SmartSupplier Quick Start Guide
Contents
1. repeat Decline newer RFQs L 2 Auto Decline of transactions as per the specified rules set up in the RFQ Auto Decline Settings The user can specify rules for the Buyers Countries and Ports which they do not wish to service A saved rule will propagate onto other SmartSupplier installations within a few moments after the client was updated 5 RFQ Auto Decline tinap angg Buyer Country Port Port Incomings RFQs associated with below buyers will be auto declined _TNID _ Buyer Name Ej 10912 Marinda Buyer ABC Inbox RFQs Auto Decline NI Status Auto Decline Re RFQR Subject Date lv Automatically decline RFQs from buyers in accordance with the defined rules Paa ma FE ilo aa of new niles when deeiing ECs B Declined Buyer Blocked 10569 kang on 26 8 15 Automatically Decline Closed Lost RFQs i 002x Page 39 SHIPSERV SmartSupplier User Manual One Step Ahead Auto Decline RFQs folder The user can review the Auto Declined transactions at any time by accessing the Auto Decline RFQs folder An Unblock button is available here 15 ExpertSupplier me para Se gt File Edit Tools Go Help Sa E Reply B Forward 3f KJ Unblock Archive f Send Receive j Settings A Find j Action these mow Inbox RFQs Auto Decline aS aa ee er ppe Status Auto Decline Re RFQR Subject El Inbox l na g RFQs 13 l Declined Buyer Blocked 10569 10569 on 272. File Edit Tools Go Help Collumn sorting c3 A Reply 3 Forward If B Archive f Send Receive ip Settings A Find Action these now ales lt y Filter gt fp Group wos Scarce RFQ Ref Subject Date el Transaction Buyer 5 CJ RFQs 14 ia Unactioned SL Testing Sepi20 SL Testing ma 20 10 14 3 30 V SILVIA SL SN Buy CJ Auto Decline RFQs B Unactioned ALNF 14 122 ao aa ENG FUEL ma 20 Sudair training United Arab ml Unactioned ALNF 14 122 p a 20 10 14 6 45 Sudair training United Arab ml i 20 10 14 6 45 Sudair training United Arab B i Filter and Group 20 10 14 6 45 Sudair training United Arab M Pr a 3 Option PO 10 14 6 45 Sakaka training United Arab mE ng ml Unactioned ALNP 14 11 DIESEL ENG ma 20 10 14 6 46 Sudair training United Arab 5 Unactioned UX DIESEL ENG ma 20 10 14 6 46 Sudair training United Arab E Unactioned TYM LED TUBES REQUISITION ma 20 10 14 6 46 Tayma training United Arab a i AUXILARY BOILER F O ma 20 10 14 6 46 Mayssan traini United Arab mj PUMP E Unactioned Test RFQ Manitowoc 3 to 23 10 14 11 09 MV Stein Manila SDC tf Unactioned 4 SP E Test 1 24 QS SP E Test fr 24 10 14 3 16 APAC Buye a log ASTR 14 045 Medical Inden Aprr 14 on 29 10 14 2 13 Malik Al Ashtar EdisonTan United Arab a m 2014SSJM00001 Provisions ma 3 11 14 12 19 Common Regis Thenamaris g Bl 2014SSJM00001 Provisions ma 3 11 14 12 49 Common Regis Thenamaris E LCE 14 0716 CAT LCE NEW PR TO REPLACE to 13 11 14 10 02 LEWE
3. Forwarding a RFQ Transaction Status When a transaction has been forwarded an icon will appear against the RFQ and when a quote has been received for this RFQ the icon will change File Tools Go Help c3 Reply z 2 Forward 9f B Archive f Send Receive i Settings A Find Sales Inbox RFQs a r mana DEM AA RFQ Ref Subject Date Vessel Transaction Owner Buyer CJ RFQs 7 B TEST 000 Test307 Thu7 3 13_ M V Morten Vaup Vaupel Shippin CJ Orders TEST 000 Generic TEST Thu7 313 M V Morten Vaup Vaupel Shippin Outbox UN Morten Vaur supel Shino GH E Sent d CJ Quotes 138010000 Automatically Thu 7 313 SS ENTERPRISE Morten Vaupel Vaupel AMOS t a Order Conf Created Form a invoices 131000000 Test PO Wed 6 3 13 Mv Africa Morten Vaupel Vaupel AMOS E 4 Drafts 138010000 Automatically Wed SSENTERPRISE Morten Vaupel Vaupel AMOS CJ Quotes iS Created Form CJ Order Conf 138010000 Automatically Fr 8 23 SS ENTERPRISE Morten Vaupel Vaupel AMOS Created Form p E 138010000 Automatically Fri 8 23 SS ENTERPRISE Morten Vaupel Vaupel AMOS Created Form Receiving and comparing quotes The received quote can be reviewed individually by right clicking on the line item in your inbox and open gt File Edit Tools Go Help 9 3 E Reply li Forward 3f B Archive s9 Send Receive Settings A Find Sales Inbox RF
4. Settings Click Settings or Tools Settings on the menu bar to update the following settings 7 S tti a E is Settings Sales Dperation Purchasi AES Barabas e5 i Peration rchasing Sales Operation E chasing en Details eee J a Send Recelve settings TradeNet ID 58743 Cache Mode Per Install ki Site www shipserv com Change URL Automatically archive documents older than E EK days Automatically delete documents after T Company Chan Marine Supplier Company DEMO Only 180 days Automatically Archive Delete documents daily Contact Morten Vaupel ne 4 W Check for new documents every 180 KI 5 Email slam shipserv com when online Tel Send immediately when online 852 2501 9222 Operation Currency f BEA Run Taskbar Service when SmartSupplier is closed E Autostart Taskbar Service on Windows startup 7 Notify me when new documents arrive for 5 4 seconds Hide Replaced Documents Enable Transaction Assignment Notifications H Automatically Launch Excel for Exported Documents i J _ Cancsl poly f Cancel aiy Send Receive Settings 1 Automatically archive documents older than x days Documents older than x days are moved to the Archive 2 Automatically delete documentes after x days Documents older than the indicated number of days will be deleted and can no longer be viewed from SmartSupplier 3 Automatically Archive documents dai
5. Terms and Conditions Please add your terms and conditions your sub supplier should be aware of Name Vaupel AMOS test FOR DEMOS ONLY TradeNet ID 10231 Default Markup Include charges in Markup Re This is where the Suppliers write the Terms z Forwarding an RFQ Review and retrieve your RFQ from your SmartSupplier Inbox open and click on the Forward button 7 r Wanngl Chandlare DEMOS ONIY S ExpertSupplier Vaupel Chandlers DEMOS ONL s n File Edit Tools Go Help O gt B Reply B Forward 3f Archive Send Receive Settings Q Find Inbox RFQs Nag R Group gt Vessel Transaction Buyer 4 Order Ref Quote R Subject Date a TEST 0003 Test 3 07 Thu 7 3 13 M V Morten Vaupel S B TEST 0002 Generic TEST Thu7 3 13_ M V Morten Vaupel S B TEST 0001 Genenc TES Thu 773 13_ M V Morten Vaupel S jE 1380100001 Automatically Thu 7 3 13 SSENTER Morten Va Vaupel A S cara i Created Form Invoices 1310000001 Test PO Wed amp 3 13 Mv Africa Morten Va Vaupel A o Drafts 1380100003 Automatically Wed SSENTER Morten Va Vaupel A CJ Quotes iS Created Form f CJ Order Conf 1380100002 Automatically Fri 8 2 13 SSENTER Morten Va Vaupel A Created Form 128n7NNNN1 Aittamatically Fri RIMA SS FNTFR Marten Wa Wammel Vaupel Chandlers DEMOS ONLY Vaupel Shipping FOR DEMOS ONLY Hauser Plads32 3 th Test acc
6. SHIPSERV One Step Ahead SmartSupplier Quick Start Guide October 2015 laligele H e ile AA AA 4 ShipServ Customer Service Centre aa 4 MAS PA MATION WASUUG OWNS aaa ANA AA AA AA AA AG 5 Prepara UO e e a a a 5 omano o pplier nual SetlUD san a E E E E cece 6 SLEA O eee N N E E AA AA PA AA eer 7 NOTE Settings related to Purchasing will be covered in a later section 7 PUTO D GGIIC STING NAA AA 8 Upgrade to the Latest Version of SmartSupplier Standard Edition 9 Whinstall smansupplierPro9 raan n ALA Aa 9 SmartSupplier General Information Aa 10 POlder SIUC TING a AA NAAN EATE 10 O S el 8 gawn aaa EGG AK nG GG 10 Catalogues elle ARA ANI 10 Marketing F OID Eka kaa E 10 Ba AA 11 Unactoned RF WINJON AIAI NAA ANA aaa aoa 11 CONNECCION GA AA AA 11 ES Ae OCN AA AA AA AA 11 Taskbar Cons aaa ANAN ie ANAN AALANGAN ALANALAYALANGLA 11 Numbers in Brackets at the SUbIOlderS eosin arana 11 SmarSupplier How to USE sagasaan GAAN AG AA NGA 12 Foder NanagemeNbaama aa E retina ANNA walnut 12 DI Day OPO a ad na anal nah anek eek ana ara ae ANG AGANG ate 12 Grey and Black Document amahan AGAIN ANGAS E SA 13 Bold Unread and Not Bold Read Documents Q Xa 13 Glosee Lost REO INGICA OM aaa MAAGA NAA ASA 13 SUppIlErInsIghEREPON artesania EE E EEA 14 AIChINe FUNCTION r ba baa amp baa baga 15 FNA et OG LPA PAA PAA NA 15 Creating a QUOT
7. TNID 208730 Invoice Credit Notes y tioned RFQ 12 a Ke as mgpa Fr 4 Improve the relevance of future RFQs that you receive z Quotes F as ys 7 3 a Order Cont m Specifying the reason for a declined RFQ will allow ShipServ to reduce the number of RFQs that you receive Unactioned RFQ rate 0 z i 30 8 He n the future that do not match the products amp services that you provide in the locations that you serve last 30 days o mua 12 Oct 2014 12 Oct 2015 Compare to w Compare to market edit Apply Brand Lead Generation Trade Efficiency Awareness Action these now mad Total PO Value 10122015 E Connected Archive Function You can Archive E documents by highlighting the document or multiple documents and using Archive Archive Selected Documents on the tool bar at the top or by right clicking the selected document or documents Archived documents are normally hidden from the folder views except by choosing one of the Show Archived filter options Since archive status is specific to each individual user a colleague may archive a document but it will remain unarchived for you assuming that you have a separate Login ID and Password Therefore you can use the archive function to remove any document from a folder when you have finished processing it You cannot delete a transaction from SmartSupplier Unactioned RFQs that are less than 12 months old should be actioned and as such c
8. Transaction Ow f test m test fr 11 9 15_ to 10 9 15_ on H15 All folders are up to date Buyer Marinda Bu Marinda Bu Marinda Bu Marinda Bu Andaya Buy Marinda Bu Andaya Buy Andaya Bu l Getting Headers Page 37 SHIPSERV One Step Ahead SmartSupplier User Manual You must then specify a reason for declining the RFQ before sending the decline to the buyer Decline to Quote Hoes a Q Find Help Decline Ref Reference Ko Decline Reason You need to provide reasons before you decline this RFQ This is mandatory Decline reasons are only sent to the buyer if you actvely select the opton to send to buyer This RFQ is NOT attractive to me and do not want to receive more RFQs like this in the future because IU We do not supply the product or service that has been requested IT The request is for delivery in a port region that we do not cover IT donot wish to trade with this buying company This RFG S attractive to me and would like to receive more RFQs like this in the future but _ Product not in stock at this time IT Cannot deliver to this port region at this time IT lam not able to meet the quote deadline IT lam not able to meet the delivery deadline am not familiar with this buying company and do not wish to trade with them at this time IT Tick to send this message to the buyer based on your selected decline reasons above Your RFG from has bee
9. SmartSupplier will detect when a new version is available and download it automatically in the background Once the download is complete you will be prompted with a pop up window to install the upgrade If you do not upgrade when you are first prompted you will see a green right arrow on the upper right hand side of screen at the tool bar click this arrow to install the upgrade at your convenience Once you see the message Installation of SmartSupplier is complete you can start SmartSupplier and log in as usual Uninstall SmartSupplier Program To uninstall any previous versions of SmartSupplier Programs from the Window Start Menu select Control Panel Add or Remove Programs and follow the usual procedures for uninstalling software SmartSupplier General Information ExpertSupplier Chan Marine Supplier Company DEMO Only File Edit Tools Go Help Sa amp SendjReceive Settings D Ml d Sales Inbox Send Recere CJ RFQs 4 All Unactioned RFQs Updating Automatic Update every 180 Frequency ds scheduled at 15 15 14 CJ Orders 1 Orders with No Reply Ss l Outbox Click f Send Receive for immediate update amp Sent tf CJ Quotes ie Order Conf SmartS upplier News rder Conf Sales Folder CJ Invoices yA Drafts Praduct News CJ Quotes 56 A new version of Sma omy Which will help to improve the process for dealing with CJ Order Conf 4 new RFQs This ve
10. and Order Conf Order Confirmations Catalogues Folder The Catalogues Folder stores your catalogues customer profiles and contracts for different customers This folder and the functionality it affords you could benefit you greatly as a tool to attract new business and to simplify the quoting process Marketing Folder The Marketing Folder contains information tools and suggestions from ShipServ on how you can market your company to the current TradeNet shipping companies and to the greater global maritime purchasing community so that you benefit from increased market exposure as well as improved process efficiency Contacts Folder The Contacts Folder contains a list of the current TradeNet buyers their contact persons and their e mail addresses all updated periodically We encourage you to write directly to them to promote yourself Unactioned RFQ Window The Unactioned RFQ window provides faster processing of RFQs via real time visibility of your unactioned RFQs for the last 30 days Unactioned RFQs are RFQs that are yet to be quoted or declined Clicking the Action these now button will allow you to review the RFQs to action them accordingly Connection Status This icon shows you the connection status of SmartSupplier SmartSupplier is Connected to the Internet currently The latest pop up advised you that you received one RFQ Taskbar Service You can set SmartSupplier to run continuously in the back
11. or Send to send it to your customer You need not go through all the tabs before clicking these buttons Header Tab You can export line items to or import them from Excel at any tab letting you send the Excel worksheet as an e mail attachment to the manufacturers or your sub suppliers Click Export and Import at the top of the screen when creating the quote Note that only line items will be exported Create Quote So HGe amp Export By Import Match Q Find Help Import an Export Create Quote Helper Complete the fields below and click the Next button to move through the screens in sequence Alternatively move through the screens in your preferred order by clicking the tabs above Click the Send button when all tabs are complete Comments RFQ from ShipServ Ltd Asia Test Pages RFQ1126 PagesRFO Comments janet Janet Manayon jmanayon shipserv com Sr aeeoe o Create Quote E High Priority Morten Vaupel 852 2501 9222 slam shipserv com The Header tab contains a mandatory Quotation Reference number to allow easier identification of the quotation later You can also enter comments that apply to the complete quotation 1G create Quote a E bel amp amp Export By Import Match A Find Help E Header E tems Total Delivery E Payment BY Terms Attachments JJa Preview Create Quote Helpe a a arr Next button to move through f
12. screens In sequence Alternatively move through the screens infor ed order by clicking the tabs above Click the Send button vw n all tabs are complete Comments RFQ from ShipServ Lid Asia Test Pages YFQ1126 ER hain PagesRFOComments janet Janet Manayon jmanayon shipserv com 26 11 2014 Create Lal te High Priority Morten Vaupel 852 2501 9222 slam shipsery com Items Tab Within the Items tab E items are shown either in the Normal View shown below or in Grid View Use Grid View if you want to copy and paste data onto an Excel spreadsheet manually Create Quote RFQ10569 x1 High Pronty Item Part Type Mat Part No For For Desc Desc Mig Man Model Model Type Type Drawing Dwg Rating Rating Serial No Serial KE IMPA No 10 BOXES OF PLATES AAAAA L A 10 BOXES OF PLATES B Item Description 15 METERS OF TABLE CLOTH C a meae T e E Ropes E Cati Sept 28 2015 The Match button with the search glass icon is for automatic pricing of this RFQ if the items here have been previously mapped to one of your catalogues ltem Part Type ty s Del Item Description ch Unit Price Dise Total Mat Part No ci A Cmi Test Item 1 4 N as ak a letter faa Glee Aj Edit Nameplate Add Item s 7 Kai a Find Test Item Scandinavian Products test H MOL Daihatsu Catalogue 4Jul1 Fl MOL Yanmar Catalogue 4Jul11 test E PPG test catalogue El Test Brown E Jo 20
13. 130819 201 30801 Cat 4 II Enter Prices Manually Here you can enter the Unit Price and Disc Discount Percentage for that particular line item manually the Total for that line item which is Unit Price less Disc x Qty Quantities is calculated automatically Data in other boxes that are already filled in or blank such as Part Type IMPA number ISSA number Manufacturer s Part Number etc Part No IMPA ISSA or Manufacturer s Part Number etc itself Item Description Qty Quantity Unit Unit of Measurement pieces sets pairs kilograms litre can be entered or changed by you as the supplier Whatever you change will be regarded as a Variance to the Buyer and will be highlighted in a variance notice sent by ShipServ to the Buyer For Part Type and Unit you can only choose from a drop down selection list note that these units of measure and corresponding descriptions are used as they are MIML compliant ShipServ has adopted the MTML standard of Unit of Measurement so that various integrations with Buyers and Suppliers work properly To decline to quote for a line item click the red Del Delete button on the right of the line item To enter comments particular to the line item click Cmt Comment the pencil and paper icon button on the right of the line item Important We disable the line item comments function on transactions from some buyers because of limitations in the i
14. 26 8 15 Hest mtes Andaya Uate O02 Action these now i es User 204446 Version 2 2 0 0 Folders last updated 3 hours 15 minutes ago Connected When unblocking a document an options window will appear where the user can Unblock the transaction in question or Unblock and Remove one of the Auto Decline rules from the Auto Decline Settings window Page 40 SHIPSERV SmartSupplier User Manual One Step Ahead Decline Order To decline an Order choose the G Decline Order option on the drop down menu enter a Decline Ref decline reference number and Supplier Comments Decline Order act 8 2 eee ee ak PO10912 0928 3x Decline Order Helper P You are declining this Order Enter optional reference and comments below then click the Send button to inform the Buyer Comments PO 10912 0528 3x I 10912 0928 3x test only pls ignore PO 10912 0928 3x bmarninda2 mannda 12321312312 ism ises a Confirm with prices w Accept Only Fa Decline Order A Save as Draft Note that an Order Decline is considered to be an order status and not a separate document For this reason you will not find order declines in the Sent folder Page 41
15. ATION aaa aaa aaa aalala 15 VIEW and Print RFO naaa AN KAANAK NAN KAKA AA 15 QUOT AA AA AA AA AA AA 15 Purchase Order Management POM 22 Xa 24 Forwarding an RF Oa AA ot NANANA aes AA NANA PAANAN aD 27 RECEIVING and comparing quotes a 29 FOrwardglng a Purchase O AN NANANG 32 Receiving the Purchase Order Confirmation POC from sub supplier 33 Sending Purchase Order Confirmation POC to buyer Open the order and click the Confirm Order button and follow the confirmation steps 33 OVe N1EeWw Ol Transactions masieri BA NAAN BANNA NTN ASG 35 For an overview of both Sales order and purchasing documents for the whole ransaclon DIGASC OO 10 INO a EEE E S 39 Actions upon Receipt of Purchase Orders 36 Accepting or Confirming an Order 2 aa 36 VIEW GN Pint Olde PAP 36 CONT Ordo AAP 36 APO ANA AA A AANO AASA 36 JAV ANO DENT cwm AD NANANA TEANA 36 Decline to Quote 2 2 0 020000000 22 aaa Declining Decline Order Introduction SmartSupplier is a tool for suppliers to transact with buyers on ShipServ TradeNet that lets you receive Requests for Quotations and Purchase Orders and to send Quotations Order Acceptances and Order Confirmations SmartSupplier also lets you manage catalogues customer profile and contracts and lets you export and import documents to and from Excel This manual
16. K CENT EMAS AMC ws maw 2 ela 2014QUHO0018 Title ma 17 11 14 11 53 Common Regis Thenamaris RFQ99990 1118 ti 18 11 14 11 34 Andaya Buy TEST 12341119 TESTforDE4713 on 19 11 14 3 38 Manila SDC 2014QUHO0033 Title to 20 11 14 2 51 Common Regis Thenamaris ctor thane weal 2014QUHO0020 to 20 11 14 4 55 Common Regis Thenamaris i RFQ from ShipServ Ltd Asia on 26 11 14 9 47 MV Markie ShipServ Lt Test Pages RFQ11262014 RFQ from ShipServ Ltd Asia on 26 11 14 9 47 MV Markie ShipServ Pa Test Pages RFQ11262014 2014QUHO0042 SL27Nov testi to 27 11 14 2 33 Common Regi Thenamans 23 09 2015 S Connected cc Tua u Display Options Each column is used to provide information on the document being viewed for example the Status column within the RFQ inbox can be one of three main states Unactioned Quoted or Declined You can sort the display and change the width of columns displayed using the filter and group options Filter T lets you hide or show certain documents based on the status of a document Click on it to see a drop down selection list For example you can select to only see unactioned RFQs or archived RFQs only You can add a filter to column headings by choosing Column Filtering on the drop down list and then click on the funnel icon on each column heading to apply filtering based on the values in that column Group lets you display transactions based on multiple criteria for example first by Buyer then by Vessel T
17. Qs a a DEM AA RFQRef Subject Date Vessel Transaction Owner Buyer pe a RFQs 3 i TEST 000 Test3 07 Thu 72 13_ M V Morten Vaup Vaupel Shippin CJ Orders ie TEST 000 Generic TEST Thu 7 3 13_ M V Morten Vaup Vaupel Shippin Outbox mara CTT YET ngg E E Gi Sent AA BEN NAGA Assign To Myself CJ Quotes Be 138010000 Automatically Thu 7 E Order Cont zi Created Form A Assign To Others LJ Invoices nana bai saan we Remove Assigned Owner o Drafts 138010000 Automatically Wed Quotes Ng Created Form Column Filtering 138010000 Automatically Fri 8 2 ry Salve F Created Form Mark as Read 7 T 138010000 Automatically Fri 8 2 Mark as Unread Purchasing Created Form B 110135007 ShipServ Test Tue Archive oe Catalogues Transaction 4 2 121135010 ShipServ Test Tue ENES gt a E5 Marketing Latin View Purchasing RFQ TEST 0001 09 03 2013 12 46 05 B 121135009 ShipServ Test Tue g5 Contacti Transaction 1 View Purchasing REQ CEST e000 N20 6 34 52 110135006 ShipServ Test Pub ae Tm ES ante Tact O00 NG MIIN1241PCOEE Ot o aaa View Purchasing Quote Test 999 09 03 2013 12 59 55 4n4490rnan mi me r i Alternatively for a complete overviews of incoming quotes navigate to the Purchasing tab and click on the Quotes and Order Conf folders is ExpertSupplier Vaupel Chandlers DEMOS ONLY gt amp B Reply B Forward 3f B Archive J Send Receive Setting
18. Step Ahead Overview of Transactions For an overview of both Sales order and purchasing documents for the whole transaction please go to the Sales gt Order folder S View PO TEST 0001 Vaupel Shipping FOR DEMOS ONLY 3 Gp Forward Related Documents 8 Assign Owner fic Export 4 Help View Sales Order Conf n TEST POC 1 11 03 2013 10 09 42 View Sales Quote Test Forward 09 03 2013 14 03 25 View Purchasing Order TEST 0001 11 03 2013 09 37 10 View Purchasing Order TEST 0001 11 03 2013 09 16 22 View Purchasing Order TEST 0001 09 03 2013 16 33 00 View Purchasing Quote Test 999 09 03 2013 12 59 55 ShipServ 5 OR DEMOS ONLY Kybenhavn K Denmark Morten Yaupel Morten Yaupel 45 33 32 31 20 45 3332 3120 ai slam shipserv com myaupelf shipsery com Test Forward View Purchasing Quote Test Quote 1 09 03 2013 12 59 41 Morten Vaupel Mmyaupel shipsery com TEST 0001 09 Mar 2013 13 04 Generic TEST Account Ref test32 IWaecal MAF Marton Wsunal Page 35 SHIPSERV SmartSupplier User Manual Step Ahead Actions upon Receipt of Purchase Orders Accepting or Confirming an Order View and Print Order Double click on the row listing the PO to view the PO If you wish click on the printer icon on the upper left hand corner of the screen Confirm Order Click 2 Confirm Order on the upper left hand corner Enter an Order Ack Re
19. annot be archived Note Archive status is saved locally on your computer but is not sent to the TradeNet server Therefore your archive settings will not be transferred if you use a different computer Find a Document In the main folder view click Find to open the search bar where you can enter the Reference of the document you want to find The search occurs within the current folder only including archived documents checking for the specified text anywhere in the reference field so do not use wildcard characters such as Creating a Quotation View and Print RFQ Double click on the row listing the RFQ to view the RFQ If you wish click on the printer icon on the upper left hand corner of the screen Quoting From within the displayed RFQ click Create Quote in the upper left hand corner The drop down list shows the choices of Auto Match or Blank Document The default is Auto Match see Catalogue information later in this document if you have set up the appropriate Company Profile Catalogue and or Contract Tabs You can either click on the tab itself to go from one to the other or click on the Previous Left arrow or the Next Right arrow to go back and forth Familiarize yourself with each of the tabs but recognize that you need not view all tabs and that you need not enter information in tabs other than in the pricing tab Save and Send Click Save as Draft b to save an unfinished quotation
20. e included and divided out equally over the line items thus allowing you to forward the costs to your buyer 5 Cmts Comments If there are any changes from your sub supplier it will show when you hover your mouse over the flag 6 Select Best Prices Prices can be selected individually or this button can be clicked which will bring up a column with prices including the 20 specified mark up S Compare Quotes l g ps Comparison Markup 120 include Charges m Hide Quote Name Caer Reference Charges 3 Disc F Vaupel StartStandard For Demos O USD 1 30039 Test Quote 1 20 E JWW Supplier FOR DEMO USD 130039 Test 999 20 Ln Desc Qty Unit Price Vaupel StartSta V JWW Supplier E 7 69 7 8 46 7 10 77 7 11 54 7 12 30 7 13 07 7 13 84 7 iS eS eS ee Clicking the OK button will transfer the prices to the quote for your customer where the remaining steps must be completed before the quote can be sent Forwarding a Purchase Order To forward the PO to a sub supplier double click the line in your Inbox 5 Orders Here there are 2 options Forward Order Forward Order as RFQ this is useful in cases where a direct PO has been received S View PO TEST 0001 Vaupel Shipping FOR DEMOS ONLY _o eso a i Confirm Order Decline Order Forward Related Documents 82 Assign Owner N Export my AG gt Forward Order Forward Order as RFQ Purchase Ord
21. ed or to be reviewed quotation to the Draft subfolder or Send it to your customer if you click Send a pop up window will ask for confirmation to send the quotation Attachments Tab The Attachment Tab lets you attach files to a Quote and Purchase Order Confirmation These documents will then be made available to your buyer customer Note that files with an executable file extension cannot be sent for more details visit the FAQ in SmartSupplier Create Quote Hoe Q Find Hep 1 Manila SDC Shipping Co FOR DEMOS ONLY ip MV Sarah Joy Re SJ Prov26Nov2013 1C Header Items Total Delivery Payment B Terms Attachments E Preview Manage file attachments s Maximum combined file size 3 MB recommended no more than 10 files Files with an executable file extension are not permitted click here for more detail ATTACHMENT TEST1 pptx ATTACHMENT TEST docx ATTACHMENT TEST32dsx 3 Remove Purchase Order Management POM The POM feature within SmartSupplier is an additional functionality developed for suppliers who themselves need to obtain prices for goods requested i e source the goods from sub suppliers Examples of these are ship chandlers and other suppliers with a network of sub suppliers who receiverequests for items they do not have in stock Using the POM functionality a ship chandler can forward the contents of an RFQ to a supplier via the ShipServ system and rec
22. eive the corresponding quote intheir SmartSupplier account They can use this quote as the basis of their quote to their customer with an appropriate mark up added This allows the ship chandler to source items via vast ShipServ supplier network This user guide demonstrates how to setup and use the POM feature set starting from when an RFQ is received in SmartSupplier from a customer sourcing and buying those items from a sub supplier and eventually issuing a purchase order confirmation to the original customer 5 SmartSupplier marinda 4th File Edit Jools Go Help o a 8 amp Send Receive LY Settings Purchased Order Management POM Purchase Order Management POM ts a feature of SmartSuppiier that allows you to trade electronic ally with your sub suppliers via ShipServ saving time and helping you to better serve your customers You can forward your RFQs to other supphers and manufacturers and receive the corresponding quotes directly in SmartSuppher From here you can add your mark up and forward your quotes to your customers You can also use our powerful Maich Service to source new sub suppliers to get the bes possible prices This service is included as part of your existing membership there are no additional fees of any sort How does it work Sapgatlers Wing POM Your unactboned RFQs for the last 30 days 0 tinprove the relevance of future RFOs that you receive Spec ring the raanan for s Gevired REO
23. emoved saved as draft or sent to the buyer Hoa 5p O Normal View ag Vaupel Shipping FOR DEMOS ONLY Confirmation Ref TEST POC 1 Jib MN Morten Vaupel Reference TEST 0001 Item Part Type i Item Description Mat Part No 102 00 a When the POC has successfully been sent to the buyer the icon will change to indicate the order confirmed status File Edit Tools Go Help a amp 4 Reply i Forward B Archive 4 Send Receive Settings A Find Inbox Orders E G Vaupel Chandlers DEM aado E 6 Inbox mg C RFQs 3 CJ Orders rder Ref Quote Ref Subject Date Vessel Transaction Owne Buyer pa a 1380100 Test1 Automatically Wed SS ENTERPRIS Vaupel AMO a Outbox Created Form E fad Sent 1101350 Quote 6 ShipServ Test Fri 8 2 13 Falcon Arrow Morten Vaupel Gearbulk Nor CJ Quotes Transaction 4 CJ Order Conf 1211350 Quote 3 ShipServ Test Wed 6 2 13 Quetzal Arrow Morten Vaupel GEARBULK CJ es Transaction 1 a Drafts 1101350 Quote 2 ShipServ Test Wed 6 2 13 Falcon Arrow Morten Vaupel Gearbulk Nor CJ Quotes 18 Transaction 1 Onder Gont 0011300 TEST Wed Office Gazocean S SUPPLIER SHIPSERV XOOXXMA Test1 17 Test conf call Thu MT Mastera Morten Vaupel Neste Shippin 17012013 ala al EJ amp E F7 Sales wa Purchasing vs Catalogues Marketing g3 Contacts 11 03 2013 All folders are up to date S Connected 7 SHIPSERV SmartSupplier User Manual One
24. er Vaupel Chandlers DEMOS ONLY Vaupel Shipping FOR DEMOS ONLY Hauser Plads32 3 th Test account Kebenhavn Kebenhavn Store Regnegade 5 2 tv Kybenhavn K Denmark Contact Morten Vaupel Morten Vaupel Tel 45 33 32 31 20 45 3332 3120 Email slam shipserv com mvaupel shipserv com Test Forward Supplier Contact Contact Morten Vaupel Email mwaupel shipserv com TEST 0001 09 Mar 2013 13 04 Generic TEST test32 M V Morten Vaupel 1230987 Clicking the Forward Purchase Order button will give you the option to use the prices from the quote and will place the supplier prices in to the Purchase Order document Line items can be added and removed saved as a draft or sent to the sub supplier Forward Order Vaupel StartStandard For Demos Only Morten Vaupel myvaupel shipsery com sc Total 462 00 line Part Type Qty Unit Price Extended pl yl 1 BG 10 00 10 00 2 BX 11 00 3 BO 14 00 15 00 16 00 17 00 Receiving the Purchase Order Confirmation POC from sub supplier When you receive the POC from your sub supplier the icon will change and the order can in turn be confirmed to the buyer File Edit Tools Go Help 3 B Reply i Forward 3f B Archive 9 Send Receive 9 Settings A Find a iian DEM Order Ref Quote Ref Subject Transaction Owne Buyer C RFQs 3 est Jef Del gt 5NIDI FI 1380100 Test 1 Automatically Wed SS ENTERPRIS Va
25. f order acknowledgement reference number if you are accepting an order and a Confirmation Ref confirmation reference number on the Header Tab if you are confirming an order E Accept Only lets you indicate that you accept an order as is but you cannot change the content e g prices With l Confirm with prices once you open the order you can make changes to the documents including prices and delivery time lf you choose to do an Order Acceptance the rest of the tabs will be greyed off and you cannot make any changes other than to enter an Order Ack Ref and Supplier Comments on the Header Tab Some buyers have chosen to block Order Confirmations and allow you to only create Order Acceptances As with Quotations documents can now be attached to Purchase Order Confirmations Note that an Order Acceptance is considered to be an order status and not a separate document For this reason you will not find order acceptances in the Sent folder However Order Confirmations are separate documents maintained in the Sent folder Tabs Either click on the tab itself to go from one to the other or click on the Previous Left arrow or the Next Right arrow to go to prior or subsequent screens Save and Send You can click kr Save as Draft or 1 Send anytime to save the unfinished PO confirmation or send it to your customer without viewing all tabs The rest of the procedure is similar to the section titled Creating a Quotation descr
26. ground constantly checking for new documents even when you close the main SmartSupplier window If you choose this setting a SmartSupplier icon will appear on the Windows Taskbar in the system tray bottom right of your screen Taskbar Icons The following icons will appear on the Taskbar and on the status bar at the bottom of the main SmartSupplier window Connected and automatically checking for new documents according to your Settings Trying to connect You have new unread documents cleared when any document is opened You are working offline You are disconnected due to a communications error Place your mouse over the icon on the Taskbar for more details SmartSupplier is sending receiving new documents E Bi Low o Numbers in Brackets at the Subfolders There may be a number in brackets next to subfolders such as RFQs and POs For Inbox folders the number in round brackets n indicates the number of unread documents in each folder For Outbox and Draft folders the number in square brackets n indicates the total number of documents in that folder In all cases the number only includes archived documents if the Show Archived filter is selected for that folder SmartSupplier How to Use Folder Management Shown below is the inbox for RFQ s All folders have similar characteristics described below Js ExpertSupplier Chan Marine Supplier Comp DEMO Onl a
27. gt n lab la Gale SaipSers to resuce tte tamban of RE Qs that yo aceia PNG tule That NO NGA AeA ING PLUS ING perces UNG YOu Sov ee A Me NO NOPS INN yoo boe 9162015 All folders are up to daie 1 Getting Hesd rs After enabling the POM functionality a pop up window will appear where you may update your company details Purchase Order Management POM feature Settings First configure POM via the Settings dialog On the SmartSupplier menu bar please go to Tools gt Settings gt Purchasing Default Mark up this is the price mark up which will be added when forwarding a quote to a sub supplier S Settings Street 1 Delivery Street 1 Street 2 Delivery Street2 8 City bwa e State Province Delivery State 88 tt i OSOSOSCSCSCS Zip Post Code De1010 ttt S Country Denmark Delivery Address Please add the delivery address of where you like the goods to be delivered Settings Vaupel AMOS test FOR DEMOS ONLY TradeNet ID 10231 Default Markup 32 20 Include charges in Markup R N Delivery Address Pilling Address Buyer Terms and Conditions Street 2 Delivery Steet2 City CA StatelProvince Daivey Ste ZiplPost Code De1010 Denmark Billing Address Please add the address the sub supplier should send the invoice to Settings Purchasing Name Vaupel AMOS test FOR DEMOS ONLY TradeNet ID 10231 Default Markup Include charges in Markup
28. he view will automatically collapse to show each group heading Click the plus next to the group heading to expand the view and show the documents under that heading If you choose to group by more than one column groups will be nested inside each other in the order selected If grouping or filtering is applied this is indicated at the top of the view Click Remove Filter 4 red cross to reset the view to the default settings Group and Filter settings reset to the default settings when you close and restart SmartSupplier Grey and Black Documents Documents are black if you have not opened it for review or reply Recent documents will download automatically in the background Bold Unread and Not Bold Read Documents A document changes from Unread to Read as soon as you open it or create a reply Read unread status is specific to each individual user This means that your colleague may open and read a document but it will remain unread for you assuming that you have a separate Login ID and your colleague has not yet sent a reply A document will change automatically from Unread to Read when your SmartSupplier detects that another user has sent a reply You can override the read unread status of selected documents by right clicking on the document or using the Edit Mark as Read Mark as Unread menu option Closed Lost RFQ Indicator An RFQ document can be sent from a buying company to multiple supplying companies If the Order for
29. ibed above Header Tab On the Header Tab there is an Order Response box on the lower left hand side of the screen To the right of the Order Response field click on the down arrow to choose from one of three options Confirm with prices Accept Only and Decline Order Page 36 S SHIPSERV One Step Ahead Decline to Quote Declining SmartSupplier User Manual From within the displayed RFQ click Decline to Quote G S ExpertSupplier marinda smart supp for purposes only File Edit Tools Go Help i E Reply Create Quote auto match Create Quote blank lied Decline to Quote CJ Auto Decline RFQs 2 CJ Orders 23 fo Outbox ap Sent El Quotes CJ Order Cont EZ 7 Action these now Ta F User 204446 Wersion 2 2 0 0 Note it is possible to select multiple transactions and decline them in one action Inbox RFQs ml i Status Closed Won Quoted Closed Lost Unacho Closed Lost Unacho Closed Won Confirm Unaction ed ma ed Quoted Declined Closed NU ma RFQ Ref 10512 09 PO1091 109120 10912 09 RFQ0311 10565 09 RFQ T105 Subject 10912 0928 PO10912 0928 2x 10912 0928 1x 10912 0923 1x 10569 0826 004x RFQ091115 2x RFQ091115 1x 10569 0910 3 This is an ae icf Forward Ji H Archive f Send Receive j Settings 4 Find Gr Date ma 28 915 ma 89 ma 278 9 _ on 23 9 15 Li a
30. ine items as the Quote and original RFQ Supplier Insight Report This version of SmartSupplier also gives access to our newly improved Supplier Insight Reports which allows you to see information about how successful you are at wining quotes SJE F7 A PA a Asides T Corp for DEMO TEST onh 123 CI TY 777 Tammy o Ps File Edit Tools Go Help a a amp Send Receive L Settings Sales l 3 NG Andaya Buying Corp for DEMO TEST Inbox RFQs yo O Orders BI Outbox GD Sent CJ Quotes Gg Order Conf CJ Invoice Credit Notes We ve made improvements to your Supplier Insight Report TI See all the key information on one screen New information added including the number of unique ShipServ buyers you have traded with Shows all the RFQs and quotes you ve had on ShipServ on the first screen Easier to compare to previous pernod For more information about value events place your mouse over the numbers 236 C2 181 A 4 lt a For more detailed report go to Detailed breakdown section Summary b Detailed breakdown b A m 10 12 2015 SJ Connected We also show you how many views your Pages Profile and Pages Contact information received and how that translates into Quotes Andaya Buying Corp for DEMO TEST oniy123 oho File Edit Tools Go Help o S amp Send Receive Settings Supplier Insight Report for Andaya Buying Corp for DEMO TEST only123
31. is intended to be a QuickStart Guide for new users of SmartSupplier For detail information regarding catalogue functionality with its inherent auto pricing capability please refer to our complete SmartSupplier user guide ShipServ Customer Service Centre Should you experience any difficulties using SmartSupplier the ShipServ Customer Service Centre is available 24 hours a day 7 days a week as at support shipserv com AsiaPacific Americas Europe support shipserv com support shipserv com support shipserv com Phone 852 2501 9210 Phone 1 732 374 3863 Phone 44 203 051 0255 Support hours Support hours Support hours 0900 1800 Hong Kong 0830 1700 US East Coast 0830 1700 CET DK 0100 1000 GMT 1230 2100 GMT 0730 1600 GMT Installation Instructions SmartSupplier can be accessed via the following link http www shipserv com smartsupplier download html The following instructions will guide you through the process Preparation Before installing SmartSupplier make sure you know your ShipServ Login ID and Password You should have received this by e mail from ShipServ Note that SmartSupplier uses Microsoft NET Framework The SmartSupplier installation program will check if you already have this installed and if not it will download and install it for you Note that this is a large download 25MB which requires a broadband connection If you do not have a broadband connection and the installer detects that you need NET Framewor
32. k we recommend that you cancel the installation and ask ShipServ Customer Services to send you a SmartSupplier Installation CD and instructions for installing from that CD Check that your computer meets the following minimum system requirements e Operating system Windows XP Windows 7 Windows 8 Windows 8 1 amp Windows 10 Processor at least Core 2 Duo Memory 2G 4G recommended Microsoft Internet Explorer 9 or later Microsoft NET Framework 3 5 Microsoft Data Access Components MDAC v2 6 or later If you have an earlier version of MDAC then version 2 6 will be automatically installed when you install SmartSupplier Free disk space 1G plus 96 MB Minimum 256 MB Recommended for Microsoft NET Framework if not already installed e Or the minimum required by the operating system whichever is higher e Display 1024 x 768 high color 1280 x 768 Recommended Installation from a Hyperlink Follow steps 1 through 3 below or if you do not have Administrator privileges on your computer ask your IT department to login as a user with Administrator privileges to perform these steps 1 2 Click Download Now When prompted to Open Run or Save select the Run or Open option You might also be asked to confirm running of an exe file from ShipServ which you should accept Follow the on screen instructions InstallShield Wizard until you see the message Installation of SmartSupplier is complete Note If you plan to install Sma
33. ly Select to enable the above setting otherwise it will only apply to the first send receive on this computer 4 Check for new documents every t seconds when online Unless you are disconnected or working offline SmartSupplier will check for new documents every t seconds This setting also applies when SmartSupplier is closed if you are running the Taskbar Service see section on Taskbar Service 5 Send immediately when online SmartSupplier sends the transaction immediately when online Operations 6 Run Taskbar Service when SmartSupplier is closed see section explaining the Taskbar Service The Taskbar Service can be stopped with the menu option File Close and Exit or by choosing the Exit option after clicking the Taskbar icon The Taskbar Service will restart next time SmartSupplier is started if you check this box 7 Autostart Taskbar Service on Windows startup 8 Notify me when new documents arrive for y seconds Check this box to enable a desktop alert to appear on the Taskbar when new documents arrive 9 Hide Replaced Documents When a document has been replaced the Original document will be hidden from the list of transactions 10 Enable Transaction Assignment Notifications When a document is assigned the receiving user receives a notification via e mail 11 Automatically launch Excel for Exported Documents SmartSupplier will automatically launch Excel when a document is exported NOTE Settings related to Purchasi
34. mport functionality or requirements of the Buying party You may be able to enter line item comments for RFQs from some customers but not others Also note that in some systems buyers will have to click a few more buttons to see your line item comments Your line item comments may most likely not be passed back to you when the Buyer issues you the Purchase Order for your quotation In view of this if you have important messages regarding a line item we suggest you append or enter it in the Item Description box Total Tab In the Total Tab enter the overall discount percentage in the Discount field add in Freight and one Other charge The Total Price will automatically be calculated is Create Quote JEE Hae s 0 E Export h Import Match Find Help To 1 APAC Buyer Shipping Company For Demo Only Quote Ref Vessel i MY Bianca Reference SmartCat 003 10Nov Header Items O Total Delivery S Payment B Terms a Preview Line Item Subtotal 12 430 00 Discount YA 0 00 Freight Other f Total Price 12 430 00 Currency USD US Dollar USD USD US Dollar UAH UAH Ukraine Hryvnia UGX UG Uganda Shilling UYU UYU Uruguay Peso Uruguayo UZS UZS Uzbekistan Sum YEB VEB Venezuelan Bolivar YND YND Viet Nam Dong YUY YUY Vanuatu Vatu Change the currency in which you wish to quote by selecting from the drop down list in the Currency box note that these currenc
35. n declined by MSlinger Supplier 1 TNID Comments Subject RFQ from ShipServ Global P Test with 2 Suppliers This is a pages RFG sent to 223338 and 223235 Contact Mark Slinger Email mslinger shipserv com Dated Quote Before Quote Response Decline Ref High Priority Decline to Quote Pd M SLinger Contact Specifying the reason for a declined RFQ will allow ShipSery to reduce the number of RFQs that you receive in the future that do not match the products amp services that you provide in the locations that you serve lal Saveas Draft CH send Page 38 SHIPSERV SmartSupplier User Manual One Step Ahead Auto Decline SmartSupplier has two types of Auto Decline features 1 Auto Decline of Closed Lost transactions where the PO was awarded to a different supplier The Resulting transaction status indicates Closed Lost Unactioned This functionality is a time saving feature which allows the user to save time by only working on transactions which have eE AS been filled by others S Re RFQ Auto Decline Settings Buyer Buyer Country Port Incomings RFQs associated with below buyers will be auto declined TNID Buyer Name pj 10912 Marinda Buyer ABC Inbox RFQs k ences decline aiba from maa in accordance with the defined rules gi U Status RFQ Subject Date Ve Closed Lost Unacboned PO10 PO1091 ma2829 2 0928 2x
36. ng will be covered in a later section Auto Decline Settings Click Settings or Tools RFQ Auto Decline Settings on the menu bar to update the following settings Ss RFQ Auto Decline Settings Buyer Port Incomings RFQs associated with below buyers will be auto declined TNID Buyer Name Marinda Buyer ABC Remove if Automatically decline RFQs from buyers in accordance with the defined rules i Allow creation of new rules when declining RFQs Automatically Decline Closed Lost RFQs Add Auto Decline Rule The Auto Decline settings allows users to define rules for e Specific buyers Buyer Tab Example in screenshot above e Specific countries Country tab or e Specific ports Port tab If a rule has been set up which covers a Buyer Country or Port then SmartSupplier will automatically decline such transactions 1 Automatically Decline RFQs from buyers in accordance with the defined rules Ticking this box will enable the Auto Decline rules which have been set up in the three tabs 2 Allow Creation of new rules when declining RFQs Ticking this box will activate the create rule during Decline option 3 Automatically Decline Closed Lost RFQs SmartSupplier will automatically decline a RFQ which has been won by another supplier ensuring no time is wasted on quoting for business won by others Upgrade to the Latest Version of SmartSupplier Standard Edition The auto upgrade feature of
37. ount K benhavn K benhavn Store Regnegade 5 2 tv K benhavn K Denmark 1110 Denmark Morten Vaupel Contact Morten Vaupel 45 33 32 31 20 Tel 45 3332 3120 i slam shipserv com Email Morten Vaupel mvaupel shipserv com Generic TEST test32 M V Morten Vaupel The following screen will appear allowing you to fill in the Header tab information about the RFQ including dates delivery address billing address and your terms and conditions Move on to the Create RFQ tab Here you can select line items mark items add line items and remove line items and then finally search or select a supplier The Select Supplier button will give a list of your previously used suppliers Vaupel Shipping FOR DEMOS ONLY Buyer Subject Generic TEST Billing Address Buyer Terms and Conditions Subject Generic TEST RFQ Ref Vessel E Hide Vessel Port Comments Forward RFQ Seve ae Dr When a supplier has been selected you will be taken back to the Forward RFQ window onanewtab Line items can be edited and your RFQ can be previewed saved or simply sent 5 Forward RFQ mY E Header Create RFQ Vaupel Starista pa a Supplier Name Vaupel StartStandard For Demos Only ae Erai Line Part Type Part No Unit Comments oo Ca IC 2 Bread 2 BX LE Juice 3 B0 g _ Nar oF a as aT JG FI
38. rsion will inoue a rolling 30 day count of your Unactioned RFQs RFQs that have not been ed and will enable you to drill into this filtered list of Unactioned RFQs via a 1 click process to Folder ur RFQ response times Watch this space for further information EY Sales es from strength to strength we Purchasing structure g g e Catalogues ShipServ Pages over 2 1 million visits every year ShipServ TradeNet sourcing over 2bn supplies every year E5 Marketing I g pp YY EE contact Ba Contacts Thank you for using ShipServ 2 SHIPSERV ato A r ma CT these r now Unactioned transactions Connection Status 08 04 2013 S Connected 7 ts Start ExpertSupplier Cha S The SmartSupplier home page looks similar to Outlook or Outlook Express with folders on the left hand side of the screen Folder Structure Sales Folder Inbox Folder The Inbox Folder holds your incoming transactions Requests for Quotation RFQs Enquiries Orders POs Purchase Orders Sent Folder The Sent Folder holds your sent Quotes Quotations and Order Conf Order Confirmations and Invoices Only Order Confirmations will show up in this subfolder If a Buyer has been set to receive Order Acceptances only the Order Acceptance will show up as a Status of the order itself and will not be duplicated here as a separate document Draft Folder The Draft Folder stores your Draft Quotes Quotations
39. rtSupplier on a server and then use Citrix or MS Terminal Services to allow several users to run SmartSupplier simultaneously choose the Server installation type instead of Typical to allow SmartSupplier to store each user s transactions in a separate folder SmartSupplier Initial Setup 1 If you logged in as Administrator when you installed SmartSupplier please login now as the user that will be using SmartSupplier 2 Start SmartSupplier from the Programs menu or by clicking the Desktop icon created during installation 3 When using SmartSupplier for the first time you must register SmartSupplier by entering your ShipServ Login ID and Password as provided in the e mail sent to you by ShipServ 4 On successful registration you will be asked to accept or confirm a new ShipServ Service Agreement You must accept the Service Agreement before you can use SmartSupplier Acceptance means that the new Service Agreement will replace any previous agreement between you and ShipServ but unless otherwise agreed your fees and payment terms remain unchanged 5 Finally you will be asked to review your Settings described below If you are unsure about these we suggest you leave them set to the recommended default settings which are suitable for most users 6 SmartSupplier should now connect automatically and begin downloading your latest transactions You may begin work on the transactions as soon as they appear in your Inbox folder
40. s A Find Inbox Quotes File Edit Tools Go Help Quote Ref RFQ Ref Subject Date Vessel Test999 TEST 000 Generic TEST Sat 9 913 MNV Morten Vaup JWw UK JWW Supplier Test Quot TEST 000 Generic TEST Sat NINI MW Morten Vaup Morten Vaupel Vaupel StartSt TestPO 138010000 Automatically Thu 7 13_ SSENTERPRIS Morten Vaupe Vaupel Chand Form Created e Catalogues E5 Marketing PE Contacts 13 03 2013 1 RFQs received E Connected To process the transaction click on the Create Quote button This will allow you to compare quotes in one screen a Cr asa Y _ L Vaupel Shipping FOR DEMOS ONLY Quote Ref i M V Morten Vaupel Reference E Header Items O Total GP Delivery E Payment P Terms Preview Create Quote Helper Complete the fields below and click the Next button to move through the screens in sequence Alternatively move through the screens in your preferred order by clicking the tabs above Click the Send button when all tabs are complete r RFQ Subject Generic TEST Comments Reference TEST 0001 Contact Morten Vaupel mvaupel shipserv com 07032013 Quote Before Create Quote E High Priority aaa Morten Vaupel 45 3332 3120 mvaupel shipserv com The Compare Quotes screen shows 1 Mark up 2 Currencies and Exchange Rates 3 Mark up per Supplier 4 Include Charges which if checked will b
41. this enquiry is then placed with one of these ShipServ enabled supplying companies SmartSupplier will indicate that this RFQ has been awarded to an alternative supplying company ExpertSupplier Chan Marine Supplier Company DEMO Only File Edit Tools Go Help Sa Reply B Forward 3f IE Archive f Send Receive a Settings GQ Find PA Cf d a r 7 we Action these now Sales Inbox RFQs E b Chan Marine Supplier Company DEM 3g METTENT E 6 Inbox PF 3C RFQs 482 DAD Sms s RFQ ie Auto Decline RFGs Closed Lost Quoted CJ Orders i El Dutho ClosedLost Quoted Closed Lost Quoted Closed Lost SL A Sl Azimuth Demo 6D Closed Lost Quote Univ Main En gime Spare Fart Test Bar DLS turer Closed Lost Replacement _ 13 Test Unactioned LE Requistion 1 Closed Lost Unactoned ga 2014 Thenmaris ti 3 12 14 3 00 kai Demot Closed Lost Unactioned _ S TES to 4 12 14 7 35 M Anne King Closed Lost Unactioned Closed Lost Unactioned medicine le ssd cot inact mx lAN CARIN Understanding which RFQs have been awarded to alternative suppliers will e Remove quoting or chasing time for Closed Lost RFQs e Provide insight into which RFQs are typically awarded to alternative suppliers Note in this version of SmartSupplier only full Orders to an alternative supplier will trigger an RFQ to be marked as Closed Lost Full Orders are defined as Orders that have the same number of l
42. upel AMO Created Form 1101350 MQuote6 ShipServ Test Fri 8 2 13 Falcon Arrow Morten Vaupel Gearbulk Nor Transaction 4 CJ Order Conf 1211350 MQuote3 ShipServ Test Wed 6 2 13 Quetzal Arrow Morten Vaupel GEARBULK g ka Transaction 1 EA Drafts I 1101350 Quote 2 ShipServ Test Wed 6 2 13 Falcon Arrow Morten Vaupel Gearbulk Nor CJ Quotes 18 Transaction 1 g Crder Conf 0011300 TEST Wed Office Gazocean 5 i a d SUPPLIER SHIPSERV XOOXXMA Test1 17 Test conf call Thu MT Mastera Morten Vaupel Neste Shippin 17012013 P Catalogues LE Marketing Sending Purchase Order Confirmation POC to buyer Open the order and click the Confirm Order button and follow the confirmation steps SFA Vaupel Shipping FOR DEMOS ONLY arms NG Confirm Order 2 Decline Order Forward 29 Related Documents 83 Assign Owner d tia Export a onfirm Order Ka x Purchase Order ShipServ Supplier Record ShipServ Buyer Record Vaupel Chandlers DEMOS ONLY Vaupel Shipping FOR DEMOS ONLY Hauser Plads32 3 th Test account Kebenhavn Kebenhavn Store Regnegade 5 2 tv Kybenhavn K Denmark 1110 Denmark Morten Vaupel Morten Vaupel 45 33 32 31 20 45 3332 3120 il slam shipserv com mvaupel shipserv com Test Forward Supplier Contact Contact Morten Vaupel Email myaupel shipsery com TEST 0001 09 Mar 2013 13 04 Generic TEST test32 M V Morten Vaupel 1230987 Line items can be added and r
43. y codes and descriptions are used as they are MTML compliant Your default currency is either set up by ShipServ when you first subscribed to SmartSupplier or is sent to you as a default by your Customer Delivery Tab Within the Delivery Tab select the Delivery Terms EXW FOB CIF etc from the drop down list and fill in other details Enter in the Quoted Delivery field the number of working days for delivery from acceptance of the Order Payment Tab Within the Payment Tab enter your payment terms and conditions Terms Tab Within the Terms Tab 7 input your Terms and Conditions Click on the Prices Good Until down arrow to see a calendar to ease data entry If RFQ is from the ShipServ Match Engine a pop up message will remind the user that they must indicate if the goods are Genuine or Branded spares If not from match the field is optional Srmartuppleer a You must select Genuine 5pare Branded before sending The Quality of spares can be indicated in the DrooDown in the Bottom Left hand side l S Create Quote o b E XxX El Header Items Total GB Delivery E Payment 9 Terms Attachments C Preview RFQ Buyer terms and conditions Quote a Supplier terms and conditions Prices Good Until ec LA snow Dai Preview Tab The Preview Tab lets you preview the completed quotation You can either Save as Draft to save the unfinish
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