Bidders - Vivacom Portal EN.pdf · 1. Chose the event you are interested in from the list of “Public events” and open it by pressing the event’s name. Note: in order to register

Bidders

– User Guide –

Version 1.0

January 2014

ISO 9001: System Integrator & Software Development

File name: Partner Portal BG.docx 2/32

Table of content

TABLE OF CONTENT ............................................................................................................................................... 2

TABLE OF FIGURES ................................................................................................................................................. 3

WORKING ON BIDDER’S PORTAL ........................................................................................................................... 5

REGISTER TO SYSTEM............................................................................................................................................. 6

VIEW THE LIST OF EVENTS ...................................................................................................................................... 8

EVENTS – ALL ................................................................................................................................................................ 8 PUBLIC EVENTS .............................................................................................................................................................. 9 EVENTS INVITATIONS..................................................................................................................................................... 10 CURRENT EVENTS ......................................................................................................................................................... 10 CLOSED EVENTS ........................................................................................................................................................... 11

REGISTER TO AN EVENT ....................................................................................................................................... 13

REGISTER TO A PUBLIC EVENT.......................................................................................................................................... 13 ACCEPT/DECLINE AN INVITATION TO AN EVENT .................................................................................................................. 14

PLACE AN OFFER .................................................................................................................................................. 17

FILL IN QUESTIONNAIRES ................................................................................................................................................ 17 SUBMIT QUALIFICATION BIDS .......................................................................................................................................... 17 DOWNLOAD / UPLOAD DOCUMENTS................................................................................................................................ 20

COMMUNICATING WITH THE EVENT ORGANIZER ................................................................................................ 22

ONLINE BID .......................................................................................................................................................... 23

CONTRACT MANAGEMENT .................................................................................................................................. 24

PURCHASE ORDERS MANAGEMENT .................................................................................................................................. 25 ACCEPTANCE PROTOCOLS MANAGEMENT .......................................................................................................................... 27 INVOICE ..................................................................................................................................................................... 29

PERSONAL SETTINGS ............................................................................................................................................ 30



Table of figures

FIGURE 1 MAIN STEPS ......................................................................................................................................................... 5 FIGURE 2 LOGIN FORM ........................................................................................................................................................ 6 FIGURE 3 EMAIL REGISTRATION ............................................................................................................................................ 6 FIGURE 4 REGISTER OPTION .................................................................................................................................................. 6 FIGURE 5 REGISTERING FORM ............................................................................................................................................... 7 FIGURE 6 REGISTERING CONFIRMATION MESSAGE ..................................................................................................................... 8 FIGURE 7 DASHBOARD PAGE ................................................................................................................................................. 8 FIGURE 8 LIST OF ALL EVENTS ............................................................................................................................................... 9 FIGURE 9 PUBLIC EVENTS LIST ............................................................................................................................................... 9 FIGURE 10 EVENT INVITATIONS – IN DASHBOARD ................................................................................................................... 10 FIGURE 11 LIST OF EVENT INVITATIONS ................................................................................................................................ 10 FIGURE 12 ONGOING EVENTS – IN DASHBOARD...................................................................................................................... 11 FIGURE 13 LIST OF CURRENT EVENTS ................................................................................................................................... 11 FIGURE 14 CLOSED EVENTS – IN DASHBOARD ......................................................................................................................... 12 FIGURE 15 LIST OF CLOSED EVENTS ...................................................................................................................................... 12 FIGURE 16 SELECT WANTED PUBLIC EVENT ............................................................................................................................ 13 FIGURE 17 REGISTER BUTTON ............................................................................................................................................. 13 FIGURE 18 CONFIRMATION MESSAGE ................................................................................................................................... 14 FIGURE 19 SELECT WANTED EVENT ...................................................................................................................................... 14 FIGURE 20 ACCEPT/DECLINE BUTTON .................................................................................................................................. 15 FIGURE 21 ACCEPTED INVITATION EVENT .............................................................................................................................. 15 FIGURE 22 DECLINED INVITATION EVENT ............................................................................................................................... 16 FIGURE 23 FILL IN QUESTIONNAIRE ...................................................................................................................................... 17 FIGURE 24 AUCTION’S QUALIFICATION BIDS ........................................................................................................................... 18 FIGURE 25 PLACE BID TO GET FIRST ...................................................................................................................................... 18 FIGURE 26 PLACE BID FOR AN ITEM ...................................................................................................................................... 19 FIGURE 27 REJECTED ITEM/LOT........................................................................................................................................... 19 FIGURE 28 UPLOAD THE EXCEL FILE ...................................................................................................................................... 20 FIGURE 29 UPLOAD FILE .................................................................................................................................................... 20 FIGURE 30 AUCTION’S DOCUMENTS ..................................................................................................................................... 21 FIGURE 31 AUCTION’S MESSAGES ........................................................................................................................................ 22 FIGURE 32 ONLINE BID ...................................................................................................................................................... 23 FIGURE 33 MY CONTRACTS LIST .......................................................................................................................................... 24 FIGURE 34 CONTRACT DETAILS ............................................................................................................................................ 24 FIGURE 35 PO LIST ........................................................................................................................................................... 25 FIGURE 36 PO DETAILS ..................................................................................................................................................... 25 FIGURE 37 LIST OF AVAILABLE ACTIONS ................................................................................................................................. 26 FIGURE 38 PO SIGNING ..................................................................................................................................................... 26 FIGURE 39 ACCEPTANCE PROTOCOL HEADER CREATION............................................................................................................ 27 FIGURE 40 CREATE AP ITEMS ............................................................................................................................................. 27 FIGURE 41 ACCEPTANCE PROTOCOL ACTIONS ......................................................................................................................... 28 FIGURE 42 SIGN AP .......................................................................................................................................................... 28 FIGURE 43 CREATE INVOICE................................................................................................................................................ 29 FIGURE 44 INVOICE HEADER ............................................................................................................................................... 29 FIGURE 45 ADD ITEMS ...................................................................................................................................................... 30 FIGURE 46 MANAGE ACCOUNT OPTION ................................................................................................................................ 30 FIGURE 47 MANAGE ACCOUNT – PREFERENCES ..................................................................................................................... 31 FIGURE 48 MANAGE ACCOUNT – COMPANY INFORMATION ...................................................................................................... 31 FIGURE 49 MANAGE ACCOUNT – CONTACTS ......................................................................................................................... 32





Working on bidder’s portal

Figure 1 Main steps

Step 1: Register to system

Step 2: Register to auction

Step 3: Accept the invitation to participate

Step 4: Send the offer (Qualification bid)

Step 5: Participate to auction



Register to system

In order to participate to an event you need an account.

Figure 2 Login form

A. If you don’t have an account and you received an invitation by email, you should register by following the steps:

1. Activate your account by following the URL that is highlighted:

Figure 3 Email Registration

2. Then you can access your account by using the link:

http://213.91.175.53:8080/EN

Then log in by using the credentials that are sent in the bottom of the email.

After you log in you can reset your password.

B. In order to register in the Partner Portal, without having received the invitation email, you need to follow the steps below:

1. To register you must access the Vivacom site and then the Register option.

Figure 4 Register option

http://213.91.175.53:8080/EN



2. System opens a registration form, which you must fill in. Mandatory fields are marked by a red star “ * “.

Figure 5 Registering form



After submitting your company and your personal data system will display a confirmation message and you will receive a registering confirmation e-mail.

Figure 6 Registering confirmation message

The e-mail also contains next steps you need to follow.

After registering confirmation you can access the site using the user and password that you defined in registration process.

View the list of events

Dashboard tab presents an overview of the events you attended; the information is grouped according to their status.

Figure 7 Dashboard page

Events – all

You may see the list of all events with its statuses, by accessing “Events” menu.



Figure 8 List of all Events

Public events

Here are listed all events created as public, so you don’t need to be invited to it in order to see it and participate to it.

The list can be accessed using the “Public events” menu.

Figure 9 Public events list



Events invitations

Here are presented the events that you are invited to participate and you didn’t confirmed or decline your participation.

Figure 10 Event invitations – in dashboard

You can see the list of all Event invitations if you use the “Show all” button.

Figure 11 List of Event invitations

Once an invitation is accepted, you will find it in “Current events” menu.

Declined invitations can be found in “Closed events” menu.

Current events

Presents all events you accepted.



Figure 12 Ongoing events – in dashboard

You can see the list of all Current events if you use the “Show all” button.

Figure 13 List of Current events

Closed events

Presents all events that you declined.



Figure 14 Closed events – in dashboard

You can see the list of all Current events if you use the “Show all” button.

Figure 15 List of Closed events



Register to an event

On the Vivacom supplier site you can register your intention to participate to a public event or to an event you receive invitation to participate.

Register to a public event

In order to register to a public event you must follow next steps:

1. Chose the event you are interested in from the list of “Public events” and open it by pressing the event’s name.

Note: in order to register to an event you must be connected with your username and password. If you don’t have a username, you can create yourself following Step 1

Figure 16 Select wanted public event

2. View the event details, and press the “Register” button.

Figure 17 Register button

After pressing the “Register” button, your registration is sent to organizer.

Until the organizer approves your participation your account will have “Pending for approval” status.



Figure 18 Confirmation message

If organizer approves your request for event participation, status will be updated to “Accept/Decline”.

You will receive your participation invitation in an e-mail with instructions for participation.

Accept/Decline an invitation to an event

In order to accept/decline an invitation you received for an event you must follow next steps:

1. Chose the event from the list of “Invitations events” and open it by pressing the event’s name.

Note: in order to register to an event you must be connected with your user and password. If you don’t have a username, you can create yourself one following Step 1

Figure 19 Select wanted event



2. View the event details, and press the “Accept/Decline” button.

Figure 20 Accept/Decline button

After pressing the “Accept/Decline” button, your will have to choose your action Accept or decline the invitation:

All accepted invitation you will find in “Ongoing (or “Current”? – shall be replaced by Active) events” menu.

All declined invitation you will find in “Closed events” menu.

Figure 21 Accepted invitation event



Figure 22 Declined invitation event



Place an offer

After confirming participation to an event you can send answers to questionnaire selecting “Questionnaire” tab, complete the answers and select "Save intermediate results" option if you want to review answer before sending it, or the "Send" option if you want to send your answers to the organizer.

Fill in questionnaires

In order to fill in answers to questionnaire’s questions, you have to follow next steps:

1. Select wanted event from the Current events list

System will display for each questionnaire set for the event a different tab.

2. Questionnaire tab.

Figure 23 Fill in questionnaire

3. Fill in answers for all questions, or for part of them, and press “Save intermediate results” button.

Note: Intermediate saved results are visible for organizer as draft.

4. After all answers are filled in and you consider them as final, you have to press “Submit” button in order to send them to organizer.

5. After submitting a questionnaire’s answer those answer will become read-only, and you will no longer be able to edit them.

If you made a mistake, and you see it after submit, you can ask the organizer to reopen your questionnaire answers, so you to be able to correct the answer.

Submit qualification bids

In order to submit a qualification bid, you have to follow next steps:

1. Select event from the Current events list



System will display a special tab for qualification bids, named “Qual. Bids”.

2. Access “Qual. Bids” tab

You can post an offer using “Place bid” button for each item.

Figure 24 Auction’s qualification bids

If you wish to reject participating to the event you can chose “Turndown event” button.

If the “Reject Lot” button a line level is present it means that you have the option turn down per lines;

If the “Bid to get first column” is present, the system suggests the price for becoming the first;

Figure 25 Place bid to get first

If present, Overall Score shows the ranking.

When selecting the “Show best price”, the price will be listed in the Supplier Portal -> Qual Bids tab as additional column “Best Price” close to the rank

3. Place a bid for an item

If you select “Place bid” button you will have to set a unit price for each article from the acquisition, and also the delivery date that you assume for that product. The offer will be post in the currency that the organizer selected (displayed in summary tab). Once your proposed prices are sent, you can no longer update them if the Place bid deadline is over. However, the organizer might decide to invite you to further event auctions, where you might be able to change your prices.



Figure 26 Place bid for an item

If you don’t want to bid for an item you can use the “Reject Lot” button.

Figure 27 Rejected item/lot

After placing bids/or rejecting for all item system will display a confirming message that “Your bid was placed”.

Submit qualification bids from Excel

Step 1 Download Excel

A template Excel file will be downloaded. The Excel contains validations. The suppliers will place their bids

Step 2 The Supplier selects the file that will be uploaded



Figure 28 Upload the excel file

Step 3 Submit the excel file for upload

Figure 29 Upload file

Download / Upload documents

In “Documents” tab, you can download files uploaded by the organizer (technical specs, instructions, etc.).

You also can upload files in 2 sections: Financial offers and Technical offers.

Files you uploaded are available only for organizer.



Figure 30 Auction’s documents



Communicating with the event organizer

You can send messages to the organizer using “Messages” tab.

The messages that organizer posted for you especially or for all bidders are also displayed.

Figure 31 Auction’s messages



Online bid

In case you are invited to an auction, you will receive an informing e-mail.

In the event’s interface the “Auction” tab will be visible and will be available one hour before the auction begin. The time until the auction start will be also displayed.

In the hour before the auction start, all auction’s articles will be displayed.

You can post your offer starting from the moment the auction starts.

The remaining time will also be displayed.

During the auction your position relative to other bidders will be shown. You can submit several bids successively for better ranking.

Figure 32 Online bid



Contract management

In the Bidders’ portal, the user can access his contracts by clicking the “MyContracts” item from the top menu.

Figure 33 My contracts list

By clicking the contract name, he/she can see the contract details:

Figure 34 Contract details

In the Items tab, one can see the contract items.

In the Purchase order tab there is the list of POs.



Figure 35 PO list

Purchase orders management

In order to access the PO details the bidder needs to click on the PO number.

Figure 36 PO Details

In this form, the bidder sees the PO header details, the list of PO items and the list of acceptance protocols associated to the PO.



Above the list there is the “Actions” menu, where the bidder has to perform the following steps:

Figure 37 List of available actions

1. Download- when clicking the download button the PO file is downloaded; The bidder, needs to open the PDF, digitally sign it either with AdobeReader, or with a different application.

Figure 38 PO signing

2. Upload- After signing the PO, the bidder has to upload the signed PO 3. Before uploading the file the bidder can reject the PO. 4. After uploading the file, the bidder needs to approve the PO, in order to be able to create

acceptance protocols. 5. After accepting the PO, the bidder creates the acceptance protocol;



Acceptance protocols management

Figure 39 Acceptance protocol header creation

After saving the details, the user is redirected to the items page. The list automatically populated with the PO items.

For each item, the bidder can specify which line to include, by clicking the box in the first column, fill in the approved quantity and the invoiced price. The PO lines that can be included in AP are the ones for which, the quantity is not already accepted (not all the quantity was included in the previous APs that were created for that PO). Then the bidder needs to save the AP.

Figure 40 Create AP Items

The bidder can also edit the AP in excel. For this, the download Excel button should be clicked. The excel file is downloaded. The bidder fills the editable columns. Then the file is uploaded.

After the AP is created the list of possible actions is available.



Figure 41 Acceptance protocol actions

The bidder has to take the following actions:

1. Download file for signature- the PDF version of the AP will be downloaded for signature. 2. The bidder needs to sign the file, similar as the PO flow presented above;

Figure 42 Sign AP

3. The signed document is then uploaded, by clicking the Upload button. 4. After uploading the AP, the bidder needs to submit it for Vivacom’s approval.



Invoice

For the invoice creation, the bidder goes in my contracts page and in the Invoices tab clicks “Create Invoice” from the action bar.

Figure 43 Create invoice

The bidder needs to fill in the invoice header data and save it.

Figure 44 Invoice header

At header level the exchange rate needs to be filled in by the bidder.

After save, in the items tab, the acceptance protocols that are available for being included on the invoice are displayed.

The bidder selects the lines that are to be included and Saves them.



Figure 45 Add items

In case of advance payments, the bidder needs to fill in the down payment field.

After the invoice is saved, from the Actions menu the bidder has to perform the following actions in the order listed below:

1. Download invoice – downloads the invoice document signed by Vivacom in order to sign it with his signature;

2. Uploads the signed document; 3. Submit for Approval.

Personal settings

You may customize your account using “Manage account” option. Please keep all information up to date so that the organizer could successfully interact with you at any time and for any procurement or payment issues.

Figure 46 Manage account option

You can set the time zone and preferred language.

All changes are recorded using the Save button.



Figure 47 Manage account – Preferences

Figure 48 Manage account – Company information



Figure 49 Manage account – Contacts