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xchangewales (Value Wales) User Manual Release 4.6

1. Search Advanced search Feature search Supplier contains _w Hills And y C Standard assortment Short description contains v AA All fields w tolerant v I All fields _ tolerant v All fields v tolerant v 47 tems found page GLEN OOD 021 4311 AA TO C SIZE BATTERY CONVERTER Hills Components 0 90 each 1 0 day FR F amp AA B00MA BATTERY Limited 021 4339 AA AAA RECHARGEABLE Hills Components 7 95 pack 1 0 day lt T O BATTERY PACK Limited 02 5866 CQ AA 1500 PROCELL BATTERY BOX Hills Components 25 00 box 1 0 day n F OF 100 Limited Q I have been asked to get some carbonless 2 ply paper in white pink I have been given the product code from the supplier s catalogue but have not been told the suppliers name A Enter the product code into the search field If the supplier has a catalogue on the system then the item will be returned Search Advanced search Feature search 003R99107 Search tolerant C Standard assortment 6 tems found Image view p tem no Short description Supplier Manufacturer Image Price Lead time Quantity CI 003R99107 003R99107 XEROX Premium Digital Carbonless Supplies For XEROX 003R 99107 13 26 each 1 0 day 4 F Paper White Pink 44 2 Ply 250 Sets Schools Ltd Q I need to find the price on an anemometer but am unsure how i
2. ProcServe xchangewales Value Wales User Manual Release 4 6 bm fwd on p SS _ AESSESSEESERSRR NENE 3 Se ERE FPE PEE Ge EEE A EEEE CLEECEEEE d O ProcServe Holdings Limited 2012 All rights reserved No parts of this work may be reproduced in any form or by any means graphic electronic or mechanical including photocopying recording taping or information storage and retrieval systems without the written permission of the publisher Products that are referred to in this document may be either trademarks and or registered trademarks of the respective owners The publisher and the author make no claim to these trademarks This document has been prepared and remains the copyright of ProcServe The information contained in this document is proprietary and confidential to ProcServe and should only be made available to the recipients defined in the Distribution List or employees of the recipients business The recipient of this document agrees that it will not duplicate any information contained within this document except for internal use This document is version controlled and any updates or amendments will be detailed in the Change Control section of this document The information defined in this document is relevant to the date and time of its publication ProcServe accepts no responsibility for inaccuracy of the information contained within this document after its publication date The
3. When you are sure that an item is correct you can check the relevant items and click the Approve icon to the top right of the page Tip If you wish to view an item s detail click the Item number link to display the item details Tip You can approve items one at a time or you can click the left hand column heading box to select all items Note If changes are required then you can both amend through the ProcServe Catalogue Manager Catalogue explorer interface or va the ProcServe Catalogue Builder and re import the file Note Any new file imported will over write the old data where the header data is the same ProcServe ProcServe Holdings Limited 2012 Single Buyer Catalogue Initial Load Exporting your Catalogue 4 3 6 Exporting your Catalogue You can now release your catalogue 1 Click on the Buyer Review link for the catalogue Administration Logged in as t oniariffiths toni Griffiths Toni Loa off ProcServe EE TUE Catalogue a Supplier Buyer Current catalogue ed Current status Links DEMOCATALOGUE001_1 DEMO m M amp 64 C r TEST Edition of 22 07 2011 Buyer revie Catalogue 1 Toni Test Buying Organisation r Ts amp amp x 2 You can now select Schedule Release Created gt Update expected gt Supplier review Buyer review Productive gt Replaced x y rm General information on validation report for 22 Jul 2011 17 39 07 4 Supplier TEST Buyer
4. 5 Enter a View name and Description 6 Add catalogue s to the new view ProcServe Holdings Limited 2012 ProcServe xchangew ales Administration Administering xchangew ales Organisation Management Classification Views Catalogue Sharing Buyer Manual Organisation Add anew catalogue view Classification view details Name Description Assignment of classification system Search classification system 5 M UNSPSC 1201 7 Once complete click Save ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration Administering xchangew ales 2 3 5 2 2 Editing a Classification View 1 Login to xchangewales 2 Click on Administration 3 Click on Organisation Management Hello justin You last logged intoday 6 May MyProfile Feedback Logout Administration Community Management Organisation Management UserManagement Supplier Registration Catalogue Access Management Catalogue Management 4 Click on Classification Views 5 Click on Edit to edit the classification view Organisation Management System settings f Classification Views f Catalogue Sharing PS Demo Buyer 1 Name Description PSDB1_ View Classification View 1 Stationary View Stationary View Add a new vies 6 Make your changes ProcServe Holdings Limited 2012 ProcServe xchangew ales Administration 87 Administering xchangew ales Organisation Management Ove
5. e The Search Results List In the Search Results area click the short description to display item details in the Search Results area About the Item Details Page The following image is an example of the Item Details page from an item in the Search area The three numbered areas are 1 Action Icons 2 Item Details and 3 Associated Items These are shown in greater detail below item Detail view Map Marketing Giant World Political Laminated Map GWLD Supplier Supplies For Schools Supplier part no VMMO05271 D rade Ltd px Bs Manufacturer MAP MARKETING Manufacturer part no GALD gestae EAN Lead time 1 0 day Content 1 Order unit each Order quantity 1 each Increase in order Ei quantity 2 Contract 0 Delivery Charge display Delivery charge 6 95 per order UK Reference Mainland charge 6 95 Price 30 59 each Description Further documents ltem properties Giant world political map featuring countries clearly defined with political colouring Main cities and towns clearly marked Time zone clocks country flags and statistics Size 830 x 1200mm Scale 1 34 000 000 520 miles 1 inch Laminated MM05271 The following list describes the major features of Items details page 1 Action Icons These icons are not displayed if the item is already in your Shopping Cart rT Click to add item to your Shopping Basket Add Item to Basket Open Items Details Add to Favourites Add to Shopping List Return to Search
6. Schools Printerbase Catt 2 More selection Suppliers Stuftuk net 6 Martin Luck Ltd 4 Printerbase Lid 2 Supplies For Schools Ltd 2 Banner Business Supplies Lid 2 Print Clearly ink and Media Ltd 1 Office Depot UK Lid 1 Our iste 0 3 Shopping lists Advanced search Feature search R serene 22 tems found page EE of 3 4 Oo C Standard assortment O School London Office Depot UK Ltd 1 Image view tem no Short description Supplier Manufacturer Image Price Lead time Quantity O CESO54 CE5054 054 HP BLACK TONER 2 300 Supplies For HP CES5054 54 64 each 1 0 day 1 er go Pages Schools Ltd CESOSA Hewlett Packard Original Toner cart Black Inkost Ltd Hewlett Packard 53 16 each 2 0 days 4 oO CESOSA Q want to buy some AA batteries from my local supplier Hills Components Limited A You could try putting AA into the search field This however would bring back too many results as the search term entered is too vague You could try adding additional words to the search such as battery but this would also bring back items from suppliers you are not interested in To get a precise return use the advanced search functionality Put the words Hills and AA as shown in the example below making sure each term searches on the correct field ProcServe Holdings Limited 2012 ProcServe Examples of Searching
7. item number Short description EAN Lead time Price Release status gt History res eect arte All items in this catalogue CARR100 Carriage up to 100 Miles 1 Approved Unstructured item O O g CARR125 Carriage up to 125 Miles O mM 4 03 56 Furniture and Furnishings 1 Approved t 78 Transportation and Storage and Mail CARR150 Carriage up to 150 Miles 1 Approved Carriage uo to 175 Miles 1 Aooroved a 4 A pop up window will appear in which you can make further settings for the items list presentation 5 Click on the Buyer Drop Down box to change the buyer 6 Click ok to view the other buyers item prices and to download the lead buyers price list ProcServe Holdings Limited 2012 ProcServe Multi Buyer Catalogue Catalogue Update Process Overview 4 6 Multi Buyer Catalogue Catalogue Update Process 4 6 1 Overview Overview This section describes the process of updating a Multi Buyer catalogue Multi Buyer Catalogue Catalogue Update Process supplier Lead Authority Secondary Buying Org Upload updated BME Cat File Import catalogue Images Validate Catalogue load Release Catalogue for Buyer Review send PCB amp BME Cat i il File to Lead Authority Seer cere end Price ontract Re File ta Secondary Buying Uploae oo Org s Validate Catalogue Validate Catalogue as Buyer Approve Catalogue Buyer Review SCHEDULE RELEASE RELEASE CATALOGUE
8. ProcServe ProcServe Holdings Limited 2012 Multi Buyer Catalogue Catalogue Update Process Importing the Updated Catalogue 4 6 2 Importing the Updated Catalogue The following steps should be completed by the supplier 1 Navigate Admin Menu gt gt Catalogue Management 2 The Catalogue Manager is displayed Select the Catalogue by clicking on either the name or the status of the catalogue The actions that can be completed at this stage will be available gt Catalogue Manager Windows Internet Explorer 6 j gt https procserveonline com x g 4 x R pl Fie Edit view Favorites Tools Help x Google 9 search z More gt gt gt Signin we Favorites 3 Harlem Renaissance House 3 Best of the Web Channel Guide M Free Hotmail Internet Explorer News Internet Start Quick Search exe ee Toggle Images exe a a Catalogue Manager ai H Page Safety Tools v Administration Loggedina Saturn Admin Admin Saturn Loa off ProcSe rve Ee gE DEMOCATALOGUE001 1 Q Iig DEMOCATALOGUE001_1 DEMO Catalogue 1 Created Update expected Supplier review Buyer review Productive Replaced x o Catalogue file Source Multimedia contents J Source Progress Catalogue Overview Page 112 Catalogue a Supplier Buyer Current catalogue edition Current status Links z z DEMOCATALOGUE001
9. RFOO4 Closing a RFO ProcServe xchangew ales Main Menu xchangew ales Main Menu Creating a Request for Quote Reviewing received quotes 1 Log in to xchangewales 2 Navigate to My Transactions Hello Advanced You last logged intoday 5 May MyProfile Feedback Logout OF einen Administration Home My Transactions Create a new Requestfor Quote Supplier Directory 3 Click on the Received documents tab Hello Advanced You last logged intoday 5 May MyProfile Feedback Logout Emcee Administration Home My Transactions Create a new Requestfor Quote Supplier Directory My Transactions Search received docs Go RE documents 11 Eien Dor Comet Group plc Credit Note 0000000003 28 Apr 2010 15 03 BST Comet Group plc Invoice 6000000007 28 Apr 2010 15 02 BST gt Buyer Authoriser2 Requisition 77 28 Apr 2010 15 00 BST Blackburns of Bolton Ltd Quote 0000000004 28 Apr 2010 14 56 BST Comet Group pic Quote 0000000004 28 Apr 2010 14 53 BST Blackburns of Bolton Ltd Quote 0000000003 26 Apr 2010 10 14 BST You should see all the transactions that you have received 4 Click on a quote you have received Blackburns of Bolton Ltd Quote 0000000004 28 Apr 2010 14 56 BST Comet Group plc Quote 0000000004 28 Apr 2010 14 53 BST Blackburns of Bolton Ltd Quote 0000000003 26 Apr 2010 10 14 BST This will show the open quote and show all the
10. Click on Add another organisation at the footer of the page Community administrator Administrator Community support Community reporter Community contract manager ProcServe Buyer administrator Buyer super user Buyer contract manager Buyer authoriser Advanced buyer Basic buyer Edit Roles Supplier administrator Supplier reporter Procurement for Housing Community administrator Buyer administrator Edit Roles Space Buyer administrator Edit Roles Value Wales Buyer administrator Edit Roles Wandsworth Housing Organisation Buyer administrator Basic buyer Edit Roles Showing 1 7 of7 organisations Add another organisation 8 Search for the organisation you wish to add the user too ProcServe Holdings Limited 2012 ProcServe xchangew ales Administration Community Management User Management Users 45 Ms justin anson General Roles Organisations Step 1 Select an organisation Find available organisations 4756 organisations found Tiverton Housing Association DUNS 999622811 London SwwiwWOSR 9 Click anywhere on the box of the organisation you wish to add to the user 10 You can then add roles to the user to complete the required tasks within the organisation You should add the roles of Buyer Administrator AND Buyer Reporter or Buyer Basic and Buyer Reporter 11 User Management Browse Users 45 Add a new user Ms justin an
11. Click on the user you wish to edit the roles for Hello Buyer You last logged in today 23 April MyProfile Feedback Logout Administration Organisation Management User Management Supplier Registration Catalogue Access Management User Management Search users Browse Users 6 Add a new user User s name Email address Date added Date last updated justin anson1 procserve org manualuser ot001 23 Apr 2010 23 Apr 2010 Buyer Superuser rob petherami3 procserve org buversuperuser ot001 20 Apr 2010 23 Apr 2010 Basic Buyer rob petheram9 procserve org basichuyer ot001 20 Apr 2010 22 Apr 2010 ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration Community Management 4 Click on the Organisation button to edit their roles in a different organisation other than their parent go to step 5 OR click on Roles to edit their roles in the parent organisation go to step 6 Hello justin You last logged in today 23 April MyProfile Feedback Logout Main Menu Administration Community Management Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management User Management Browse Users 43 Add a new user Edit general information Mr justin anson General Roles Classification Views Organisations Status Enabled Username justinanson proc Email address justin anson paconsulting com 5 Click on
12. I notice that you haven t yet registered The ProcServe Trading Network is the preferred method of sending orders to suppliers for several Government Departments and public sector bodies full list of these w The following text will also be added to the email before being sent You can register your company as a supplier to ProcServe s Trading Network free of charge there are no joining hosting or transaction fees for suppliers on our Trading Network Joining ProcServe s Trading Network will give you an Enhanced account With your Enhanced account you can provide content manage your orders and return elnvoices You can register by following this URL which will take you to our registration site where you can self register using the username and password below Username Password will appear here To find out more about ProcServe s Trading Network please visit our website at httpvwaww procserve com solutions and services supplier enablementservices html or contact us at info procserve com Thank you The ProcServe Supplier Team Send Cancel Once the email has been sent you will get a success message Hello justin You last logged intoday 11 May MyProfile Feedback Logout Administration Community Management Organisation Management Catalogue Management Supplier Registration Browse invited suppliers 3 Top targeted suppliers 2 Now enhanced suppliers 22 stevedemo pungwe com A r
13. Note Loading Price Files with Price Effective Date and Price Expiry Date When loading Price files which have a Price Effective and Price Expiry Date care should be taken not to load these files with a Price Effective Date which is in the past The main catalogue will load as normal and will not give an error In the Price File example below where it is being loaded on 08 02 2011 tem Doon hozo h tem Doo 635 h Before loading the Price File the Price Effective Date should be changed to the current date or the date when the Price File will be loaded It is easier to do this if the Price File is sorted in Ascending order on the Price Effective Date Any dates in the past will be shown near the top and can be amended quickly tem Number Amount Lowerbound Price Effective Date Price Expiry Date a tem ID1001 10 20 01 04 2011 30 07 2011 item ID1003 tem ID1004 11 00 08 02 2011 30 07 2011 7 08 02 2011 30 07 2011 Item ID1002 5 35 Mo 08 02 2011 30 07 2011 ES ProcServe Holdings Limited 2012 ProcServe Secondary Buying Organisation Loading the Additional Files Multi Buyer Catalogue Load and Configure Initial Catalogue Load 3 Select the Catalogue from the list of results and select the Data Upload Icon from the Links Menu 5 The Data Upload page is displayed 6 Leave the Excel option checked 7 Select the relevant Schema s EE you are uploading a price list select Price List Item Price from the Schema li
14. To edit a user 1 Click on the Administration tab Hello justin You last logged in today 23 April MyProfile Feedback Logout Main Menu Administration i Home Supplier Directory Home Welcome welcome to OTIS the latest generation of online procurement tools designed to simplify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content provided by your suppliers on the ProcServe Trading Network Its intuitive nature lets you buy what you need easily while helping you to manage the end to end transaction process with your suppliers fully electronically and on line Whether you re looking to buy basic commodities or complex products and services OTIS helps you manage the procurement process so you can ensure that you get the goods and services you need when you want and at the price you have agreed OTIS enables you to e Create requisitions from the catalogues available to you via the ProcServe Trading Network or by using free text ordering e Ensure that all requisitions are forwarded for approval by the appropriate budget holders e Generate purchase orders and other procurement documents and transmit these electronically to suppliers 2 Click on User Management and then the link of the user you wish to add to an organisation Hello Buyer You last logged in today 23 April MyProfile Feedback Logout Administration Organisatio
15. towel you could return trowel This table below shows what fields are searched and how they are searched based on which slider bar setting is selected Slider Item Short Long Keywords Supplier Manufacturer Manufacturer bar Number Description Description Name tem Number Name setting Toleran Begins Tolerant Tolerant Contains Contains Begins With Contains t With With When a search term is entered the results may include where the word s appear in any order in e A single field e Across one or more fields e g one word in short description and one word in supplier name Using the System Example You would like to order some A4 Books You decide to type A4 Book in the search field and click search The system will perform a search for each word individually and return items where one of the words exists in one of the searchable fields Some typical examples of the types of results you can expect to see from this search are below with the words returned by the search in bold Supplier Part Short Description Long Description Supplier Name Keywords No Z1A223 A4 Paper A4 Reams Note Book and Paper Pad in various Co Sizes 086 961 Reading Books A5 amp A4 Reading Schools Supply Book Books Co reading children 116 630 A4 Writing Pads Schools Supply Pad Co recycled a4 Book Q31376 Address Books Hard Backed Book and Paper address book Co with tabs Size A4 R5C945 A4 Books A
16. 2012 Administering Existing Classification Views 5 3 Administering Existing Classification Views Overview This section describes how you can amend classification vews in the marketplace Administering Classification Views 1 Login to xchangewales 2 Click on Administration 3 Click on Catalogue Access Management Hello justin You last logged in today 5 May MyProfile Feedback Logout Administration Community Management Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management A new window will open and the Catalogue Home page is displayed Proc S e rve Logged in as amp robertpetheram proc amp Log off Currency al S go Home page Catalogue search Sevens Cas m O Shopping lists News 4 Open Administration Module Click the Administration link as indicated in the above image The Administration module is displayed Proc S e rve Logged in as robertpetheram proc Rhy Administration amp Log off Currency Ee ee Home page Catalogue search SU UN EEE cas O Shopping lists Administration Y Administration A User Catalog views Classification views Note You need special permissions to view the Administration module and some of it s contents If you cannot access the administration module and need to work with Classification vews please contact your service support team 5
17. Buyer contract manager Buyer authoriser Advanced buyer Basic buyer Supplier Switch to administrator Supplier reporter ProcServe When you have switched organisation you will have the roles assigned to the user for that organisation You will also be presented with a text box stating which organisation you are currently working as Hello justin You last logged in today 5 May MyProfile Feedback Logout Flee Administration Home Supplier Directory The organisation you are currently logged in with is Cam 1 To switch back you can either go to My Profile and select your organisation or log out and log in again ProcServe Holdings Limited 2012 ProcServe Community Management 2 3 2 2 Hybrid Communities 2 3 2 2 1 Overview xchangew ales Administration A Hybrid Community is used where a community has a significant need to share content but still require individual buying organisation to control some of their content in particular double Punch Out Suppliers Managing the sharing of catalogues and classification views will be done from OTIS The community members will have a list of catalogues available to them The catalogues available consist of e Network catalogues available to the community e Community catalogues made available to all members e Catalogues other community members have shared with the buying organisation e Catalogues shared by network members outside the hybrid comm
18. BuyerConnect product referred to in this manual is provided under license from ProcServe Shared Services Limited All rights in BuyerConnect are owned by ProcServe Holdings Limited Printed July 2012 Software Version 4 6 0 User Guide Contents Table of Contents Part 1 About this Guide 2 Het INFOQUCNION LES SSSR CS a a a Sn 2 Part2 xchangewales Marketplace 4 2 1 xChangewales Getting SA een een tonne estiment fes soute 4 LOGGING ON tO XCMANGEW AICS ciccs ia saccsch ccevenaenucnsiavcavecdsabysdy seb cccavas vevtansecendy at coeaugudapeavenesaceatencs aebacde AS 4 Retrieving a LOST Pas SW Order ester a aA A sar iaaasenuenustiuauousie 7 Retrieving a Lost USSA ra er Minas nadia tenaient 9 Navigating Around xchangew AICS nt td tete comedie merite 11 NN OO ranea E E a E A versaunacancy oo I Wapwnacsaneahiuawe saa eeas depsacteceacy say 13 ERG IVI ei OIG E ern sen oetumcs nieed bu paewaneebanntenaastenbaseas nee A 14 WICKING YO ACCOUN wast dts um ana inner A T 16 Changing My Pass W OM isi DA dt nn tienne nt artnet RON Ne tt tension 18 Giving Feedback On xChangew ales sic os as a E ivan oitelaceadvavsecvatn bes Soc edb saveeeneda see 19 2 2 XCNANGEWaleS Main Menu icsswss cnsewcdececoiien essere nd sstn Cedcncs sect wide ve essitn ententes eee 20 OS ALES nate A N es eeet cect ent Si deanna ce 20 SHOPDING Ih XCM AMOEW AE STE ben sad aim ys telnet NN tete te ds Rennes 0 shopping fromthe Catalogue Systems cciiu wean ee n
19. Catalogue search Souris cas m O Shopping lists A Log off Carener Fels PP Administration Y Classification views for the company Demo Organisation amp User re Fe an Catalog views os Classification views Name Description c Demo Organisation Standard This is the view available to all users og 6 Enter a name and a description for the Classification view and click the Save icon For example Proc S e r ve Logged in as 8 robertpetheram proc Rh Administration amp Log off Currency Fels ya Home page Catalogue search Sees ECS m O Shopping lists Administration Y Create new classification view for the organization Demo Organisation DEMO amp User Now enter a name and description for the new classification view ry a Catalog views Sy Classification views New classification view pz Demo Organisation Name Extended Description This is an extended view including additional catalogues over and above those in the standard view 7 Add the required catalogues to the view Proc S e r Ve Logged in as robertpetheram proc hy Administration Log off Currency Boa ee Home page Catalogue search Sue esa O Shopping lists Administration Y Edit classification view Extended for the organization Demo Organisation DEMO amp User 3 BA B Q Fe Name Extended Description This is an extended view including additional catal
20. General information on validation report for 22 Jul 2011 17 39 07 4 Supplier TEST _ Buyer Toni Test Buying Organisation Catalogue name DEMO Catalogue 1 Catalog ID DEMOCATALOGUE001_1 m Rejectcatalog Validate g release G 3 3 Then click on Release to export the Catalogue Created Update expected gt Supplier review Buyer review Productive gt Replaced x r General information on validation report for 22 Jul 2011 17 39 07 L Supplier TEST Buyer Toni Test Buving Organisation Catalogue name DEMO Catalogue 1 Catalog ID DEMOCATALOGUE001_1 m Back i Release The catalogue will now be scheduled for release or released immediately according to the release settings configured for this catalogue The catalogue Status will now change to Update Expected ProcServe Holdings Limited 2012 ProcServe Multi Buyer Catalogue Load and Configure Initial Catalogue Load Overview 45 Multi Buyer Catalogue Load and Configure Initial Catalogue Load 4 5 1 Overview This section refers to catalogues that are used by more than one organisation To utilise the multi buyer catalogue feature you will need to obtain the catalogue from the supplier From this you can create a price file and if required a contract reference file to be used by any further buying organisations referred to as secondary buying organisations Multi Buyer Catalogue Initial Catalogue Load Process Create and send PCB amp BME CAT Fi
21. In some buying Organisations credit or charge cards which Procurement Cards are used for purchasing supplies Also known as Purchasing Cards or GPC s ProcServe Holdings Limited 2012 ProcServe The PCB is a Microsoft Excel spreadsheet used to contain data that defines catalogues and Catalogue item data A macro Check Data can be run to check that the data is correctly formed Once data has been checked a BMECat file q v can be generated The BMECat file can then be imported onto the Catalogue Management system ProcServe Catalogue Builder PCB Where a Supplier provides a Catalogue for use by multiple Public Catalogue buying Organisations under contract or agreement with Buying Solutions see also Shopping Lists A saved list of regularly Recurring Requisition purchased items A recurring requisition can be used to add items to a requisition instead of searching catalogues Request for purchase which may consist of items from various Suppliers grouped and ready to submit for approval or ordering A requisition is usually converted into a Purchase Order during or after approval Request for Quote Return Material Authorisation The generic term for a returns RMA number issued by a Supplier under which goods are to be returned SAID Re ProcServe Catalogue Search Supplier Article ID lf a list or page contents extends to over a single page scrolling display it is possible to scroll vertically or horizontally to
22. Name Glick on My Profile Click on Organisation Click on Organisations tab Click an Switch To button for to revert back to Community Organisation Click on Edit Roles button Click on Add another organisation Find organisation and click on Select this organisation button Enable Disable relevant roles ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration Community Management Switching Organisations Note As the above flow chart suggests there are different steps required to switch organisations depending on your current user configuration The following instruction will show the full process as if this was the first time you have the requirement to switch to the organisation This is done in two main steps Adding the organisation to your Profile and Adding Roles that the user will have within this organisation Adding an organisation to a user profile 1 Log in to xchangewales 2 Click on Administration Hello justin You last logged in today 23 April MyProfile Feedback Logout Main Menu l Administration i Home Supplier Directory Home iaaa welcome to OTIS the latest generation of online procurement tools designed to simplify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content provided by your suppliers on the ProcServe Trading Network Its intuitive nature lets you buy what you need easil
23. Now enhanced suppliers 22 Invite a new supplier aN Supplier name Duns Contact details Originally invited by Date invited Your organisation has not yet targeted any suppliers Once you have they will appear here Now enhanced suppliers You can view the suppliers you have invited that have registered on the ProcServe Trading Network and the status they have achieved There are three types of enhanced suppliers Bronze supplier has agreed the terms and conditions and now has access to the Supplier Portal Silver as Bronze and the supplier has provided content Gold as silver and the supplier has some form of back office integration Hello justin You last logged in today 11 May MyProfile Feedback Logout Administration Invite a new supplier Supplier name Contact details Originally invited by m pr pl Blue Supplier supplierblue pungwe com Soa Supplier Blue 238864008 Test Buyer 22 Apr 2010 22 Apr 2010 THE HOLIDAY COMPANY LTD 397606419 Mark Riley mark riley8 procserve org Buyer Release Testing 21 Apr 2010 21 Apr 2010 Gareth Hammond Crown Prosecution Remarc Technologies 778311845 support procserve org Service 28 Mar 2009 SAFETYSHOP 221834232 Dominic Robinson Crown Prosecution 31 Mar 2009 support procserve org Service Phoenix Software Ltd 763488178 Clare Metcalfe support procserve org Grwp Gwalia Cyf 31 Mar 2009 ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration Managing
24. Page i Click to view item details in new window Click to add item to your Favourites List I Click to add item to your Shopping List Click to return to Search Page 2 Item Details A summary of the item details To view any associated documents click on any link in the Further Documents field ProcServe ProcServe Holdings Limited 2012 The Items Details Page 02 Add to Shopping Cart Click to add item to your Shopping Basket Note In the Shopping Cart item details pop up you cannot change the quantity 3 Description This gives a more detailed description of the item 4 Further Documents This may include additional images 5 Item Properties This may include further details of item Add to Basket Click to add item to your Shopping Basket ProcServe Holdings Limited 2012 ProcServe Comparing Items 3 5 Comparing Items Overview This section describes how to compare items You can build a list of items to be compared and compare one of the items against the others Building the Compare Item List The following steps describes how you can add items to and use the Comparison List 1 Locate the items you are considering purchasing 2 Mark the items you wish to compare by selecting the right check box for each item For example 283 Items found page of 29 OO Image view VMM30001 Map Marketing World Political Laminated Map BEX Supplies For MAP MARKETING BEX 17 95 each 1 0 day 4 Schools Ltd a
25. Purchase Order Last updated date Last updated date 03 Aug 2010 03 Aug 2010 03 Aug 2010 03 Aug 2010 03 Aug 2010 03 Aug 2010 03 Aug 2010 03 Aug 2010 03 Aug 2010 03 Aug 2010 03 Aug 2010 03 Aug 2010 03 Aug 2010 03 Aug 2010 03 Aug 2010 02 Aug 2010 02 Aug 2010 02 Aug 2010 02 Aug 2010 Request For Quotatior02 Aug 2010 Request For Quotatior02 Aug 2010 Credit Note Invoice Purchase Order Credit Note Invoice Invoice Purchase Order 30 Jul 2010 30 Jul 2010 30 Jul 2010 09 Jul 2010 09 Jul 2010 09 Jul 2010 09 Jul 2010 NA Lul 9010 16 24 BST 16 21 BST 16 20 BST 16 05 BST 16 04 BST 16 04 BST 16 01 BST 16 01 BST 16 01 BST 16 01 BST 09 26 BST 09 05 BST 09 05 BST 09 05 BST 09 05 BST 16 31 BST 16 08 BST 16 08 BST 16 07 BST 16 06 BST 16 06 BST 15 54 BST 15 35 BST 15 34 BST 15 20 BST 14 58 BST 14 58 BST 14 58 BST 14 20 DOT Last event Credit Note created Credit Note created Purchase Order viewed by supplier Credit Note received Credit Note received Purchase Order forwarded to supplier Credit Note received Purchase Order forwarded to supplier Purchase Order forwarded to supplier Credit Note received Credit Note created Credit Note received Credit Note received Purchase Order forwarded to supplier Purchase Order forwarded to supplier Credit Note created Credit Note received Quote created Credit Note received Request For Quotation created Request For Quotation created Credit Note crea
26. Shoping askel FX Shopping bests fem deal wee Blackberry 8520 Curve TS sl cok Perey Et Denger ed bs Les Ae e i eria Car ET Far Dii an Lei Dre Le nehet Paja t Crear ard act Grider 5 T mj FEMME in 5 eas y See iad EnH ey Case Seth ep ETS oe Ce Prise E dE mar Et LACET Er rite 6 eStart Rire eee Te Prorat gate Poena wv Prag Meng ant Dr 2 The Smart Form details can then be completed as required ProcServe Holdings Limited 2012 ProcServe Smart Forms ProcServe ProcServe Holdings Limited 2012 Adding Items to your Shopping Cart EI 3 7 Adding Items to your Shopping Cart Overview This section describes how you add items to your Shopping Basket and manage your shopping cart 1 Adding Items to your Cart Having found the item or items you wish to add to your requisition in the Search page you can now add them to your cart Search Advanced search Feature search map of the world Search tolerant C Standard assortment 283 ttems found page of 29 OO Image view YMM30001 Map Marketing World Political Laminated Map BEX Supplies For MAP MARKETING BEX 17 95 each 1 0 day 1 a Schools Ltd Rir lt i VMMO5271 Map Marketing Giant Yorld Political Laminated Supplies For MAP 30 59 feach 1 0 day 4 Map GALD Schools Ltd MARKETING GALD a 2 If required you can change the quantity and check the box in the right hand column lf you only require this item then yo
27. Step 1 Add line items Step 2 Add RFQ details Step 3 Choose suppliers Find available suppliers Your chosen suppliers 0 Use category search These suppliers will be sent this RFQ for IT Go 18 suppliers found Tenet ITMapping Ltd gt a LT 42 Categories Horsham RH12 5UX Add this supplier Elcom ITG Ltd all LV 42 Categories Slough SL1 4RY Add this supplier 9 Or you can use the category search to identify suppliers who provide the commodity you are interested in from the regions you require Step 1 Add line items Step 2 Add RFQ details Step 3 Choose suppliers Find available suppliers Your chosen suppliers 0 Der These suppliers will be sent this RFQ 10 From within here you can search for categories and locations or drill through the hierarchy until you reach the desired commodity location Step 3 Choose suppliers Find available suppliers Use supplier search Please select a category and location below Categories Locations Search categories Search locations gt 3 Welfare to Work United Kingdom of Great Britain and Northern Ireland G Energy G Isle of Man Waste Management 5 Logistics 3 Fleet 11 Once you have found suppliers that meet the your requirements click Add all ProcServe ProcServe Holdings Limited 2012 xchangew ales Main Menu Creating a Request for Quote Step 3 Choose suppliers Find available
28. T Davies Sports 28 East Riding of Yorkshire Council ERS 10 O YPO Yorkshire Purchasing rganisation 8 Supply Zone 8 O Genera Schools Supplies Ltd 6 GLS Educational Supplies 3 AtoZ 3 More selection Manufacturer Not specified 77 77 Items found Q Search tolerant page Hore OO C Standard assortment Image view tem no Short description Supplier Manufacturer Image Price Lead time Quantity O 29389x FOAM SPONGE BALLS 7CM TENNIS YPO Yorkshire Purchasing 0 28 each On request ie Fl Organisation The database currently contains no images for this product 280895 FOAM SPONGE BALLS 7CM PVC YPO Yorkshire Purchasing 777 pack On request 4 l COATED PK12 Organisation The database currently contains no images for this product BEB Sponge Rubber Balls 64mm Dia Yellow East Riding of Yorkshire Council 0 36 each 1 0 day 4 oO ERS Q need a toner cartridge for a HP LaserJet P2550d printer The code on the cartridge is CE505A A Try searching for the cartridge model number CE505A Put CE505A in the search field and this will return results with the product code anywhere within them Home page Catalogue search Search filter fA Catalogues fA O Stuff Cat 6 Schools Banner Business Supplies Ltd 2 D T Schools Supplies For Schools Ltd 2 O Schools Martin Luck Lid 2 O Schools Devon County Council Martin Luck Ltd 2
29. Toni Test Buying Organisation Catalogue name DEMO Catalogue 1 Catalog ID DEMOCATALOGUE001_1 mi Reject catalog Validate q release 3 Then click on Release to export the Catalogue Created gt Update expected 7 Supplier review Buyer review Productive Replaced x A General information on validation report for 22 Jul 2011 17 39 07 L Supplier TEST mn Buyer Toni Test Buying Organisation Catalogue name DEMO Catalogue 1 Catalog ID DEMOCATALOGUE001_1 Im Back lu Release The catalogue will now be scheduled for release or released immediately according to the release settings configured for this catalogue The catalogue Status will now change to Update Expected ProcServe Holdings Limited 2012 ProcServe Single Buyer Catalogue Updates Overview 4 4 Single Buyer Catalogue Updates 4 4 1 Overview This section describes the process a supplier will follow to load catalogue updates using a BMECa file Note The updated load of a catalogue is normally performed by a supplier Should you need to update a catalogue for any reason the below steps can be followed If the supplier is performing the update please go to the Approving you Catalogue and Exporting your Catalogue within the multi buyer catalogue section single Buyer Catalogue Catalogue Update Process File Release Catalogue for Check Validation Report Buyer Review and Workflow settings Approve Catalogue Schedule Release RELEAS
30. analysis 100 Time 0 01 Technical validations Entries Time 0 01 A Content validations 100 SSS Time 0 05 v Import preparations 100 Time 0 00 Catalogue import 100 Time 0 05 The import has been successfully completed Please go to the import report to investigate any Warnings that occurred 9 Click on Close if visible at the bottom of the Catalogue Import screen or click outside the Catalogue Import screen 10 The catalogue will now be in Supplier Review i SSO SS TTT Lorie ikalasi prit seal oper mean hers verse Probie Ho a General infsemation on let repost lor 02 Sep 2011 1426 41 uhim Paati 4 Taat Suppi Ep CB 1 uui Buyer Ted E MH 1 eT Trait Fes 3 owe LI LUN F3 1 Taiki FT Eutsi 2 i Select Validate to run the validation report and then select Release to Buyer ProcServe Holdings Limited 2012 Poe ere gt Single Buyer Catalogue Initial Load 127 Importing the Catalogue ProcServe haya rrara 7 ee LE 7 pple G raial idaman den aldee epen or GS MURS Pira d TER Soe Erw 43 biun Baar Teni Torey PHL ZD _PS4_ 13 11 The catalogue will now be in Buyer Review Administration Logged in as toniariffiths toni Griffiths Toni ProcServe a O TEE Catalogue a Supplier Buyer Current catalogue ed Current status Links DEMOCATALOGUE001_1 DEMO 7 0 t Fe aaa eee TEST Edition of 22 07 2011 Buyer review Catalogue 1
31. and organisations on the system ProcServe Holdings Limited 2012 ProcServe Multi Buyer Catalogue Load and Configure Initial Catalogue Load Adding Secondary Buying Organisations to Multi Buyer Catalogue 4 5 7 Adding Secondary Buying Organisations to Multi Buyer Catalogue You will need to email call the Service Desk to allow the secondary buying organisations access to the catalogue They will add these buyers to the catalogue Within this email call please include the following information Your organisation name The catalogue name and ID The names of the other buying organisations Once the additional organisations have been added select the catalogue by clicking on it and in the top window click on the Continue Without Import button You will now need to Validate the catalogue at Supplier Review status TUN 0 a U Tappia LL General semation on beet T lor OF 5ap 2011 143641 SSS Canoga Dre L Lee pen iii oye Lire Calle ae CL hi li Lika T PS 39 M F 313 Poara d J Ter Sugpleer See eMart Eaten otor Sunker ni E E E TT You can now take the catalogue through Supplier Review and release to buyer ProcServe Price File Uploads You should now send the Price Contract Reference Icon and Delivery Rule files to the secondary buying organisations who should then load validate and confirm when this has been completed You should not approve or release the catalogue until all organisations have complet
32. as you like Save Changes I Save changes to your Favourites Delete Items Delete items that have a Tick in the checkbox from your Favourites Add to Shopping List i You can add all the checked items to a Shopping List ProcServe ProcServe Holdings Limited 2012 Working with Favourites ES which you can change and re use later Add Item s to Cart of Check each item to be added to your cart and click the multiple Shopping Cart icon ProcServe Holdings Limited 2012 ProcServe Working w ith Shopping Lists s 3 10 Working with Shopping Lists Overview This section describes how to work with your Shopping Lists A Shopping List allows you to save items so that you can quickly create a requisition at a later date For example if you create a monthly artistic supplies requisition you can save all the items in a Shopping List add to the shopping cart and then review and send the requisition Adding Items to Your Shopping Lists 1 Whilst shopping you can add to your Shopping List by clicking this icon a EM The following list describes how to use this page Create New Shopping List Li To create a new Shopping List enter a name and description in the relevant fields The new Shopping List is displayed Add to Shopping List 3 Add the items to the relevant Shopping List The existing Shopping List is displayed with item s added Back Icon a Return to the previous page Changes are not saved 2 Locating
33. been withdrawn and the suppliers will be automatically informed Hello Advanced You last logged in today 6 May MyProfile Feedback Logout WETAUENON Administration Home My Transactions Create a new Requestfor Quote Supplier Directory My Transactions Search sentdocs Go Received documents 8 Sent documents RFQ number 120 Creation date 06 May 2010 14 32 BST Invoiceto Advanced Buyer Address Line 1 Deliverto Advanced Buyer Address Line 2 Address Line 1 City Address Line 2 Postcode City United Kingdom ProcServe ProcServe Holdings Limited 2012 xchangew ales Main Menu Supplier Directory 2 2 4 Supplier Directory 2 2 4 1 Introduction to the Supplier Directory Overview Supplier Directory allows you to view all suppliers registered on the ProcServe Trading Network who are available in your marketplace Note If you can not see Supplier Directory you may not have the required role Please check with your system administrator Supplier Capabilities There are up to seven Supplier Capability icons associated with each supplier depending upon the Suppliers current status These capabilities reflect the supplier registration status their system integration capabilities multi buyer status and environmental certification The seven Supplier Capability icons are as follows Supplier has been pre registered but have yet to complete the registration process They are able to r
34. can create invoices and credit notes automatically at the Supplier Portal Suppliers can also access reports MIS about the documents and other work flow items Silver Suppliers Suppliers and buyers can work together to upload and make available catalogues that buyers can shop from and add items to requisitions There is an initial phase of uploading validating configuring and releasing catalogues including setting up authorisations Once a catalogue is in use then updates can be made that are fully validated checked and confirmed before being released multi buyer catalogues can be shared amongst several buying organisations and need to configured slightly differently Gold Suppliers Gold suppliers connect their back office systems directly to the ProcServe Trading Network This means they can process and respond to orders electronically in their own applications ProcServe ProcServe Holdings Limited 2012 Catalogue Import Matrix Sasi 188 6 3 Catalogue Import Matrix This provides a list of the activities involved in catalogue import Key to table below Activities T Indicates that the Activity is relevant for the process Indicates that the Activity is not relevant for the process Who Does What D The Buyer does this a The Supplier does this This may be automated The following table lists the activities e g Create ProcServe Catalogue Builder and processes e g Single Buyer Update involved in catalogue imports and in
35. displayed You can click this link to start the create new RFQ w izard When a catalogue is exported its contents can only be found during Shopping using the UNSPSC Tree Structure until the Search Index has run The search index runs daily at 23 00 Once this is complete you can use the keyw ord search to find items If you know the manufacturer s number use this as a starting point Try to be more specific w hen putting in search terms if you want to look for A4 paper then do not search for paper as this term is too w ide f you have a catalogue number then use this as a search term If you w ant to search for a product from a particular supplier then use the advanced search functionality f you see a result that looks as if it shouldn t have been returned look at the item in detail as the search term will be in one of the other fields Use the slider bar to vary the way the system searches across the searchable fields f you have a word that is made of two separate words e g earplugs break it dow n into individual w ords e g ear plugs Searched words can appear in any order within any of the searchable fields If you know a product in a particular way e g packing tape and you get no results when searching try searching for variations e g parcel tape f you have problems finding supplier catalogues or products and have exhausted all other tips and hints please call or email the ProcServe service desk Do not try to
36. e Item Short Description e Item Long Description e Supplier Name e Manufacturer Item Number e Manufacturer Name e Item Keywords When searching the system allows you to adjust how the search works across the searchable fields by using the slider bar on the catalogues tab Moving the slider bar will change how the system searches and will affect how many results are returned The slider bar has three settings and these are described below Home page Catalogue search Shopping Basket m O Shopping lists oduct classes D Search Advanced search Feature search Q Search tolerant UNSPSC 8 1201 Search Search for the items you want using a simple advanced or feature search Select your preferred search mode exact tolerant or similar Navigation Select a catalog or a classification system and click through to the lowest level of the directory tree If you are in the product class context you can also search for classification groups The search details you type in the search field must exactly match what is in the catalogue Tolerant The system will allow for some minor discrepancies including some common spelling mistakes e g recieved will find received Similar The system will use a wider scope and broaden the search based on the ProcServe ProcServe Holdings Limited 2012 Overview of Catalogue Searching information you used in the search field For example if you searched for
37. email address Description This is a Hybrid Community Managed by ProcServe To share catalogues across the community or with specific buying organisations within your community select Catalogue Settings Community Management iiy seff Catalogue Sharing A PS Demo Community My Catalogues PSDCV2_ANYONE_ 01_1 ANYONE LTD PSDC_ANYONE 01 _1 ANYONE LTD shared Catalogue Status Catalogue ID Supplier nane GEMPUBLOGICOO1_1 LOGICLINE GROUP LTD GeM TestVerd1_001_1 Test Version 41 supplier GeM DMBRTEST 001 1 DM Branding Test TTESTPUBIMAGES DM Branding Test Two catalogue types My Catalogues and Shared Catalogues Catalogue settings is an additional tab available for Hybrid Communities To share a catalogue click Edit Sharing It provides the following options e Shared wth whole community shares with all Buying organisations in the community ProcServe Holdings Limited 2012 ProcServe xchangew ales Administration Community Management Shared wth specific organisations wthin my community allows you to select which Buying organisations can have access Community settings Catalogue Settings Buying Organisations 2 Users in Buying Organisations 1 Catalogue Sharing PS Demo Community Manage Catalogue Sharing ANYONEV2 LTD PSDC Shared with whole community Shared with specific organisations within my community ato The following shares has bee
38. ier D i rectory Search all suppliers Go Suppliers my Organisation has traded with 0 All available suppliers 4906 CU a ae a ee VEN ee ee ee ee eee eee eee ee CS ae 007 ELECTRONICS NETWORK INC Categories SCOTIA 12302 18004MEMORY Categories Montgomeryville 18936 1Spatial Limited Categories Cambridge CB4 OWZ CEE 560 ist Access Rentals Ltd Categories Motherwell ML1 4UH 1ST CHOICE SIGNS GRAPHICS INC Categories PHOENIX 85009 1ST PHOTO STUDIO INC Categories COCOA BEACH 32931 ProcServe Holdings Limited 2012 ProcServe xchangew ales Main Menu 37 Document Tracker 2 2 5 Document Tracker 2 2 5 1 Introduction to Document Tracker Overview The Document Tracker is an online solution providing an overview of the history and most recent state of transaction documents Users can see the last status of a transaction with its associated timestamp Note Access to Document Tracker is dependant on your organisation set up and roles Buyer Reporter The key areas that the Document Tracker allows Buyers to view details of relating to their documents include 1 2 nh Who the Supplier is The date and time the specified document was a received by the ProcServe Trading Network b relayed by ProcServe to the Supplier C opened or read by Supplier within the Supplier Portal d adocument was downloaded or uploaded by the Supplier using SWS or SPConnect If an invoice has been sent against th
39. imported against your organisation by checking the header in the catalogue builder matches exactly the organisation in the portal Confirm that the catalogue management system export was successful Contact ProcServe helpdesk to ensure the correct assigned buyer has been set Some organisations will have requested to have shopping carts saved if the user closes the session without checking out therefore if you did this last time that will be why items are in the cart The solution supports what are known as classification views which control what content can be seen by different users which would explain why you cant see what someone else can if you have different views assigned The item will be searchable using the UNSPSC structure however you will need to wait for the search index to run for your users to find the item using the standard search feature ProcServe ProcServe Holdings Limited 2012 Troubleshooting EI If you are searching for an item with a eg 26 6 Staples the is ignored by the search engine This means that when How can I find a item which has a in you search for 26 6 staples the search engine searches for the description 26 6 staples which means that 26 6 staples are not found To overcome this use the search term 2676 staples as the denotes any one character Symptoms If you have asked the Service Desk to add additional buyers to a multi buyer catalogue that has already reached Update
40. logged in today 28 April hy Profile Feedback Logout Administration Community Management Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration Community Management 2 3 2 Community Management 2 3 2 1 Community Administration 2 3 2 1 1 Administering Community Helpdesk Details Overview Within Community Settings you can change the contact details for the communities helpdesk CM001 Community Settings Community Management Log in as Community Manager Click on Community Management Click on Community Sating Click on Edit icon Editing Community settings Click on Save Changes button CMO02 Creating Classification Views Note Classification vews are managed by the individual buying organisation ProcServe Holdings Limited 2012 ProcServe xchangew ales Administration Community Management To edit your Community Details 1 Click on the Administration tab Hello justin You last logged in today 23 April MyProfile Feedback Logout Main Menu Administration i Home Supplier Directory Home Welcome welcome to OTIS the latest generation of online procurement tools designed to simplify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content provided by your suppli
41. of ProcServe 2 Click on the Forgotten your password link at the bottom of the page Username Password Login Forgotten your password Forgotten your username The ProcServe marketplace is made available to only registered members By logging in members are agreeing to the Acceptable Use Policy For more information please visit www procserve com ProcServe ProcServe Holdings Limited ProcServe and the ProcServe lo go are registered Trademarks of ProcServe ProcServe ProcServe Holdings Limited 2012 xchangew ales Getting Started Retrieving a Lost Password 3 Enter your username Sots To recover your Password enter your username below and we will reset and email your password to you Recover your password Username Submit Forgotten your username rocServe marketplace is made available to only registered members By logging in members are agreeing to 4 Click Submit Note Your password will be sent to you va email The next time you log in you will have to change it from the system generated password ProcServe Holdings Limited 2012 ProcServe xchangew ales Getting Started Retrieving a Lost Username 2 13 Retrieving a Lost Username Overview Should you forget your username you can request a reminder which will be emailed to your registered account Retrieving a lost username 1 Navigate to the xchangewales URL https b
42. other documents in the document tree which you can expand to review ProcServe ProcServe Holdings Limited 2012 xchangew ales Main Menu Creating a Request for Quote Quote number 0000000004 Submition Date 28 Apr 2010 15 55 BST From Blackburns of Bolton Ltd Christian Peacock Unit H Lecturers Close Deliverto Advanced Buyer Balton Advanced Buyer Address Line 1 BL3 6DG Address Line 2 United Kingdom City Postcode United Kingdom Target delivery date 29 Apr 2010 fujitsu camcorder Fujitsu 12 1MP Camcorder with LCD Screen 12 Each 235 00 VAT 17 5 493 50 3 313 50 Totals 493 50 3 313 50 Other information Document history e You received Quote 0000000004 from Blackburns of Bolton Ltd on the 28 Apr 2010 e Raised on the 28 Apr 2010 Tip You can also review an RFQ by viewing the original RFQ at looking at the quotes at the footer of the document Quote evaluation Quotes received 2 Average price 6 120 00 1 440 00 ProcServe Shared Services Limited M Lt LL 10 800 00 ProcServe Supplier Solutions Ltd Quotes based on price Quote 0000000001 ProcServe Shared Services Limited Total price 1 440 00 Quote 3 ProcServe Supplier Solutions Ltd Total price 10 800 00 ProcServe Holdings Limited 2012 ProcServe xchangew ales Main Menu Creating a Request for Quote 2 2 3 4 Closing an RFQ Overview This section shows you how to close an RFQ RF004 C
43. read the hidden page content A tool which enables a user to search for items or Search Engine documents based on information that they enter A search engine returns a list of results which meet the search criteria SGML Standard Generalised Mark up Language Requisition re P2P The term used in ProcServe Catalogue Search to refer to a list of items that an individual is buying and wishes to return Shopping Basket to their P2P application The Basket is sometimes referred to as a Cart In the P2P application a Shopping Cart is usually converted into or added to a Requisition A saved list of items for adding to a Shopping List in ProcServe Catalogue Search Shopping Lists can be used PROC as templates or skeleton orders to avoid the need for searching catalogues ProcServe ProcServe Holdings Limited 2012 See also Multiple Buyer Catalogue A Catalogue created for the purpose of having more than one buying Organisation associated with it and contains data for more than one Buyer Used to create Assortment Catalogues Source Catalogues are not exported to ProcServe Catalogue Search The relative path and name or URL of a file Structured Query Language A language used to obtain data from or modify data in a relational database A Catalogue provided by a single Supplier which is Standard Supplier Catalogue re associated with exactly one buying Organisation A ProcServe Catalogue Manager Standard Catal
44. search for words such as a an and are as at be but by for if in into is it no not of on or such that their the then there these they this to was wil wth etc as they w ill be excluded from the search f you need further help or guidance please use the online help ProcServe ProcServe Holdings Limited 2012 RE ee ProcServe Holdings Limited 2012 ProcServe Troubleshooting ES 6 5 Troubleshooting cannot find a supplier in the supplier directory don t understand why am getting some results in my supplier directory search cannot delete a user cannot see the private catalogues that am loading in my classification view My shopping cart has contents in it that didn t add cannot find the same products as my colleague l have loaded a catalogue and have assigned to a classification view but my users cannot see the items within the marketplace Try changing search term as the organisation may have registered their full name or with a different abbreviation Try searching by the supplier s DUNS Contact the supplier to confirm their details The search does not only run on the supplier name other information the supplier provides such as whether they provide recycled goods is also searched against You will not be able to delete users due to audit requirements however you should disable any user accounts that are no longer required Confirm that the catalogue was
45. this supplier Step 3 Add contact details for the supplier 7 When complete click Find this supplier Your results will be shown at the bottom of the page 8 Click Invite this supplier to select your chosen supplier Search Results 10 Result relevance Registered name DUNS Number Address details ee Elizabeth House 60 DEMOS 231605098 LONDON Invite this supplier SEf 7NQ 20 CRAVEN TERRACE DEMOS INC LTD 239410264 LONDON Invite this supplier W2 3QH 9 BRIDEWELL PL 368379509 LONDON Invite this supplier EC4l BAW 60 62 Leman Street DEMOS CICLITIRA LTD 210060190 LONDON Invite this supplier E1 BEU ProcServe Holdings Limited 2012 ProcServe xchangew ales Administration 67 Managing your Supplier Adoption 9 Add the contact details for the supplier and click Invite this supplier Step 3 Add contact details for the supplier Supplier name DEMOS DUNS Number 231605098 Address Elizabeth House City Town LONDON County Country United Kingdom SE1 7NQ Add contact details for this supplier Contact name Email address Order email address Invite this supplier You should then get a Success message Hello justin You last logged in today 10 May MyProfile Feedback Logout Administration Supplier Registration Catalogue Access Management Supplier Registration Search suppliers Go Browse invited suppliers 3 Top targeted su
46. you can add new suppliers to the ProcServe Trading Network By loading a suppliers details they will automatically be added as a basic supplier This section looks at both the loading process and the tools to progress supplier registration Supplier Registration 1 Click on the Administration tab Hello justin You last logged in today 23 April MyProfile Feedback Logout Main Menu Administration Home Supplier Directory Home Welcome welcome to OTIS the latest generation of online procurement tools designed to simplify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content provided by your suppliers on the ProcServe Trading Network Its intuitive nature lets you buy what you need easily while helping you to manage the end to end transaction process with your suppliers fully electronically and on line Whether you re looking to buy basic commodities or complex products and services OTIS helps you manage the procurement process so you can ensure that you get the goods and services you need when you want and at the price you have agreed OTIS enables you to e Create requisitions from the catalogues available to you via the ProcServe Trading Network or by using free text ordering e Ensure that all requisitions are forwarded for approval by the appropriate budget holders e Generate purchase orders and other procurement documents and transmit th
47. your Shopping Lists Click Shopping Lists tab ihopping lists Private shopping lists B Company shopping lists _ Group shopping lists Last modified Name Description Mark My favorites Aug 5 2011 fortnightly stationery order Order fortnightly starting 08 08 oO Aug 5 2011 Computing accessories General computer goods E Aug 5 2011 Sporting goods Regularly ordered sporting items o 3 About the Shopping List Page The following list describes the Shopping List Company Shopping List These are for use throughout the organisation Note Only catalogue administrators can create edit and delete these lists Group Shopping List These are for use by groups of users Note Only authorised employees can create and change these lists Private Shopping List These are shopping lists you create for your own use Note Only you can create and change these lists 4 Working with Shopping Lists The following list describes how you work with shopping lists Open Shopping List m You can click the Name link for a Shopping List to ProcServe ProcServe Holdings Limited 2012 Working w ith Shopping Lists EU __ cisplay the items Marking Shopping List You mark an item by checking the relevant Mark box in the right hand column Replace Shopping Cart yy Replace the entire Shopping Cart with all marked with Marked Items Shopping Lists Add Marked Shopping Add the all items from all marked Shopping Lists to Lists to Shopp
48. your back office for approval You may also notice a number of icons next to specific items These are used by suppliers where relevant to enhance specific items The following is a guide to icons you may see on the marketplace Central Hub Item Content from this icon is from Mandated Contracts UK Public Sector Organisations only Collaborative Content Item is part of Collaborative Contract or Framework Agreement ProcServe Holdings Limited 2012 ProcServe Working w ith your Shopping Cart Envronmentally Friendly Items showing this icon are recyclable bio degradable carbon neutral or otherwise Environmentally Friendly Hazardous ltem Items displaying this icon are Hazardous Materials HazMat Price Break P Price Breaks occur when you receive a discount for buying larger quantities of this item Required Associated Item s A Required Associated Item s is an item which MUST be purchased if the original item is purchased Optional Associated Item s Optional Associated Item s are not automatically added to shopping basket ProcServe ProcServe Holdings Limited 2012 Working w ith Favourites 3 9 Working with Favourites Overview This section describes how to work with your favourite items Your Favourite items are available as a list on your Home page You use favourites to add items you order frequently Adding to Favourites The following steps describe how you add and work with favourites 1 You c
49. 011 Update expected DD 6 1F75 86Bx DEMOCATALOGUE002 1 DEMO Catalogue 2 TEST a Leis agg Edition of 25 07 2011 Release scheduled D E em S Acatalogue properties DEMOCATALOGUE004 1 DEMO Catalogue 4 TEST a ad Edition of 29 07 2011 Update expected DB e 150BB x NEMNPATAI APIIENNE 4 MEMA Patalnann amp TECT Toni Test Buying Cditinn nf NOINOINNA 4 Binds era Th Le me F M https saturn pem procserveonline com PCM main load do amp Internet 100 3 Import BMECat File Click the browse button on the catalogue file path Note You need to use the BMECat file xml and not the Excel xls file to load the catalogue 4 Click the Transfer button in the right ProcServe Holdings Limited 2012 ProcServe Importing the Updated Catalogue Single Buyer Catalogue Updates 137 ef Catalogue analysis Er 100 The catalog data are not complete Please open Catalogue Re to add the missing data Technical validations Content validations Import preparations Catalogue import Hote 5 The Summary page is displayed 6 Once the import is successfully completed the confirmation screen is displayed ProcServe ProcServe Holdings Limited 2012 Single Buyer Catalogue Updates Importing the Updated Catalogue Catalogue analysis 100 Time 0 01 v Technical validations 6 Entries Time 0 01 y Content validations 100 Time 0 05 v Import preparations 100 ET T
50. 1 DEMO Catalogue 1 TEST amp L Edition of 22 07 2011 Update expected Da 61F5 8Bx DEMOCATALOGUE002 1 DEMO Cataloque 2 TEST EE Leis agg Edition of 25 07 2011 Release scheduled DB a amp catalogue properties DEMOCATALOGUE004 1 DEMO Catalogue 4 TEST Toni Test Buying Edition of 29 07 2011 Update expected DR er152B8x x Organisation NEMNPATAI APIIENNE 4 MEMA Patalnann amp TECT A W Toni Test Buying Cditian af nomoinnaas M EEEE E A al a m a a 2 M https saturn pem procserveonline com PCM main load do amp Internet 100 3 Import BMECat File Click the browse button on the catalogue file path Note You need to use the BMECat file xml and not the Excel xls file to load the catalogue 4 Click the Transfer button on the right ProcServe Holdings Limited 2012 ProcServe Importing the Updated Catalogue Multi Buyer Catalogue Catalogue Update Process 167 ef Catalogue analysis Er missing data 100 The catalog data are not complete Please open Catalogue Re to add the Technical validations Content validations Import preparations Catalogue import Hote 5 The Summary page is displayed 6 Once the import has successfully completed the confirmation screen is displayed ProcServe ProcServe Holdings Limited 2012 Multi Buyer Catalogue Catalogue Update Process Importing the Updated Catalogue Catalogue analysis 100 Time 0 01 v Technical
51. 10 3 8 Working with your Shopping Cart Overview You can make changes to your cart cancel the purchase or send the requisitions using the cart The following list provides a description of the components of the shopping cart External Catalogues You can punch out to an external catalogue You can click on the Short Description to view a more detailed description of the item Cancel Purchase deh To cancel the purchase click the Cancel Purchase icon Add Multiple Item s to Check each item to be added and click the cart multiple shopping cart icon Save Changes B You can make changes to the items in the cart For example change quantities Click the Save Changes icon to save your changes Delete Selected Items a Click this item to delete all items that have E their right column boxes checked A prompt is displayed Click the OK button to delete the items Click the Cancel button to cancel the deletion Delete All Items Fr r Click this item to delete all items in the car Click the OK button to delete the items Click the Cancel button to cancel the deletion Add to Shopping List You can add all the checked items to a Shopping List which you can change and re use later Add to Favourites pe You can add all the checked items to your Favourites List for future use Checkout Checkout Click this icon when you are ready to send the requisition The requisition will now be available for the authoriser to import into
52. 4 Size Books Book and Paper aa Co Other Ways of Searching Exact Word and Wild Card Search There are some additional elements of functionality that can be used to enhance the search process ProcServe Holdings Limited 2012 ProcServe Overview of Catalogue Searching ER dependant on what you want to search for e Exact Word Search lf you want to search for an exact word or words you should place the word s in quotation marks This will find the word s in the order entered within a single searchable field Using the same example as above searching for A4 Book will bring back results from the highlighted columns as they are the only ones with the search term in a single field Supplier Part Short Description Long Description Supplier Name No Z1A223 A4 Paper A4 Reams Note Book and Paper Pad in various 116 630 A4 Writing Pads recycled a4 Book Q3T376 Address Books Hard Backed address book with tabs Size e Wildcard Search There are two variations on the wildcard search available to a user A question mark is used to replace a single character and an asterisk is used to replace any number of characters Question Mark Use this to replace a single character within a search Searching for wh te will return results such as white and whyte Asterisk Use this to replace a string of letters either at the end or beginning of a word Searching for ave will return results such as Avery Label
53. C 8 1201 v C tem number Short description Manufacturer Manufacturer s item no EAN Lead time Release status History All items in this catalogue 564863008 1 1 Not checked Unstructured item E 23 Industrial Manufacturing and Proces 2 1 Not checked C3 90 Travel and Food and Lodging and Er Fj 715805 3 1 Not checked EJ 718806 1 Not checked 3 When you are sure that an item is correct you can check the relevant items and click the Approve icon to the top right of the page Tip If you wish to view an item s detail click the Item number link to display the item details Tip You can approve items one at a time or you can click the left hand column heading box to select all items ProcServe ProcServe Holdings Limited 2012 Single Buyer Catalogue Updates Exporting your Catalogue 444 Exporting your Catalogue You can now release your catalogue 1 Click on the Buyer Review link for the catalogue oniariffiths toni Griffiths Toni Log off Administration Loggedinas t ProcServe EE O CN Catalogue Overview Catalogue a Supplier Buyer Current catalogue ed Current status Links DEMOCATALOGUE001_1 DEMO e Me OBOrtePy a op SSSR TEST Edition of 22 07 2011 Buyer revie Catalogue 1 Toni Test Buying Organisation j Ts W x 2 You can now select Schedule Release Created gt Update expected Supplier review Buyer review Productive gt Replaced x A
54. Click Submit to selected suppliers button ProcServe Holdings Limited 2012 ProcServe xchangew ales Main Menu Creating a Request for Quote Creating an RFQ 1 Log in to xchangewales 2 Click Create a new Request for Quote Hello Advanced You last logged in 6 days ago 28 April MyProfile Feedback Logout Elmo Administration Home WyTransactions Create a new Requestfor Quote Supplier Directory 3 Add in the item details for the first line of your RFQ Hello Advanced You last logged in 6 days ago 28 April MyProfile Feedback Logout DENEGUE Administration Home MyTransactions Create a new Request for Quote Supplier Directory Create a new Request for Quote from scratch Step 1 Add line items EEE LE Browse Each Step 2 Add RFQ name and details Tip Depending on what you are buying it can be good practice to put in a target price For example if you are buying some playground equipment by putting in a target price you are informing the supplier about your budget and therefore to what scale there offer should be 4 Click Add Note You can add in multiple lines to complete your RFQ ProcServe ProcServe Holdings Limited 2012 xchangew ales Main Menu Creating a Request for Quote 5 When complete click Next Step Hello Advanced You last logged in 6 days ago 28 April MyProfile Feedback Logout METEO Administration Home M
55. Click on a Classification View to administer To work with existing views you locate your organisation name in the tree and select Details of existing classification views are loaded into the page shown below You can delete or change existing vews from here the icon highlighted below is selected to change the corresponding view ProcServe Holdings Limited 2012 ProcServe Administering Existing Classification Views P roc S e rve Logged in as 8 robertpetheram proc Ry Administration amp Log off Currency Me k3 Home page Catalogue search N GEL G E m O Shopping lists Administration Y Classification views for the company Demo Organisation Ge Name Description Extended This is an extended view including additional catalogues ower and above those in the O standard view Standard This is the view available to all users g CA The following list describes how you use the above page to add or remove catalogues to your view Proc S a rve Logged in as amp robertpetheram proc By Administration Log off Currency Eleis PP Home page Catalogue search SUN UNE ECS O Shopping lists Administration Y Edit classification view Extended for the organization Demo Organisation DEMO amp User 3 Bae ay Al Name Extended Description This is an extended view including additional catalogues over and above those in the standard view Assignment of classification system U
56. Commerce Network It connects buyers and suppliers together va a fully hosted eCommerce infrastructure ProcServe particularly specialises in providing and managing eProcurement and elnvoicing solutions and services for customers What does ProcServe offer e ProcServe offers packaged Commerce Solutions to enable our customers of all sizes and technical capabilities to connect to the Commerce Network e All of our solutions are provided as software as a service with no requirement for capital investment in IT infrastructure What do our solutions consist of The ProcServe solutions are a blend of world class application Commerce Modules all hosted and managed by ProcServe combined with professional service packages that ensure a swift implementation and maximum return on investment The ProcServe Commerce Network ProcServe offers two types of services commerce solutions and commerce services Regardless of what back office infrastructure organisations have ProcServe implements only those trading solutions needed to complete their ability to conduct electronic transactions between buyer and supplier ProcServe also provides services in order to implement these commerce solutions and exploit their capability The level of services provided are entirely flexible ProcServe Holdings Limited 2012 ProcServe xchangewales Marketplace xchangew ales Getting Started Logging on to xchangew ales 2 xchangewales Marketplace 2 1 xchangew
57. E CATALOGUE ProcServe ProcServe Holdings Limited 2012 Single Buyer Catalogue Updates Importing the Updated Catalogue 4 4 2 Importing the Updated Catalogue The following steps should be completed by the supplier 1 Navigate Admin Menu gt gt Catalogue Management 2 The Catalogue Manager is displayed Select the Catalogue and the actions that can be completed at this stage will be available gt Catalogue Manager Windows Internet Explorer Ge y https procserveonline com amp IR x 3 Pe File Edit View Favorites Tools Help x Google v Search 7 More gt gt Signin A we Favorites 3 Harlem Renaissance House 3 Best of the Web Channel Guide M Free Hotmail Internet Explorer News Internet Start Quick Search exe ee Toggle Images exe A Sa Catalogue Manager gt 9 d amp b v Page gt Safety Tools e Administration Loggedina Saturn Admin Admin Saturn Log off ProcSe rve Er g DEMOCATALOGUE001_ 1 Q Iig DEMOCATALOGUE001_1 DEMO Catalogue 1 Created Update expected Supplier review Buyer review Productive Replaced x Catalogue file Source Multimedia contents B Source Proqress d Catalogue Overview Page 112 Catalogue a Supplier Buyer Current catalogue edition Current status Links z z DEMOCATALOGUE001 1 DEMO Catalogue 1 TEST amp L Edition of 22 07 2
58. Expected the Catalogue may go to Supplier Review Please solve all errors and all the items marked will be marked as Errors wish to add additional buyers to an Cause This is an expected system state as the existing catalogue Catalogue will be waiting for a price file for the new buyer Resolution Load a price file for the new buyer and click Validate to clear the errors This will move the task onto Release the Catalogue and continue following the process in the normal way until its reached Update Expected again ProcServe Holdings Limited 2012 ProcServe 6 6 Glossary The glossary provides a list of terms and definitions used in the system AID Re ProcServe catalogue Search Article ID The item number A list of business rules defining what happens to either a requisition or purchase order after it is submitted by a user Approval Plans contain approval criteria and notification controls Approval Plan re P2P See also Buyer Catalogue A Catalogue created from a Multiple Buyer or source Catalogue for a single Buyer The Catalogue may contain all or any assortment of items derived from the Multiple Buyer Catalogue and may be enhanced with Buyer specific data When the contents of an Assortment Catalogue is defined the item data is not copied but referenced to the original source Catalogue Assortment catalogue re ProcServe Catalogue Manager A list of all actions that occur during the proc
59. External Suppliers from the drop down 5 The selected Suppliers website will open in a new window 6 Shop online with this Supplier as you usually would 7 When you have finished your external shopping you can checkout 8 The items you chose are displayed in Shopping Cart 9 You can continue to shop or work on your Shopping Cart ProcServe Holdings Limited 2012 ProcServe Catalogue Management Catalogue Management Introduction te 4 Catalogue Management 4 1 Catalogue Management Introduction Overview Suppliers can provide buying organisation s catalogues which allow buyers to easily search for and select items to add to requisitions Before a supplier is able to provide catalogue content they must be invited to the ProcServe Trading Network and be registered as a bronze supplier There are 3 different types of catalogues a buying organisation may have access to Single Buyer Catalogue Catalogue is for a single buying organisation only Catalogues can be shared amongst selected buying Multi Buyer Catalogue an organisations Catalogues are made available to all buying organisations Public Catalogue This is only available to a few organisations and is not covered by the content of this manual Note Some of the sections within Catalogue Management may not be relevant to you dependant on your organisation set up ProcServe Holdings Limited 2012 ProcServe Accessing Catalogue Management 4 2 Accessin
60. FN Pa 291 1 TEA PGA 7 ee ne Fangs depot 3 Een Een a Your catalogue will now export and change to the status Update Expected ProcServe Holdings Limited 2012 ProcServe Managing Classification Views Managing Classification View s Overview 176 5 Managing Classification Views 5 1 Managing Classification Views Overview This section describes how to create and manage classification views Note If your buying organisation is using xchangewales for shopping and transactions then Classification views need creating in the marketplace and in xchangewales Classification views are created to allow a buyer to see only selected UNSPSC classifications and or supplier catalogues ProcServe Holdings Limited 2012 ProcServe Adding a new Classification View 177 5 2 Adding a new Classification View Overview This section describes how to create and manage classification views In the marketplace you administer the catalogue content of the classification view where as in xchangewales you administer what classification views an organisation and its user has access too Adding a new Classification View to the marketplace 1 Login to xchangewales 2 Click on Administration 3 Click on Catalogue Access Management Hello justin You last logged in today 5 May MyProfile Feedback Logout Administration Community Management Organisation Management User Management Suppl
61. Home y Transactions Catalogue Shopping Create a new Free Text Order Create a new Requestfor Quote Supplier Directory 2 Click on the Organisations tab Hello justin You last logged in today 5 May MyProfile Feedback Logout Emcee Administration Home MyTransactions Catalogue Shopping Create a new Free Text Order Create a new Requestfor Quote Supplier Directory My Profile Overview Role s organisations View My Profile Edit My Profile Ms justin anson Username justinanson proc Email address justin anson paconsulting com Organisation ProcServe 123 Buckingham Palace Road Default address London London SvV 1VV 9SR United Kingdom Telephone number You will then be presented with the organisations you can switch too 3 Click on the Switch to button next to the organisation you wish to switch to ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration Community Management Hello justin You last logged intoday 5 May MyProfile Feedback Logout WETAUENON Administration Home My Transactions Catalogue Shopping Create a new Free Text Order Create a new Requestfor Quote Supplier Directory My Profile Organisations Ms justin anson Cam 1 Buyer administrator Switch to Cam 2 Buyer administrator Switch to Community administrator Administrator Community support Community reporter Community contract manager Buyer administrator Buyer super user
62. Line 1 Address Line 2 Default address City Postcode United Kingdom Telephone number 3 Edit the features you wish to change ProcServe Holdings Limited 2012 ProcServe xchangew ales Getting Started My Profile Home Supplier Directory My Profile Overview View My Profile Edit My Profile Main Menu Hello Buyer You last logged in today 23 April Administration MyProfile Feedback Logout Title First name Last name Username Email address Confirm Email address Organisation Mr v Buyer Administrator buyeradministrator ot001 Sorry you can t edit this rob petheram1 2 procs rob petherarn 2 procs OTISOO1 Sorry you cant edit this 4 Once complete click Save Changes Username Email address Confirm Email address Organisation Default address Telephone number Fax number Preferred language Save Changes Cancel justinanson proc Sorry you cant edit this justin anson paconsult justin anson paconsull ProcServe Sorry you cant edit this 123 Buckingham Palace Road 54 14 95R v English UK v Note If you wish to cancel your changes click Cancel ProcServe ProcServe Holdings Limited 2012 xchangew ales Getting Started Unlocking your Account 2 1 6 Unlocking your Account Overview Your account wil
63. NSPSC 8 1201 2 C Regardless of catalog all catalogs are visible Catalogue 1 _ Catalogue 2 Catalogue 3 Catalogue 4 1 Catalogue Selection You can check one or more catalogues to make available in this view or alternatively uncheck a catalogue to remove it from the view Regardless of catalog all catalogs are visible Catalogue 1 v Catalogue 2 v Catalogue 3 Cataloque 4 2 Select Classification Groups You use the UNSPSC tree to locate and select or remove classes to add to your view for example ProcServe ProcServe Holdings Limited 2012 Administering Existing Classification Views Assignment of classification system EAL UNSPSC 3 1201 M6 10 Live Plant and Animal Material and Accessories and Supplies HA 11 Mineral and Textile and Inedible Plant and Animal Materials ia O 12 Chemicals including Bio Chemicals and Gas Materials H O 13 Resin and Rosin and Rubber and Foam and Film and Elastomeric Materials M 14 Paper Materials and Products rE AES Ae amp P i AS cim E E 00 Paper Materiale and Products uncoded 10 Paper materials 11 Faper products 00 Paper products uncoded 15 Printing and writing paper 16 Novelty paper MW 17 Personal paper products 15 Business use papers X 8 When complete click the save icon 3 ProcServe Holdings Limited 2012 ProcServe Updating the Search Index ES 5 4 Updating the Search Index Overview This section describes how the s
64. Organisations Multi Buyer Catalogue Load and Configure Initial Catalogue Load 4 5 3 Creating the Additional Files for Secondary Buying Organisations Each secondary buying organisation that requires access to a multi buyer catalogue will need to load separately additional files These should be created by the lead buying organisations using the ProcServe Catalogue Builder that the supplier completed to ensure consistent and complete data Note In some instances the data can be taken from the ProcServe Catalogue System and where applicable this has been narrated in the manual The additional files which may be used include Price File Mandatory Contract reference file Optional Delivery charge file Optional Icons file Optional To create the files you need to copy data from the ProcServe Catalogue Builder into another spreadsheet For the latest file templates please contact the ProcServe service desk The below tables highlight which columns data is copied from and pasted into Price File from the ProcServe Catalogue Builder The below table shows you which columns in the ProcServe Catalogue Builder relate to the price file Template columns PCB column name Price file template column name Supplier Item ID Item Number Price Effective Date Price Effective Date Price Expiry Date Price Expiry Date Price File from the ProcServe Catalogue System The below table shows the data required to create the Price F
65. Purchase To cancel the purchase click the Cancel Purchase icon Save Changes B You can make changes to the items in the cart For example change quantities Click the Save Changes icon to save your changes Delete Selected Items T Click this item to delete all items that have their right column boxes checked A prompt is displayed Click the OK button to delete the items Click the Cancel button to cancel the deletion Delete All Items Ti Click this item to delete all items in the cart Click the OK button to delete the items Click the Cancel button to cancel the deletion Add to Shopping List amp You can add all the checked items to a Shopping List which you can change and re use later Add to Favourites You can add all the checked items to your Favourites List for future use 6 Checkout When you have checked that the items you wish to order are OK you are ready to click the checkout button extemal catalogs MEL e creo JE Tes Note The order will not be sent to the supplier until your requisition has been approved Note Shopping Basket Caching Unless you cancel the purchase or checkout your basket and its items will be cached So the next time you log in to the Marketplace your items will still be in your basket 7 If your Checkout is successful You will be redirected to your P2P or back office system ProcServe ProcServe Holdings Limited 2012 Working w ith your Shopping Cart 1
66. Remove Icon to remove the relevant item from the Comparison List Click the Add to Cart icon to add the relevant item to your shopping cart Remove Item Add to Cart Empty Compare List Click this icon to close the Comparison window and empty the Comparison List ProcServe ProcServe Holdings Limited 2012 ER 3 6 Smart Forms Overview This section describes Smart Forms and how to use them What is a Smart Form Smart Form is used in certain catalogues to capture additional information that is typically unique to the particular purchase Smart Forms enable the supplier to create user defined fields which can be either free text or drop down lists Each field can be specified as either mandatory or optional with those fields that are mandatory needing to be completed before you can check out Completing the Smart Form The Smart Form is contained within the items details of the line item z rocs ve Logos nes GO eoe Ba rep ee E Lo ol CUT Ea EiS qa Home pope Ee E Shopping hase EX Shopping lists earch tiner search PEN CN TE TT el Feature peace Cars WA sg ee r i Loppers temo Shed desorption Supper Uerytstune image ee Lead tre z 7 EE OE lM acier Fiat ere fia pics JE i aaoi fike High Gr were Pil 1 Clicking the link of an item will take you in to the details rocServe Looped m gpa amp RS Dee Qi acmins wehrer fy Lew on Currency FE E Hom at Catalogue search al
67. ST save 4 Click on any users within the selection that need to be removed and click on deselect repeat as necessary E mail settings Automation settings Release settings Search results Supplier review System Administrator Premium Content Manage Buyer review Release scheduled Productive Replaced Selection Griffiths Toni TEST ProcServe ProcServe Holdings Limited 2012 Multi Buyer Catalogue Load and Configure Initial Catalogue Load Configuring Catalogue Workflow You need to set users for all 7 sections O Update Expected Supplier Super User Import Blocked Supplier Super User Supplier Review Supplier Super User Buyer Review Buyer Super User Release Scheduled Buyer Super User Productive Buyer Super User Replaced Buyer Super User o0oO000 O 5 Click on Automation Settings and ensure that the Automation settings are set as required E mail settings Automation settings Re iesse setings iomaied import i SUT VAR EN supper E SAT CANOT DUPE Soe reese SLT URS ee pee F1 Note Suggested setting for a standard catalogue is to deselect Automated validation supplier to enable Supplier Review status on subsequent loads 6 Check release settings are as required ProcServe Holdings Limited 2012 ProcServe Multi Buyer Catalogue Load and Configure Initial Catalogue Load Configuring Catalogue Workflow E mail settings Automation se
68. Select Catalogue Explorer from Links tem search Comparison New Mass editing g Delete A 7 Standard cf x a a Page of1 2 items of 13 selected UNSPSC 8 1201 M 2 fem number Short description Manufacturer Manufacturer s item no EAN Lead time Release status gt History E All items in this catalogue 564863008 1 1 Not checked E Unstructured item H 3 23 Industrial Manufacturing and Proces 364663012 2 1 Not checked 90 Travel and Food and Lodging and Er O 3 1 Not checked o 715806 gt gt 4 1 Not checked 2 You can now approve and or reject the items loaded Select items by ticking the item box es To select all tick the box above the items The release status for each item is Not Checked You can now inspect each item and reject or approve them or you can approve them all immediately as described below To reject an item check the relevant left hand column and click the Reject icon to the top right of the page The item is now marked for rejection Note You will need to contact your supplier stating the reason why the items were rejected so they can amend their items in the catalogue and resubmit them to the buying organisation to load and or approve as required Approve Items tem search Comparison New Mass editing oo o Delete p m a Standard v ee page of1 2 items of 13 selected UNSPS
69. Serve Holdings Limited ProcServe and the ProcServe logo are registered Trademarks of ProcServe 4 Click Submit Note Your username will be sent to you via email ProcServe Holdings Limited 2012 ProcServe xchangew ales Getting Started Navigating Around xchangew ales 2 1 4 Navigating Around xchangewales Overview When you first log in to xchangewales you will land on the homepage Below is a brief description of where you need to navgate to in order to access the various features of xchangewales Note The menu options and features that you have will depend on your organisation and the role that you have been given The Hompage 1 Header from here you can change your profile and password give feedback on xchangewales and log out of xchangewales 2 Menu tabs the two options are Main Menu and Administration These are described later in this section 3 Menu options once selected you can view a variety of other menus which are described later in this section 4 Menu body the detail of the area where you can complete your required task 5 Footer details ProcServe privacy and accessibility details as well as some useful contact information of the xchangewales administrators 1 Hello justin You last logged in today 28 April MyProfile Feedback Logout MEANS Administration 2 Home My Transactions Catalogue Shopping Create a new Free Text Order Create anew Request for Quote Suppli
70. Toni Test Buying Organisation N ex ProcServe ProcServe Holdings Limited 2012 Single Buyer Catalogue Initial Load Configuring Catalogue Workflow 4 3 3 Configuring Catalogue Workflow The workflow for the catalogue now needs to be configured to ensure that the necessary people from the buyer and supplier organisations are notified by email of catalogue changes and perform the appropriate administration duties for a particular catalogue The workflow also determines if any steps are automated for example supplier review in an initial load as well as export options such as scheduling Note The person people selected for each workflow step is used to trigger an email notification and to give permission to users to complete tasks 1 Select the catalogue workflow option 2 Set up the email settings as required Search for the relevant organisation on the top right Workflow E mail settings Automation settings Release settings Update expected Search Organization TEST Import blocked Supplier review Buyer review Release scheduled Productive Replaced K Selection Search results System Administrator Premium Content Manager Griffiths Toni TEST 3 Click on the relevant users and click on the select button repeat as necessary ProcServe Holdings Limited 2012 ProcServe Single Buyer Catalogue Initial Load Configuring Catalogue Workflow E mail settings Automation settings R
71. VMMO5271 Map Marketing Giant World Political Laminated Supplies For MAP 30 59 each 1 0 day 4 Map GALD Schools Ltd MARKETING GALD 3 Add Selected ltems a Sc Click the Add Selected Items icon Items details are listed in the Compare Items window ProcServe ProcServe Holdings Limited 2012 F Compare with this column Comparing Items ad Compare with this column Short Map Marketing World Political Map Marketing Giant World Political description Laminated Map BEX Laminated Map GWLD Price 17 95 feach 30 59 each Supplier Supplies For Schools Ltd Supplies For Schools Ltd Supplier part hMM30001 VMMO5271 no Manufacturer MAP MARKETING MAP MARKETING Manufacturer BEX LDO part no EAN Contentiorder 1 each 1 each unit Lead time 1 0 day 1 0 day Description Bartholomew Executive World Map Giant world political map featuring countries Laminated map that shows countries Clearly defined with political colouring Main Clearly defined with political colouring Main cities and towns clearly marked Time zone cities and towns are clearly marked along clocks country flags and statistics Size O30 with time zone clocks Size 37x59 x 1200mm Scale 1 34 000 000 520 miles 1 th 30001 inch Laminated MMOS274 Unit of 1 1 Purchase Cuantity Image Further tem Information URL tem Information URL documents Tip If you want to compare items on several different pages of the comparison list you must click on
72. a before you go to the next page otherwise your selection will be lost The comparison list will be 4 Using the Compare Items List Compare with This Column Check Box Check this box to highlight differences between this item and all other items ProcServe Holdings Limited 2012 ProcServe Compare with this column Comparing Items Fl Compare vith this column Short Map Marketing World Political Map Marketing Giant Work Political description Laminated Map BEX Laminated Map GWLD Price 17 95 f each 30 59 Seach Supplier Supplies For Schools Ltd Supplies For Schools Ltd Supplier part VMMSO001 MMOS 271 na Manufacturer MAP MARKETING MAF MARKETING Manufacturer REx MLD part no EAR Content Order 1 leach 1 each unit Lead time 1 0 day 1 0 day Description Bartholomew Executive World Map Giant world political map featuring countries Laminated map that shows countries clearly defined with political colouring Main clearly defined with political colouring Main Cities and towns clearly marked Time zone cities and towns are clearly marked along clocks country flags and statistics Size O30 with time zone clocks Size 37x59 x 1200mm Scale 1 34 000 000 320 miles 1 hh s0001 inch Laminated MMOS271 Unit of 1 1 Purchase Quantity Image Further tem Information URL tem Information URL documents 5 Differences are highlighted as shown in the above image 6 On the Compare Page you can Click the
73. ach item and reject or approve them or you can approve them all immediately as described below To reject an item check the relevant left hand column and click the Reject icon from the menu at the top of the page The item is now marked for rejection Note You will need to contact your supplier stating the reason why the items were rejected so they can amend their items in the catalogue and resubmit them to the buying organisation to load and or approve as required Approve Items tem search Comparison New Mass editing oo ren Delete a Standard v ey S a Page of1 2 items of 13 selected UNSPSC 8 1201 2 O item number Short description Manufacturer Manufacturers item no EAN Lead time Release status 8 History EJ All items in this catalogue 564863008 1 1 Not checked E Unstructured item 23 Industrial Manufacturing and Proces 564863012 2 1 Not checked 90 Travel and Food and Lodging and Er gog 715805 3 1 Not checked gog 715806 1 Not checked When you are sure that an item is correct you can check the relevant items and click the Approve icon on the menu at the top of the page Tip If you wish to view an item s detail click the Item number link to display the item details Tip You can approve items one at a time or you can click the left hand column heading box to select all items Note If changes are required then it is recommended to make the changes in the ProcServe Cata
74. ad Purchase from Catalogues Maintain cataloques I Enhanced Supplier Silver Upgrade to Create and use Catalogue Gold Full Integration P2P Enhanced Supplier Gold Supplier receives and processes Integrate Suppliers System orders in their own system ProcServe Holdings Limited 2012 ProcServe About ProcServe Suppliers and Buyers 187 The following list describes each activity in the above diagram Buyer Invite Supplier s Buyers invite suppliers to join the ProcServe network by providing basic details such as a contact name and email address These basic details will be loaded into our system Supplier Receive Invitation emails Three emails are sent to the Supplier o A welcome email containing basic instructions and a link to the Registration Portal o An email containing your User ID for the Registration Portal o An email containing your Password for the Registration Portal Supplier Registration Portal As a basic supplier you can only receive orders as PDF attachments to emails from your clients You can continue receiving your orders by email or you can go to the Registration Portal and register as a bronze enhanced Supplier Bronze Suppliers An bronze supplier can receive orders from buyers through the ProcServe Supplier Portal Buyers will create requisitions that when authorised are sent as orders to the supplier Suppliers can receive orders and subject to validation and other checks
75. adset 5 84 e Item Details Click an Item description to view the Item details e Add Item to Shopping Cart Click this icon Add to Basket 5 add the item to your Shopping Cart 4 Working With Your Favourites List You can delete items add multiple items to the Shopping Cart or add items to a Shopping List using the Favourites List within the Shopping Lists tab 5 In the Catalogue navigate Shopping Lists gt gt My Favourites hopping lists My favorites B C Company shopping lists ea temno Short descrigtion Supplier Service provider Leadtime Price Guentty Amount O rivate shopping lists 4 ir Toria i PSGD80301 MITRE MESH PANNELLED BALL SACK BLACK Davies Sports 4 days 13 95 each Pa 13 95 O GPS500HB Bulk PK Pencils HB MERSEYSIDE PAPER SUPPLIES 1 day 14 99 pack 4 14 99 d VMM30001 Map Marketing World Political Laminated Map BEX Supplies For Schools Ltd 1 day 17 95 feach eal 17 95 oO 40376598 Computer Gear headset Equanet 5 days 5 64 each ea 5 64 FJ 6 The following list describes how you work with the Favourites e Update Quantity You can change the Quantity for an item and click the Save icon see below The new quantity is saved for later use You can also update the quantity prior to adding to your Shopping Cart e Mark Item To mark an item for deletion or adding to a Shopping List or cart you check the box in the right hand column You can mark as many items
76. agement Supplier Registration User Management Search users Browse Users 6 Add a new user User s name Email address Date added Date last updated justin anson1 procserve org manualuser ot001 23 Apr 2010 23 Apr 2010 ENABLED Buyer Superuser rob petherami3 procserve org buversuperuser ot001 20 Apr 2010 23 Apr 2010 Basic Buyer rob petheram9 procserve org basichuyer ot001 20 Apr 2010 22 Apr 2010 4 Click on Roles to edit their roles in the organisation ProcServe Holdings Limited 2012 ProcServe 76 xchangew ales Administration 77 Managing your Users Main Menu Administration Community Management Organisation Management User Management User Management Hello justin You last logged in today 23 April MyProfile Feedback Logout Supplier Registration Catalogue Access Management Catalogue Management Browse Users 43 Add a new user Edit general information Mr justin anson General Roles Classification Views Organisations Status Username Email address Enabled justinanson proc justin anson paconsulting com 5 Enable and disable roles as required by clicking the Enable role or Disable role button as necessary You should add the roles of Buyer Administrator plus Buyer Report or Basic Buyer plus Buyer Reporter Note There is no need to save any changes but the user will have to re log in for the changes to take eff
77. ago 28 April MyProfile Feedback Logout Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management User Management Browse Users 8 Add a new user Mr Manual User General Roles Classification Views CT Disable account Disabling this account will stop this user from being able to access the system if you are disabling this account please add a note detailing why This note will be recorded along with your username and the time and date in a system log for auditing purposes 5 When complete click Save at the footer of the page ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration Administering xchangew ales 2 3 5 Administering xchangewales 2 3 5 1 Managing my Organisation 2 3 5 1 1 Editing the Organisation s General Details Overview You can view and edit the the general address details of your organisation in Organisation Management Editing your Organisation s overview 1 Click on the Administration tab Hello justin You last logged in today 23 April MyProfile Feedback Logout Main Menu Administration Home Supplier Directory Home Welcome Welcome to OTIS the latest generation of online procurement tools designed to simplify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content pr
78. ales Getting Started 2 1 1 Logging on to xchangewales 1 Navigate to the xchangewales URL https buy ers procserveonline com otis You will be presented with the log in screen oTs Login Username Password Login Forgotten your password Forgotten your username The ProcServe marketplace is made available to only registered members By logging in members are agreeing to nani ocserve com the Acceptable Use Policy For more information please visit www procse ProcServe ocServe Holdings Limited ProcServe and the ProcServe logo are registered Trademarks of ProcServe 2 Enter your username and password Tip You will have received these via email It is sometimes easier to copy and paste the system generated password ProcServe Holdings Limited 2012 ProcServe xchangew ales Getting Started Logging on to xchangew ales Sos Login Username buyeradministrator ot001 Password Login Forgotten your password Forgotten your username The ProcServe marketplace is made available to only registered members By logging in members are agreeing to the Acceptable Use Policy For more information please visit www procserve com ProcServe ProcServe Holdings Limited ProcServe and the ProcServe logo are registered Trademarks of ProcServe Tip If this is the first time you have logged in you will be asked to reset your password and create a me
79. an add to your favourites whenever you see this icon 2 The Home Page Favourites List Favourites are shown on the landing page of the ProcServe Catalogue System Home page Catalogue search Su Ur Cam a 0 Shopping lists Ho messages You have not yet defined any items as favorites The Home Page will always display You have not yet defined any items as your favourites until an item is added Home page Catalogue search Tuas Cams m 0 Shopping lists Image view Text view Ho messages MITRE MESH PANNELLED BALL SACK BLACK 13 95 Bulk PK Pencils HB 14 99 Map Marketing World Political Laminated Map BEX 17 95 Computer Gear headset 5 84 3 The following describes how you work with the Home Page Favourites List e Image View and Text View You can switch between a view that includes the item images and a text view The image view is shown in the above image Text view does not show any images Image View ProcServe Holdings Limited 2012 ProcServe Working w ith Favourites Image view MITRE MESH PANNELLED BALL SACK BLACK 13 95 Bulk PK Pencils HB 14 99 Map Marketing World Political Laminated Map BEX 17 95 6 Computer Gear headset 5 84 Text View Text view MITRE MESH PANNELLED BALL SACK BLACK 13 95 Bulk PK Pencils HB 14 99 Map Marketing Yorld Political Laminated Map BEX 17 95 Computer Gear he
80. ana rein drain inde 0 Creating a ReqUeS TOF O10 0 lt a een ae ets eee 21 TKOGUCTON to ARG Eee ane nee A nd te te Nc en 21 Raising a REQUEST for QUDIS maiii ed a Lin 22 Reviewing an RFO RS ANR nt nn ette te 28 COS OA AE Re a ea a a UC Ci ti Ant 31 Supplier DIFECIONY PA ees eaten een ee 34 Introduction to the Supplier Directory sans maternels hate acca adds 34 View ing Suppliers my Organisation has traded with 35 View ing All Available Suppliers in the Community sisi 36 Document TARN cee cana bie nent din tnt An 37 Miroduciono DoctimentTFACkK sn sn Rest mnt entente ro 37 Using Document Trae ken SR A ste in ee te nie 38 Downloading the transactions to EXCEL ni ennemie nn fine menait 40 2 3 XCNANGEWAIES Administration Since dt rials sede ton venement eee orne gt 41 MWEE eat ae in to a etat 41 Coran WAM AGEING see ne on nation den ie ee fes e sde quel 42 Commun AGANIS AIO SUR LR Rd ne nn ne fete 42 Administering Community Helpdesk Details ss 42 Community Administration Roles NRIrDE sn nan ni dr rare 45 Buying Organisation Roles MANIK tects sienne eis lcs ee eine 46 Editing the Roles a User has in an Organisation ss 47 SWIC MEG Organis ALOIS nee eh rs meme in ere lente feet Dane Get 49 EVE COMMISE ata cantata en NS WON Demian ue 57 OV TVIN a sense een tee ne terne tale nie ls unie 57 Managmo Your Supplier Adopto rsen eare enii irae EN dre den E ot eE EA dede ets ue ed en di 61 Overview of Suppl
81. anisations LAN The inability of a user to login to the ProcServe Trading Lock ed Out Network due to the freezing of their user account A lockout occurs after 3 failed login attempts ProcServe Holdings Limited 2012 ProcServe Mass Edit Re ProcServe Catalogue The process of editing multiple items in a single operation Manager p g p al The Merchant Capacity indicates what level of VAT detail on purchases the merchant is able to provide to the buying Organisation It should only be selected where Payments Accepted Credit Card The Merchant Capacity levels are 0 does not accept credit cards 1 provides basic VAT information 2 provides Summary VAT information 3 provide Line Item Detail In order to receive either Level 2 or Level 3 VAT information the buying Organisation must use a Purchase Card Purchase Cards are only available to public sector Organisations Merchant Capacity Maintenance Repair and Operations Products and services that Organisations must obtain to run their day to day business operations See also Source Catalogue A Catalogue created for the purpose of having more than one buying Organisation Multiple Buyer Catalogue re ProcServe associated with it and contains data for more than one Catalogue Manager Buyer Used to create Assortment Catalogues Multiple Buyer Catalogues are not exported to ProcServe Catalogue Search see also Free Text Items Goods or services added to a Non Ca
82. assword and what you wish to change it to Note Be aware of the password restrictions within your marketplace that are narrated above the password change fields 4 Click Save new password to save the changes Note You can cancel the changes by clicking the Cancel button ProcServe Holdings Limited 2012 ProcServe xchangew ales Getting Started Giving Feedback on xchangew ales 2 1 8 Giving Feedback on xchangewales Overview You can use the feedback section to provide ProcServe with feedback on the system Providing feedback 1 From any screen within xchangewales click Feedback Hello Buyer You last logged in today 23 Apri MyProfile Feedback Logout Emin Administration Home Supplier Directory 2 Enter your feedback notes and subject in the box provided Feedback a Feel free to use this form in order to provide any kind of feedback that you have Maybe you d like to see some different features Or prehaps you have a great idea about how to improve what already exists Or maybe you d like to get in touch and let us know what you like or dislike about our system Once you have submitted your feedback we will send you a copy at your registered email address rob petheram1 2 procserve org and if a response is needed we ll contact you within the next two working days dave mills procserve com some feedback on my OTIS experience Type your message here dave mills procserve com some f
83. ate requisitions from the catalogues available to you via the ProcServe Trading Network or by using free text ordering e Ensure that all requisitions are forwarded for approval by the appropriate budget holders e Generate purchase orders and other procurement documents and transmit these electronically to suppliers 2 Click Supplier Registration v OTIS Hello justin You last logged in 4 days ago 6 May MyProfile Feedback Logout Administration nagement User Managemen Supplier Registration Catalogue Access Management Catalogue Management Hello justin You last logged in today 11 May MyProfile Feedback Logout Administration User Management Supplier Registration Supplier Registration Search top targets Go Browse invited suppliers 3 Top targeted suppliers 0 Now enhanced suppliers 22 Invite a new supplier LE Supplier name CCE Contact details Originally invited by Date invited Your organisation has not yet targeted any suppliers Once you have they will appear here You can view all the suppliers in your top target list ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration Managing your Supplier Adoption 2 3 3 4 1 Adding a new supplier to your top targeted list Overview You can dynamically add and remove suppliers from your Top targeted suppliers tab 1 Search for the supplier in Browse invited suppliers 2 Select the organisatio
84. ation Home Supplier Directory Home Welcome Welcome to OTIS the latest generation of online procurement tools designed to simplify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content provided by your suppliers on the ProcServe Trading Network Its intuitive nature lets you buy what you need easily while helping you to manage the end to end transaction process with your suppliers fully electronically and on line Whether you re looking to buy basic commodities or complex products and services OTIS helps you manage the procurement process so you can ensure that you get the goods and services you need when you want and at the price you have agreed OTIS enables you to e Create requisitions from the catalogues available to you via the ProcServe Trading Network or by using free text ordering e Ensure that all requisitions are forwarded for approval by the appropriate budget holders e Generate purchase orders and other procurement documents and transmit these electronically to suppliers 2 Click on Edit My Profile Hello Buyer You last logged in today 23 April MyProfile Feedback Logout Emcee Administration Home Supplier Directory My Profile Overview Role s View My Profile Edit My Profile Mr Buyer Administrator Username buyeradministrator ot001 Email address rob petheram1 2 procserve org Organisation OTISOO1 Address
85. ces 4 1 Tent upptar LUE agate Essen erases Betenee schecuted Barat Agen Your catalogue should now export automatically by following the Export Profile you created ProcServe Holdings Limited 2012 ProcServe Multi Buyer Catalogue Load and Configure Initial Catalogue Load Buyer Review and Exporting your Multi Buyer Catalogue ProcServe ProcServe Holdings Limited 2012 Secondary Buying Organisation Loading the Additional Files Multi Buyer Catalogue Load and Configure Initial Catalogue Load 4 5 10 Secondary Buying Organisation Loading the Additional Files As a secondary buying organisation you will need to upload the additional files to be able to see and trade using the multi buyer Catalogue 1 Uploading the Additional Files The price file and if required the contract reference delivery charge and icon files must be uploaded by each buying organisation before exporting the catalogue to the Marketplace There are two options Option 1 Where you are operating on behalf of other buying organisations You should access each account as a buyer contract manager for each organisation and upload as directed below Option 2 If you are not operating on behalf of other buying organisations You should send the relevant files to all of your buying organisations and direct them to upload as below 2 Upload the price file in Catalogue Manager Navigate to the catalogue by searching for the catalogue name
86. d Importing the Catalogue 4 3 2 Importing the Catalogue The following steps describe how you upload and configure a catalogue for the first time 1 Navigate Admin Menu gt gt Catalogue Management The catalogue manager is displayed 2 Click on Import Analysis Administration ias tonigriffiths toni Griffiths Toni Loa off ProcServe EE a IE Catalogue Overview 3 Import the BMECat File In the Import Analysis page click the Browse button or enter a path and file name in the source field Note You need to use the BMECat file xml and not the Excel xls file to load the catalogue Li Catalogue import Unknown catalogue Catalogue file SOUP ce Progress File transfer G Hote Select the catalogue file you want to transfer here and confirm by clicking on Transfer 4 Click on Transfer in the top left corner ProcServe ProcServe Holdings Limited 2012 Single Buyer Catalogue Initial Load Importing the Catalogue Transfer Catalogue file Source CADocuments and Settings LONAN My Documents 2011 Consulting Testing 4 SITES Progress File transfer E Hote Select the catalogue file you want to transter here and contirm by clicking on Transfer 5 During the import process catalogue manager will stop the import and you will be prompted to run a catalogue analysis Click on the catalogue analysis link El Catalogue analysis 100 hea EE ES ES eee ae Ee The catalog data are not complet
87. demo pungwe com Edit L 2 Supplier red 238003848 ProcServe 22 Apr 2010 PP red Supplier supplierred pungwe com Edit p BA bo Supplier orange 238864009 ProcServe 22 Apr 2010 x PP g orange Supplier supplierorange pungwe com Edit i bai BA 0 Showing 1 3 of 3 suppliers Toggle all You will then be presented with the email wizard for sending a reminder email Supplier Registration Browse invited suppliers 3 Top targeted suppliers 2 Now enhanced suppliers 22 This email will be sent from portal procserve com any replies will be directed to your email address mark stevenson procserve com The suppliers will be blind copied in to this message and will therefore not be able to see who else you have sent this to stevedemo pungwe com We recently invited you join the ProcServe Trading Network I notice that you haven t yet registered The ProcServe Trading Network is the preferred method of sending orders to suppliers for several Government Departments and public sector bodies A full list of these M Note You can change some of the text in the reminder email but the second half remains static as this contains the important registration details 4 When satisfied with the email click Send at the footer of the page ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration 70 Managing your Supplier Adoption the ProcServe Trading Network
88. details in the Catalogue Analysis pop up window ProcServe ProcServe Holdings Limited 2012 Multi Buyer Catalogue Load and Configure Initial Catalogue Load Importing your Catalogue BMECat File E Catalogue analysis Windows Internet Explorer Delte Cancel Continue analysis Catalogue recipient buyer Catalogue data Buyer name ZZBar 43 Multi Buyer Test Found Supplier Catalogue data Supplier name PServe 4 3 Test Supplier Found Catalogue Catalogue data Catalogue identifier ZZM1_PS43_333_1 Catalogue name ZZM143_PS43_333 Not found Catalogue statistics Done e https procserveonline com System data ZZBar 43 Multi Buyer Test System data PServe 4 3 Test Supplier System data ZZM1_PS43_333_1 ZZM143_PS43_333 Internet fa 7 100 Note Check the buyer and supplier are Found If not click on cancel to exit the import and correct the errors in the ProcServe Catalogue Builder and reload the file Note The catalogue should be Not Found which is correct as it s a new catalogue If this is found this means that the catalogue ID is already in use for another catalogue In this situation you will need to create a new catalogue ID in the Catalogue Builder and reload 7 Select Continue Analysis 8 Once the import is successfully completed the confirmation screen is displayed ProcServe Holdings Limited 2012 ProcServe Multi Buyer Catalogue Load and Configure Initial Catalogu
89. dicates whether the activity is relevant for the process and who carries out the activity Activity Single Multi Single Multi Buyer Delivery Buyer Buyer Buyer Update charges New New Update Create ProcServe Catalogue Import BMECat File Check Validation Issues paaa a E ai Supplier Admin Review and Approval M M M Create Contract and Price i File ral Pal Set Catalogue to Multi Buyer x alg a fe a Release Rail Haro oe US ae 8 gs Reset ProcServe Holdings Limited 2012 ProcServe Catalogue Import Matrix ProcServe ProcServe Holdings Limited 2012 Quick Tips 190 6 4 Quick Tips Logging in to the portale The password in case sensitive e Your account will be locked if you enter your passw ord incorrectly 3 times Supplier directory e You can click the email field to send an email to us if you have a local mail program installed for example Outlook e Click the dow nload as vCard link to dow nload the supplier details as a vCard When you click the link a prompt will appear You can BUYER PORTAL save the vCard to your computer and import it onto your mail program later Supplier management The Top Targeted suppliers tab provides quick access to your most used Suppliers e Clicking the blue flag ey w ill add the Supplier to the Top Targeted suppliers list From here you can ensure that you focus your supplier adoption strategy on the suppliers that are more important to your organisati
90. dress ProcServe procserve com Default skin defaultSkin ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration Community Management You can now edit the community settings Hello justin You last logged in today 28 April MyProfile Feedback Logout Administration Community Management Organisation Management User Management Supplier Registration Community Management Community settings Buying Organisations 14 Name ProcServe Helpdesk telephone number 44 645 603 6727 Helpdesk email address ProcServe procserve Default skin defaultSkin Note You may not be able to edit some of the fields dependant on your Community set up 4 When complete click Save changes Helpdesk telephone number 44 845 603 672 Helpdesk email address ProcServe procserve Default skin defaultSkin Description ProcServe marketplace Save Changes Cancel Note You can cancel any changes by clicking the Cancel button ProcServe Holdings Limited 2012 ProcServe xchangew ales Administration Community Management 2 3 2 1 2 Community Administration Roles Matrix When assigning roles to a community administrator although other roles may be visible only the following should be used Note All users within the Community Admin organisation should be given the Buyer Contract Manager role Communi
91. e Email Telephone number Fax number Address Line 1 Address Line 2 Address City town City County County Country United Kingdom Post Code Postcode save Changes Cancel ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration Administering xchangew ales 2 3 5 1 2 Editing the Organisation s System Details Overview You can edit your organisations system settings in Organisation Management System Settings Editing your organisation s system settings 1 Click on the Administration tab Hello justin You last logged in today 23 April MyProfile Feedback Logout Main Menu l Administration i Home Supplier Directory Home Welcome welcome to OTIS the latest generation of online procurement tools designed to simplify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content provided by your suppliers on the ProcServe Trading Network Its intuitive nature lets you buy what you need easily while helping you to manage the end to end transaction process with your suppliers fully electronically and on line Whether you re looking to buy basic commodities or complex products and services OTIS helps you manage the procurement process so you can ensure that you get the goods and services you need when you want and at the price you have a
92. e Please open Catalogue Analysis to add the missing data KR Technical validations Content validations Import preparations Catalogue import Gi Note 6 Verify the details in the catalogue analysis pop up window ProcServe Holdings Limited 2012 ProcServe Single Buyer Catalogue Initial Load Importing the Catalogue Catalogue analysis Windows Internet Explorer pcr procserveonline com M Delete Cancel Catalogue recipient buyer Buyer name Supplier Supplier name Catalogue Catalogue identifier Catalogue name Catalogue statistics Done Continue analysis Catalogue data ZZBar 43 Multi Buyer Test Found Catalogue data PServe 4 3 Test Supplier Found Catalogue data ZZM1_PS43_333_1 ZZM143_PS43_333 Not found System data ZZBar 43 Multi Buyer Test System data PServe 4 3 Test Supplier System data ZZM1_PS43_333 1 ZZM143_PS43_333 Internet fa V A 100 Note Check the buyer and supplier are Found If not click on cancel to exit the import and correct the errors in the ProcServe Catalogue Builder and reload the file Note The catalogue should be Not Found which is correct as its a new catalogue 7 Click on Continue Import 8 Once the import is successfully completed the confirmation screen is displayed ProcServe ProcServe Holdings Limited 2012 Single Buyer Catalogue Initial Load Importing the Catalogue Catalogue
93. e Load Importing your Catalogue BMECat File Catalogue analysis 100 Time 0 01 Technical validations Entries Time 0 01 A Content validations 100 SSS Time 0 05 v Import preparations 100 Time 0 00 Catalogue import 100 Time 0 05 The import has been successfully completed Please go to the import report to investigate any Warnings that occurred 9 Click on Close if visible at the bottom of the Catalogue Import screen or click outside the Catalogue Import screen 10 The Import Report will now be displayed and the catalogue will now be in Supplier Review EE SS TTT rare ikalasi pre Sea DT lisp ETET Eraikiz bs E3 l a Generad information on kpa report for 7 Sep 2011 14 3641 Pis Test upph ZZB 4 Wut Buyer Test IUT PS4 343 Lu Fa 11301 BU cat t 2 11 Select Validate to run the validation report ProcServe ProcServe Holdings Limited 2012 Multi Buyer Catalogue Load and Configure Initial Catalogue Load Importing your Catalogue BMECat File ProcServe gt 12 If the Validation Report has run without errors you can now create the additional files for secondary buying organisations and set the catalogue to be multi buyer 13 If errors have been found in the validation report you will need to address these before creating additional files ProcServe Holdings Limited 2012 ProcServe Creating the Additional Files for Secondary Buying
94. e purchase order and its associated date A visual representation of the document onscreen A full timestamp audit trail of the document through the ProcServe Trading Network The last status of the document e g relayed to a Supplier or an invoice has been received The Document Tracker also offers the ability to set filters to refine your searching and both show these results onscreen or download them in a Microsoft Excel The searchable fields currently available include a el Du Document ID Supplier Name Date From and To Document Type Event Type Any combination of these filters details can be selected to enhance and restrict the search results ProcServe ProcServe Holdings Limited 2012 xchangew ales Main Menu Document Tracker 2 2 5 2 Using Document Tracker To view the Document Tracker 1 From Main Menu click on My Transactions a 2 Click on Document Tracking ProcServe Holdings Limited 2012 ProcServe xchangew ales Main Menu Document Tracker Searching for Documents The Document Tracker has many different filters and once set by using the Search Preview button will display the results onscreen Alternatively they may also be downloaded into a Microsoft Excel file by selecting the Excel Spreadsheet button once you have set your filters and the results have been returned The searchable fields currently available include Document ID text entry Enter your purchase order invoice or credit note
95. earch index updates once you have removed or changed a classification linked to a user Removing a View Currently when a classification is removed from a users view the user will still be able to locate a removed item until the search index is rebuilt over night The Checkout button however will be removed SO a user can not request those items Should a catalogue need removing urgently the classification vew can be taken away from the user and that catalogue can be re exported using Create Incrementally The function will only work for Private or Multibuyer catalogues ProcServe ProcServe Holdings Limited 2012 Additional Information About DUNS 105 6 Additional Information 6 1 About DUNS A DUNS Number is a nine digit code assigned by Dun amp Bradstreet to identify unique business s separate and distinct operations There is no charge to obtain a D amp B DUNS number for your business and it can make it easier for your customers to do business with you You can apply for a unique DUNS number on the Dun amp Bradstreet website at http douk dnb com Forms DUNS_Request asp If you do not have one central sales order processing site you will need to obtain a separate DUNS number for each ordering location In this event and to avoid misunderstanding please check with your head office to determine which if any DUNS number may have already been allocated The process for application to Dun amp Bradstreet sho
96. eceive PO va email but do not have access to the ProcServe Commerce Network Supplier has completed registration and has full access to the ProcServe Commerce Network A supplier that currently delivers one or more catalogues to one or more buyers A supplier that has submitted at least one quote to an RFQ A supplier that has submitted one or more electronic invoices to one or more buyers A supplier who is back end integrated using the ProcServe Commerce Network Environmentally Certified ProcServe Holdings Limited 2012 ProcServe xchangew ales Main Menu Supplier Directory 2 2 4 2 Viewing Suppliers my Organisation has traded with Overview Suppliers my Organisation has traded with shows all the organisations that you have sent an order or a Request for Quote to or have received an Invoice Quote or Credit Note from Using Supplier my Organisation has traded with 1 Click on the Main Menu tab within xchangewales Hello Basic You last logged in today 23 April MyProfile Feedback Logout Elma Administration Home WyTransactions Catalogue Shopping Create a new Free Text Order Supplier Directory Home Welcome Welcome to OTIS the latest generation of online procurement tools designed to simplify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content provided by your suppliers on the ProcServe Trading Network Its intu
97. ect ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration Managing your Users 2 3 4 4 Deactivating and Activating a User Overview You can deactivate and activate a user in User Management To deactivate activate a user 1 Click on the Administration tab Hello justin You last logged in today 23 April MyProfile Feedback Logout Main Menu Administration i Home Supplier Directory Home Welcome welcome to OTIS the latest generation of online procurement tools designed to simplify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content provided by your suppliers on the ProcServe Trading Network Its intuitive nature lets you buy what you need easily while helping you to manage the end to end transaction process with your suppliers fully electronically and on line Whether you re looking to buy basic commodities or complex products and services OTIS helps you manage the procurement process so you can ensure that you get the goods and services you need when you want and at the price you have agreed OTIS enables you to e Create requisitions from the catalogues available to you via the ProcServe Trading Network or by using free text ordering e Ensure that all requisitions are forwarded for approval by the appropriate budget holders e Generate purchase orders and other procurement documents and transmit these e
98. ed loading their files ProcServe ProcServe Holdings Limited 2012 Multi Buyer Catalogue Load and Configure Initial Catalogue Load Adding Secondary Buying Organisations to Multi Buyer Catalogue ProcServe Holdings Limited 2012 ProcServe Approving your Catalogue Multi Buyer Catalogue Load and Configure Initial Catalogue Load 4 5 8 Approving your Catalogue Once confirmations of uploads or Price Contract Icon and Delivery Files has been received from secondary Buying Orgainsations you will be able to approve your catalogue To approve the items in your catalogue you will need to approve them in Catalogue Explorer 1 Select Catalogue Explorer from the Links Menu item search Comparison New Mass editing pri fer Delete _ es a a Standard e x a a Page of1 2 items of 13 selected UNSPSC 8 1201 v S O tem number Short description Manufacturer Manufacturer s item no EAN Lead time Release status 4 History All items in this catalogue 564863008 gt 1 1 Not checked Unstructured item 9 23 Industrial Manufacturing and Proces 564863012 2 1 Not checked GQ 90 Travel and Food and Lodging and Er g 715805 3 1 Not checked Ej 715806 1 Not checked 2 You can now approve and or reject the items loaded Select items by ticking the item box es To select all tick the box above the items The release status for each item is Not Checked You can now inspect e
99. eedback on my OTIS experience Really pleased I find the catalogue experience very simple Your message has now been sent to the system administrators ProcServe ProcServe Holdings Limited 2012 xchangew ales Main Menu Overview 2 2 xchangewales Main Menu 2 2 1 Overview Main Menu Options Note Dependant on your organisation set up and roles you have been given you may not have access to some of the menu options 1 Home shows the homepage and any news feeds 2 My Transactions My Transactions captures your own and your organisations transactions From within My Transactions you can perform any approvals that may be required on specific document types You can also view inbound documents and documents you have created 3 Catalogue Shopping You can access the marketplace and shop for catalogue items 4 Create a new Free Text Order You can shop for non catalogue items This tool provdes a method to keep all transactions within xchangewales 5 Create a new Request for Quote RFQ You can create a Request for Quote RFQ for any good or service where you require a competitive procurement process to take place 6 Supplier Directory Supplier Directory allows you to view all suppliers registered on the ProcServe Trading Network who are available in your marketplace Hello justin You last logged in today 28 April MyProfile Feedback Logout WETUELON Administration Home y Transactions Catalog
100. eeneesenseeceeneeeeneeeonensesensesonseeeesnees 135 WEICON oa a a a a a aar EA 135 porting the Updated Catalogues E AEEA EEE EERE E NEE 136 Approving vour Catalogue LES a a R tue ann 139 Exporting Your CalaloGue irea i ne RE a a E NN 140 Multi Buyer Catalogue Load and Configure Initial Catalogue Load 141 VSN ie eres EEE aan ere 141 importing your Catalogue BMECAat File vsvccsstscsvetcssceesensets nistees ont itnediiedas tems nei E 142 Creating the Additional Files for Secondary Buying Organisations ccccccccccceeeeessesseessseneeeeeeeeeeeeeseeseseeeas 147 Setting the Catalogue to Multi Buyer iniiaiee e E A A 150 Contiguring Catalogue WOrk IOW Si a einen 152 V aliG ating youre atagia esis nei een een ee tit 156 Adding Secondary Buying Organisations to Multi Buyer Catalogue 157 Approvng your Calalogue AS ER st cots the otic Need ewer me en ER NE ts 159 Buyer Review and Exporting your Multi Buyer Catalogue nnnnn nenn nnnn ennnen 160 Secondary Buying Organisation Loading the Additional Files ccccccccccccccececeeceeeeeeeeeeeeeceeeceeeeeeeeeeeeeeeeness 162 ProcServe Holdings Limited 2012 User Guide Contents I Changing the Duvert EIST Properties ten din ciment eine 164 4 6 Multi Buyer Catalogue Catalogue Update Process ccceseeceeeeeeeeeeeeeeeeseeeeeeeeeeeees 165 WEICON ed nie ie ie on 165 porting the Upda
101. elease settings Update expected Seach Organization TEST Import blocked Search results Supplier review Buyer review Release scheduled Productive Replaced Selection Sriftiths Toni TEST ES 4 Click on any users within the selection that need to be removed and click on deselect repeat as necessary E mail settings Automation settings Release settings Update expected Search Organization TEST Import blocked Search results Supplier review System Administrator Premium Content Manager Buyer review Release scheduled Productive Replaced Selection Griffiths Toni TEST ProcServe ProcServe Holdings Limited 2012 Single Buyer Catalogue Initial Load Configuring Catalogue Workflow You need to set users for all 7 sections O Update Expected Supplier Super User Import Blocked Supplier Super User Supplier Review Supplier Super User Buyer Review Buyer Super User Release Scheduled Buyer Super User Productive Buyer Super User Replaced Buyer Super User O0 OO OOO 5 Ensure that the Automation settings are set as required Click on Automation Settings AUiOmMaion settings RAgicase settings Ei H k Aled valida z t C1 F1 Note Suggested setting for standard catalogue is to deselect Automated validation supplier to enable Supplier Review status on subsequent loads 6 Check release settings are a
102. eminder from ProcSe We recently invited you join A the ProcServe Trading a Network I notice that you haven t yet registered ProcServe Holdings Limited 2012 ProcServe xchangew ales Administration 71 Managing your Supplier Adoption 2 3 3 4 Targeting your Suppliers Overview You can target certain suppliers you have invited to join the ProcServe Trading Network You can use this feature to make it easier to send reminder emails and track the status of priority Suppliers Viewing your top targeted suppliers 1 Click on the Administration tab Hello justin You last logged in today 23 April MyProfile Feedback Logout Main Menu l Administration i Home Supplier Directory Home Welcome welcome to OTIS the latest generation of online procurement tools designed to simplify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content provided by your suppliers on the ProcServe Trading Network Its intuitive nature lets you buy what you need easily while helping you to manage the end to end transaction process with your suppliers fully electronically and on line Whether you re looking to buy basic commodities or complex products and services OTIS helps you manage the procurement process so you can ensure that you get the goods and services you need when you want and at the price you have agreed OTIS enables you to e Cre
103. ems in this catalogue 564863008 1 1 Not checked Unstructured item GQ 23 Industrial Manufacturing and Proces 564863012 2 1 Not checked 90 Travel and Food and Lodging and Er Fj 715805 3 1 Not checked g 1 Not checked 2 You can now approve and or reject the items loaded Select items by ticking the item box es To select all tick the box above the items The release status for each item is Not Checked You can now inspect each item and reject or approve them or you can approve them all immediately as described below To reject an item check the relevant left hand column and click the Reject icon to the top right of the page The item is now marked for rejection Note You will need to contact your supplier stating the reason why the items were rejected so they can amend their items in the catalogue and resubmit them to the buying organisation to load and or approve as required Approve Items tem search Comparison New Mass editing oo pen Delete z al a NN Standard a E g a Page of1 2 items of 13 selected UNSPSC 8 1201 LM W 2 item number Short description Manufacturer Manufacturer s item no Lead time Release status History El Al items in this catalogue 564863008 1 1 Not checked E Unstructured item GQ 23 Industrial Manufacturing and Proces 364863012 2 1 Not checked 90 Travel and Food and Lodging and Er g 715805 3 1 Not checked gO 715806 1 Not checked
104. er Directory Home Welcome Welcome to OTIS the latest generation of online procurement tools designed to simplify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content provided by your suppliers on the ProcServe Trading Network Its intuitive nature lets you buy what you need easily while helping you to manage the end to end transaction process with your suppliers fully electronically and on line Whether you re looking to buy basic commodities or complex products and services OTIS helps you manage the procurement process so you can ensure that you get the goods and services you need when you want and at the price you have agreed OTIS enables you to Create requisitions from the catalogues available to you via the ProcServe Trading Network or by using free text ordering Ensure that all requisitions are forwarded for approval by the appropriate budget holders Generate purchase orders and other procurement documents and transmit these electronically to suppliers Receive electronic invoices and other related procurement transactions from suppliers Manage and view all of these documents in a simple inbox outbox based environment Control your spend using the document history and audit trails to provide easy visibility for you and your organisation ProcServe Acceptable Use Policy Accessibility information Privacy Policy Contactthe system administrator ProcServe Holdi
105. er and stored locally on a users PC The use of cookies enables a Web site to become more interactive with its users The ProcServe Trading Network Cookie uses session cookies to ensure that a user is recognised when they move from page to page within the Marketplace and that any information entered is remembered Unlike normal cookies session cookies are deleted from the users PC when they log out Common Procurement Vocabulary A product classification system derived from the UN Common Procurement CPV Classification and adopted as an EU standard Used for public procurement and public sector reporting and used to drive OJEU Notices Web http www simap eu int ProcServe Holdings Limited 2012 ProcServe Glossary 197 C Comma Separated Value A flat file format sometimes used for data import or export C S Commerce extensible Mark up Language see also XML A XM standard defining acceptable formats and content for sending documents by electronic means The individual or combined elements or properties of data Data Key that are used to determine the uniqueness of a Catalogue item A Dun and Bradstreet Number DUNS numbers or correctly D U N S Numbers are issued owned and solely maintained by Dun amp Bradstreet Corporation and are used in the main for credit risk management and corporate authentication The DUNS Numbers DUNS Number is a unique nine digit identification sequence which provides unique identifiers of s
106. er has A supplier that A supplier that has A supplier that has A supplier who is Environmentally pre registered but completed currently delivers submitted at least submitted one or backend integrated Certified have yet to complete registration and has one or more one quote to an RFQ more electronic using the ProcServe the registration full access to the catalogues to one or invoices to one or Commerce Network process They are ProcServe more buyers more buyers able to receive PO Commerce Network via email but no access to ProcServe Commerce Network ProcServe ProcServe Holdings Limited 2012 xchangew ales Main Menu Supplier Directory 2 2 4 3 Viewing All Available Suppliers in the Community Overview All available suppliers shows all the organisations that are on the ProcServe Trading Network and available in your marketplace Using All available suppliers 1 Click on the Main Menu tab within xchangewales 2 Click on the Supplier Directory tab 3 Click on the All available suppliers tab From here you can view the suppliers by their name using the alpha numeric list 1 and search for a supplier 2 Note You can search the Supplier Directory by suppliers name category DUNS number contact details or description Hello Documentation You last logged in 3 days ago 20 January MyProfile Feedback Logout ors Main Menu Home My Transactions Supplier Directory S u p p l
107. ers on the ProcServe Trading Network Its intuitive nature lets you buy what you need easily while helping you to manage the end to end transaction process with your suppliers fully electronically and on line Whether you re looking to buy basic commodities or complex products and services OTIS helps you manage the procurement process so you can ensure that you get the goods and services you need when you want and at the price you have agreed OTIS enables you to e Create requisitions from the catalogues available to you via the ProcServe Trading Network or by using free text ordering e Ensure that all requisitions are forwarded for approval by the appropriate budget holders e Generate purchase orders and other procurement documents and transmit these electronically to suppliers 2 Click on the Community Management tab and then Community Settings Tip If you administer multiple communities you can change the drop down to the community you wish to work with Procserve Zanzibar xchangewales eTrading For Schools xchangewales OPEN nus 3 Click on Edit these settings Hello justin You last logged in today 28 April MyProfile Feedback Logout Administration Community Management Organisation Management Supplier Registration Community Management ProcServe Community settings Buying Organisations 14 Edit these settings ProcServe Helpdesk telephone number 44 845 603 6727 Helpdesk email ad
108. ese electronically to suppliers 2 Click Supplier Registration v oTIS Hello justin You last logged in 4 days ago 6 May MyProfile Feedback Logout Administration Community Management Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management From here you can see the three tabs used in Supplier Registration Tip Adding new suppliers You can invite new suppliers to join the ProcServe Trading Network For more information on this view the Registering New Suppliers ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration Managing your Supplier Adoption Hello justin You last logged in 4 days ago 6 May MyProfile Feedback Logout Administration Community Management Organisation Management i i i Catalogue Management Supplier Registration Search suppliers Browse invited suppliers 2 Top targeted suppliers 0 Now enhanced suppliers 22 Invite a new supplier nin Supplier name DUNS Contact details Originally invited by Date invited E Supplier red 238003848 ProcServe 22 Apr 2010 x O j PP red Supplier supplierred pungwe com Edit P ai bg 0 J Supplier orange 238864009 ProcServe 22 Apr 2010 O j PP 9 orange Supplier supplierorange pungwe com Edit p Di1 bdo Showing 1 2 of 2 suppliers Browse invited suppliers You can search all the suppliers you have added and have not yet registered You can als
109. esensesensnees 91 HOw 10 S6arCh iaca a a E 94 Examples Of Searchind exiscccsinesechoseeieecictetsicesnectivertcninostcbsicedeacsbavieaiieteinersieeeeeieeniebii 98 Tne tems Detalls Page ns cccen cect a EAE aS Ea ESERE 101 CGomparnng Hems san eds aA E AN aA EANA AEE 103 SMart FOM S stias a a a 106 Adding Items to your Shopping Cart c ccccecseceeeeceeeeeeeeeeeeeeeeeneeeenseeonensesonsesonsaeeesaees 108 Working with your Shopping Cart sssssssnsnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnn 110 WOKING WII RAVOUNITGS ia a E E 112 Working with Shopping LISS isisisi anea aaa aa Ea a Aaa aa 115 Double PUNCH OUU Sites sissien a a a ae t 118 Catalogue Management 120 Catalogue Management Introduction cccceceeeeceeeeeeeeneeeeneesenseseeseeesnseseeenseesneeeones 120 Accessing Catalogue Management ccccccceceeceeeeeeeeeeeseseeeeeeeeneeeenseeonensesnsesensaeeesnees 121 Single Buyer Catalogue Initial Load cccecceeeeeeeeeeeeeeeeeeseeeeseeeesneeeenenseeonsesnseeeesnees 122 COPIE oei Ne ale ate iis ie 122 mMponing Me CatalO GUS Lun ae T E cable net tee mr ETEEN EE EE ETE 123 Conngurng Calalogue WOrTRIOW ss OA E E a ue wie cedclemn ans cea latin 128 Validating Vour CalalOQUe essre nka en E a e a N E e deme 132 ADP OVINO VOU CAAIOQUE EN E EE E T tain cutee EASO A AER 133 Exporing your Catalogue earan oee A ENE eE ee a E EEE ETET AAEE 134 Single Buyer Catalogue Updates ccccsscsceceeeeeeeeeee
110. essing of a requisition or purchase order that ProcServe Purchase to Audit Trail re P2P Pay records and automatically time and date stamps which is visible to all the parties who have permission to view the order BASDA Business Application Software Developers Association The Bundesverband Materialwirtschaft Einkauf und Logistik The Federal Association for Material Management Purchasing and Logistics based in Frankfurt Germany BME Re ProcServe Catalogue Builder amp ProcServe Catalogue Manager BMEcat data format is a widely used international standard for the exchange of product data catalogues between Supplier and purchasing Organisations This standard is BMEcat used by the ProcServe Trading Network for the creation and exchange of Catalogue data within the ProcServe Catalogue Builder ProcServe Catalogue Manager and ProcServe Catalogue Search Web http bmecat de The user interface to the ProcServe Trading Network is Browser through your standard Web browser example Microsoft Internet Explorer or Netscape Navigator ProcServe ProcServe Holdings Limited 2012 See also Assortment Catalogue A Catalogue created from a Multiple Buyer or source Catalogue for a single Buyer The Catalogue may contain all or any assortment of items derived from the Multiple Buyer Catalogue and may be enhanced with Buyer specific data When the contents of a Buyer Catalogue is defined the item data is not copied but re
111. ew status link for the catalogue Administration stration 1as tonigriffiths toni Griffiths Toni Log off ProcServe Catalogue Overview Catalogue Supplier Buyer Current catalogue ed Current status Links DEMOCATALOGUE0011 DEMO zr dB 6 EE ES TEST Edition of 22 07 2011 Buyer revie Catalogue 1 Toni Test Buying Organisation w amp amp x 3 Select Validate to validate the catalogue against the validation rules set for this catalogue Administration nas tonigriffiths toni Griffiths Toni Log off Created Update expected Supplier review Buyer review Productive Replaced x General information on validation report for 22 Jul 2011 17 39 07 Supplier TEST Buyer Toni Test Buying Organisation Catalogue name DEMO Catalogue 1 Catalog ID DEMOCATALOGUE001_1 v Reject catalog _ Validate Y Schedule release ProcServe Holdings Limited 2012 ProcServe Approving your Catalogue Single Buyer Catalogue Initial Load 4 3 5 Approving your Catalogue To approve the items in your catalogue you will need to approve them in Catalogue Explorer 1 Select Catalogue Explorer icon to review the catalogue items item search Comparison New Mass editing pr o Delete F a Standard M Eh d a O Page of1 2 items of 13 selected UNSPSC 8 1201 M EN O item number Short description Manufacturer Manufacturers item no EAN Lead time Release status 2 History All it
112. ferenced to the original Source Catalogue Buyer Catalogue Re ProcServe Catalogue Manager Catalogue Context Re ProcServe The selection of a Catalogue with which it is intended to Catalogue Manager work Editions are used so that the history of a Catalogue can be managed coherently A Catalogue always has one current edition in which changes validations and other operations are made and is identified with a name and description There can be multiple versions of each edition Catalogue Edition Re ProcServe Catalogue Manager Catalogue Status Re ProcServe Provides information about the process steps that are Catalogue Manager currently being carried out within the Catalogue Several versions can exist of one Catalogue edition The version number is incremented from within the Catalogue edition and is usually used to record a major revision to the data Catalogue Versions can be created manually and are also created automatically before each import Catalogue Version Re ProcServe Catalogue Manager The process of running macros to test and validate Catalogue data in the ProcServe Catalogue Builder before the creation of the BMEcat file Check Data re ProcServe Catalogue Builder The product classification code associated to an item It is Class Code mandatory in ProcServe Trading Network catalogues that all items are coded to the UNSPSC A cookie is a small piece of data which is sent from a website to a web brows
113. from the top left of the pop up 10 Exit out of the Data Upload Screen by selecting Close at the bottom of the window or clicking your mouse on the dark area of the page 11 You should now run a validation on the catalogue by selecting Validate Once the Price and Contract Reference files have been loaded and validated the secondary Buying Organisations should notify the lead buying organisation so they can schedule the release of the catalogue ProcServe Holdings Limited 2012 ProcServe Multi Buyer Catalogue Catalogue Update Process Lead Organisation Approving your Catalogue 4 6 5 Lead Organisation Approving your Catalogue The lead buying organisation will perform the task of approving the catalogue Buyer Review Approving the Catalogue The buyer review is now required The buyer contract manager will need to check and then approve the items catalogue To approve the items in the catalogue the buying organisation will need to approve them in Catalogue Explorer 1 Select Catalogue Explorer from the Links Menu tem search Comparison New Mass editing o fer Delete rP _ _ Ee Standard bud se x a a Page of1 2 tems of 13 selected UNSPSC 8 1201 M S J item number Short description Manufacturer Manufacturer s item no EAN Lead time Release status 2 History All items in this catalogue 564863008 1 1 Not checked Unstructured item 23 Industrial Manufactu
114. g Catalogue Management Overview Within Catalogue Management you can upload and manage your catalogue content Note Dependant on your community and organisation setup some of the menus may appear in a different order To access Catalogue Management 1 Login to xchangewales 2 Click on Catalogue Management Hello justin You last logged in today 5 May MyProfile Feedback Logout Administration Community Management Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management A new window will open where you can administer catalogues as shown in the following sections ProcServe ProcServe Holdings Limited 2012 Single Buyer Catalogue Initial Load Overview 4 3 Single Buyer Catalogue Initial Load 4 3 1 Overview This section describes the process of loading and configuring a catalogue for a single buying organisation using the Catalogue Management single Buyer Catalogue Initial Catalogue Load Process supplier Buying Organisation Complete PCB Header Data and send to supplier Create and send PCB BME CAT File to Lead Authority Upload Catalogue load BME Cat File Load Image files Create Catalogue Workflows Validations Validate for Supplier and Release to Buyer Approve Catalogue Set Release Settings and Schedule Release RELEASE CATALOGUE ProcServe Holdings Limited 2012 ProcServe Single Buyer Catalogue Initial Loa
115. g and elnvoicing Zanzibar Managed Service The ProcServe Trading Network Catalogue Content Management System The application into which the BME cat file is imported for the creation management and approval of Supplier catalogues Catalogues are exported from ProcServe Catalogue Manager to ProcServe Catalogue Search ProcServe Catalogue Manager ProcServe Trading Network catalogue system The application into which catalogues are imported from ProcServe Catalogue Manager where they are hosted for ProcServe Catalogue Search ProcServe ProcServe Holdings Limited 2012 PP and ERP systems to access ZIP File A file that has been compressed for ease of transmission ZMP Forum Zanzibar Marketplace Forum ProcServe Holdings Limited 2012 ProcServe
116. ge File from the ProcServe Catalogue Builder Note If the main catalogue has 50 items the Delivery Charge File will also need to have 50 lines with the same Delivery Charge Rule This is to ensure the Delivery Rule is visible to the user for all items in the catalogue PCB Source Delivery Charge file template column name Supplier Item ID Item Number Header on the ProcServe Catalogue Builder DeliveryChargeRule Delivery Charge File from the ProcServe Catalogue System Note If the main catalogue has 50 items the Delivery Charge File will also need to have 50 lines with the same Delivery Charge Rule This is to ensure the Delivery Rule is visible to the user for all items in the catalogue Source Delivery Charge file template column name tem Number from the Price List Detailed tem Number report ProcServe Holdings Limited 2012 ProcServe Multi Buyer Catalogue Load and Configure Initial Catalogue Load Creating the Additional Files for Secondary Buying Organisations From an individual item within the catalogue Navigate to Catalogue Explorer gt Select the catalogue gt view any item gt scroll down and ou can view the DELIVERYCHARGERULE Delivery ChargeRule Icons File from the ProcServe Catalogue Builder The Icon file only needs completing and loading if the catalogue is utilising Icons PCB Source Icon file template column name Supplier Item ID Item Number Central Hub ltem Central Hub ltem ProcSer
117. greed OTIS enables you to e Create requisitions from the catalogues available to you via the ProcServe Trading Network or by using free text ordering e Ensure that all requisitions are forwarded for approval by the appropriate budget holders e Generate purchase orders and other procurement documents and transmit these electronically to suppliers 2 Click on Organisation Management Hello Buyer You last logged in today 23 April MyProfile Feedback Logout Administration Organisation Management Supplier Registration Catalogue Access Management Catalogue Management Organisation Management System settings Classification Views Edit the overview OTISOO1 Duns number 775544331 Contact details Registered Name OTISO01 Address Line 1 Address Line 2 3 Click on System Settings ProcServe Holdings Limited 2012 ProcServe xchangew ales Administration Administering xchangew ales Hello Buyer You last logged in today 23 April MyProfile Feedback Logout Administration Organisation Management UserManagement Supplier Registration Catalogue Access Management Catalogue Management Organisation Management System settings Classification Views ESSE Edit the overview OTISOO1 Duns number 775544331 Contact details Registered Name OTIS001 Address Line 1 Address Line 2 4 To edit the system settings click Edit your organisations system settings Hel
118. he Import Analysis Icon Administration toniariffiths toni Griffiths Toni Loa off ee S ProcServe FE G Catalogue Overview 3 Import BMECat File In the Import Analysis page click the Browse button or enter a path and file name in the source field T4 Catalogue import Unknown catalogue Catalogue file Source Progress File transfer i Hote Select the catalogue file you want to transfer here and confirm by clicking on Transfer 4 Click the Transfer button in the top left Note You need to use the BMECat file xml and not the Excel xls file to load the catalogue ProcServe Holdings Limited 2012 ProcServe Multi Buyer Catalogue Load and Configure Initial Catalogue Load Importing your Catalogue BMECat File Transfer Catalogue file SOURCE C Documents and Settings LON ANT My Documents 2011 Consulting Testing4 SITES Progress File transfer E Hote Select the catalogue file you want to transter here and contirm by clicking on Transfer 5 During the import process Catalogue Manager will stop the import and you will be prompted to run a Catalogue Analysis click on the Catalogue Analysis link Ei Catalogue analysis 100 SSS The catalog data are not complete Please open Catalogue Analysis to add the missing data Technical validations Content validations Import preparations Catalogue import a Hote 6 Verify the
119. hing effects This aleo deletes all the catalogue 2pecific profiles Before the next import you may have to create new import process and validation profiles The export profile for the previous individual buyer is also deleted Therefore you have to create an assortment catalogue with a corresponding export profile for the previous buyer Changing the catalogue type cannot be undone Are you sure that you want to change the cataloque type https fMsaturn pcm procser eonlins comi PMi MessageBox jsp an Internet 5 Save changes Click the save icon in the top left of the pop up window to save the catalogue as multi buyer Tip Changes will not be made to the system until you have saved the new header details 6 The catalogue is now a multi buyer catalogue 7 The status of the catalogue will now revert to Created or Update Expected Catalogue Overview Page 112 Catalogue a Supplier Buyer Current catalogue edition Current status Links DEMOCATALOGUE001 1 DEMO Catalogue 1 TEST lt Multiple buyers gt Edition of 22 07 2011 U expected b at 2BBx Fie im ProcServe ProcServe Holdings Limited 2012 Multi Buyer Catalogue Load and Configure Initial Catalogue Load Configuring Catalogue Workflow 4 5 5 Configuring Catalogue Workflow The workflow for the catalogue now needs to be configured to ensure that the necessary people from the buyer and supplier organisations are notified by email of cata
120. hrough Buying Solutions framework agreements managed services and other procurement arrangements More details are available on the website http online ogcbuyingsolutions gov uk OJEU Official Journal of the European Union OPEN Online Procurement for Education Needs An eProcurement Marketplace solution designed specifically for schools Purchase to Pay or Procure to Pay The procurement pop application used to connect to ProcServe Catalogue Search The P2P used within the ProcServe Trading Network environment is ProcServe P2P PA Consulting PA Consulting Group is a leading PA Consulting management systems and technology consulting firm Web http www paconsulting com A method of searching catalogues that enables the user to define values for certain Catalogue fields ProcServe Catalogue Search returns a list of items that match the search criteria Parametric Search Adobe Portable Document Format A format that allows the conversion of virtually any document in virtually any application to be universally distributed read and stored Where a Supplier provides a Catalogue to a single buying Private Catalogue Organisation under contract or agreement with that buying Organisation The entire management process from import to release of Process Profile Re ProcServe data Standard processes distribute tasks to responsible Catalogue Manager users and can automatically start operations like Catalogue exports
121. ication code of the OGC and the mandatory classification system for the ProcServe Trading Network Web http www unspsc org Unit of Measure Referred to in the ProcServe Trading Network as the Unit of Purchase See also UNECE Recommendation 20 Universal Product Code Widely used bar code symbology developed originally by the grocery industry used for product UPC marking Five versions of UPC exist See also EAN An online database for UPC codes exists at http www upcdatabase com SD Uniform resource Locator An internet address United States Dollar Currency A specific validation test for testing the quality of data Validation Rule Re ProcServe Validation Rules are grouped together to form Validation Catalogue Manager Profiles which can be associated with a Catalogue or Organisation VAT Value Added Tax Extensible Mark up Language see also cXML A type of web page that allows large amounts of data to be shipped XML across the internet in a compact format while retaining the information in distinct fields that can be used for integration with a database The Zanzibar Managed Servce is the UK public sector eProcurement managed service delivered by ProcServe It is available under a framework agreement to all English Wales and Northern Irish public sector Organisations Zanzibar is a web based purchase to pay P2P and electronic Marketplace solution It provides a common hosted platform for ePurchasin
122. ices OTIS helps you manage the procurement process so you can ensure that you get the goods and services you need when you want and at the price you have agreed OTIS enables you to e Create requisitions from the catalogues available to you via the ProcServe Trading Network or by using free text ordering e Ensure that all requisitions are forwarded for approval by the appropriate budget holders e Generate purchase orders and other procurement documents and transmit these electronically to suppliers Note The menus that you are presented with will depend on the roles your user has been given ProcServe Holdings Limited 2012 ProcServe xchangew ales Getting Started Retrieving a Lost Password 2 1 2 Retrieving a Lost Password Overview Should you forget your password you can generate a system password which will be emailed to your registered account Retrieving a lost password 1 Navigate to the xchangewales URL https buy ers procserveonline com otis You will be presented with the log in screen Sots Login Username Password Login Forgotten your password Forgotten your username The ProcServe marketplace is made available to only registered members By logging in members are agreeing to the Acceptable Use Policy For more information please visit mwww procserve com ProcServe ProcServe Holdings Limited ProcServe and the ProcServe lo go are registered Trademarks
123. ier Registration sise 61 Registering NCW Supper S Es TT ee ete donne tente nette 64 Reminding SUP PICKS CO JOM cc soi cteccd RS anne enr E ten en tente coum 68 Targeting your Supple See hanee dad claret hele ne EEE E T A nn tds 71 Adding a new supplier to your top targeted list ss 72 Man aO ING your LIS CPS nai ia 73 troduction TO LIS CF Management ss den eee item oies 73 ProcServe Holdings Limited 2012 User Guide Part 3 3 1 3 2 3 3 3 4 3 5 3 6 3 7 3 8 3 9 3 10 3 11 Part 4 4 1 4 2 4 3 4 4 4 5 Contents Il Editing a Exs TIVO IS Clics ses nie nr ait nie din 74 Editing the Roles a User has in an Organisation ss 76 Deactivating and Activating a Serie one inner ts annales ennte 78 FOMMMISTE FING XGMANG SW ALES 2 nn men dense nations 80 Managing ny OrganiSAtON Enr es AN Mettre Let nd nt AR nt tte eee ieee 80 Editing the Organisation s General Details 80 Editing the Organisation s System Details 82 Managing Classification View s in xchangew AIS ccssseeeseeeececeeeeeeeeeeeeeeeeeeeeeeeeeseeeseeueaaaeseeeeeeeeeeeseneas 84 Adding a New Classification View sacre alien vere rnrn neser rnnr nnne rnern nennen ennnen rannen 84 Eating a Classification View oraraa T A N TN 86 Removing a Classification V E a nee EE A EATE 88 Add Glassification Views to USerS assessment eee 89 Catalogue Shopping 91 Overview of Catalogue Searching ccccecsscecesceeeeeeeneeeeneeeceseseeenseeeneeeensesonses
124. ier Registration Catalogue Access Management Catalogue Management A new window will open and the Catalogue Home page is displayed Proc S a rve Logged in as amp robertpetheram proc amp Log off Currency Eels eP Home page Catalogue search SELGE O Shopping lists News La 4 Open Administration Module Click the Administration link as indicated in the above image The Administration module is displayed Proc S e rve Logged in as robertpetheram proc Rhy Administration amp Log off Currency Eye g eP Home page Catalogue search Sees CS m O Shopping lists Administration Y Administration A User Ea Catalog views E Classification views Note You need special permissions to view the Administration module and some of it s contents If you cannot access the administration module and need to work with Classification vews please contact your service support team 5 Navigate Classification Views gt gt Your Organisation To create a new classification view expand the classification views option in the left hand pane Then select the organisation name this will open a list of the existing views and the option on the right hand side of the screen to create a new view which should be selected ProcServe ProcServe Holdings Limited 2012 Adding a new Classification View 178 P ro C S e r ve Logged in as amp robertpetheram proc By Administration Home page
125. ile This can be generated from the Reports in Catalogue Explorer By changing the drop down option and selecting the reports highlighted in the table below you can run each report to generate the data for the Price File Note Only two reports are required Price List Detailed and Order Information Note You will have to select all the items within Catalogue Explorer for the Excel button to appear so you can run the download Column within Report Price file template column name ProcServe ProcServe Holdings Limited 2012 Multi Buyer Catalogue Load and Configure Initial Catalogue Load Creating the Additional Files for Secondary Buying Organisations Price List Detailed Order Information Minimum Order Quantity Valid From Price Effective Date Price List Detailed Valid To Price Expiry Date Contract Reference File from the ProcServe Catalogue Builder lf you use the contract reference field in the ProcServe Catalogue Builder you will need to create a contract reference file The below table shows you which columns in the ProcServe Catalogue Builder relate to the contract reference File columns You need to copy the contract reference data from the original ProcServe Catalogue Builder into the contract reference template file Note You cannot retrieve this data from the Catalogue System PCB column name Contract ref file template column name Supplier Item ID Item Number Contract Reference Contract Reference Delivery Char
126. ime 0 00 v Catalogue import 100 Time 0 05 _ The import has been successfully completed Please go to the import report to investigate any Warnings that occurred 7 Click on Close if visible at the bottom of the Catalogue Import screen or click outside the Catalogue Import screen Note Depending on the workflow configured for this catalogue the catalogue will now go to Supplier Review An email will be sent to the nominated supplier user to prompt them to complete this Administration Logged in as toniariffiths toni Griffiths Toni Loa off ProcServe Catalogue Overview Catalogue Supplier Buyer Current catalogue ed Current status Links DEMOCATALOGUE001_1 DEMO om De 2 a TEST Edition of 22 07 2011 Buyer review Catalogue 1 Toni Test Buying Organisation Huver review le W amp x Buyer Review Once a supplier has performed the upload they will release the catalogue to buyer review The ProcServe Catalogue Management System will automatically email you providing the workflow was correctly configured so you can complete the rest of the process ProcServe Holdings Limited 2012 ProcServe Single Buyer Catalogue Updates Approving your Catalogue 4 4 3 Approving your Catalogue The buyer review is now required The buyer contract manager will need to check and then approve the items catalogue To approve the items in your catalogue you will need to approve them in Catalogue Explorer 1
127. ing Cart your current Shopping Cart Delete Marked Shopping a Delete all marked Shopping Lists A prompt is Lists E displayed Click the OK button to delete the marked Shopping Lists Create Shopping List Create an empty Shopping List for future use 5 Create New Shopping List You can create an empty Shopping List for future use Click this icon to display these fields Shopping lists Private shopping lists ES Company shopping lists B Group shopping lists _ Private shopping lists No private shopping lists available _ My favorites Where you can then enter the Shopping List details Private shopping list New shopping list Create new shopping list Enter a name and save it using the button in the top right corner Name Stationery Fortnightly stationery order Description The following list describes how you work with the create Shopping List page Name o Enter a name for the new Shopping List Description Enter a description for the new Shopping List Save Icon Click the Save icon to validate and if valid save the new Shopping List There are no items in this new Shopping List You will need to add items to this Shopping List if you wish to use it 6 Working with Shopping List Items When you click on the name link for a Shopping List the contents of the list are displayed ProcServe Holdings Limited 2012 ProcServe Working w ith Shopping Lists Private shopping list f
128. ingle business entities while linking corporate family structures together When a business is entered into the D amp B business information database each distinct business location that it has is assigned its own DUNS Number V L European Article Numbering Widely used bar code EAN symbology used for product marking Two versions of EAN exist See also UPC The EAN system is managed worldwide by EAN International Web http www ean int org Electronic Business Interchange Standard see XML A eBis standard defining acceptable formats and content for sending documents by electronic means SAP Enterprise Buyer Professional A procurement EBP application which can be integrated for use as the P2P system within the ProcServe Trading Network A product classification system that has been developed to enable products materials merchandise and services to be organised in a logical structure The system has four hierarchical levels The highest level consists of 22 technical domains which are divided into main groups groups and Subgroups as leaf product classes Each level is identified by a two digit number so that each subgroup can be identified by its eight digit class number A document held electronically eClass ProcServe ProcServe Holdings Limited 2012 Enterprise Resource Planning systems Example Oracle JD Edwards SAP or Peoplesoft An industry term for the broad set of activities supported by multi module a
129. ion from chosen supplier For more information see The Item Details Page section of this guide 5 Working with the Search Results ProcServe Holdings Limited 2012 ProcServe How to Search Add to Shopping List You can add all the checked items to a Shopping List which you can change and re use later Add to Add to Comparison List List E vou can add all the checked items toa You can add all the checked items to a Comparison ns to Favourites Rene re can add all the checked items to your Favourites List for future use Add Selected Item s to Check each item to be added and click the shopping cart cart icon ProcServe ProcServe Holdings Limited 2012 3 3 Examples of Searching Here are some common examples of using the search system Examples of Searching Q want to buy a sponge ball but am unsure exactly what type of sponge ball want A Try putting both words sponge and ball into the search box Putting in just one of the words may make your search too wide Feature search Home page Catalogue search Shopping Basket m O Shopping lists Search filter A Search Advanced search Catalogues As sponge ball O Schools Davies Sports Catt 28 O Schools East Riding of Yorkshire Catt 10 Schools Supply Zone Cat 8 7 SCHSYPOCAat1 8 O SCHS_GeneraiSupplies 6 Schoo sTTS Group Limited 3 D Schools AtoZ Cat 3 More selection Suppliers 5 gt
130. it the roles of a user 1 Click on the Administration tab Hello justin You last logged in today 23 April MyProfile Feedback Logout Main Menu Administration i Home Supplier Directory Home Welcome welcome to OTIS the latest generation of online procurement tools designed to simplify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content provided by your suppliers on the ProcServe Trading Network Its intuitive nature lets you buy what you need easily while helping you to manage the end to end transaction process with your suppliers fully electronically and on line Whether you re looking to buy basic commodities or complex products and services OTIS helps you manage the procurement process so you can ensure that you get the goods and services you need when you want and at the price you have agreed OTIS enables you to e Create requisitions from the catalogues available to you via the ProcServe Trading Network or by using free text ordering e Ensure that all requisitions are forwarded for approval by the appropriate budget holders e Generate purchase orders and other procurement documents and transmit these electronically to suppliers 2 Click on User Management and search for the user you wish to edit Tip You can search users in your community by searching for the organisation or the DUNS number in the search term field 3
131. itive nature lets you buy what you need easily while helping you to manage the end to end transaction process with your suppliers fully electronically and on line Whether you re looking to buy basic commodities or complex products and services OTIS helps you manage the procurement process so you can ensure that you get the goods and services you need when you want and at the price you have agreed OTIS enables you to e Create requisitions from the catalogues available to you via the ProcServe Trading Network or by using free text ordering e Ensure that all requisitions are forwarded for approval by the appropriate budget holders e Generate purchase orders and other procurement documents and transmit these electronically to suppliers 2 Click on the Supplier Directory tab From here you can view the suppliers by their name using the alpha numeric list 1 and search for a Supplier 2 Hello Documentation You last logged in 3 days ago 20 January MyProfile Feedback Logout Home My Transactions Supplier Directory S u ppl ier D i rectory Search my suppliers Go All available suppliers 4906 O N a UON Y VONN EG ee gt OO a A ee ee Y OS O A Ay A You Organisation hasn t traded with any Suppliers yet Once it has those suppliers will appear here In the meantime try looking for suppliers you can trade with in the All available suppliers tab amp r gt Supplier has been Suppli
132. l be locked if you enter your log in details incorrectly 3 or more times You will be informed that your account has been locked via an email You can unlock your own account using your memorable word and the access code contained in the email Unlocking your account 1 You will receive an email informing you your account has been locked Within the email are the details you require to unlock your account Subject Your account has been locked Hello Your account has been locked due to too many invalid login attempts To unlock your account you will need both a username and access key included below and you will need your memorable word which you specified in your account profile Your access key is DSC4DJD4 Instead of typing the access key out try copying and pasting it into the unlock screen using the following steps Highlight the access key making sure there are no spaces at the beginning or end Right click and select Copy In the access key field of the login screen right click again and select Paste You can unlock your account at https preprod buyers procserveonline com procserveportal auth html 2 Navigate to the url within the email or use the Unlock account on the login page Sots Hello Welcome to the ProcServe marketplace everything you need to conduct electronic trading in one fast flexible and secure managed service Login Username Password Unlock Account 3 Enter
133. l marked ar Shopping Lists to your current Shopping Cart Back Icon a Click the Back icon to return to the Shopping Lists page Changes are not saved ProcServe ProcServe Holdings Limited 2012 Double Punch out Sites ES 3 11 Double Punch out Sites Overview Punch out means you can go to a suppliers eProcurement site shop and bring your items back to your shopping cart Whilst punch out sites can be provided for any Supplier they are commonly used when a standard catalogue may not be appropriate because of the need to personalise or configure a purchase e g a computer could be customised by adding extra memory or a larger hard disk Locate and Open the Shopping Cart The following steps describe how you punch out to an external Supplier site from the ProcServe Marketplace 1 Click the Shopping Cart tab 2 The Shopping Cart is displayed Home page Catalogue search Shopping Basket Shopping lists Shopping basket External catalogs item no Short description Supplier Service provider Lead time Price Quantity Amount There are currently no products or services in the shopping basket Note The above image shows an empty Shopping Cart The cart could also have other items in it 3 The External Catalogues Drop Down Open the external catalogues drop down list RS Components External catalogs RS Components ek and Hickman Ltd SCC Office Depot Eriks UK Nimans Ltd BES 4 Select one of the
134. le to Lead Upload Catalogue load Authority BME Cat File Validate Catalogue Create Price Contract Ref File from PCB Set Catalogue Header to Multi Buyer Status Created or Update Expected Notify ProcServe Helpdesk of Secondary Buyer s Create Catalogue Workflow Validations Set Export Settings Select Catalogue and Click Continue Without Import Import Images Validate for Supplier and Release to Buyer Validate as Buyer Send Price Contract Ref Upload Price Contract Ref File to Secondary Buying File Org s Await for confirmation that all secondary orgs have uploaded Validate price contract reference and delivery charge files Approve items Buyer Review Schedule Release RELEASE CATALOGUE ProcServe ProcServe Holdings Limited 2012 Multi Buyer Catalogue Load and Configure Initial Catalogue Load Importing your Catalogue BMECat File 4 5 2 Importing your Catalogue BMECat File lf the catalogue is new then the multi buyer process can begin with the initial upload of the BMECat file If you are converting an existing private catalogue then please read the next section in this chapter Importing your Catalogue BMECat File After the has been checked and the BMECeat file is ready for upload to ProcServe you need to use the Catalogue Manager to upload and configure the imported catalogue 1 Navigate Admin Menu gt gt Catalogue Management The Catalogue Manager is displayed 2 Select t
135. lectronically to suppliers 2 Click on User Management and then the link of the user you wish to activate deactivate Hello Buyer You last logged in today 23 April MyProfile Feedback Logout Administration Organisation Management UserManagement Supplier Registration User Management Search users Browse Users 6 Add a new user User s name Email address CCC Date added Date last updated justin anson1 procserve org manualuser ot001 23 Apr 2010 23 Apr 2010 ENABLED Buyer Superuser rob petheram1 3 procserve org buversuperuser ot001 20 Apr 2010 23 Apr 2010 Basic Buyer rob petheram9 procserve org basichuyer ot001 20 Apr 2010 22 Apr 2010 3 Click on Edit general information ProcServe Holdings Limited 2012 ProcServe 78 xchangew ales Administration 79 Managing your Users Hello Buyer You last logged in 7 days ago 28 April MyProfile Feedback Logout Administration Organisation Management User Management Supplier Registration Catalogue Management User Management Browse Users 8 Add a new user Edit general information Mr Manual User General Roles Classification Views Status Enabled Username manualuser ot001 Email address justin anson1 procserve org 4 Tick the box to amend to the require status Note You will have to provide comments in the box to state why this action has been taken for audit purposes Hello Buyer You last logged in 7 days
136. lify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content provided by your suppliers on the ProcServe Trading Network Its intuitive nature lets you buy what you need easily while helping you to manage the end to end transaction process with your suppliers fully electronically and on line Whether you re looking to buy basic commodities or complex products and services OTIS helps you manage the procurement process so you can ensure that you get the goods and services you need when you want and at the price you have agreed OTIS enables you to e Create requisitions from the catalogues available to you via the ProcServe Trading Network or by using free text ordering e Ensure that all requisitions are forwarded for approval by the appropriate budget holders e Generate purchase orders and other procurement documents and transmit these electronically to suppliers 2 On the overview screen scroll down to the Change your password area Change your password Please note that your password for security reasons must follow these rules your password must include letters numbers and symbols and must be atleast eight characters long Your password must also be different to all of the previous three passwords that you have used Current password New password Confirm new password Save new password Cancel 3 Enter your old p
137. lo Buyer You last logged in today 23 April MyProfile Feedback Logout Administration Organisation Management Supplier Registration Catalogue Access Management Catalogue Management Organisation Management Overview System settings Classification Views Edit your organisations System settings OTIS001 System set up Short name OT001 Default language English Uk Skin ProcServe default Homepage widgets Welcome message Message Of The day News 5 Once complete click Save Changes Save Changes Cancel ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration Administering xchangew ales 2 3 5 2 Managing Classification Views in xchangewales 2 3 5 2 1 Adding a New Classification View Note Organisations who access the Marketplace wa their P2P will continue to maintain Classification Views in the Catalogue Access Management To add a New View 1 Login to xchangewales 2 Click on Administration 3 Click on Organisation Management Hello justin You last logged in today 6 May MyProfile Feedback Logout Administration Community Management Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management 4 Click on Add a new view Organisation Management System settings Classification View s Catalogue Sharing PS Demo Buyer 1 PP PSDA1 View Classification View 1 Edit Add a new views
138. logue Builder and re import the file This will ensure that your copy of the Catalogue Builder reflects the content on the system Note Any new file imported will over write the old data where the header data is the same ProcServe ProcServe Holdings Limited 2012 Multi Buyer Catalogue Load and Configure Initial Catalogue Load Buyer Review and Exporting your Multi Buyer Catalogue 4 5 9 Buyer Review and Exporting your Multi Buyer Catalogue Once you have completed the above steps you now will be able to release your catalogue You can now validate and release your catalogue You can complete this by searching for your Catalogue and select Validate ProcServe pe iLt ESE hry Cure cole bce Curren satin Lim rs ETC Eames so Buri ut ds mt 22 z Once the Validation has run successfully you can now Schedule Release If there are any problems returned in the Validation report we recommend that you amend these in the Catalogue Builder and re import Ganenn inion on valerian HT der Sepa 16 1 Fapa d 3 Tip uppis Hei Ceara AR ei DUTEN S Liria a Eaka dia0an EM fat Sann The status will now show as Release Scheduled Check that the release settings are correct and select Release Feng mid ken a ee 1 li Pad F q Heu mi Lu li Ci Seca te Fi D _ j Caron beers LE Prog Ji aj aioe oper Miry CEHE alakapp Rion Currer RTL Links EM Pe JA 9 ET FS MIS Pala
139. logue changes and perform the appropriate administration duties for a particular catalogue The workflow also determines if any steps are automated for example supplier review in an initial load as well as export options such as scheduling Note The person people selected for each workflow step is used to trigger an email notification and to give permission to users to complete tasks Note Workflow changes will be effective on Change of the Catalogue Status 1 Select the catalogue workflow option from the Links Menu 2 Set up the email settings as required Search for the relevant organisation on the top right Workflow E mail settings Automation settings Release settings Update expected search Organization TEST Import blocked Supplier review Buyer review Release scheduled Productive Replaced K Selection Search results System Administrator Premium Content Manager Griffiths Toni TEST Save 3 Click on the relevant users and click on the select button repeat as necessary ProcServe Holdings Limited 2012 ProcServe Multi Buyer Catalogue Load and Configure Initial Catalogue Load Configuring Catalogue Workflow E mail settings Automation settings Release settings Update expected Seach Organization TEST Import blocked Search results Supplier review Buyer review Release scheduled Productive Replaced Selection Griffiths Toni TE
140. losing a RFQ RFOOS Review Responding Quotes Click Choose this Quote as the RFOO2 Winner l l Creating a RFQ Unsuccessful suppliers Provide unsuccessful text Click Submit as Order button Closing an RFQ Having reviewed your quotes you can close your RFQ by choosing a winner or closing the RFQ with no winners Note You can withdraw an RFQ before it has closed Awarding an RFQ 1 Locate the RFQ within My Transactions 2 Select the winning quote from Received documents in My Transactions 3 Scroll to the bottom of the quote and click Choose this quote as the winner ProcServe ProcServe Holdings Limited 2012 xchangew ales Main Menu Creating a Request for Quote 4 Provide a reason and click Choose as winner Choose as the winning quote Please enter a reason for picking this quote as the winner This reason will not appear on any Supplier facing documents but will appear in the document history of this quote for future reference Choose as winner Cancel You will be presented with a success message Hello Advanced You last logged intoday 6 May MyProfile Feedback Logout Elmo Administration Home My Transactions Create a new Requestfor Quote Supplier Directory My Transactions Search sent docs Go Received documents 8 Sent documents Quote number 0000000005 Submition Date 06 May 2010 16 14 BST From Comet Grou
141. lumn heading box to select all items ProcServe ProcServe Holdings Limited 2012 Multi Buyer Catalogue Catalogue Update Process 174 Exporting your Multi Buyer Catalogue 4 6 6 Exporting your Multi Buyer Catalogue You can now validate and release your catalogue You can complete this by searching for your Catalogue and select Schedule Release in the Catalogue Overview window Select Validate j 1 i k i Daye rra T EN Generel amaenn cn validation repam ber 02 Sep 7018 135002 Perce 4 Tawi Dupri LAN Ped 141 EBA Past Jag jrs A a ER BL 3 Lu Cip r r Chlap peer liue Current Sire on Cured mili Lies EU PAU AN 2 PNA PS 313 Far aJ Tear Suppter slums Guyane Este OIG S011 Eure nr Mas Et Se 3 Once the Validation has run successfully you can now Schedule Release Administration Logged in as Saturn Admin Admin Saturn Log off ProcServe TONITESTDEIM103 1 Wa le Created gt Update expected D Supplier review 2 Buyerreview gt Productive 2 Replaced gt x 2 General information on validation report for 08 Aug 2011 17 42 29 Supplier TEST Buyer Toni Test Buying Organisation Catalogue name DEMO Catalogue 5 Catalog ID DEMOCATALOGUE005_1 v Rejectcatalog Validate Schedule release The status will now show as Release Scheduled Check that the release settings are correct and select Release Fate rece CCE Pere ae Ee TH Een Sr abureg
142. ment Catalogue Managemen User Management Search users co Browse Users 1 Add a new user Status Usersname Email address User Name Date added Date last updated John Smith db1admin procserve com johnsmith psdm001 27 Jul 2011 29 Jul 2011 Showing 1 to 1 of 1 users 4 Go to the Classification View Tab 5 Select the Classification View User Management Mr John Smith en Name Description Browse Users fi General Roles PSDB1_ View Classification View 1 Stationary View Stationary View Ea Piece 6 Click on Apply Changes ProcServe ProcServe Holdings Limited 2012 Catalogue Shopping Overview of Catalogue Searching ot 3 Catalogue Shopping 3 1 Overview of Catalogue Searching Overview The search engine allows you to run to various types of search for items in the catalogues available to you This section will provide you with a brief overview of how the search functionality works and give you some hints and tips on the best ways to use the search engine How does search work When a supplier creates a catalogue they complete a template that mandates information put into key fields to fully describe the products or services that they provide When you enter a search term the search engine searches across some of these fields to ensure you return the best possible results The key fields that a supplier completes and the system searches across are e Supplier Item Number
143. morable word The memorable word is used to reset your account should you lock it through multiple incorrect log in attempts As you are using an auto generated password we must ask that you now reset it to something more meaningful to you Please remember that your Community requires your password to adhere to the following rules your password must include letters numbers and symbols and must be at least eight characters long Your password must also be different to the system generated password that you were sent Password reset Current password New password Confirm new password You will see the home page ProcServe Reset and login ProcServe Holdings Limited 2012 xchangew ales Getting Started Logging on to xchangew ales Hello Buyer You last logged in today 23 April MyProfile Feedback Logout Emenee Administration Home Supplier Directory Home Welcome Welcome to OTIS the latest generation of online procurement tools designed to simplify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content provided by your suppliers on the ProcServe Trading Network Its intuitive nature lets you buy what you need easily while helping you to manage the end to end transaction process with your suppliers fully electronically and on line Whether you re looking to buy basic commodities or complex products and serv
144. move this supplier Cardiff CF24 0DB Add this supplier Tip You can remove a supplier from the targeted suppliers list by clicking Remove this supplier Tenet Mapping Ltd gt B Categories Horsham RH12 5UX Remove this supplier 12 Click Next step at the bottom of the page once you have all the suppliers you require to target with your RFQ 13 You can then confirm the details of the RFQ edit the content as required and submit to the suppliers selected ProcServe Holdings Limited 2012 ProcServe xchangew ales Main Menu Creating a Request for Quote Hello Advanced You last logged in 6 days ago 28 April Elma Administration Home MyTransactions Create a new Request for Quote Supplier Directory Create a new Request for Quote Start from scratch Step 1 Add line items Step 2 Add RFQ name and details Step 3 Choose suppliers Step 4 Confirm details Please read over this RFQ and check that the details are correct before submitting it ProcServe 27 MyProfile Feedback Logout ProcServe Holdings Limited 2012 Creating a Request for Quote 2 2 3 3 Reviewing an RFQ Overview This section shows how you review the quotes you have received RF003 Review Responding Quotes ProcServe Holdings Limited 2012 Click My Transactions Glick Received Documents Select relevant racelad Quote ompare to Other quote Review other Quotes for RFO
145. n Management UserManagement Supplier Registration User Management Search users Browse Users 6 Add a new user User s name Email address CCC Date added Date last updated justin anson1 procserve org manualuser ot001 23 Apr 2010 23 Apr 2010 ENABLED Buyer Superuser rob petheram1 3 procserve org buversuperuser ot001 20 Apr 2010 23 Apr 2010 Basic Buyer rob petheram9 procserve org basichuyer ot001 20 Apr 2010 22 Apr 2010 3 Click on Edit general information ProcServe Holdings Limited 2012 ProcServe xchangew ales Administration 75 Managing your Users Hello Buyer You last logged in 7 days ago 28 April MyProfile Feedback Logout Administration Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management User Management Browse Users 8 Add a new user Edit general information Mr Manual User General Roles Classification Views Status Enabled Username manualuser oto01 Email address justin anson1 procserve org 4 When complete click Save at the footer of the page Note You can also edit the roles the user has access to on the Roles button ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration Managing your Users 2 3 4 3 Editing the Roles a User has in an Organisation Overview At any time you can amend a users role they have within an organisation To edit the roles
146. n added to this catalogue Se Selecting Shared with whole community and clicking Add Share will display the Shared Classification for the catalogue with a green confirmation message PS Demo Community Manage Catalogue Sharing ANYONEV2 LTD PSDC No sharing options are available for this catalogue The following shares has been added to this catalogue Shared with PS Demo Community Shares added Shared with whole community If you select Shared with specific organisations within my community you will then be prompted to select specific Buying organisations from the community which you can share the catalogue with ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration Community Management Click Add Share against Buying organisation that require access to that catalogue 2 SSS SS ss ss sss sss sss _ _ SSS PS Demo Community Manage Catalogue Sharing ANYONEV2 LTD PSDC Shared with whole community Shared with specific organisations within my community Add Share The following shares has been added to this catalogue Shares added Shared with x Remove pee PS Demo Buyer 1 Shared with specific organisations PS Demo Buyer 2 a a To remove the sharing classification of your catalogue from selected Buying Organisations simply click Remove for that par
147. n ensure that you get the goods and services you need when you want and at the price you have agreed OTIS enables you to e Create requisitions from the catalogues available to you via the ProcServe Trading Network or by using free text ordering e Ensure that all requisitions are forwarded for approval by the appropriate budget holders e Generate purchase orders and other procurement documents and transmit these electronically to suppliers 2 Click Supplier Registration v OTIS Hello justin You last logged in 4 days ago 6 May MyProfile Feedback Logout Administration Community Management Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management From here you will see all suppliers that you have invited and are currently in the registration process ProcServe Holdings Limited 2012 ProcServe xchangew ales Administration Managing your Supplier Adoption Tip To focus your supplier adoption use the top targeted tab and invite suppliers from there as a priority 3 Tick the box next the supplier you wish to remind and then at the footer of the page click Go Tip More than one supplier can be reminded at a time by selecting multiple boxes Supplier Registration Search suppliers Go Invite a new supplier in Supplier name CUS Contact details Originally invited by Date invited DEMOS 231605098 ProcServe 11 May 2010 Steven steve
148. n you wish to add to the Top targeted suppliers tab by clicking the flag Hello justin You last logged in today 11 May MyProfile Feedback Logout Administration Community Management Organisation Management Supplier Registration Catalogue Access Management Catalogue Management Supplier Registration Search suppliers Go Browse invited suppliers 3 Top targeted suppliers 1 Now enhanced suppliers 22 Invite a new supplier Am Supplier name DUNS Contact details Originally invited by Date invited DEMOS 231605098 ProcServe 11 May 2010 a O 4 Steven stevedemo pungwe com Edit Y BA 1 Eg 0 EJ Supplier red 238003848 ProcServe 22 Apr 2010 7 O DPI red Supplier supplierred pungwe com Edit P BA 1 540 EJ Supplier orange 238864009 ProcServe 22 Apr 2010 7 BA 1 orange Supplier supplierorange pungwe com Edit Your Top targeted suppliers tab will now be updated with the number of suppliers targeted ProcServe Holdings Limited 2012 ProcServe 72 xchangew ales Administration 73 Managing your Users 2 3 4 Managing your Users 2 3 4 1 Introduction to User Management Overview You can add edit and deactivate users within your organisation in User Management ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration 74 Managing your Users 2 3 4 2 Editing an Existing User Overview You can edit the basic details of a user in User Management
149. ngs Limited ProcServe and the ProcServe logo are registered Trademarks of ProcServe Holdings Limited ProcServe ProcServe Holdings Limited 2012 xchangew ales Getting Started Navigating Around xchangew ales Main Menu Options Note Dependant on your organisation set up and roles you have been given you may not have access to some of the menu options 1 Home shows the homepage and any news feeds 2 My Transactions My Transactions captures your own and your organisations transactions From within My Transactions you can perform any approvals that may be required on specific document types You can also view inbound documents and documents you have created 3 Catalogue Shopping You can access the marketplace and shop for catalogue items 4 Create a new Free Text Order You can shop for non catalogue items This tool provdes a method to keep all transactions within xchangewales 5 Create a new Request for Quote RFQ You can create a Request for Quote RFQ for any good or service where you require a competitive procurement process to take place 6 Supplier Directory Supplier Directory allows you to view all suppliers registered on the ProcServe Trading Network who are available in your marketplace Hello justin You last logged in today 28 Apri MyProfile Feedback Logout ETc Administration Home y Transactions Catalogue Shopping Create a new Free Text Order Create a new Requestfor Quote Supplie
150. o remind selected suppliers to complete registration Hello justin You last logged intoday 11 May MyProfile Feedback Logout Administration Community Management Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management Supplier Registration Search suppliers Browse invited suppliers 3 Top targeted suppliers 0 Now enhanced suppliers 22 Invite a new supplier A Supplier name Duns Contact details Originally invited by Date invited 1 P 11M 1 Pense 24100300B Steven stevedemo pungwe com Edit rocaaya aan DA Eg 0 Supplier red 238003848 i ProcServe 22 Apr 2010 51 1 red Supplier supplierred pungwe com Edit bao Supplier orange 238864009 ProcServe 22 Apr 2010 PP 9 orange Supplier supplierorange pungwe com Edit p Top targeted suppliers You can add suppliers to Top targeted suppliers to ensure that you focus effort on adopting these See the Targeting your Suppliers for more information ProcServe Holdings Limited 2012 ProcServe xchangew ales Administration Managing your Supplier Adoption Hello justin You last logged in today 11 May MyProfile Feedback Logout Administration Community Management Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management Supplier Registration Search top targets Go Browse invited suppliers 3 Top targeted suppliers 0
151. of a user 1 Click on the Administration tab Hello justin You last logged in today 23 April MyProfile Feedback Logout Main Menu Administration i Home Supplier Directory Home Welcome welcome to OTIS the latest generation of online procurement tools designed to simplify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content provided by your suppliers on the ProcServe Trading Network Its intuitive nature lets you buy what you need easily while helping you to manage the end to end transaction process with your suppliers fully electronically and on line Whether you re looking to buy basic commodities or complex products and services OTIS helps you manage the procurement process so you can ensure that you get the goods and services you need when you want and at the price you have agreed OTIS enables you to e Create requisitions from the catalogues available to you via the ProcServe Trading Network or by using free text ordering e Ensure that all requisitions are forwarded for approval by the appropriate budget holders e Generate purchase orders and other procurement documents and transmit these electronically to suppliers 2 Click on User Management 3 Click on the user you wish to edit the roles for Hello Buyer You last logged in today 23 April MyProfile Feedback Logout Administration Organisation Management UserMan
152. ogue 2 TEST EC pla i Edition of 25 07 2011 Release scheduled D amp amp Catalogue properties DEMOCATALOGUE004 1 DEMO Catalogue 4 TEST ae aad Edition of 29 07 2011 Update expected Ba arerRaax Bs REMACATALACHICANR 4 MEMA Patolnann E TEST 2 W Toni Test Buying Cditinn af nomomnaa hovers radna msi me mm om RER amp https saturn pem procserveonline com PCM main load do Internet fa 100 2 Open the header data tab from within the popup Header data Languages Edition and version Security General settings Catalogue type Agresso Unit 4 Anson AnyCorp Avon and Somerset Constabulary Bank of England Standard supplier catalogue Supplier catalogue for multiple buyers Q TEST DEMOCATALOGUEO01_1 C Public catalogue Toni Test Buying Organisation 3 gt Close 3 Select the supplier catalogue for multiple buyers option as indicated in the above image ProcServe Holdings Limited 2012 ProcServe Multi Buyer Catalogue Load and Configure Initial Catalogue Load Setting the Catalogue to Multi Buyer Read the warnings and make sure you are working on the correct catalogue 4 Click the yes button if you wish to convert the catalogue to multi buyer or no to return to the header data tab procserveonline com eccsqeRr amp Changing the catalogue type from Standard supplier catalogue to Supplier catalogue for multiple buyers will have far reac
153. ogue is exported to ProcServe Catalogue Search Source Catalogue re ProcServe Catalogue Manager Target System Re ProcServe The directory to which an exported Catalogue file is to be Catalogue Manager copied Thumbnail A small preview of an image Uniform Code Council Also known as GS1US The Organisation appointed by the UNDP as the code manager responsible for managing the UNSPSC Classification scheme The code manager is responsible for ensuring compliance with the principles of the UNSPSC as well as the UCC integrity of the code schema The UCC is responsible for overseeing code change requests industry revision projects issuing regularly scheduled updates to the Code communications with members as well as special projects and initiatives as determined both by the UNDP and member requests Web http www gs1us org and http www uc council org United Nations Development Program The UNDP own all UNDP rights to the UNSPSC and appointed the Uniform Code Council UCC as code manager Web http www undp org UNECE United Nations Economic Commission for Europe UNECE Recommendation 20 The unit of purchase used in the ProcServe Trading Network Web http www unece org ProcServe Holdings Limited 2012 ProcServe United Nations Standard Products and Services Code An international standard product classification code structure UNSPSC developed jointly by the UNDP and D amp B Preferred classif
154. ogues over and above these in the standard view Assignment of classification system UNSPSC 8 1201 2 C Regardless of catalog all catalogs are visible Catalogue 1 _ Catalogue 2 Catalogue 3 Catalogue 4 The following list describes how you use the above page to add classifications to your view 1 Catalogue Selection You can check one or more catalogues to make available in this view for example 2 Select Classification Groups You use the UNSPSC tree to locate and select classes to add to your view for example ProcServe Holdings Limited 2012 ProcServe Adding a new Classification View Assignment of classification system g UNSPSC 8 1201 wH O 10 Live Plant and Animal Material and Accessories and Supplies ess 11 Mineral and Textile and Inedible Plant and Animal Materials Gi O 12 Chemicals including Bio Chemicals and Gas Materials 1 13 Resin and Rosin and Rubber and Foam and Film and Elastomeric Materiale HG jm 14 Paper Materials and Products P 00 Paper Materiale and Products uncoded E 10 Paper materiala BA j 11 Paper products FJ 00 Paper products uncoded HG M 15 Printing and writing paper oim 16 Novelty paper f a O 17 Personal paper products You will also need to either set the catalogue selection to specific catalogues or Regardless of catalog 8 When complete click the save icon 3 and exit the marketplace ProcServe ProcServe Holdings Limited
155. on Opening the BMECat e Excel Macros If you have got macros turned off in Excel and you file cannot open this file you will have to turn them on Open Excel Go to Tools Menu bar gt gt Options gt gt Security Tab gt gt Macro Security Button Select Medium security Close Excel When you open the ProcServe Catalogue Builder you will need to select enable macros from the prompt BM ECat file loading e You need to use the BMECat file xml and not the Excel xis file to load the catalogue Removing catalogues Catalogues cannot be deleted f you w ant to remove the catalogue so its no longer view able use the Export Revoke functionality Exporting your e itis advised that the export of catalogue updates is scheduled for catalogue profile out of business hours as this will prevent the catalogue from single and multibuyer disappearing froma user s view The time stated in the export catalogues profile determines the time updated catalogue is exported This does not affect the initial catalogue as this is scheduled manually in the export schedule e When a catalogue is exported its contents can only be found during Shopping using the UNSPSC tree structure until the search index The search index is scheduled to run 23 00 daily Once this CATALOGUE is complete you can use the keyw ord search to find items Therefore it is recommended automatic export is scheduled to run after hours but before 21 00 just allow enough time fo
156. on Loading the Price and Contract Files 4 6 4 Secondary Buying Organisation Loading the Price and Contract Files The secondary buying organisation will need to upload a price file and contract reference file to be to buy from the multi buyer catalogue 1 Uploading the Additional Files The price file and if required the contract reference delivery charge and icon files must be uploaded and validated by each buying organisation before exporting the catalogue to the Marketplace There are two options Option 1 Where you are operating on behalf of other buying organisations You should log in as a buyer super user for each organisation and upload as directed below Option 2 If you are not operating on behalf of other buying organisations You should notify all of your buying organisations and direct them to upload as below 2 Upload the price file in Catalogue Manager Navigate to the catalogue by searching for the catalogue name Note Loading Price Files with Price Effective Date and Price Expiry Date When loading Price files which have a Price Effective and Price Expiry Date care should be taken not to load these files with a Price Effective Date which is in the past The main catalogue will load as normal and will not give an error In the Price File example below where it is being loaded on 08 02 2011 tem Doon hozo h tem Doo 635 h Before loading the Price File the Price Effective Date should be changed to the cu
157. ontract Ref File 4 6 3 Creating a Price File and Contract Ref File Each secondary buying organisation that requires access to a multi buyer catalogue will need to load price and contract reference files The Price File should be created by the lead buying organisation by either downloading from the ProcServe Catalogue Manager or by using the ProcServe Catalogue Builder that the supplier completed Note Suppliers that use Price Breaks in their catalogue will need to send their catalogue Builder to the lead organisation to allow them to create the price files incorporating Price Breaks You cannot download Price Break information from the ProcServe Catalogue Manager To create the files you need to copy data from the ProcServe Catalogue Builder into another spreadsheet the price contract reference template files This will ensure you have captured all the relevant data including any price breaks For the latest price file and contract reference templates please contact the ProcServe service desk The below tables highlight which columns data is copied from and pasted into Creating a Price File from the ProcServe Catalogue System Price File Templates are available from the ProcServe Service Desk The below table shows how you can create a Price File from the available reports in Catalogue Explorer By changing the drop down option and selecting the reports highlighted below you can run each report and create the Price File Please note you
158. ortnightly stationery order B A tem no Short description Supplier Service provider Lead time Price Quantity Amount O VRX13485 Rexel Agenda2 Stationery Sorter Charcoal 2101037 Supplies For Schools Ltd 1 day 10 13 feach 1 1013 E WWR21718 Gel Pens Red MERSEYSIDE PAPER SUPPLIES 1 day 2 95 j pack 4 295 F Wx26040 Ball Pens Black MERSEYSIDE PAPER SUPPLIES 1 day 1 96 pack 4 1 58 O 012426 30CM WHITE RULERS PACK OF 100 The Consortium for Purchasing and Distribution Ltd 2 days 12 99 pack 4 12 99 F c20 C20 Erasers MERSEYSIDE PAPER SUPPLIES 1day 225 pack 1 2 25 o MYA3 Mycopy 43 copier paper MERSEYSIDE PAPER SUPPLIES 1day 475iream 1 475 F The following list describes how you use the Shopping Items list page Show Item Details You can click the Short Description for an item to view item details Quantity You can change the quantity for an item Marked Box Check the box for each item you to apply a particular action to for example deletion or add to favourites Save Changes Click this icon to save any changes to your Shopping List Delete Selected Items Glick this icon to delete all selected items A prompt is displayed Click the OK button to delete the selected items Click the Cancel button to cancel the deletion Add Selected Items to Favourites e Click this icon to add all selected items to your Favourites fae Selected Items Shopping 5 Click this icon to add the all items from al
159. ovided by your suppliers on the ProcServe Trading Network Its intuitive nature lets you buy what you need easily while helping you to manage the end to end transaction process with your suppliers fully electronically and on line Whether you re looking to buy basic commodities or complex products and services OTIS helps you manage the procurement process so you can ensure that you get the goods and services you need when you want and at the price you have agreed OTIS enables you to e Create requisitions from the catalogues available to you via the ProcServe Trading Network or by using free text ordering e Ensure that all requisitions are forwarded for approval by the appropriate budget holders e Generate purchase orders and other procurement documents and transmit these electronically to suppliers 2 Click on Organisation Management Hello Buyer You last logged in today 23 April MyProfile Feedback Logout Administration Organisation Management Catalogue Management Organisation Management System settings Classification Views Edit the overview OTISOO1 Duns number 775544331 Contact details Registered Name OTIS001 Address Line 1 Address Line 2 3 To edit the details click Edit the overview ProcServe Holdings Limited 2012 ProcServe xchangew ales Administration Administering xchangew ales 4 Once complete click Save Changes Registered name OTIS5001 Websit
160. p plc Comet House Three Rivers Court Deliverto Advanced Buyer Rickmansworth Advanced Buyer Address Line 1 WD3 1FX Address Line 2 United Kingdom Closing an RFQ with no winners 1 Locate the RFQ within My Transactions 2 Scroll to the footer of the RFQ and click Complete with no winners Reissue this RFQ Complete with no winners Forward Save as PDF Save as a cxXML file 3 Give a reason why you closed the RFQ with no winners and click Complete this RFQ ProcServe Holdings Limited 2012 ProcServe xchangew ales Main Menu Creating a Request for Quote Complete with no winner Please enter a reason for not choosing any of the quotes received against this RFQ You reason will be recorded for future reference in this RFQs document history Reason for withdraw Complete this RFQ Cancel You should be presented with a success message Withdrawing an RFQ 1 Locate the RFQ within My Transactions 2 Scroll to the footer of the RFQ and click Withdraw this RFQ 3 Give a reason why the RFQ is being withdrawn Withdraw this RFQ A message will be sent to all of the suppliers who received this RFQ informing them that this RFQ has been withdrawn The reason you provide below will not be included in this message but will be recorded against this RFQ for future reference Reason for withdraw Confirm withdrawal Cancel You will receive on screen confirmation that the RFQ has
161. pplication software that helps a manufacturer or other businesses manage the important parts of their business including ERP product planning parts purchasing maintaining inventories interacting with Suppliers providing customer service and tracking orders ERP can also include application modules for the finance and human resources aspects of a business Typically an ERP system uses or is integrated with a relational database system The ProcServe Trading Network can integrate information into these systems Evaluated Receipt ETIM Electrotechnical Information Model A classification scheme for the electrical and electronics industry Euro currency Explicit Item List Re ProcServe An explicit item list is a list of items that is specifically Catalogue Manager included in or excluded from an assortment Catalogue Financial Management System Free Text Requisition see also Non Catalogue ltems Goods or services added to a requisition which are not included in a Catalogue Great British Pounds currency Global Trade Identification Number Generic term GTIN representing a family of global data structures including EAN UCC and UPC Free Text Items A database identification field not usually used in the GUI that uniquely identifies a data element Local Area Network Usually your computer is attached to LAN other computers and severs that reside internally within your Organisation This is your org
162. ppliers 0 Now enhanced suppliers 22 Invite a new supplier ae Supplier name DUNS Contact details Originally invited by Date invited O DEMOS 231605098 Procs 11 May 2010 Steven stevedemo pungwe com Edit IOOC ay BA 1 5 0 M44 CO Supplier red 238003848 ProcServe 22 Apr 2010 red Supplier supplierred pungwe com Edit ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration Managing your Supplier Adoption 2 3 3 3 Reminding Suppliers to Join Overview Once a supplier has been invited to join the ProcServe Trading Network you can remind them to complete their registration Sending reminders to suppliers 1 Click on the Administration tab Hello justin You last logged in today 23 April MyProfile Feedback Logout Main Menu l Administration i Home Supplier Directory Home Welcome welcome to OTIS the latest generation of online procurement tools designed to simplify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content provided by your suppliers on the ProcServe Trading Network Its intuitive nature lets you buy what you need easily while helping you to manage the end to end transaction process with your suppliers fully electronically and on line Whether you re looking to buy basic commodities or complex products and services OTIS helps you manage the procurement process so you ca
163. r Directory Administration Menu Options Note Dependant on your organisation set up and roles you have been given you may not have access to some of the menu options 1 Community Management Within Community Management you can edit the helpdesk contact details organisations and catalogue content and views 2 Organisation Management You can view and edit the the general address details of your organisation in Organisation Management 3 User Management You can add edit and deactivate users within your organisation in User Management 4 Supplier Registration You can manage your supplier adoption in Supplier Registration 5 Catalogue Access Management You can determine which organisations and users can see what content in Catalogue Access Management 6 Catalogue Management You can upload and manage your catalogue content in Catalogue Management Hello justin You last logged in today 28 April MyProfile Feedback Logout Administration Community Management Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management ProcServe Holdings Limited 2012 ProcServe My Profile 215 My Profile Overview xchangew ales Getting Started Within the My Profile you can edit your general details and view the roles that you have Note Dependant on the roles you have been given you may not be able to see all functions in the below screensho
164. r the export to run depending on the size of the catalogue the export time will vary e Use 24hr clock 14 00 instead of 2 00 when scheduling a catalogue export A date CANNOT be entered in the export Profile of a catalogue If you w ant to export a catalogue on a specific date then this must be entered in the export schedule e For catalogue updates Only If a time is entered in the export Profile the catalogue will export at the specified time automatically once it has been approved by the buyer e The export schedule is used for the initial catalogue export The initial catalogue export should be run immediately Loading catalogue with e f you are uploading images you should perform the image upload images before the catalogue is exported e You can use jpeg png and gif image formats e Each individual image needs to be a reasonable size for example under 100kb The catalogue system does not resize images Images are displayed as thumbnails in the Marketplace therefore having large images will only take a while to load on the page e The image name and extension must match that in the PCB e All images must be zipped before they are uploaded ProcServe Holdings Limited 2012 ProcServe Catalogue with expiry dates Validation Profiles Process Profiles Basket Comparing items RFQ Searching SHOPPING Quick Tips at The Zip file when opened should only display a list of images and nothing else If yo
165. reference into this y box to return a specific document Enter the name of the Supplier as registered on the ProcServe Supplier Name text entry Trading Network Pp g By entering a From date all documents form that date onwards will be returned By enter a To date all document prior to the specified date will be returned By selecting both then documents within the date range specified will be returned Type drop down list Choose from either PO Invoice or Credit Notes Events can be used to specify statuses of documents further A S details of which are outlined below 1 You can search for documents using any of the search fields highlighted Date From and To select box a 2 Once you have added your search term click Search Preview El Applying an Event Type filter to your documents The Document Tracker has Event types that can be set to view the last event of the documents based on the set filters These Events are as follows Event Filters Event Filter Details Received by ProcServe Shows all documents Not Viewed or Downloaded Shows all orders not viewed by the Supplier in the Portal or downloaded by either SWS or SP Connect Viewed Downloaded Shows all orders viewed by a Supplier or downloaded by either SWS or SP Connect No corresponding documents Shows all purchase orders that have not been invoiced Has corresponding Shows all purchase orders that have been invoiced documents Error occurred Show
166. ring and Proces 2 1 Not checked 90 Travel and Food and Lodging and Er E 715805 3 1 Not checked g 715806 1 Not checked 2 Approve and or reject the items loaded Select items by ticking the item box es To select all tick the box above the items The release status for each item is Not Checked You can now inspect each item and reject or approve them or you can approve them all immediately as described below To reject an item check the relevant left hand column and click the Reject icon at the top of the page The item is now marked for rejection Note If any items are rejected the Supplier should be advised accordingly Approve Items tem search Comparison New Mass editing oo fer Delete Standard v ey a Page of1 2 items of 13 selected a i UNSPSC 8 1201 M O item number Short description Manufacturer Release status gt History ES AI items in this catalogue 564863008 1 1 Not checked E Unstructured item E E 23 Industrial Manufacturing and Proces 2 1 Not checked 90 Travel and Food and Lodging and Er gog 715805 3 1 Not checked gog 715806 1 Not checked Items that need to be approved should be selected and approved using the Approve icon at the top of the page Tip If you wish to view an item s detail click the Item number link to display the item details Tip You can approve items one at a time or you can click the left hand co
167. ropriate budget holders e Generate purchase orders and other procurement documents and transmit these electronically to suppliers 2 Click Supplier Registration w OTIS Hello justin You last logged in 4 days ago 6 May MyProfile Feedback Logout Administration Community Management Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management From here you will see all suppliers that you have invited and are currently in the registration process 3 Click Invite a new supplier ProcServe Holdings Limited 2012 ProcServe xchangew ales Administration Managing your Supplier Adoption Hello justin You last logged in 4 days ago 6 May MyProfile Feedback Logout Administration Community Management Organisation Management Catalogue Management Supplier Registration Search suppliers Go Browse invited suppliers 2 Top targeted suppliers 0 Now enhanced suppliers 22 Invite a new supplier ni Supplier name DUNS Contact details Originally invited by Date invited E Supplier red 238003848 ProcServe 22 Apr 2010 7 O j PP red Supplier supplierred pungwe com Edit P ay bg 0 Supplier orange 238864009 ProcServe 22 Apr 2010 7 O j PP 9 orange Supplier supplierorange pungwe com Edit P 1 Dg 0 Showing 1 2 of 2 suppliers NOTE Steps 4 and 5 only apply for the Community Administrator 4 Search for the buying organisation
168. rrent date or the date when the Price File will be loaded It is easier to do this if the Price File is sorted in Ascending order on the Price Effective Date Any dates in the past will be shown near the top and can be amended quickly tem Number Amount Lowerbound Price Effective Date Price Expiry Date a tem ID1001 10 20 01 04 2011 30 07 2011 item ID1003 tem ID1004 11 00 08 02 2011 30 07 2011 7 08 02 2011 30 07 2011 Item ID1002 5 35 Mo 08 02 2011 30 07 2011 EA ProcServe ProcServe Holdings Limited 2012 Multi Buyer Catalogue Catalogue Update Process 172 Secondary Buying Organisation Loading the Price and Contract Files 3 Select the Catalogue from the list of results and select the Data Upload Icon from Links 5 The Data Upload page is displayed 6 Leave the Excel option checked Select the Schema lt i you are uploading a price list select Price List Item Price from the Schema list Reference Buyer Extension from the Schema list Buyer Specific Extensions from the Schema list so you are uploading a icons file select Icons Buyer Specific Extensions from the Schema list 8 Click the Browse button A dialogue is displayed Locate and select the relevant file and click the upload button 9 The file is uploaded When the upload is complete a message containing an upload summary is displayed Repeat this process until all required files have been uploaded You can do this by selecting Data upload
169. rview System settings Classification Views Catalogue Sharing Buyer Manual Organisation Edit a catalogue view Classification view details Assignment of classification system Search classification system H M UNSPSC S 1201 7 Click Save once complete ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration 88 Administering xchangew ales 2 3 5 2 3 Removing a Classification View 1 Login to xchangewales 2 Click on Administration 3 Click on Organisation Management Hello justin You last logged intoday 6 May MyProfile Feedback Logout Administration Community Management Organisation Management UserManagement Supplier Registration Catalogue Access Management Catalogue Management 4 Click on Classification Views 5 Click on Remove Organisation Management System settings f Classification Views f Catalogue Sharing PS Demo Buyer 1 Ware Description PSDB1_ View Classification View 1 Stationary View Stationary View Add a new wiew ProcServe Holdings Limited 2012 ProcServe xchangew ales Administration Administering xchangew ales 2 3 5 2 4 Add Classification Views to Users 1 Login to xchangewales 2 Click on Administration 3 Click on User Management search and select your user e OTIS My Profile Feedback Logout Administration Organisation Management User Management Supplier Registration Catalogue Access Manage
170. s average contents and winged avenger Searching for ave will return results such as Wave Pens Super Save Ltd and rave reviews ProcServe ProcServe Holdings Limited 2012 How to Search 3 2 Howto Search Overview How To Search This section shows you the various ways to use the search functionality Locating the catalogue search feature The following steps describe how you locate and use the catalogue search feature to create a requisition from a catalogue 1 Punch out from your P2P in to the Marketplace 2 The catalogue is opened in a new window From here you can complete a simple keyword search in the search field Proc S C rve Logged in as damo PAC Administr ation amp Log off Currency apin igs Home page Catalogue search ST Reta 0 Shopping lists Product classes D Search Advanced search Feature search Q Search tolerant C Standard assortinert gt _ UNSPSC 8 1201 3 Using the Search Features to find your items Click the catalogue search tab Home page Catalogue search Shopping Basket EX Shopping lists roduct classes D Search Advanced search Feature search Q Search tolerant 3 UNSPSC 8 1201 Search Search for the items you want using a simple advanced or feature search Select your preferred search mode exact tolerant or similar Navigation Select a catalog or a classification system and click through
171. s all documents that are currently being investigated due to processing issues ProcServe ProcServe Holdings Limited 2012 xchangew ales Main Menu Document Tracker 2 2 5 3 Downloading the transactions to Excel Overview You can download transactions in Document Tracking to Excel for ease of viewing and data manipulation Below is an example of the headings and type of data you can report on Supplier name Document ID ECL Office Suppliers 0000000017 ECL Office Suppliers 0000000016 FIRE LTD 101061 ECL Office Suppliers 0000000077 ECL Office Suppliers 01060 NONE OF YOUR BUSINE101059 ECL Office Suppliers 0000000076 FIRE LTD 101056 NONE OF YOUR BUSINE101054 ECL Office Suppliers 101055 ECL Office Suppliers 0000000015 ECL Office Suppliers 0000000075 ECL Office Suppliers 101049 FIRE LTD 101050 NONE OF YOUR BUSINE 101048 NONE OF YOUR BUSINE 0000000001 NONE OF YOUR BUSINE 0000000001 NONE OF YOUR BUSINE not applicable NONE OF YOUR BUSINE101041 FIRE LTD 01042 NONE OF YOUR BUSINE 101042 The Fire Co The Fire Co The Fire Co Orange FIRE LTD ECL Office Suppliers ECL Office Suppliers 0000000009 0000000075 01037 0000000014 0000000007 0000000074 00990 nnnoo Document Type Credit Note Credit Note Purchase Order Invoice Purchase Order Purchase Order Invoice Purchase Order Purchase Order Purchase Order Credit Note Invoice Purchase Order Purchase Order Purchase Order Credit Note Invoice Quote
172. s required ProcServe Holdings Limited 2012 ProcServe Single Buyer Catalogue Initial Load Configuring Catalogue Workflow E mail settings Automation settings Release settings Release mode New and New and replace o scheduling AS 300n az possible Create search database Create incrementally 6 Click on Save 7 Click on close or click outside of the catalogue ProcServe ProcServe Holdings Limited 2012 Single Buyer Catalogue Initial Load Validating your Catalogue 4 3 4 Validating your Catalogue The catalogue will automatically inherit the standard validation that has been defined for all catalogues in your organisation You are able to change the validations against a specific catalogue if you wish 1 Amending the validation profile from your standard profile Select the validation profile icon for your catalogue ei To change the evaluation against a rule select an option from the drop down list options vary depending on the type of rule Do not valuate gt yt Import blocker Release blocker Informal To add a rule select a similar rule and click on the Create a new rule based on this rule icon ce Th Change the required details and click on save Tip Ensure you give the rule a meaningful name so that others can recognise what that rule checks for Tip Do not amend rules as this amends the rule for all catalogues and organisations on the system 2 Click on the Buyer Revi
173. selecting from the drop down boxes the features that you wish your items returned to contain as shown below Search Advanced search Feature search Carriage Fres Modei Name Unit of Purchase Quantity 4 Filter on Search Results When you search for a specific item you will then see a filter option on the left hand side where there will be a number of options for you to choose from Options include ProcServe ProcServe Holdings Limited 2012 A breakdown of items per catalogue A breakdown of items per supplier A breakdown of items per Manufacturer A breakdown of items per Lead Time e Product Classes Search filter Cataloques Schools Davies torts Cati 523 Schools Supply Zone Cat 202 SCHSYPOCatH 78 Scans WES Arga Catt 701 Scans Atoz Catt 5d Seton s GLS Education Catt 58 Schools FN Catt 58 gt More selection Suppliers Davies Sports 523 CT Supply Zone 202 YPO Yorkshire Purchasing Organisation 7d NES Arnold 70 CI GLS Educational Sub lies 55 AtoZ 54 MN 561 gt More selection Manufacturer Not specited 7 274 CI MITRE 12 FALLON 11 F liowes g1 gt More selection Search football gt Search for fc A 1000 tems tem no ae 5000796 2000602 1 1560 160379 How to Search If you tick on one of the options in the filter results you will be presented with more item details and further breakdown of informat
174. son General Roles Organisations Step 1 Select an organisation Step 2 Select roles Please select the roles you want to enable for justin anson in Tiverton Housing Association CS C Buyer administrator Buyer Administrator users are have the ability to manage their organisations and users Buyer Super Users are user that have the ability to see all the external documents in their own organisation RFQ s Quotes CT Buyer super user Purchase Orders Invoices Credit Notes etc Buyer contract O manager A buyer contract manager has the ability to invite and manage suppliers When complete click Add these roles You will get a Success menu ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration Community Management Hello justin You last logged in today 5 May MyProfile Feedback Logout Administration Community Management Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management User Management Browse Users 45 Add a new user Ms justin anson General Roles Classification Views Organisations Organisation Enabled Roles LC ProcServe Holdings Limited 2012 ProcServe xchangew ales Administration Community Management Switching to the Organisation 1 Click on My Profile Hello justin You last logged in today 5 May MyProfile Feedback Logout Emcee Administration
175. st Reference Bu er Extension from the Schema list Buyer Specific Extensions from the Schema list j you are uploading a icons file select Icons Buyer Specific Extensions from the Schema list 8 Click the Browse button A dialogue is displayed Locate and select the relevant file and click the upload button 9 Repeat this process until all required files have been uploaded You can do this by selecting Data upload from the top left of the pop up 10 Exit out of the Data Upload Screen by selecting Close at the bottom of the window or clicking your mouse on the dark area of the page 11 You should now run a validation on the catalogue by selecting Validate Once the Price and Contract Reference files have been loaded and validated the secondary Buying Organisations should notify the lead buying organisation so they can schedule the release of the catalogue ProcServe ProcServe Holdings Limited 2012 Multi Buyer Catalogue Load and Configure Initial Catalogue Load Changing the buyer in List Properties 4 5 11 Changing the buyer in List Properties Changing the buyer in List Properties in order to download the correct price file 1 Select the catalogue 2 Click on Catalogue Explorer from the Links menu 3 Change the drop down from Standard to Price list Short and click on the icon next to this drop down It earch TE Price list short M Eh Page 2 of2 0 items of 35 selected S UNSPSC 8 1201 O
176. stin which should be in any part of the user s profile M Search users Search Results 1 ENABLED justin anson justin anson paconsulting com justinanson proc 01 May 2009 04 May 2010 Showing 1 to 1 of 1 users 5 Click on the link of the user Hello justin You last logged intoday 5 May MyProfile Feedback Logout Administration Community Management Organisation Management User Management Supplier Registration Catalogue User Management Browse Users 44 Add a new user Tweak your search Find justin which should be in any part of the user s profile M Search users Search Results 1 iustin anson justin anson paconsulting com justinanson proc 01 May 2009 04 May 2010 Showing 1 to 1 of 1 users 6 Click on the Organisations tab ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration Community Management Hello justin You last logged intoday 5 May MyProfile Feedback Logout Administration Community Management Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management User Management Browse Users 45 Add a new user Edit general information Ms justin anson General Roles Classification Views Organisations Status Enabled Username justinanson proc Email address justin anson paconsulting com You will see the organisations you already have access too 7
177. suppliers Use supplier search Your selection matches 2 additional suppliers Add all Categories Locations Search categories Search locations GB Let o 9 Kirkcudbrightshire Fleet gt Lanarkshire Uncategorised Lancashire Operational Goods and Services a Leicestershire gt Engineering Goods 3 Lincolnshire ICT Commodities LE En London gt 9 Professional Services Other London 3 Travel oe a Merioneth ICT 3 Merioneth gt 9 Systems Delivery gt 5 Merseyside 3 Managed Outsourced Services am a Middlesex closes E Midlothian gt Maintenance and Support Monmouthshire Learning and Development OO Montgomeryshire G Personnel Related gt Morayshire Social Care Norfolk You should be then presented with the suppliers that you have selected in your chosen suppliers list Step 1 Add line items Step 2 Add RFQ details Step 3 Choose suppliers Find available suppliers Your chosen suppliers 2 Use category search These suppliers will be sent this RFQ for IT Go 16 suppliers found Elcom ITG Ltd all aT or a w Categories ae e Trl 6 E BESO Slough SLI ARY e ITS FE DA Categories Remove this supplier Bristol BS40 7RG O g G o o ee Add thi pplie as sd Tenet Mapping Ltd all ee Categories a Inta P Inta ITIL Horsham RH12 5UX ma People nami z LC Categories Re
178. t has been spelt by the supplier A Try searching using the beginning of the word then using the wildcard search tool Put anem into the search field If this brings back too many results then consider adding extra letters to your search This example will bring back items with the letters anem at the beginning of a word in the item data ProcServe ProcServe Holdings Limited 2012 Examples of Searching Search Advanced search Feature search Image view tem no Short description Supplier Manufacturer Image Price Lead time Do A 1BB Anemometer East Riding of Yorkshire Council ERS 11 65 each 1 0 day 1 F 088059 Anemometer With Product WESTWARD PAPER SALES 14 70 each 2 0 days h CI Guide The database currently contains no images for this product 461121 ANEMOMETER YPO Yorkshire Purchasing 13 75 feach On request h E Organisation The database currently contains no images for this product ProcServe Holdings Limited 2012 ProcServe The Items Details Page EI 3 4 The items Details Page Overview This section describes how to use the Item Details page The Item Details page provides you with a detailed description of an item and a list of related items you may wish to consider Locating the Item Details Page The Item Details page is accessed from e The Shopping Cart In the shopping cart click the short description to display item details in a popup window
179. talogue Items nies g requisition that are not included in a Catalogue National Supplies Vocabulary Product classification code originally developed by the NHS and used as a standard in UK government Managed by Coding International Web http codingit co uk Open Catalogue Interface Used by SAP EBP applications to communicate with external Catalogue systems eg ProcServe Catalogue Search Office of Government Commerce The Office of Government Commerce is an independent office of the Treasury and works with public sector Organisations to help them improve their efficiency gain better value for money from their commercial activities and deliver improved success from programmes and projects Web http www ogc gov uk Buying Solutions is the trading arm of the Office of Government Commerce which is itself an office of HM Treasury It provides public sector procurement professionals with a route to the products and services they need to maximise procurement efficiency and value for money Its contracts and framework agreements offer substantial Savings through significant buying power economies of scale Buying Solutions ProcServe ProcServe Holdings Limited 2012 and strategic partnerships Rigorous tendering and evaluation processes ensure that products and services are checked for quality price competitiveness fitness for purpose and compliance with statutory requirements These products and services are available t
180. ted Credit Note received Credit Note received Credit Note created Invoice created Invoice created Purchase Order available to supplier louise soncimeel IN Oe cn M 4 gt gt Sheet1 Downloading records to Excel 1 Filter the documents you to result 2 When satisfied with results to export click Excel Spreadsheet E A new window will open with an option to Open or Sawe the file ProcServe Holdings Limited 2012 ProcServe xchangew ales Administration Overview 2 3 xchangewales Administration 2 3 1 Overview Administration Menu Options Note Dependant on your organisation set up and roles you have been given you may not have access to some of the menu options 1 Community Management Within Community Management you can edit the helpdesk contact details organisations and catalogue content and views 2 Organisation Management You can view and edit the the general address details of your organisation in Organisation Management 3 User Management You can add edit and deactivate users within your organisation in User Management 4 Supplier Registration You can manage your supplier adoption in Supplier Registration 5 Catalogue Access Management You can determine which organisations and users can see what content in Catalogue Access Management 6 Catalogue Management You can upload and manage your catalogue content in Catalogue Management Hello justin You last
181. ted Catalogue eisai RS ane en ne NE 166 Creating a Price File and Contract Ref File iii 169 Secondary Buying Organisation Loading the Price and Contract Files cccceccccccccceceeeeeeeeeeeeeeeeeeeeeeeeeeess 171 Lead Organisation Approving your Catalogue iii 173 Exporting your MulkBuyer Catalogues inner a dedi E 174 Part5 Managing Classification Views 176 5 1 Managing Classification Views Overview ccccecceceeeeeeeeeeeeeeeeeeeeeeencnsesonseeoeseeaesnees 176 5 2 Adding a new Classification View ccccceceeeeeeeeeeeeeeeeeseeeseeeeenseseeeesnseseseeeeeesneaseeeeensaes 177 5 3 Administering Existing Classification Views si sssnesseseresennnns 180 5 4 Updating the Search Index esse metano ions een 183 Part6 Additional Information 185 6 1 lt ADOUt DUNS Sn E E t nel den cen ect iause 185 6 2 About ProcServe Suppliers and Buyers ccccccseceeseeeeeeeeseseeeeeeeeneeeeneneeensesenseeeeenees 186 6 3 Catalogue Import Matrix esse asvenncaniensnate secs a esse esse Aaa encens ne aa users 188 64 QUICK TIDS csiis teens sante ses mettre O ea d ni e 190 6 5 TTOUDIC SOON needs ee 193 6 0 GIOSSANY is RS eseuus 195 ProcServe Holdings Limited 2012 About this Guide Introduction 1 About this Guide 1 1 Introduction The aim of this guide is to give you a comprehensive guide on how to use the xchangewales system effectively Who is ProcServe ProcServe is a
182. the Edit Roles button against the organisation you wish to amend the users roles for User Management Browse Users 43 Add a new user Mr justin anson General Roles Classification Views Organisations ProcServe Community administrator Administrator Buyer administrator Edit Roles Procurement for Housing Community administrator Buyer administrator Edit Roles Wandsworth Housing Organisation Buyer administrator Basic buyer Edit Roles Showing 1 3 of 3 organisations 6 Enable and disable roles as required by clicking the Enable role or Disable role button as necessary You should add the roles of Buyer Administrator plus Buyer Reporter or Basic Buyer plus Buyer Reporter Note There is no need to save any changes but the user will have to re log in for the changes to take effect ProcServe Holdings Limited 2012 ProcServe xchangew ales Administration Community Management 2 3 2 1 5 Switching Organisations Overview This section highlights how you can switch organisations to work in their organisation and troubleshoot issues CM005 Switching to a Buying Organisation Community Management My Profile Buyer Organisation Glick on My Profile Click on Administration Click on Switch To button for relevant buying organisation Click on User Management Fo Screen wil now r display buying 4 organisation you are S Select your account within the column Users
183. ticular Buying organisation from the list of shares Shares added Shared with a PS Demo Buyer 1 Shared with specific organisations PS Demo Buyer 2 ORGANISATION MANAGEMENT As a Buying Organisation that is part of a Hybrid Community you have the ability to subscribe or unsubscribe to catalogues that have been shared with you Under the Catalogue Sharing tab it will provide a list of shared catalogues either from the Network the Community or other Buying organisations Organisation Management Search So Overview Classification Views Catalogue Sharing PS Demo Buyer 2 My Catalogues Catalogue ID Supplier name Sharing status Your organisation has no catalogues Once it does you will be able to view them here Refresh Shared Catalogue Status Catalogue ID Supplier name Owner Access status GEMPUBLOGIC001_1 LOGICLINE GROUP LTD Public catalogue Subscribed Unsubscribe GeM TestVer41_001_1 Test Version 41 supplier Public catalogue Subscribed Unsubscribe GeM_DMBRTEST_001_1 DM Branding Test Public catalogue Available Subscribe PSDC_ANYONE_001_1 ANYONE LTD PS Demo Community Available Subscribe TTESTPUBIMAGES DM Branding Test Public catalogue Available Subscribe ProcServe Holdings Limited 2012 ProcServe xchangew ales Administration Managing your Supplier Adoption 2 3 3 Managing your Supplier Adoption 2 3 3 1 Overview of Supplier Registration Overview This section describes how
184. to the lowest level of the directory tree If you are in the product class context you can also search for classification groups The following list describes ways you can search Product You can use the UNSPSC tree to the left of the search page to navigate through Classes the folder structure to a Product Class in order to return the items classified within that Product Class as shown below Note Only UNSPSC codes which you have access to will be displayed ProcServe Holdings Limited 2012 ProcServe How to Search ES 16 Field and court sports equipment Ci O0 Field and court sports equipment uncodedi 5 15 Field sports equipment Ci O0 Field sports equipment uncoded Ci 02 Baseball gloves Ci 03 Baseballs 04 Footballs Search Tab A simple search allows you to locate items by entering keywords in the Search field and clicking the Search button Search a Advanced search Feature search football Q Search tolerant Advanced The Advanced Search allows you to search specific fields and with Search conditions Click the Advanced Search tab to display the advanced search fields and build your search rules as shown below Search Advanced search football EE BE Feature The Feature Search allows you to filter items within your Search results that Search meet certain criteria To perform a Feature Search you need to select the Feature Search tab and a Product Class from the left hand pane before
185. ts Viewing My Profile 1 Click on My Profile from any page within xchangewales You will be taken to the overview page where you can view and edit your basic details Home Supplier Directory My Profile Overview View My Profile Edit My Profile Hello Buyer You last logged in today 23 April MyProfile Feedback Logout WETOAUELUN Administration Mr Buyer Administrator Username Email address Organisation Default address Telephone number buyeradministrator ot001 rob petheram 1 2 procserve org OTISO01 Address Line 1 Address Line 2 City Postcode United Kingdom You can view any of the tabs and the details within them by clicking on the tab By clicking on the Roles tab you can view the roles that you have been given Home Supplier Directory My Profile Hello Buyer You last logged in today 23 April MyProfile Feedback Logout Elie Administration DS Mr Buyer Administrator CS CE Buyer administrator Buyer Administrator users are have the ability to manage their organisations and users ProcServe ProcServe Holdings Limited 2012 xchangew ales Getting Started My Profile 2 1 5 1 Editing My Profile Overview You can update your basic details on your profile Editing my profile 1 Click on My Profile from any page within xchangewales Hello Buyer You last logged in today 23 April MyProfile Feedback Logout CEECEE Administr
186. ttings Release settings Release mode New and replace scheduling Az 200n as possible Time 6 9 23 00 Create search database Create incrementally 7 Click on Save on the bottom right of the pop up window 8 Click on close or click outside of the catalogue window ProcServe ProcServe Holdings Limited 2012 Multi Buyer Catalogue Load and Configure Initial Catalogue Load Validating your catalogue 4 5 6 Validating your catalogue The catalogue will automatically inherit the standard validation rules that have been defined for all catalogues in your organisation You are able to change the validations against a specific catalogue if you wish Note Any changes to the validation profile will be effective immediately 1 Amending the validation profile from your standard profile Select the validation profile icon for your catalogue from the Links Menu To change the evaluation against a rule select an option from the drop down list options vary depending on the type of rule lt Do not valuate gt lt Do not valuate gt Import blocker Release blocker Informal To add a rule select a similar rule and click on the Create a new rule based on this rule icon Change the required details and click on save and close the pop up Tip Ensure you give the rule a meaningful name so that others can recognise what that rule checks for Tip Do not amend rules as this amends the rule for all catalogues
187. ty Community Buyer Contract Role Description Administrator Contract Manager Manager gt gt gt gt gt gt gt gt This should only be done by ProcServe Service Desk support teams This should be done by the buying organisation and not Value Wales Classification views need to be created and maintained in Catalogue Access Management and not the new Buyer Portal Onlyif granted access by Community Administrator to other orgs ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration Community Management 2 3 2 1 3 Buying Organisation Roles Matrix When assigning roles to a user in a buying organisation although other roles may be visible only the following should be used Note Buyer Super User role is no longer used _ Buyer f Role Description Administrator Buyer Reporter Classification views need to be created and maintained in Catalogue Access Management and not the new Buyer Portal E O C o ProcServe Holdings Limited 2012 ProcServe xchangew ales Administration 47 Community Management 2 3 2 1 4 Editing the Roles a User has in an Organisation Overview At any time you can amend a users role they have within an organisation within your community Tip You may wish to do this so you can provde Community support by switching to an organisation with the same roles as the user who has raised the issue to ensure consistency with their view To ed
188. u can add item to shopping basket by clicking on the Shopping Basket icon Ei or if more than one item is ticked on you can click on the Add Selected Items To Shopping Basket Tab sa If you want to continue shopping you can simply search for another item and repeat above process 3 When you add items to your shopping cart the shopping cart tab will flash for a short while and will be updated with the number of items you added For example if you added an item to your shopping cart that already had an item in it the new total will be two 4 Reviewing Shopping Cart You can review and update your shopping cart and when you are satisfied with the items send the requisition At any time during shopping you can click the shopping cart tab to view the contents The shopping cart contains the items you have selected for your requisition You can continue shopping by clicking the catalogue search tab at any time ProcServe Holdings Limited 2012 ProcServe Adding Items to your Shopping Cart 100 You can add or remove items from your cart change quantities or cancel the purchase Also note that delivery charge if applicable will be included in the shopping basket tab The table below highlights the additional options available to you when working with the Shopping Cart External Catalogues rf You can punch out to an external catalogue You can click on the Short Description to vew a more detailed description of the item Cancel
189. u open a Zip file and see another folder in this file the images will not load The catalogue system looks to extract the image files from the zip but will be unable to find them if they are hidden within a folder tems entered with a expiry date will automatically be removed from the system when they reach their expiry date Suppliers should use offline reminders to ensure a revised catalogue is loaded in time The PCB will check for many errors therefore it may not be necessary to set a validation rule to Error Choose the Error evaluation wisely It may be useful to standardise validation rules across your catalogues or certain commodities Changing a Validation Rule will apply across all catalogues and therefore should not be amended If you require a specific rule create a new rule Process profiles cannot be copied For Multi Buyer Catalogues amending the Process Profile will affect all buying organisations Unless you cancel the purchase or checkout your basket and its items will be cached So the next time you log in to the Marketplace your items will still be in your basket You can keep adding items to the comparison list until you are ready to compare So you can switch betw een the compare items list and the window you were shopping in In the RFQ overview page if the ppen RFQs list is empty you can click the create a new RFQ link to display the w izard When the ppen RFQs list is empty the create a new RFQ link is
190. ue Shopping Create a new Free Text Order Create a new Requestfor Quote Supplier Directory ProcServe Holdings Limited 2012 ProcServe xchangew ales Main Menu Creating a Request for Quote 2 2 3 Creating a Request for Quote 2 2 3 1 Introduction to RFQ Overview You can use OTIS to send Request For Quotes RFQ s to suppliers that are members of your trading community or marketplace In addition OTIS allows all responding Quotes from these suppliers to be linked to the originating RFQ for audit trail purposes Responding Quotes that are selected as wining bids are automatically converted to Purchase Orders so no re keying of data is required Note You may not be able to complete an RFQ if you do not have the required roles Note You should always consider your organisations procurement rules before undertaking an RFQ RF001 RFQ s in OTIS RFOO2 Creating a RFQ RFOOS Review Responding Quotes RFOO4 Closing a RFQ ProcServe ProcServe Holdings Limited 2012 xchangew ales Main Menu Creating a Request for Quote 2 2 3 2 Raising a Request for Quote Overview This section shows how you can create a Request for Quote RF002 Creating a RFQ RFOO1 RFQ Process in OTIS Glick Create a new Request for Quote Step 1 Add Line Details Step 2 Add RFQ Details Click Next step Step 3 Choose Supplier Search and select suppliers Click Mext step Step 4 Confirm Details
191. uld take no longer than two weeks You may wish to apply now if your Organisation does not already have a DUNS Number ProcServe ProcServe Holdings Limited 2012 About ProcServe Suppliers and Buyers 6 2 About ProcServe Suppliers and Buyers This provides and overview of the supplier and buyer relationship You can view a map that describes how the ProcServe Trading Network enables supplier and buyer activities The following image shows the activities for each type of Supplier Supplier Relationship Activity Map The main activities in the Supplier process Supplier s Procserve Grues 18 12 2008 amended 17 03108 Amended sy Nick Anderson f i ic i il 5 7 Boe l Basic Supplier Upgrade to Purchase Orders by email Enhanced Supplier email POs Yes I I l Registration Portal Login to Registration Portal Obtain DUNS if necessary Enter DUNS l Enter basic details i Accept Terms and Conditions I Supplier Portal Login to Supplier Portal Maintain Users Maintain Organisation Maintain Document formats Process Orders Create Invoices Credit Notes etc MIS etc Send Purchase Orders Receive Electronic Invoices Enhanced Supplier Bronze As Basic plus Purchase Orders raise etd da Invoices Credit Notes MIS etc res Send Catalogue to Buyer for validation and upload send Catalogue updates to Buyer for validation and uplo
192. unity e Private catalogues only available to the individual buyer The below shows a Hybrid Community Catalogue Access Management Network Management Hello Darryl You last logged in today 3 August My Profile Administration Root Management Network Management Community Management Organisation Management Catalogue Management Feedback Logout User Management Supplier Registration PS Demo Community Helpdesk telephone number Helpdesk email address Default skin Administrating organisation Buyer self registration User terms User profiles Admin copy Supplier list Public content Community Type Short name Maximum quote value 0645 603 6727 Supporti procserve com defaultSkin ProcServe Self registration is disabled User tenms is disabled Users can edit their own profile details Admin copy is disabled Supplier list is enabled Can subscribe to public catalogues Hybrid Community PSDC 100 000 00 a Edit Under Community Management select the Community you want to manage from the drop down box in this case the Hybrid community PS Demo Community ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration Community Management Hello Daryl You last logged in today 3 August My Profile Feedback Logout Network Management Community Management Organisation Management PS Demo Community Helpdesk telephone number Helpdesk
193. uy ers procserveonline com otis You will be presented with the log in screen Sots Login Username Password Login Forgotten your password Forgotten your username The ProcServe marketplace is made available to only registered members By logging in members are agreeing to the Acceptable Use Policy For more information please visit mwww procserve com ProcServe ProcServe Holdings Limited ProcServe and the ProcServe lo go are registered Trademarks of ProcServe 2 Click on the Forgotten your username link Username Password Login Forgotten your password Forgotten your username The ProcServe marketplace is made available to only registered members By logging in members are agreeing to the Acceptable Use Policy For more information please visit www procserve com ProcServe ProcServe Holdings Limited ProcServe and the ProcServe logo are registered Trademarks of ProcServe ProcServe ProcServe Holdings Limited 2012 xchangew ales Getting Started Retrieving a Lost Username 3 Enter your email address Sots Login Username Password Login Forgotten your password Forgotten your username erve marketplace is made available to only registered members By logging in members are agreeing to the Acceptable Use Policy For more information please visit www procserve com ProcServe Proc
194. validations 6 Entries Time 0 01 y Content validations 100 2 Time 0 05 9 Import preparations 100 ET Time 0 00 Catalogue import 100 Time 0 05 _ The import has been successfully completed Please go to the import report to investigate any Warnings that occurred 7 Click on Close if visible at the bottom of the Catalogue Import screen or click outside the Catalogue Import screen Note Depending on the workflow configured for this catalogue the catalogue will now go to Supplier Review An email will be sent to the nominated supplier user to prompt them to complete this ProcServe Cest al damnation on validation pepe for GE Sep HOT ARTS Parad Tam Sores EAN 43 Lu Basar Tan gasses Te Ed Pa a Patu L PS4 154 8 Buyer Review Once a supplier has performed the upload they will release the catalogue to Buyer Review The ProcServe Catalogue Manager System will automatically email the users listed in the Buyer Review section of this catalogues workflow so the next stage of the process can be completed 9 Once the Buyer has Validated the catalogue they should send the price and other files to the secondary buying organisations to load Do not approve or release the catalogue until all secondary buying organisations have completed uploading their files ProcServe Holdings Limited 2012 ProcServe Multi Buyer Catalogue Catalogue Update Process Creating a Price File and C
195. ve ProcServe Holdings Limited 2012 Setting the Catalogue to Multi Buyer 4 5 4 Setting the Catalogue to Multi Buyer Multi Buyer Catalogue Load and Configure Initial Catalogue Load The catalogue will need to be configured as multi buyer so it can be shared with other buying organisations 1 Select Catalogue Properties from the Links menu Catalogue Manager Windows Internet Explorer fe if Ge hd amp https procserveonline com v amp lR IX 4 Pir File Edit View Favorites Tools Help x Google v VA Search More D Signin w Favorites 3b Harlem Renaissance House 3 Best of the Web Channel Guide C Free Hotmail Internet Explorer News Internet Start a Quick Search exe Eg Toggle Images exe a E lt y Catalogue Manager D 6 mm Page Safety Toos Administration Saturn Admin Admin Saturn Loa off Proc Serve Ta g DEMOCATALOGUE001_ Iik DEMOCATALOGUE001_1 DEMO Catalogue 1 Created 2 Update expected gt Supplier review Buyer review Productive Replaced x x Catalogue file Multimedia contents E Progress M __ edice ON Hanser Catalogue Overview Page 112 Catalogue a Supplier Buyer Current catalogue edition Current status Links DEMOCATALOGUE001 1 DEMO Catalog W Toni Test Buying F a G oque 1 TEST o e Edition of 22 07 2011 Update expected D 861 15 6 x DEMOCATALOGUE002 1 DEMO Catal
196. will have to select all items to enable the Excel button in order to generate the report on Pm naa Creating a Price File from the ProcServe Catalogue Builder To create the files copy data from the ProcServe Catalogue Builder into the price contract reference template files This will ensure you have captured all the relevant data including any price breaks The below table shows you which columns in the ProcServe Catalogue Builder relate to the price file Template columns PCB column name Price file template column name Supplier Item ID Item Number ProcServe ProcServe Holdings Limited 2012 Multi Buyer Catalogue Catalogue Update Process 170 Creating a Price File and Contract Ref File Price Effective Date Price Effective Date Price Expiry Date Price Expiry Date Creating a Contract Reference File from the ProcServe Catalogue Builder Contract Reference Templates are available from the ProcServe Service Desk lf the Contract reference is used in the ProcServe Catalogue Builder the Buying Organisation can create a contract reference file The below table shows you which columns in the ProcServe Catalogue Builder relate to the contract reference File columns PCB column name Contract ref file template column name Supplier Item ID Item Number Contract Reference Contract Reference ProcServe Holdings Limited 2012 ProcServe Multi Buyer Catalogue Catalogue Update Process 171 Secondary Buying Organisati
197. y while helping you to manage the end to end transaction process with your suppliers fully electronically and on line Whether you re looking to buy basic commodities or complex products and services OTIS helps you manage the procurement process so you can ensure that you get the goods and services you need when you want and at the price you have agreed OTIS enables you to e Create requisitions from the catalogues available to you via the ProcServe Trading Network or by using free text ordering e Ensure that all requisitions are forwarded for approval by the appropriate budget holders e Generate purchase orders and other procurement documents and transmit these electronically to suppliers 3 Click on User Management Hello justin You last logged intoday 5 May MyProfile Feedback Logout Administration Community Management Organisation Management UserManagement Supplier Registration Catalogue Access Management Catalogue Management 4 Search for the user you wish to add the organisation too ProcServe Holdings Limited 2012 ProcServe xchangew ales Administration Community Management Hello justin You last logged intoday 5 May MyProfile Feedback Logout Administration Community Management Organisation Management User Management Supplier Registration Catalogue Access Management Catalogue Management User Management Browse Users 45 Add a new user Tweak your search Find ju
198. yTransactions Create a new Request for Quote Supplier Directory Create a new Request for Quote from scratch Step 1 Add line items Item Name Item Description Quantity ianei Price Attachment IT room refit To refit the IT Room 1 0 Each 10 000 00 Acco JA doc J Remove Browse Each v 6 Add the details of the RFQ such as the expiry and delivery requirements Step 1 Add line items Step 2 Add RFQ name and details RFQ Details Other Information Target delivery date DD MM YYYY When should this expire Tomorrow 06 May v When would you like us to No reminder email v remind you about this RFQ Delivery information Deliver To Advanced Buyer Note Select a date from when this should expire field to define when the RFQ expires This date will be shown within the RFQ sent to the supplier Tip Adding a reminder in an RFQ sends you a reminder via email that the RFQ is coming to an end You can define how many days before the RFQ closes you would like to receive this email from the drop down 7 When satisfied with the terms of the RFQ click Next Step 8 You then need to search and select some suppliers to submit the RFQ too You can select search for a supplier using the Find available suppliers search engine ProcServe Holdings Limited 2012 ProcServe xchangew ales Main Menu Creating a Request for Quote
199. you wish to register the supplier for Hello justin You last logged in today 10 May MyProfile Feedback Logout Supplier Registration Catalogue Access Management Browse invited suppliers 2 Invite a new supplier Search organisations Step 2 Find the supplier Step 3 Add contact details for the supplier 5 Choose the buying organisation you are inviting the supplier on behalf of and click Invite supplier for this organisation ProcServe ProcServe Holdings Limited 2012 xchangew ales Administration Managing your Supplier Adoption Supplier Registration Browse invited suppliers 2 Top targeted suppliers 0 Now enhanced suppliers 22 Invite a new supplier Step 1 Choose which Organisation you are inviting this supplier on behalf of Which organisation would you like to invite this supplier for procserve Search organisations Search Results 2 123 Buckingham Palace Road ProcServe 349363296 London Invite supplier for this organisation SWIWSSR 123 Buckingham Palace Road ProcServe Admin 998877663 London Invite supplier for this organisation SWiW9SR Showing 1 2 of 2 results 6 Fill in the web form to search for the details of the supplier Step 1 Choose which Organisation you are inviting this supplier on behalf of ProcServe Step 2 Find the supplier Supplier name Address City Town County Country United Kingdom v Post Code Find
200. your Supplier Adoption 2 3 3 2 Registering New Suppliers Overview Dependant on your role you can invite and add new suppliers for yours and on behalf of other organisations using Supplier Registration Note Dependant on your community and organisation setup some of the screens and steps may appear differently To add a new Supplier to the marketplace 1 Click on the Administration tab Hello justin You last logged in today 23 April MyProfile Feedback Logout Main Menu l Administration A Supplier Directory Home Welcome Welcome to OTIS the latest generation of online procurement tools designed to simplify the procurement process and enabling rapid benefits realisation OTIS provides immediate and simple access to rich content provided by your suppliers on the ProcServe Trading Network Its intuitive nature lets you buy what you need easily while helping you to manage the end to end transaction process with your suppliers fully electronically and on line Whether you re looking to buy basic commodities or complex products and services OTIS helps you manage the procurement process so you can ensure that you get the goods and services you need when you want and at the price you have agreed OTIS enables you to e Create requisitions from the catalogues available to you via the ProcServe Trading Network or by using free text ordering e Ensure that all requisitions are forwarded for approval by the app
201. your username and the access key provided in the email ProcServe Holdings Limited 2012 ProcServe xchangew ales Getting Started Unlocking your Account Sots Unlocking Your Account 1 of 2 Please enter your username and the randomly generated access key contained in the email you received Enter your details Username Access key Next step Forgotten your password Forgotten your username 4 Enter the memorable word You hint will be displayed in the instructions window Unlocking Your Account 2 of 2 Please enter your memorable word Note that the memorable word is case sensitive You have defined the following hint game with ball Unlock your account Memorable word eveeeees gt Forgotten your password Forgotten your username 5 Your account is unlocked If you do not remember your password you can request a new one which will be emailed to you ProcServe ProcServe Holdings Limited 2012 xchangew ales Getting Started Changing My Passw ord 2 1 7 Changing My Password Overview You can change your password at any time within My Profile Changing my password 1 Click on My Profile from any page within xchangewales Hello Buyer You last logged in today 23 April MyProfile Feedback Logout Emenee Administration Home Supplier Directory Home Welcome Welcome to OTIS the latest generation of online procurement tools designed to simp

xchangewales (Value Wales) User Manual Release 4.6

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