Difference between revisions of "Auction General Data"

Latest revision as of 00:15, 14 March 2014

General Data[edit]

General information[edit]

In the General information tab, complete all the information related to the project.

Complete the information field and do not forget to click Save. Participation conditions can be attached to the project.Once attached, participants will be asked to confirm before accessing the project.

Important note: Marked fields with a red asterisk (*) are mandatory.

Create the Project team[edit]

• How to invite buyers?

1. In the Project team tab click on New.

2. Enter the buyer’s name.

3. Then, click on the corresponding icon to search for the buyer.

4. Select the buyer.

5. Click on Apply icon.

• Actions

Roles:

Click on the icons to define buyer’s roles.

- The Guest role does not have any rights on the project.

- The Project assistant role has the same rights as the project leader with exception of deleting and canceling projects.

- The Leader substitute role has the same rights as the project leader.

- The Awarding Approver is responsible for finalizing the auction.

To delete buyers from your project list click on the corresponding icon.

Note:

You have the option to set a buyer as a surrogate bidder.''

Warning: only project managers and substitutes can set buyers as surrogate bidders.

Create the Suppliers circle[edit]

* How to invite suppliers?

1. In the Supplier circle tab, click on New

2. Enter the supplier’s name.

3. Then, click on the corresponding icon to search for the supplier.

4. Select the supplier.

5. Validate by clicking on the validation icon.

* How to remove suppliers?

Click on the corresponding icon to remove invited suppliers.

Important note: If you want to remove an invited supplier after the project publication, see Chapter How to remove a supplier?

* How to view supplier’s information?

Click on the icon to display the supplier’s information.

* How to send an email to a participant?

Click on the corresponding icon to send an email to a specific participant.

The project leader can add recipient and browse and attach documents.

* How to send an email to one or several participants?

1. Select all or several suppliers by ticking the boxes.

2. Select Send an email from the drop-down menu.

3. Validate.

4. Enter your message and click on Send.

* How to invite a supplier substitute?

The project leader can invite several contacts from the same company. If there are multiple contacts from the same company, one will be set as the main supplier role and the others will be set as the supplier substitute role.

You also can change the Supplier substitute role to Supplier

Suppliers’ Incoterm[edit]

The project leader can apply different Incoterms to the participants.

1. In General Data Wizard, access the General information tab.

2. Select the Incoterms for the project.

3. Select the Incoterms and validate.

4. Access the Supplier circle tab.

5. Edit the partipant Incoterm.

6. Select the Incoterm and save.

Important note: The incoterms list must be created first by your platform administrator.

Supplier’s weightings[edit]

The project leader can equalize suppliers using the supplier weightings feature.

There are two options to insert supplier weighting factors. You can click on Switch mode to change the display of your factors’ table. The second display is more interesting when the same weighting factor is applied for all position lines from one supplier.

In order to set weighting factors to the participants bids, follow the steps below:

Important note: Your auction structure must be created before setting the weighting factors.

1. In the General data wizard, access the Supplier circle tab.

2. Access Weighting factors tab.

3. Click on Insert icon to insert a weighting factor.

4. Edit the weighting factor. To delete, click on the corresponding icon .

5. Enter the weighting factor name.

6. Select the line on which the weighting factor will be applied.

7. Select the supplier to be weighted.

8. Enter the weighting factor value.

9. Select the type of the value.

- Absolute: fixed value (€)

- Relative: percentage (%)

10. Select the direction of the weighting.

- Surcharge: added weight (penalty).

- Reduction: subtracted weight (discounted).

Important note: When relative and absolute weighting factors are applied to suppliers, the standard formula is : Weighted price = (Price * relative weighting) + absolute weighting.

To add 10% weighting on a supplier enter 1.10 in the value column and select relative type / surcharge direction. To remove 10% weighting on a supplier enter 0.90 in the value column and select relative type / reduction direction.

Upload / download documents[edit]

Categorization can be precisely defined on the Backoffice / documents. By default, it is set as mandatory before the upload but you can choose not to use it:

This chapter will describe how to manage documents’ categorization.

Without categorization[edit]

* How to upload documents?

1. In the Documents tab, click on New to upload a new document.

2. Enter a title for your upload.

3. Browse and attach the document.

4. Enter comments (optional).

5. Click on Finish to apply.

6. Once the document is uploaded, it has to be activated:

- Click on the corresponding icon to activate the document, only buyers will see the documents.

- Click on this icon to allow or not invited suppliers to access the document, both buyers and suppliers will see the documents.

Notes:

- The unchecked box indicates users do not have access to the document.

- The checked box indicates users do have access to the documents.

Use the drop-down menu to set more than one document.

Important note: Do not forget to click the green arrow to validate.

With categorization[edit]

This mode is selected on the Backoffice by default. The documents’ categorization is mandatory before the upload. However, you can choose whether you want to give access to suppliers, buyers or to all users, automatically or manually.

Without specific user access[edit]

1. In the Documents tab, click on New to upload a new document.

2. Choose the document owner if different from the project creator.

You can define additional attributes:

Start date and end date: the document will be visible (according to the access right : open for buyers, open for supplier) only when the start date is reached. End date : if the automatic archive is activated the document will be automatically archived when the end date is reached.

Auto Archiving: automatic archive when the end date is reached. (If it is not checked  : manual archive is done by a DMS administrator from the DMS module)

• How to download documents?

To download the document, click on the corresponding icon.

To download documents all at once: select all the documents (checking the boxes next to each document) then from the drop down menu select Download selected documents and validate.

With specific user access[edit]

The documents’ categorization settings have to be defined in the Backoffice.

To distinguish documents to upload for buyers from documents to upload for suppliers, the pop up function has to be activated in the Backoffice / documents.

1. In the Documents tab, click on New to upload a new document

2. Select the users’ access.

Others steps remain the same as described on the Without specific user access chapter.

Emails & reminders[edit]

From the Emails & reminders tab, buyers manage and send emails and emails and reminder templates. The templates are set in the projects by default.

By clicking on New the project leader is enabled to create new emails reminders into the project.

The Trigger name tab enables the project leader to send emails to participants.

The Email template name tab enables the project leader to insert existing emails and reminder templates into the project.

There are other features that:

- enable to view the history of sent emails.

- enables to edit the template.

- enables you to remove emails/reminders templates from the project.

Awarding rules[edit]

In this tab, buyer can choose which rules will be taken into consideration for the awarding process. In order to select the rules, follow the steps:

1. Click on New.

2. Select the rules.

3. Click on Apply.

When the rules are inserted you have the possibility to add a comment (optional), do not forget to save.

4. Enter a comment (optional).

5. Click on Save.

Important note: The awarding rules list must be created first by your platform administrator.

Project currency[edit]

For a multicurrency auction, buyer can choose in this tab which currencies will be used in the project and manage the conversion rate to be applied. To select one or more currencies, follow the steps bellow:

1. Click on New.

2. Select the currencies.

3. Click on Apply.

4. To edit the exchange rate, click on the corresponding icon

5. Enter exchange rate value.

6. Click on Apply.

Then, access the Supplier circle tab in order to set suppliers currency:

1. Edit the supplier currency.

2. Choose the currency in the drop-down menu.

3. Click on Save.