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E-Procurement Manual For Overseas Supplier

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Index

Sl. No.

Subject Page

1 Eproc userid creation Page 3

2 Different ways to access eproc site Page 4 - 6

3 Site Demo Page 7 - 46

3 Login to eproc site Page 8-9

3.1 Step to Change password Page 10-13

3.2 E-proc site view, Personal Detail, User Id and TCOC acceptance Page 14-18

3.3 Enquiry acknowledgement Page 19-21

3.4 Submission of Quotation/Regret Page 22-35

3.5 Order acknowledgement Page 36-39

4 Forgot login Information Page 40-46

5 Other Facilities for Suppliers Page47

6 Pre-Requisites for an e-Partner Page 48

7 Responsibilities Of Suppliers Page 49

8 Benefits to the Suppliers Page 50

9 Do’s & Don’t for the Supplier’s(Related to browser) Page 51

10 Do’s & Don’t for the Supplier’s(Related to site not opening) Page 52

11 Contact details for eprocurement Related issue Page 53

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Eproc User id CreationThe eproc userid will be created by Tata Steel and that will be sent to the vendor with

user id and password along with some other information like site address and Tata Steel purchase business policy. The mail content will be like

Dear Friend, CONGRATULATION!!!You have been allotted User id and Password for accessing Tata Steel E-Procurement site.This E Initiative was taken up by Tata Steel couple of years back and both we and as well as others who are already our E partners, have started getting tremendous benefits of the same and there is no looking back on the same. This is a WIN-WIN situation for both of us. As a step forward, this additional initiative is being taken with immediate effect. Now we are pleased to inform you that you have become our E-Procurement Partner. Welcome and join the E partners club of vendors at TATA Steel. There are many other advantages you shall get from this. However all these shall be communicated to you at the appropriate time by us.

Your Vendor Code : I063 Your Name of the Organization: I.M.S & SUM HOSPITAL Your User-ID : testvend Your password : test (FOR SECURITY REASON, PLEASE CHANGE YOUR PASSWORD AFTER FIRST LOGIN. PLEASE NEVER DISCLOSE YOUR PASSWORD TO ANYONE AT TATA STEEL).

We expect the following from you and would request you to make a serious note of the following: 1. All quotations against RFQs must be submitted through this site only. We are making necessary changes in the computer program that once we make you as an E Partner, we shall not accept fax/Email or manual quotations from you and shall be totally ignored. These are very clear management guidelines. 2. Information on Imminent delivery must be filled by 10th of every month and are also making necessary computer program changes as mandatory for all order/ delivery orders. 3. You must access your site on a daily basis. System shall also trigger an E Mail to that effect. 4. Please and we repeat, please do not make this system person dependent. In such a case, there is every likelihood that you may loose on a valuable business because of the person dependant person not being there. Pl. logon to www.tatasteel.co.in and start using the site. In case of any problem on site, please refer to the FAQ on the E Procurement site . Thanking you and wishing you a very happy E Procurement Partnering........

Subrata Dhar, Sr. Manager and Team Lead, Vendor Management, Procurement Division, Jamshedpur, India

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Three ways to access Eproc site – Method 1

1.Typewww.tatasteel.co.in in the URL

2.Click on e-

procurement

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1.Typeebiz.tatasteel.co.in in the URL

2.Click on e-

procurement

Three ways to access Eproc site – Method 2

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Type www.tatasteel.com and follow the below steps

1.Type www.tatasteel.

com

Three ways to access Eproc site – Method 3

2.Click on’ vendor Zone’

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Site Demo

Open Internet Explorer

3.Click on Internet

Explorer to Open browser

2.Click on Programs

1.Click on “Start”

After getting the user id and password the supplier can start accessing eproc site by below steps

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Logging into the site

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1.Type Address as in page 4 or

5 or 6

2.Type User Id (Not Case Sensitive)

3.Type Password

(Case Sensitive)

4.Click to Enter Site

5.Click to Retrieve Forgotten password(click on the link forgot password)

Change Password Steps

Procurement Division 10

To change password click

on ‘change password link’

1.After the first login vendors are requested to change the system given password and customize it according to their convenience

Do sequentially as the callouts are comingto change password

Procurement Division 11

1.Give old password’

2.Put new password’

3.Confirm new password’

4.Click on Change

password link

After clicking on ‘change password’ button the below screen will come confirming that password changed successfully

Procurement Division 12

After change in password successfully in previous screen the system will ask to login again with a new password

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2.Type User Id (Not Case Sensitive)

3.Type new Password

(Case Sensitive)

4.Click to Enter Site

Click on any link..Like enquiry , Order , Delivery order, Schedule agreement , Imminent delivery , Delayed Delivery ,GR , payments in order to see the respective transaction

1.Click on any link in order to

proceed through Eproc

siteThis will take you to next

page

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Eproc Site View Details

Check Personal Details

1. If OK Click to move to next page

2. If you make any changes click here to go to next

page

3.Click to Cancel

Changes done

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User Id Acknowledgement

1.If you want to accept click on this button and go to next page code of conduct

2.If do not want to accept click

on reject

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1.After clicking the reject Button will take you to this screen and user A/C will be

revoked

Rejection of User Id

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Code of Conduct

After accepting user id the supplier has to acknowledge the Tata Code Of Conduct(TCOC)

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1.Accepting Code of Conduct will redirect to next

page

2.Rejecting Code of Conduct and give comments

Enquiry Acknowledgement

1.Enquiries to acknowledge before

entering the E-procurement site

Click in the Enquiry no. to see the details

as in page 20

2.Initially the status is ‘Not

Acknowledged’

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Enquiry Acknowledgement

1.Click “I Acknowledge” to acknowledge the

enquiry no. (1400024860)

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Enquiry View1.Now the enquiry is

under Enquiry Tab

2.The acknowledgement status of enquiries are

‘YES’

Enquiry (Materials) Details

1.Item Level

Description

2.Click to Quote

3.Click to Regret

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Moving to secure site part for Quoting

After clicking on the “quote now ” button the system will ask you to login again for security issue

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Click on ‘OK’ button

Logging into the secure site

1.Type User Id (Not Case Sensitive)

2.Type Password

(Case Sensitive)

3.Click to Login again

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1. Enter Reference (Mandatory)

2. Click to select

Currency

3. Click on down-arrow and select from list

4. Enter your value here

After putting the desired valuesthe page will be looking like the page no. 26

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Filling up Extra-Charges

1.Click to Proceed Quoting

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Quoting Against Items

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2.Click to view

Description of the Item

3.Tick to Quote for the Item

4.Enter Rate per

Unit

5.Enter Expected time

to Deliver goods

6.Write Comments (if any)

1.Click to select

currency

Quoting Against Items

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2.Click to See/Change

Extra Charges

5.Click to view/quote next set of

items

6.Click to view last page with

items

8.Click to Submit Quote

7.Click to Submit

Quote in Draft Mode

1.Enter Port Details

(Optional)

3.Enter Unit Weight

(Optional)

4.Select Unit of

measurement (Optional)

Successful Quotation

1.Message Confirms

Successful Quotation

2.Click to View Quotation Details

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View Submitted QuotationPrint View

of the Submitted Quotation

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If the RFQ is already quoted then to modify the quotationClicking on the RFQ the next screen will come

Procurement Division 31

4.Click to open the already

quoted RFQ and modify

1.Tag for quoted

RFQ 2.Tag for quoted RFQ 3.Tag for

Regreted RFQ

Modify Quote/Regretting an Enquiry

1.Click to Modify Quote

2.Click to View Quoted

Details

3.Click to Regret Quote

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Moving to secure site part if the supplier click on ‘Regret’ button

Click on ‘OK’ button

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Regretting an Enquiry

2.Click to Regret Enquiry

1.Write Reason for Regretting

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3.Click to delete

Comments

Regretting an Enquiry

1.This message confirms regret

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1. If there is a direct order to the supplier from Tata Steel , then the order placed against the supplier / service provider will be displayed to supplier ‘s eproc site and the system will be asking for acknowledging the Order, like in page no. 37.

2. If there is no direct order against the supplier / service provider from Tata Steel, then TLL / OREMCO will process the order for further transaction and there will be no order acknowledge and order display provision for the supplier / service provider .

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Conditions

Order Acknowledgement

1.Click here for

Details of Order No

(2200014159)

After acknowledging the RFQ, the supplier / service provider has to accept Purchase Orders (if any) also.

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2.Notice that acknowledgem

ent status is ‘NO’

Order Acknowledgement

1.Click here to

Acknowledge the Order

(2200014159)

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1.Now the order is

under Order Tab

2.The acknowledgement status of the order

is ‘YES’

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Order View

Forgot Login Information

• If the supplier forgets his / her password for accessing eproc site then how to retrieve the password has been explained in page 37- 40

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1.Click on this link

In Case if someone forgets his / her eproc password

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1.Select location from the dropdown

2. Give User id

3.Click on this button

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Two ways to access Forgets password -Method 1

1. Select ‘Tata Steel’

from Dropdown

2.‘Tata Steel’ as location

selected

4. Click in this button & go to page no.

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3 .Give the user id

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Method 1 - Forgets password Example

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Two ways to access Forgets password -Method 2

1.Select location from the dropdown

2. Give Vendor Code

3.Click on this button

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Method 2 - Forgets password Example

1. Select ‘Tata Steel’

from Dropdown

2.‘Tata Steel’ as location

selected4. Click in this button

3 .Give the Vendor Code

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Check password in

given email id

Result

After clicking that button a new password will be mailed to the supplier/ service provider’s registered mail id

Back

Other Facilities for Suppliers

1. Messages floated by Administrator on home page

2. User id-Password request (for existing ones, in case forgotten)

3. FAQ’s & Troubleshoot information

4. Facility to contact e-Procurement Administrator through the site

5. Direct Contact (email) with the Ethics Counselor of Tata Steel

6. Online acceptance of Code of Conduct of Tata Steel

7. Automatic Reminders for new Orders and RFQ’s

8. Email to eProc. Administrator for modification of Phone/FAX/email

9. Other Information under the Facility Page(eg. Policies, circulars as and when floated by Site Admin)

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Pre-Requisites for an e-Partner

• Should be a Registered supplier / service provider having e-mail address registered with Tata Steel, India

• Smooth running Internet Connection

• Internet Explorer 6.0 and above for browsing the Site

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Responsibilities Of Suppliers

• To check e-mails on regular basis

• To regularly check for new information on the site

• To regret online, if do not want to quote for any enquiry

• To acknowledge all Orders, if any

• To update current Contact Details

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Benefits to the Suppliers

1. On-line Enquiries (No hardcopy / E-mail / Fax movement)

2. On-line Orders, if any

3. On-line submission of quotation (No hardcopy / E-mail / Fax

movement)

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Do’s & Don’t for the Suppliers

Related to Browser (Internet Explorer)

1. Use Internet Explorer 6.0 and above.

2. The browser keeps the page in the memory and many a times, throws the old page with

old data, instead of getting the latest data. To avoid this, remove these files from

memory. To do this:

A. Go to Internet Explorer Menu bar - Tools - Internet Options - Temporary Internet Files

- Delete Files.

This will delete the old files stored in memory and get the latest data.

Delete cached filed for the memory from time to time (once a week)

B. Go to Internet Explorer Menu bar - Tools - Internet Options - Temporary Internet Files

– Settings

Under Check for Newer Version of Stored Pages, select "Every Visit to the page".

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Do’s & Don’t for the Suppliers

Related to Site not opening:

1. Check that Internet Connection is up.

2. E-Procurement Site of Tata Steel is accessible through three addresses simultaneously

as described earlier

If one of these don't open, try with the other address.

3. You should be able to access other sites like yahoo.com, google.com, etc. If you have

problem opening these sites as well, then it is your local internet problem. Else, report

problem for e-Procurement site.

Faq’s

1. More detailed note related to some of the specific problems is existing on the site

under the heading "FAQs". Go through the FAQ’s to help you out with your problems.

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Contact Details For eproc Related Issue

Name Mailid Phone no

Mr. Subrata Dhar

subrata.dhar@tatasteel.com

91 657 66 45367

Mr. Subhadeep Sen

subhadeep.s@tatasteel.com

91 657 66 47069

Procurement Division 53

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Thank You