online seller registration process requests general information about your company At any time during the registration process you can click on the icon for assistance in completing each registration form Getting Started Company Information 17 Company Name Your Company Name Business Description
7. Bids POs etc This is a required field Enter the primary contact person for this address This is a required field Enter the first line of the street address This is a required field Lines 2 Line 3 and Line 4 are not required fields Enter the city for the address This is a required field Enter the state or province for the address If you are not a US or Canadian user please select NONE An agency representative may contact you for further details This is a required field The ZIP code US customers please use either HHHH or tHHHT tHHH format Canadian customers please use a a a format If you are not a US or Canadian user please 00000 An agency representative may contact you for further details This is a required field The county This is not required field The country This is not a required field The phone number associated with this address This is a required field The email address associated with this address This is a required field The fax number associated with this address This is not a required field Maintain Regions This option allows you to maintain add and remove service regions which are maintained by the agency from your seller record Seller Administration BuySpeed Online NIGP Code Browse My Account Customer Service ya 2 gt fl Home Org Maintenance User Maintenance Add User Brent McNeill Regions Available Regions for Company XYZ Fan Re
8. or financial information to specifications or proposals Quote 00000218 Bob s Taxidermy General Items Questions Subcontractors Notes Terms amp Conditions EYE TEE Summary Back to Bid 11 Marking an item Confidential will ensure the document is only seen by relevant personnel and will not be displayed publicly Click Add Attachment to add attachments No Attachments Figure 5 6 Attachments Tab To attach a document click the Add Attachment button The following screen will appear Add File i Name is the display name for the file that will appear where attachment repository files are displayed lt can be different from the name on disk and can contain alphanumeric characters spaces and special characters up to a maximum length of 200 Figure 5 7 Adding an Attachment Review Quotes You may name the file or choose to have the name be the same as the uploaded file To select the file click the Browse button The windows explorer view will appear to allow you to select the document Once completed click Save and Exit The item 1s now attached to the quote Summary Tab The summary tab is the last chance to look over the data entered in If any changes need to be made click the tab to go back to that screen to edit Once everything is entered in click Submit Quote at the bottom of the screen Once the quote is submitted the quote is officially saved for view once the Agency opens the bid If any changes
9. 1 Address Line 2 City State Province select a state r ZIP Poo County Po Company Phone Company Fax Contact Email Contact First Mame Last Name Copyright El 2004 Periscope Holdings Inc All Rights Reserved Figure 4 11 Company Profile Mini Register Required fields in the mini registration are marked with an asterisk and must be completed Fields without an asterisk are optional entry fields Use the Tab key to advance to the next field or click into a field with the left mouse button Tax ID Number This information is pulled in from your entry in the Federal Tax ID pop up box Company Name Enter the name of your company This is a required field Mailing Address Enter the general mailing address of your company Address line 1 is a required field Lines 2 3 and 4 are not required fields City Enter the city of your company This is a required field State Province Select the state or province of your company from the drop down menu If you are not a US or Canadian user please select NONE An agency representative may contact you with further details This is a required field ZIP Enter the ZIP code of your company US customers please use either HHHH or HHHHRH AHHH format Canadian customers please use a a a format If you are not a US or Canadian user please enter 00000 An agency representative may contact you for further details This is a required field County Enter the
10. Shipping Terms Categories Certifications T By deselecting a category type all ts certification information will be deleted Category Minority Owned Business Select Category Type amp Certifications Add Certification Minority Owned Business iz Hon Minority Owned Business a Category Small Business Category Types Select Category Type amp Certifications Add Certification Figure 7 11 Terms Categories and Links Window To maintain or add keywords and links type the appropriate information in the Keyword and Keyword Links URL fields and click Save To remove keywords and links simply clear the fields and click Save Maintain Users In order to make changes to a user s profile for an account click on the User Maintenance command located near the top of the BuySpeed Online menu bar You will see a list of users for your organization and the roles they play within the application User Maintenance for Your Company Name Pte teme tt tame ts esse ex Copyright 2004 Periscope Holdings Inc All Rights Reserved Role s Seller Seller Administrator Figure 7 12 Maintain Users Selection Screen Seller Administration Edit User Information Click on the user s last name to access the edit page that allows you to update the user information You can use this page to reset passwords change roles or update departments or job titles User Maintenance Tim Ga
11. and Services Clothing Textiles Laundry Equipment and Supplies Communication Equipment and Services Computers Software Supplies and Services Figure 3 7 Registration Commodity Search Screen Searching the NIGP Code In the specific code lookup field type the commodity class commodity item or keyword that you would like to search for Show NIGP Categories 1 In the Category listing click on the category item code number you would like to search The Class listing for that category is displayed 2 In the Class listing click on the code number of the class you would like to search The Item listing is displayed Select a Commodity Code To select a class item commodity code simply check the box to the left of the code to add that commodity to your registration When you are finished click the Save and Add More or Complete Registration button located at the bottom of the page Getting Started NIGP Code Browse Agricutural Equipment and Related Products and Services o iS AGRICULTURAL CROPS AND GRAINS INCLUDING FRUITS MELONS NUTS AND VEGETABLES o 20 AGRICULTURAL EQUIPMENT IMPLEMENTS AND ACCESSORIES SEE CLASS 022 FOR PARTS Oo 22 AGRICULTURAL IMPLEMENT AND ACCESSORY PARTS ANIMALS BIRDS MARINE LIFE AND POULTRY INCLUDING ACCESSORY ITEMS LIWE 25 FEED BEDDING VITAMINS AND SUPPLEMENTS FOR ANIMALS SEE CLASS 075 FOR DRUGS AND PHARMACEUTICALS FOR ANIMALS ls cn T 05
12. county of your company This is not a required field Company Phone Enter the telephone number of the company Respond to Bids 4 Select the Continue button after you complete the mini registration BuySpeed will submit your registration to the agency Choose Cancel to view bid detail without submitting any company information to the agency and to decline receiving automatic updates and bid amendments 5 View the bid details Bid Solicitation BID 1043 Header Information Bid Numbi E Descriplion Test Bed Bid Opening Dale TVS 10 20500 Adal Purchaser ADMIRE RAT OR STD Department DID Drv 1 Dept Location DIL Dor 1 Dept 1 LOs 1 Fiscal Tear 08 Show On Web Ves Allow Electronic Quote Ves Required Date 10026006 Avallable Date 11060005 10 20 00 AM Info Contact Bulletin Desc Shipto Address Canig Jones Eili Padres ener Sonoran Compunri Herr 300 Main Finest 200 bin E dre Sin TA 555553000 Ain TH 5554 5 000 LE l Er rub prieg Com Era agota com Pura ROA 000 Ext 300 Piar CROSS Bod 2001 FAX 800744 3000 FAS 0044 2000 Hom 4 61503150320 tes Figure 4 12 Bid Solicitation Choose Print Page to print the Bid choose Cancel to return to the selection list View Bid Attachments When a bid solicitation includes one or more attachments that supplement the bid detail a Bid Attachment section will be displayed above the Bid Detail section of the bid Figure 4 13 Bid With Attachments View Bid Ame
13. including name and business description Maintain General Organization Information Vendor ID 005550 Company Mame Your Company Name Tax ID o0 0000000 Incorporation Details State Year of Incorporation lo Business Description Length of Time in Business lo Weeks Preferred Delivery Method Email y Emergency Supplier ves E No Emergency Phone B Ext Emergency Contact Mame Emergency Email Emergency Info Comment Attachments No Attachments File Browse Description Upload Figure 7 3 Maintain Organization Information Entry Window Vendor ID This field displays your vendor id Company Name Tax D Incorporation Details Business Description Length of Time in Business Prepared Delivery Method Comments Emergency Supplier Emergency Phone Emergency Contact Name Emergency Email Emergency Info Comment Seller Administration Enter or modify the company name This is a required field Enter or modify the vendor Tax ID This is a required field Use the dropdown menu to select a state and enter the year of incorporation for the current vendor Enter or modify a short business description Enter or modify the number of Years Months or Weeks the vendor has been established as a business Use the dropdown menu to select or change the preferred delivery method for bids sent to this vendor Use this field to enter additional informa
14. that will display when data inside your document is not right criteria are not met or when required fields are not properly filled out Messages in yellow Open Market Requisition FIRE1 0601019 Status 1RI In Progress E General Items Vendors Address Accounting Routing Attachments Notes Reminders MRE e ltem 1 No vendor and there is no recommended vendor at header level Figure 2 11 Yellow Error Message Are errors that do not require any intervention The document can continue the message is strictly for your information Getting Started Messages in red on the other hand will stop your document dead in its tracks Open Market Purchase Order 18372 Status 3PI In Progress E General Items Vendor Address Accounting Routing Attachments Notes ChangeOrders Reminders EAN Overall Validation Errors e Accounting distribution is missing and required Figure 2 12 Red Error Message A red error means that the document does not have sufficient information to continue forward Once the proper data is entered you may continue your document to completion Getting Started Getting Started Online Seller Registration Online seller registration allows providers of commodities and services to register with an agency Registration allows a seller to view bid opportunities as well as purchase orders To register with an agency click on the Register button at the web site designated by the agency for BuySpeed Online
15. to the bid need to occur at this point click Withdraw Quote to pull the quote back to the vendor s control Clicking Reopen Quote will open the quote for editing Please note that the vendor must resubmit the quote to Submitted status in order for it to be used for bid tabulation and awarding View Quote Registered sellers can view quotes they have entered From the Quotes menu select from Informal Quotes Formal Quotes Working Formal Quotes Submitted and Formal Quotes Unsubmitted Informal Quotes Formal Quotes Working Formal Quotes Submitted Formal Quotes Withdrawn Formal Quotes Unsubmitted Figure 5 8 Quotes Menu Quote Type Modifiable Informal Quote Quote has been submitted on the fly directly Yes from an agency Requisition Formal Quotes Quote is in progress but has not yet been Working submitted to agency in response to a bid solicitation RFQ Formal Quotes Quote has been completed and submitted to No Changes can Submitted agency be submitted as an Alternate Bid Formal Quotes Quote has been withdrawn from submitted Yes provided that Withdrawn status by vendor the bid has not reached the open date time Formal Quotes All working quotes regardless of bid status Depends on bid Unsubmitted status Review Quotes Submit Informal Quotes An agency may allow you to respond to certain requisitions by using an informal quote To view new informal quote opportunities selec
16. Ext Copyright 2004 Periscope Holdings Inc All Rights Reserved Figure 7 4 Maintain Address Window To edit an existing address click on the Edit button which is located to the right of the address type heading for the address you wish to modify Once you have made any necessary changes click Save to submit the record Click Delete to remove completely the address from your registration record When an address needs to be added click the Add Another Address button on the Maintain Addresses window Complete the new address information and click Save An asterisk identifies required fields Fields without an asterisk are optional entry fields Use the Tab key to advance to the next field or click in the field with the left mouse button Address Type Bid Mailing Address y Name this Address FO Contact Name FO address Line oe Address Line 2 FO Address Line 3 FO Address Line 4 FO city Po se A zP County oO Country OO Phone COOC a M7 FAX COCO em A Status Active m Default address for this address type SavegExt Reset CancelgExt Figure 7 5 Add Organization Address Address Type Address Name Contact Name Line 1 City State Province ZIP County Country Phone Email Fax Seller Administration Select the type of address emergency contact bid mailing PO mailing remittance This is a required field Enter a descriptive name for the address 1 e Corporate
17. Order Detail Screen View Purchase Order Shipping History Select the Add View Shipping button to open the shipping history for the current purchase order View Contracts Blankets As a registered seller you can view applicable contracts and blanket purchase orders that you may have with an agency Access your contract listing by clicking on Contracts in the navigation header A list of your active contracts will appear Browse ContractsiBlanket POs TimContract P0019871 testing for screenshots 09 02 2004 09A 02004 Copyright E 2004 Periscope Holdings Inc All Rights Reserved Figure 6 4 Contract Blanket Listing Click on the blanket PO to view the contract blanket details Purchase Orders and Contracts Contracts Blanket POs Blanket Contract P0019871 Catalog ID TimContract Effective Date 9 2 04 Expiration Date 9 10 04 Buyer ADMINISTRATOR SYSTEM Department FH Info Contact Location Fiscal Year OS Description testing for screenshots Ship To 427 City Hall Annex Bill To 427 City Hall Annex 100 E 11th St 100 E 11th St Chattanooga TN 37402 Chattanooga TN 37402 na Y O 020 13 SOIL SPUR Wi SPURS 000 Copyright 2004 Periscope Holdings Inc All Rights Reserved Figure 6 5 Contract Blanket Details Seller Administration Maintenance Home Page Seller Administrators can maintain organization information and can maintain and add users to the seller account The Seller Administrator maintenance home p
18. a commodity code search will prompt you to enter a class level commodity code an item level commodity code or a keyword while a contract search will prompt you for a line item description or NIGP commodity code Getting Started Advanced Search Module Purchasing Module Commodity Codes v Figure 2 7 Advanced Search Screen Commodity Code Search The search page uses LIKE functionality This means that exact matches are not required and results will be returned that include any portion of the keyword or code entered For example if you are searching for class codes that include 00 you can enter 00 in the Class field click on Find It and see all commodity codes where 00 is included 005 100 etc The search results will appear immediately below the search box If multiple pages of results are returned you will see multiple pages of results showing the number of records displayed out of the total number of results returned 1 25 of 81 1234 AGENCY10 Arizona Department of 00003 IE Y Boshart 00000168 Administration MAIN AGENCY10 Arizona Department of SPO SPO Brian Banister 00000164 AGENCY10 00000163 AGENCY10 00000161 AGENCY10 Open Mkt Reg Open Market 08 19 2009 Arizona Department of SPO Jeff Anderson 201 190 76 Sent 00000160 03 11 00 PM Administration ADMIN Figure 2 8 Advanced Search Screen Results Display If more than ten 10 pages of results are returne
19. age looks as follows Maintenance Home Page for Your Company Name Maintain Organization Maintain Users on this Add Users on this Account Information Account This section is used for This section is used to maintain This section is used to add maintaining organization users for the organization users to the organiztion information Copyright 2004 Periscope Holdings Inc All Rights Reserved Figure 7 1 Seller Administrator Homepage Maintain Organization Information This option allows you to maintain all of the organization s information as registered with the agency including addresses links terms categories and commodities Seller Administration Maintain Organization Information for Your Company Name Maintain General tat Maintain Commodity Organization Information e di ai Codes amp Services This section is used for This section is Used to maintain This section is Used to maintain maintaining general addresses commodity codes and organization information Services Maintain Regions Maintain Terms and Maintain Attachment Categories Repository l il ia This section i Used to maintain This section ls used to maintain This section i used to maintain region terms and categories files in the attachment repository Figure 7 2 Maintain Organization Homepage Maintain General Organization Information This option allows you to maintain the organization s default information
20. and quick reference guides about using ProcureAZ please accesshttp azdoa gowagencies spofinto_azprocure as FOR NEW VENDORS Click on this link to access a quick reference guide on how to register as a supplier A Register Register here to begin using BuySpeed Online Vendors please read this disclaimer prior to registering i Open Bids Browse open bid opportunities r Active Contracts Browse active Contracts Blankets r Contract amp Bid Search Search for Bids and active Contracts Blankets 2009 Periscope Holdings Inc All Rights Reserved Figure 1 1 BuySpeed Online login page The BuySpeed Online seller module allows providers of commodities and services to Register with an agency by filling out an online application e Maintain that application according to commodities and services offered View bid opportunities indexed by commodity and service then respond electronically online and View Purchase Orders The unique services offered by BuySpeed Online accelerate routine business processes expand buying opportunities and reduce overall costs Benefits of BuySpeed Online BuySpeed Online offers numerous benefits to sellers including Ease of accessibility BuySpeed Online is available from any workstation with access to the Internet Paperless notification BuySpeed Online eliminates manual retrieval of purchase orders and bids No time constraints BuySpeed Online is accessible 24
21. arch HIGP Class HIGP Class tem gt HIGP Keyword Search using ALL of the criteria Search NIGP Code Browse Administrative Financial and Management Services Agricutural Equipment and Related Products and Services Arts Cratts Entertainment Theatre Automotive Products Yehicles and Services Building Equipment Supplies and Services Clothing Textiles Laundry Equipment and Supplies Communication Equipment and Services Computers Software Supplies and Services Food Equipment and Related Services Furnishings and Related Services Furniture and Related Services Hardware Related Equipment and Services Figure 7 9 NIGP Browse Window Add New Commodity Code View Inactive Codes Choose Display Inactive Commodity Codes to open a listing of inactive commodity codes Commodity and Service Codes Inactive Codes for Your Company Name 019 21 Berry Crops CAPTURE 09 03 2004 Smeet Seve amp continue ext Figure 7 10 Inactive Commodity and Services Screen Seller Administration Maintain Terms and Categories This option allows you to maintain add and remove payment and delivery terms categories and keywords To maintain terms and categories either click the drop down for the field and select a new option or click the check box or radio button to the left of the entry and click Save Terms Categories and Certifications Your Company Name Terms Payment Terms Shipping Method
22. c All Rights Reserved Figure 3 12 Login Question Screen If you answer your login question correctly you will automatically be emailed your password in a few minutes Login Question Status You have successfully answered your login question our password will be emailed to you shortly Copyright amp 2004 Periscope Holdings Inc All Rights Reserved Figure 3 103 Login Question Confirmation Respond to Bids Bids If an agency has named your company on a bid an email will be sent and the bid will appear in the Open Bids section of the Seller homepage View Open Bids After logging into BuySpeed Online bid opportunities that are within 14 days of the Bid Opening date will always appear on your Control Center under the Open Bids section You can also view them by selecting the Open Bids option from the drop down navigation menu Home POs Y Bids Contracts Quotes Open Closed Home Welc test account Figure 4 I Bids Menu Filter Bids By Category When viewing open bids using the navigation menu an intermediate screen allows you can view all open bid solicitations or filter by a specific product or service category Bids Open show Bids for Category All Go Administrative Financial and Management services Agricultural Equipment and Related Products and services Arts Crafts Entertainment Theatre Automotive Products Yehicles and Services Building Equipm
23. cates when the most recent changes were made to the current quote Click the number in the Quote column that corresponds to the quote you wish to review Select a number in the Bid column to view the corresponding bid document 3 After the quote is opened select Print Page to generate a printed version of the document 4 Select Cancel to return to the Seller Control Center Modify Submitted Quote Notice that when the quote opens it is not enabled for editing To modify the quote you submitted you must re submit the quote information using an alternate bid Please see the section titled Submit Alternate Quote Create Alternate Quote Re Submit a Modified Quote Creating an alternate quote is an easy way for you to submit new quote data to an agency even after submitting an earlier quote To submit an alternate quote 1 Open the corresponding bid from the Control Center or by using the Bids menu or the Look Up tool 2 3 4 5 6 7 8 Review Quotes On the bid that opens you can see the quotes you have already submitted in response to this bid in the panel labeled Your Existing Quotes for Bid X Do not select any of those quote numbers Instead move to the lower half of the window containing an empty quote form Click in the Alternate Bid checkbox so that it is checked Complete the fields with your new quote information Enabled fields include Quantity Unit Price Freight and Brand fields As y
24. d you will see arrow icons to use for paging through the results Customer Service The customer service screen allows you to contact an agency representative for additional information or for assistance with some of the items that are found in the BuySpeed Online application Getting Started Customer Service If you have any questions or comments don t hesitate to let us know Select from the following list of issues Please Select Bids Other PO Status Web Site Describe the issue in as much detail as you can z Copyright 2004 Periscope Holdings Inc All Rights Reserved Figure 2 9 Customer Service Screen Select the appropriate category and enter your comments or questions in the large comment box An email will be sent to the agency administrator who will respond to your request A confirmation page like the one shown below will appear once you have submitted your request Thank You for Contacting Us Your comments questions and suggestions are greatly valued by State of Arizona If you sent us a question that requires a reply our team will make every effort to respond as soon as possible Thank you again for your input and we look forward to helping you achieve SUCCESS Remember you can always contact State of Arizona at 512 472 9062 Figure 2 10 Customer Service Confirmation Screen Red and Yellow Error Messages BuySpeed Online has developed a series of messages
25. dded to this tab This information is not viewable by the agency Figure 5 4 Notes tab Once all fields are entered click Save and Continue Terms and Conditions Tab The Terms and Conditions tab is a required tab for the vendor to respond The attachments for the bid will be visible here in case the vendor did not download the attachments from the bid Typically the Terms and Conditions are part of this attachment list If you accept the terms and conditions click yes and Save and Continue If you do not accept the terms or have exceptions to them select that option and then enter in the reasons for not accepting them Please note your quote will be flagged for agency view for not accepting the terms Review Quotes Quote 00000218 Bob s Taxidermy General Items Questions Subcontractors Notes M7 Seer Attachments Summary Back to Bid The following list constitutes all the attachments for the bid which may include supplemental terms and conditions a Tes to file add DRAFT 7 5 1 Purch create Contract PO doc P 1 034 752 bytes A a File Sample Attchment 2 txt 118 bytes Do you accept the terms amp conditions of the bid O Yes O Yes with exceptions O No If you do not fully accept the terms amp conditions please note the exceptions below A w Figure 5 5 Terms and Conditions Attachments Tab The attachments tab allows the vendor to upload a document if necessary These can range from references
26. e amp Add Certification have entered your terms and categories you will be prompted to identify the commodities and services that your company provides Add Certification Getting Started Add Vendor Certificaiton Ace Hardware Vendor ID 00721878 Category Category Type FEMALE OWNED Certification Source October5 Test Certification ID 7 Effective Date MMDD rrrn EX Expiration Date Mmo EX Certification Status Active gt Certification Description oT Save amp Exit Save amp Continue Close Window To add certification choose the certification source from the pull down enter your certification ID effective dates certification status and description Add Commodity Codes Attaching commodity codes to your profile helps ensure your company will be included when bids are created for those products or services This can be done during registration A seller administrator can add or delete commodity codes anytime To find a commodity code use the browse or search functions in BSO Getting Started Commodity and Service Codes Your Company Name Search HIGP Class HIGP Class tem gt HIGP Keyword Search using ALL ofthe criteria Search NIGP Code Browse Administrative Financial and Management Services Agricultural Equipment and Related Products and Services Arts Crafts Entertainment Theatre Automotive Products Vehicles and Services Building Equipment Supplies
27. e application and gives you access to open and closed bids purchase orders and account maintenance As you travel through the application you will always see this menu at the top of each page NIGP Code Browse My Account Customer Service About August 10 2009 9 20 15 AM CDT ODGO X Contracts Quotes test account Figure 2 2 Navigation Header There are several key icons in the navigation menu A Accesses the search screen P Accesses the help manual d Accesses the administrative reports if the agency has configured reports for use by vendors x Logs out of BSO Roles If you have multiple roles within BuySpeed Online for example you are Seller as well as an Seller Administrator for your company you will see role tabs in the upper right corner of the header as indicated below Each role within the application will have its own control center For example the Seller Administrator has an organization maintenance focus while the Seller has a purchasing information focus The tabs will not appear in the application if you only play one role Getting Started Seller Seller Administrator August 10 2009 9 23 35AMCDT OQO X Figure 2 3 Navigation Header Multiple Roles My Account The My Account link in the navigation menu allows you to keep your individual user profile current with the agency Modifying your personal login information does not change your company s general information with the agency To mai
28. e state in which you are doing business For example some Texas companies are incorporated in Delaware This is not a required field If your company is incorporated enter the year in which your company was incorporated This is not a required field Enter a general description of your company This is not a required field Enter the length of time your company has been in business This is not a required field Select Yes if you choose to be designated as an emergency supplier You will be prompted to provide additional address information upon submittal of this page Emergency suppliers must be available 24 hours a day 7 days a week The second section of the online seller registration process concerns the addition of Administrative User information The Administrative User has the ability to maintain the organization s general information with the agency and will also be able to add additional users An organization can have more than one administrative user However it is not a good idea to make everyone in the organization an administrative user since this would allow him or her to modify the organization s records with the agency Getting Started Required fields are identified by an asterisk You must enter these fields before advancing further into BuySpeed Online Fields without an asterisk are optional entry fields Use the Tab key to advance to the next field or click into the field with your left
29. ecesceceses 23 EO CINC IN seca era calc es fee es tcp ade tte ager er ae we cre als tie eet 23 LOGIN ERROR HANDLING 0 diate Ieee hese ees 23 A AS 25 VIEWED o ds aber o rr lts ere 25 Fiter BLAS BYC OLC OOTY ora a nE A N 25 OPEN A BID AFTER REGISTERING Lai tias 2d VIEW OPEN BID LIST PRIOR TO SELLER LOGIN REGISTRATION cceccscecescecscecececeses 28 OPEN A BID REGISTERED SELLER cion i 28 OPENA BID UNREGISTERED SELLER iii 29 View Bid Attachments cccccccccaccccecccaccecccecuccecccscccscscsceceececscsenecececsesesescsesencescecsces 31 View Bid Amendment c cccccaceccccecacccecscacccecccscuccscecscecascecscsenecececsenceetecsesenceececsces 31 REVIEW CUO TES iS an 32 QUOTES OVERVIE Wars A id 32 RESPONDING TO A FORMAL BID cccccececceccccecescecccsceccececescecsescecescesescscesescesescecacees 32 HEM TAD een a o A A A 34 OUr STON EA aaa ii teo OS 34 NOTES TAB ea E E AEA 35 TERMS AND CONDITIONS TAB ti bi 35 ATTACHMENTS TAD A Se 7 Raa Ee ae 36 SUMMARY LABen O ven O 37 IT yO Tr ooo 37 SUBMIT INFORMAL QUOTES 0100 38 VIEW orma OUTES lt lt A AA dann 38 Modify Informal QUES saved nia wreasn dental Gauieat eden uaa duets 39 Open Formal OCUOIES WO Es 39 Modify Workin Uta la ida dass 40 View SUDIMIICO QUOTES nt a a a a a aa 40 Modify Submited OQUO iena E vents 40 CREATE ALTERNATE QUOTE RE SUBMIT A MODIFIED QUOTE ccoccccnnccnnnccnnocnnnaccnoninos 40 PURCHASE ORDERS AND CONTRACTS o cccccccoconcoconcocononconecocon
30. ent supplies and Services Clothing Textiles Laundry Equipment and Supplies Communication Equipment and Services Computers Software Supplies and Services Food Equipment and Related Services Furnishings and Related Services Figure 4 2 Bid Category Selection The Open Bids results are then displayed Below is an example of a listing for all category commodities You can sort the results page using the column headings Bid Buyer Description Bid Opening Date Pre Bid Conference and Plan Holder information Select Print Page to print the page as is displayed on screen and Cancel to return to the login page Respond to Bids Bids Open show Bids for Category E Go Purchase Pre Bid Bid a E Bid 09 09 00 Copyright E 2004 Periscope Holdings Inc All Rights Reserved Figure 4 3 Open Bids Listing Bid The Bid Number also functions as a link to the bid detail page Buyer The agency buyer associated with the bid Description A short description of the bid Bid Opening Date The date the bid will be opened and quotes no longer accepted Pre Bid Conference If there is information related to informational meetings or briefings related to the bid it will be listed here Plan Holder The plan holder column contains a link to the bid plan holder list This list outlines the sellers who have viewed this bid document after electing to submit an acknowledgement receipt An example of the Plan Hold
31. er list is pictured below Solicitation Holder List B00009 32 Solicitation Name Test open market req Buyer Mei Zhu Solicitation a0000432 Opening Date 10 23 2004 09 03 00 Date Ea ee Contact Hame Company Name Address Phone amp Fax File Sent File Downloaded Contact Person seller user 4 amp 4 Heating amp Air Condition 4272 Bonny Oaks Drive 09 01 2004 Chattanooga TN 37406 Phone 123 456 7899 Email address riuigoperizcope com Cancel Copyright E 2004 Periscope Holdings Inc All Rights Reserved Figure 4 4 Bid Plan Holder List After reviewing the Bid Plan Holder List select Cancel to return to the Open Bids selection list Respond to Bids Open a Bid After Registering To open and view a specific bid 1 Click on the underlined bid number in the Open Bids selection list 2 Respond to the Bid Acknowledge Receipt query that displays BuySpeed automatically allows you to send an acknowledgement receipt to the agency Selecting Yes to the query ensures the agency is aware of your interest in this Bid should they publish an addendum in the future Selecting No will still allow you to view the bid details for the selected bid but will not prompt the agency to send you updates Acknowledge Receipt Bid Bo0000932 Bid Description Test open market rec Click Yes to acknowledge the download of the bid When you acknowledge a bid you may receive any future correspondence regardi
32. gin Registration Registered and unregistered sellers can view open bid opportunities at any time without logging into the BuySpeed Online The initial process for viewing a list of open bids is identical for registered and unregistered sellers 1 Click on the Open Bids link located on the main login screen 2 Choose a bid category Both unregistered and registered sellers can view bids within a certain product or service grouping by using the Bid Category selection dropdown menu to choose a commodity group such as Computers Software Supplies and Services To access all open bid solicitations choose All Categories from the category dropdown 3 Click Go Open Bids Show Bids for Category All Categories All Categories y Administrative Financial and Management Services Agricultural Equipment and Related Products and Services Arts Crafts Entertainment Theatre Automotive Products Vehicles and Services Building Equipment Supplies and Services Clothing Textiles Laundry Equipment and Supplies Communication Equipment and Services Computers Software Supplies and Services Food Equipment and Related Services Furnishings and Related Services oo E Reserved Figure 4 7 Open Bids Bid Category Selection The Open Bids results are then displayed Below is an example of a listing for all category commodities You can sort the results page using the column headings Bid Buyer De
33. gions Iv College Station C Blinn O Kingsville Vv Corpus Christi Copyright 2002 Periscope Holdings Inc All Rights Reserved Figure 7 6 Regions Selection Screen Select available regions by filling the corresponding check box or clicking the All Regions check box to select all Click Save To remove regions uncheck the selections and click Save Maintain Commodity Codes and Services This option allows you to maintain by adding and removing class item commodity codes to your record Commodity Maintenance Home Page for Your Company Name Maintain Commodity Codes This section is used to add or remove commodity codes Display Inactive Commodity Codes This section is used to display inactive commodity codes Figure 7 7 Commodity Maintenance Homepage View Existing Add New Codes Choose Maintain Commodity Codes to add new or modify existing codes mie Oe ers Deactivate Selected tems Add Additional Codes Cancel amp Exit Figure 7 8 Maintain Existing Commodity Codes Screen To Remove commodity codes from your company profile place a check in the checkbox to the left of the codes in the Remove column Seller Administration To add a new commodity code to your company profile select the Add Additional Codes button from the Commodity Codes screen Then use the NIGP Code Brower feature to locate commodity codes you wish to add Commodity and Service Codes Your Company Name 17 Se
34. he state or province of your company from the drop down menu If you are not a US or Canadian user please select NONE An agency representative may contact you with further details This is a required field ZIP Enter the ZIP code of your company US customers please use either or HHH format Canadian customers please use a a a format If you are not a US or Canadian user please enter 00000 An agency representative may contact you for further details This is a required field County Country Company Phone Company Email Company FAX Tax ID State of Incorporation Year of Incorporation Business Description Length of Time in Business Emergency Supplier Getting Started Enter the county of your company This is not required field Enter the country of your company This is not a required field Enter the default phone number of your company This is a required field Enter the default email address for the company in general or of the contact person for your company This is a required field Enter the default FAX number of your company This is not a required field Enter the federal tax ID for your company or your social security number if you do not have a federal tad ID number The following are acceptable formats 7HHHHH HHHHHHHHH and HH This is a required field If your company is incorporated enter the state in which your company was incorporated This may not be th
35. hours a day seven days a week This manual has been created to assist you in using BuySpeed Online If you have any questions please contact the agency you are registered Application Basics Home Page Control Center BuySpeed Online was designed to put the information you need right at your fingertips in an easy to use format when you first log in to the BuySpeed Online application you will be greeted by name and will see a tabbed listing of 1 News and Information 2 Open and Closed Bids from the last 14 days where your company was listed as a bidder 3 Your working quotes 4 Any purchase orders awarded to you that have not yet been acknowledged This is your home page within the application and it is called the Control Center The sections displayed on the control center are dynamic they are based on up to the minute available data from the agency and or those items targeted to you Getting Started Each tab has a number in parentheses showing the number of documents waiting for you on each tab NIGP Code Browse My Account Customer Service About August 10 2009 9 19 33 AM CDT DGO X Home POs Y Bids Y Contracts Quotes Y test account Home Welcome Back test account EFYSTOR Bids 87 PO 2 Quotes 19 No News Available Copyright 2009 Periscope Holdings Inc All Rights Reserved Figure 2 1 Control Center Home Page Header Navigation Menu The navigation menu allows you to move within th
36. lect Cancel to return to the informal Quote list page Note after you save your modifications canceling this screen will not cancel the modifications Open Formal Quotes Working Select the Formal Quotes Working item from the Quotes menu to view a list of formal quotes that have not been submitted and are not past the bid opening date Review Quotes Quotes Working 00000390 B00009332 10 29 2004 09 09 00 09 05 2004 10 14 53 Copyright 2004 Periscope Holdings Inc All Rights Reserved Figure 5 153 Formal Quote Working Modify Working Quote To open a quote for review or to modify select the corresponding number in the Quote column Notice that when the quote opens it is enabled for editing Select a number in the Bid to view the corresponding bid document The Bid Opening Date column displays the date quotes for this bid will officially be reviewed The Date Last Modified column indicates when the most recent changes were made to the current quote Select Print Page to generate a printed version of the document Select Cancel to return to the Seller Control Center View Submitted Quotes To open a submitted quote for review 1 Select the Formal Quote Submitted option from the Quotes menu 2 A selection list opens displaying formal quotes that have been submitted The Bid Opening Date column displays the date quotes for this bid will officially be reviewed The Date Last Modified column indi
37. mouse button Administrative User Information 2 Salutation First Name Job Title Email Login ID New Password Login Question E PO Last Name fo pO Department PO Po Phone JEJE TL Confirm Password Login Answer Add Another Address Continue Registration Reset Salutation First Name Last Name Job Title Department Phone Extension Email Login ID Password Login Question Figure 3 4 Registration Administrative User Choose a salutation from the drop down box for the administrative user being entered Enter the first name of the administrative user This is a required field Enter the last name of the administrative user This is a required field Enter the job title of the administrative user This is a required field Enter the department name for the administrative user if applicable This is not a required field Enter the phone number of the administrative user This is a required field Enter the phone extension of the administrative user if applicable This is not a required field Enter the email address of the administrative user This is a required field Select a login ID for the administrative user The login ID will allow you access into the system It must be 5 8 characters long This is a required field Select a login password for the administrative user In conjunction with the login ID the password will allow you acce
38. ndment When an agency issues an amendment to a bid the amendment will be posted in a special section of the bid solicitation window Respond to Bids Bid Solicitation Bid Solicitation ID B50000931 Opening Date 8 23 2004 8 55 00 AM Buyer Mei Zhu Descri ption Test open market req Phone 354 453 5343 mzhu goperiscope com Bid Amendments a E NN Doa 2004 08 12 15 37 15 0 tem 11 Quantity changed from 1000 0 to 1500 0 Bid Detail O eo A Bid Solicitation Total 150 00 ext Copyright 2004 Periscope Holdings Inc All Rights Reserved Figure 4 14 Bid with Amendments Review Quotes Quotes Overview Quotes are generated from bids they record your response to a bid or other request for pricing in the BuySpeed system Each seller s response to a bid is an individual quote Responding to a Formal Bid To respond to a formal bid from the Bid view click the Create Quote button at the bottom of the screen The first tab that appears is the general tab Review Quotes General Quote Organization Status Delivery Days ls No Bid Shipping Terms Ship Via Terms Promised Date MM DDIYYYY Info Contact Test CC1 Quote Date Last Updated Description Delivery Days Discount Percent Is No Bid Alternate Bid Terms Promised Date Info Contact Comments Custom Columns Items Questions Subcontractors Notes Terms amp Conditions Attachments Summary Back to Bid
39. nformal quotes that you ve submitted in response to a bid opportunity select the Informal Quotes item from the Quotes dropdown menu Review Quotes Informal Quote list R0000172 0 00 create Copyright 2004 Periscope Holdings Inc All Rights Reserved Figure 5 11 Informal Quote List BuySpeed Online will open a list displaying bidding opportunies marked with a create in the Informal Quote column as well as informal quotes you ve already submitted marked with a View The Req Number column lists the agency requisition number s that originated the bid to which you responded it is used by the agency to identify your quote To review an informal quote select the corresponding View link in the Informal Quote column BuySpeed Online opens the quote you submitted Informal Quote Requisition R0000172 Requisition Number timothy garza Phone 512 328 1007 Fax tgarza goperiscope com Dennis Schiawon Bill To Arthur Clark 3204 Amnicola Hwy 427 City Hall Annex Chattanooga TN 37406 100 E 11th St Chattanooga TN 37402 e e e Informal Quote Total 0 00 Save amp Exit Save amp Continue Cancel amp Exit Copyright 2004 Periscope Holdings Inc All Rights Reserved Figure 5 12 View Informal Quote Modify Informal Quote You can make changes to the data in the Quantity Unit of Measure Unit Price and Freight fields and select Save to re submit the modified quote Se
40. ng this document If you do not want to acknowledge click No and the bid will be displayed Do you want to continue Copyright E 2004 Periscope Holdings Inc All Rights Reserved Figure 4 5 Bid Acknowledge Receipt Post Registration 3 View the bid detail When you click on the bid number link to open and view the bid document you can use the item fields to calculate the quantity and unit price As you update the item fields the item Total Cost Item Total and Bid Solicitation fields reflect the calculations Bid Solicitation Bid Solicitation ID B0000932 Opening Date 10 23 2004 9 09 00 AM Buyer Mei Zhu Description Test open market req Phone 354 453 5343 mzhu goperiscope com Bid Amendments CAT A 2004 08 12 first test revision on oracle Header 1 Bid OpeningDate changed from 11 29 2004 09 09 00 to 10 25 2004 09 09 00 first test 08 15 54 0 revision on oracle a penita Header 1 Bid OpeningDate changed from 10 25 2004 09 09 00 to 10 26 2004 09 09 00 test revision again 2004 08 1 2 2 2 H H n m n m NM 09 59 04 0 kiyyuouy97987iy9 Header 1 Bid OpeningDate changed from 10 26 2004 09 09 00 to 10 29 2004 09 09 00 uyruytu Bid Detail a 19 office supplies 1000 0 0 10 100 00 Bid Solicitation Total 100 00 Print Page Create Quote ext Copyright 2004 Periscope Holdings Inc All Rights Reserved Figure 4 6 Bid Solicitation Respond to Bids View Open Bid List Prior to Seller Lo
41. ntain the overall organization information with an agency you must have the role of Seller Administrator and must use the Seller Maintenance functions My Account Information First Hame Garza Job Title Company Tim s Test Vendors 000 000 0000 Copyright 2004 Periscope Holdings Inc All Rights Reserved Figure 2 4 My Account Overview Use the Edit button to update your personal information You can change your title contact information as well as your login password and login security question and answer You may also select the default tab that you wish to begin on once you log in and view your home page The user manual option allows you to select either the standard manual or text only version Getting Started My Information rat Nar e Job Title E mail Company Bob s Taxidermy naro e 7 Login Question A ican cies CO OE Default Homepage Tab for Seller User Manual Version e Figure 2 5 My Account Edit Page User Maintenance Advanced Search Access the advanced search screen by clicking on the magnifying glass icon in the navigation header The advanced search option lets you search for bids purchase orders contracts and commodity codes Advanced Search Search for Items Purchase Orders Quotes Figure 2 6 Advanced Search Screen The search criteria that displays on the screen is dynamic and depends on the type of search being executed For example
42. ntering in your Login ID or your Password or forget your Password you will be re directed to the Error Login screen From here you can attempt to login again by typing in the same information in the fields provided or you can click on the Login Question link Getting Started Error Attempted Login Unsuccessful We are sorry there was a problem logging you into the BuySpeed Online 5 1 website Invalid login ID Please make sure that your information l correct and try again For help contact the BuySpeed Online 5 1 system administrator Retry Login Please enter your login information again Login ID C If you have forgotten your password Password answer your Login Question onea Copyright 2004 Periscope Holdings Inc All Rights Reserved Figure 3 11 Login Unsuccessful Screen At the Login Question_page enter in the answer to your Login Question that was created when you registered and click on Submit Note If you did not enter in a Login Question during your registration process you will get an error when attempting to go to this page Password Problems No Problem Buy Speed Online 5 1 will be happy to e mail your password to you immediately if you can answer your login question Your Question What is your first name Your Answer If you do not know the answer to your login question please contact BuySpeed Online 5 1 at 512 472 9062 Copyright 2004 Periscope Holdings In
43. o Mailing Address Line 17 Address Line 2 o Address Line 3 P Address Line 4 D O City State Select a state ZIP County Country Company Phone Poo Company FAX C Company Email Tax IDH 00 0000000 Length of Time in Business o Weeks gt State of Incorporation Selecta state y Year of Incorporation o Preferred Delivery Method Email y Would you like to be registered as an emergency supplier in the case of an emergency i Note Emergency suppliers must be available 24 hours a day 7 days a week O ves No Emergency Phone Ext Emergency Contact Emergency Email Emergency Info Comment Figure 3 3 Registration Company Information Required fields are identified by an asterisk You must enter these fields at a minimum in order to continue with the registration process Fields without an asterisk are optional entry fields You may enter data for these items but it is not required Use the Tab key to advance to the next field or click in the field with the left mouse button Company Name Enter the name of your company This is a required field Mailing Address Enter the general address of your company This will be the default mailing address for your company You may change this address at any time Address line 1 is a required field Line 2 Line 3 and Line 4 are not required fields City Enter the city of your company This is a required field State Province Select t
44. occcnccconocconocconasccnoss 41 PURCHASE ORDER AND CONTRACTS OVERVIEW cocooccnccnnccnoconioconoconccnaconoconoconacnnccnaconiconos 41 VIEW PURCHASE ORDERS arias 41 View Purchase Order Shipping History A A A 43 VIEW CONTRACTS BLANKE Sics ico sieepinsic ie ae Lease ee 43 SELLER ADMINISTRATION ci a e e i ae 44 MAINTENANCE HOME PAG Bristol dali atta aac 44 MAINTAIN ORGANIZATION INFORMATION c ccseccssccssccscccsscesscssescesscenscesscesseesseuscencs 44 MAINTAIN GENERAL ORGANIZATION INFORMATION cccoccnoconoconoconocnoconoconoconccnnccnaconoconos 45 IVEAEN PAIN ADDRESSES eo Seah age dd ba 47 MAIN TATN REGION Sissi 48 MAINTAIN COMMODITY CODES AND SERVICES c ccscccssccssccsccesccscesscenccesccesseusceuscencs 49 View Existine 7 Ada IN EW Codeseira beats Monin sev oeiied E A A aes 49 VIC W ANACTIVE O LOS AS AL eset 50 MAINTAIN TERMS AND CATEGORIES ci iii 51 NAN TANU ER e me Re 51 EDIT USER INFORMATION 0 A AA AA A A EA 52 PRD DANE W USER Sl eos 32 ABOUT THIS MANUA ies icssscscsusdscesssseseseaaeasssegssnseweadesassycessueosadoosasgecassosvoauocesscssssess 54 Introduction Welcome to BuySpeed Online BuySpeed Online is an Internet enabled application that provides decentralized purchasing functionality specifically designed for government agencies It is best viewed using Internet Explorer 6 or later ekome BuySpeed Online Welcome to ProcureAZ the State of Arizona s online procurement portal To view online tutorials
45. ou tab from field to field notice that the Quote Response total automatically updates with each modification to Quantity Unit Price and Freight Select Save to create a record of the alternate quote Select Submit Response to submit your alternate quote record to the agency Select Print Page to print the Alternate Bid for your records Select Cancel to return to the previous screen Purchase Orders and Contracts Purchase Order and Contracts Overview Registered sellers can view any purchase orders awarded to them as well as view items on contract with the agency View Purchase Orders When you log into the BuySpeed Online application you will automatically see a list of open purchase orders awarded to you At any time you can access all of the purchase orders awarded to you via the Purchase Order dropdown menu in the navigation bar NIGP Code Browse My Account Customer Service About Bids Sent ta endor Complete Receipt gt Partial Receipt Closed Figure 6 1 Purchase Order Menu In order to view the purchase order simply click on the purchase order number to open the order details If you haven t yet acknowledged receipt of the purchase order you will be asked to Purchase Orders and Contracts Download Acknowledgement Miam acknowledging receipt of this purchase order Iv Notify requestor of receipt of this purchase order _ Proceed Cancel Copyright 2004 Periscope Holdings Inc
46. pplying a discount enter 1t here Tax Rate If applicable Freight Enter in freight charge No Bid The vendor is not submitting a price quote for the item No Charge The vendor will supply the item free of charge Alternate description If the item will differ from the description entered by the agency enter that information here Once all fields are entered click Save and Continue Questions Tab The agency may ask questions of the vendor These questions may be required to answer The type of answer the vendor 1s allowed to give will depend on what the agency has selected for an answer type These can vary from yes no to a text field for entry Quote 00000218 Bob s Taxidermy General Items eTA 29 Subcontractors Notes Terms amp Conditions Attachments Summary Back to Bid A O EA Can you drive a car O Yes Ono Review Quotes Figure 5 3 Questions Tab Once all fields are entered click Save and Continue Notes Tab The notes tab allows the vendor to enter in internal notes or memos to other vendor users who may work on the quote Please note that the agency cannot see this tab so do not enter in notes to the agency here Quote 00000218 Bob s Taxidermy General Items Questions Subcontractors gt Terms amp Conditions Attachments Summary Back to Bid a The quote notes tab is for vendor users to enter useful information about the quote Only authorized users who have access to this profile can view the information a
47. rza Your Company Name Salutation y First Name Tim Last Name Gaza Job Title TESTACCOUNT Department Fo prone tz foo foo00 ema a Login ID CAPTURE Status Active gt New Password poa Confirm Password pa Login Question PO Login Answer oO IV Seller V Seller Administrator Save 8 Exit Save 8 Continue Cancel 8 Exit Figure 7 13 User Maintenance Entry Screen You can assign roles to individual users to indicate the role they will play in the application Users can have a role of either Seller or Seller Administrator The Seller Administrator has all of the capabilities listed in this section so you will want to limit this role to select users within the organization When you are finished updating the user information click on Update and you will return to the User Maintenance screen Add New Users You can add new users to your seller account by clicking on the Add Users icon New Vendor User for Your Company Name Salutation y First Name Last Name Job Title Department Phone Po TT ee ee PO Login ID Status Active gt New Password Confirm Password Login Question o Login Answer fo Seller Seller Administrator Cancel amp Ext Figure 7 14 Add User Screen Seller Administration Enter information about the user as described in the previous three sections and click on Save Seller Administration About This Manual Thi
48. s HelpFile was created by Periscope Holdings Inc a group of professionals providing products and services for government purchasing and workflow BuySpeed Products We understand the issues faced by purchasing professionals The industry issues like shrinking budgets and the struggle to squeeze more out of each tax dollar the challenge to do more with less Therefore you can select the BuySpeed product that best suits your needs right now and then as your needs increase add more functionality at any time Our BuySpeed family of products includes BuySpeed eCatalog an aggregated catalog for purchasing BuySpeed Online BuySpeed features in a web environment Professional Services We offer the following professional services On Site Training Installations Interface and Integration Services Custom Development Workflow and Process Analysis Project Management For more information you can contact us at the following address Periscope Holdings Inc 211 E 7 St Suite 1100 Austin Texas 78701 Phone 888 472 9102 Fax 512 472 9504 support buyspeed com PERISCYPE
49. sary or Save amp Continue with registration After you have entered all applicable addresses you will be prompted to select a region if applicable for the agency when you continue with your registration If the agency does not request that sellers register by region only the All Regions box will be shown If there are various regions to choose from choose the appropriate region in which you would like to be considered for purchases The default value is all regions Select Save and Continue to continue registering with the agency Adding Payment and Shipping Terms You will be prompted to select your specific payment shipping and other terms along with your company s identification by category when you continue registration Getting Started Terms Categories and Certifications Your Company Name Terms Payment Terms Shipping Method Shipping Terms gt Categories amp Certifications Category Minority Owned Business Select Category Type Certifications Add Certification Minority Owned Business Category Small Business Select Category Type amp Certifications Ade Certification C Small Business Figure 3 6 Registration Terms and Categories Screen Adding Vendor Categories Some categories require that you select only one option whereas others allow you select multiple categories Choose the applicable categories from those listed and to add certification click Sav
50. scription Bid Opening Date and Pre Bid Conference information Select Print Page to print the page as is displayed on screen and Cancel to return to the login page Bids Opened y nS z Pre Bid a O id taattaton 00000039 Katherine Lewis Mei test bid 11 19 2002 14 36 54 Bid Tabulation 00000040 Katherine Lewis 11 16 2002 17 23 33 Bid Tabulation Bid Tabulation Bid Tabulation Bid Tabulation Print Page Copyright 2002 Periscope Holdings Inc All Rights Reserved 00000041 Angela King 11 14 2002 10 31 52 pe Bid Tabulation 00000042 Forklifts 11 14 2002 10 52 30 Figure 4 8 Open Bids Listing Open a Bid Registered Seller To open and view a specific bid as a registered seller 1 Click on the underlined bid number in the Open Bids selection list 2 Respond to the Bid Acknowledge Receipt query that displays Respond to Bids BuySpeed automatically allows you to send an acknowledgement receipt to the agency Selecting Yes to the query ensures the agency will automatically send you any updates and modifications to the selected bid Selecting No will let still allow you to view the bid details for the selected bid but will not prompt the agency to send you updates Acknowledge Receipt Bid B00009532 Bid Description Test open market req Click Yes to acknowledge the download of the bid When you acknowledge a bid you may receive any future correspondence regarding this document If you do no
51. ss into the system This is a required field This question will be asked of you in the event that you forget your password If answered correctly your login ID and password will be emailed to you This is not a required field Getting Started Login Answer This is the answer to your login question If answered correctly your login ID and password will be emailed to you This is not a required field Add Additional Addresses Once the general company information and administrative user information have been entered you can add additional addresses or continue registration The address from the Company Information section will be added as your default mailing address If you have a separate address for purchase orders bids or invoices select the option to Add Another Address If you chose to be registered as an emergency supplier you will be prompted to enter an emergency contact address Address Book Your Company Name Enter a New Address a Address Type Bid Mailing Address Name this Address Contact Name Address Line 1 Address Line 2 Address Line 3 Address Line 4 City State ZP County Country Phone Ext FAX Email Status Active e Default address for this address type Save amp Add Another Save amp Continue Registration Cancel amp Continue Registration Copyright 2004 Periscope Holdings Inc All Rights Reserved Figure 3 5 Registration
52. t the Informal Quotes option from the Quotes dropdown menu The Informal Quote column indicates the status of the informal quote opportunities e Create indicates an informal quote opportunity that you have not responded to Choose this link to create a new quote e View indicates that an informal response has already been submitted Choose this link to view or modify an existing informal quote see a related section in this help system titled View Informal Quotes Informal Quote list R0000172 0 00 c Copyright 2004 Periscope Holdings Inc All Rights Reserved Figure 5 9 Informal Quote Selection Window Use the line item portion of the informal quote form to enter the Unit Price and Freight charges you wish to quote When the informal quote form is complete and accurate select the Save command to submit your response to the agency requesting your quote Select Cancel to return the to the Informal Quote List window Informal Quote Requisition R0000172 timothy garza Phone 512 328 1 007 Fax tgarza qoperiscope com Dennis Schiawon Bill To Arthur Clark 3204 Amnicola Hwy 427 City Hall Annex Chattanooga TN 37406 100 E 11th St Chattanooga TN 37402 ee E Informal Quote Total 0 00 Save amp Exit Save amp Continue Cancel amp Exit Copyright 2004 Periscope Holdings Inc All Rights Reserved Figure 5 10 Informal Quote Entry Form View Informal Quotes To view i
53. t want to acknowledge click No and the bid will be displayed Do you want to continue Copyright E 2004 Periscope Holdings Inc All Rights Reserved Figure 4 9 Bid Acknowledge Receipt Registered Seller 3 View the bid detail Open a Bid Unregistered Seller An unregistered seller will follow a slightly different procedure to open a bid 1 Click on the underlined bid number in the Open Bids selection list 2 Respond to the Acknowledge Receipt query window asking you if you want to submit an acknowledgement receipt after submitting company information Select Yes to continue to the registration form and submit an acknowledgement receipt Submit No to bypass the receipt process and go directly to the detail for the selected bid Acknowledge Receipt Bid B00009332 Bid Description Test open market reg Click Yes to acknowledge the download of the bid When you acknowledge a bid you may receive any future correspondence regarding this document If you do not want to acknowledge click No and the bid will be displayed Do you want to continue Copyright E 2004 Periscope Holdings Inc All Rights Reserved Figure 4 10 Acknowledge Receipt Unregistered Seller 3 Complete the Mini Register company profile form The Mini Register information allows the agency to contact you if there are any amendments to the bid s that you upload Respond to Bids Mini Register Company Name Mailing Address Line
54. tion to this vendor record Select the Yes button to designate the vendor as an emergency supplier who can deliver with short lead times outside of standard work hours and in cases of disaster The phone number used to reach the vendor in emergencies This is a required field only if the vendor is marked as an Emergency Supplier The contact name associated with this emergency supplier This is a required field only if the vendor is marked as an Emergency Supplier The email address associated with this emergency supplier This is a required field only if the vendor is marked as an Emergency Supplier Enter additional information about the Emergency Supplier Select Save to submit the new or modified record Select Cancel to return to the previous page Seller Administration Maintain Addresses This option allows you to maintain add or remove the organization s various addresses that are registered with the agency It is a good idea to periodically check your address information to make sure that the agency has the most current information for your company on file This ensures they will always be able to get in touch with you for bid or purchase opportunities Maintain Addresses for Your Company Name Address Type Address Information Default for Type General Mailing Address Tim Garza Active Yes 100 anywhere st austin TX 78750 Email tgarza qgoperiscope com Phone 512 000 0000 Add Another Address

BuySpeed Seller Manual/Seller Administrator Manual

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