gem institution local contracts manager guide v1
TRANSCRIPT
prepared for institution users managing local GeM
contracts
Institution Local Contracts
Manager training guide
nstitution users managing local GeM
Institution Local Contracts
Manager training guide 1.6
nstitution users managing local GeM
Institution Local Contracts
CONTENTS Who does what ................................
Further information about GeM
Contract and purchasing procedures
Supplier queries ................................
Creating, merging and deleting Institutions
Training ................................................................
System operation issues ................................
@UK client forum ................................
Contacts ................................................................
JISC Procureweb Team ................................
@UK Support Team ................................
GeM Supplier Adoption Team
GeM overview ................................
GeM process ................................
Contract Management ................................
eMarketplace ................................
@UK PLC ................................................................
eMarketplace environment ................................
Accessing GeM ................................
Logging in ................................
Your home page ................................
Getting help ................................
Data entry ................................
Your profile ................................
GeM user roles ................................
Contract manager ................................
Administrator ................................
Purchaser ................................
All contracts ................................
Creating local contracts ................................
Agreements ................................
Lots ................................................................
Contracts ................................
Processing local contracts ................................
Price lists ................................................................
Attachments ................................
Subscribers ................................
Contract status ................................
Suppliers and products ................................
Finding companies ................................
New companies ................................
Finding products ................................
Supplier price changes ................................
Managing teams................................
Appendix 1: Permissions ................................
Appendix 2: Price list spreadsheet
2
................................................................................................
Further information about GeM ................................................................................................
ract and purchasing procedures ................................................................................................
................................................................................................................................
Creating, merging and deleting Institutions ................................................................
................................................................................................
................................................................................................
................................................................................................
................................................................................................
................................................................................................
................................................................................................
GeM Supplier Adoption Team ................................................................................................
................................................................................................................................
................................................................................................................................
................................................................................................
................................................................................................................................
................................................................................................
................................................................................................
................................................................................................................................
................................................................................................................................
................................................................................................
................................................................................................................................
................................................................................................................................
................................................................................................................................
................................................................................................................................
................................................................................................................................
................................................................................................................................
................................................................................................................................
................................................................................................................................
................................................................................................
................................................................................................................................
................................................................................................
................................................................................................................................
................................................................................................
................................................................................................
................................................................................................................................
................................................................................................................................
................................................................................................................................
................................................................................................
................................................................................................
................................................................................................................................
................................................................................................................................
................................................................................................
................................................................................................
................................................................................................
Appendix 2: Price list spreadsheet ................................................................................................
................................................................. 3
............................................. 3
...................................... 3
....................................... 3
........................................................... 3
.................................................... 3
.......................................................... 3
.................................................................... 3
............................................ 3
............................................................ 3
................................................................. 3
................................................. 3
................................... 4
............................................. 4
............................................................. 4
........................................... 4
................................................... 4
............................................... 5
.................................. 6
................................................. 6
................................................................ 7
.............................................. 7
................................................. 8
............................................... 8
.................................. 9
..................................... 9
........................................... 9
.................................................. 9
.................................... 10
................................................... 11
............................................ 11
......................................................... 12
................................................ 13
................................................ 14
................................................. 15
........................................... 16
............................................. 16
....................................... 17
.................................................... 18
.................................................................. 18
...................................... 19
..................................... 20
........................................................... 20
.............................................................. 21
.................................................. 22
................................... 23
Who does what Further information about GeMhttp://www.gem.ac.uk
Contract and purchasing proceduresJISC Procureweb Team
Supplier queries GeM Supplier Adoption Team
Creating, merging and deleting Institutions@UK Support Team
Training @UK Support Team
System operation issues@UK Support Team
@UK client forum Our online Client Forum carries announcements, outage reports, development plans and manuals. You may vote
for planned software changes, post your views and respond to other users:
URL: http://www.buyers.ukplc.net
Follow the above URL and select Register, then enter the required details.
Contacts
JISC Procureweb TeamEmail: [email protected]
Phone: 02920 870333
@UK Support Team Email: [email protected]
Phone: 01189 637052
Please have available whenever you call or email our Support Team:
• Your Username (used to login to the system)
• The exact text of any error message
• References such as Message ID or @UK Purchase Order Number
• The supplier name (if you were connecting to a website)
• Screenshots (if possible) of the failure process
The Support Team will try to resolve any issues on receipt, but complex problems may require development work
and will therefore take longer to fix.
GeM Supplier Adoption TeamEmail: [email protected]
Phone: 01189 357083
3
Further information about GeM
Contract and purchasing procedures
GeM Supplier Adoption Team
Creating, merging and deleting Institutions
System operation issues
Our online Client Forum carries announcements, outage reports, development plans and manuals. You may vote
for planned software changes, post your views and respond to other users:
.buyers.ukplc.net
Follow the above URL and select Register, then enter the required details.
JISC Procureweb Team [email protected]
Please have available whenever you call or email our Support Team:
Your Username (used to login to the system)
The exact text of any error message
References such as Message ID or @UK Purchase Order Number
The supplier name (if you were connecting to a website)
Screenshots (if possible) of the failure process
The Support Team will try to resolve any issues on receipt, but complex problems may require development work
and will therefore take longer to fix.
GeM Supplier Adoption Team [email protected]
Our online Client Forum carries announcements, outage reports, development plans and manuals. You may vote
The Support Team will try to resolve any issues on receipt, but complex problems may require development work
GeM overview GeM (Generic eMarketplace) was conceived to provide HE and FE Institutions with a repository for contracts,
shared content and a means of purchasing online by Pcard. The GeM Board (comprising representatives from JISC
Advance, Procureweb, Consortia, HE and FE Institutions) manage t
which is developed and maintained by @UK PLC.
The system is fast, reliable and easy to use. It gives contract managers access to load, maintain and publish
contracts. Local managers can customise their purchas
enquiries, orders, invoices and payments online.
GeM process National, Regional and selected Local contracts are created, items
loaded and access enabled for relevant member Institutions.
When contracts are published the content is loaded into
Institutions’ purchasing views and into supplier websites as their
custom catalogues for GeM buyers.
Contract ManagementManagement of contracts and user permissions is
carried out by three roles in GeM:-
• Consortium Contract Manager
• Contract Manager of an Institution which has
its own local contracts loaded into GeM
• Administrator of Institutions with no local
GeM contracts
Institution Contract Managers create
Contracts where, for example:-
Agreement = Stationery
Lots 1 and 2 = Paper and Pens
Contracts 1 and 2 = contracts with supplier 1 and supplier 2 for Paper
Contract 3 = contract with supplier 3 for Pens
Contracts hold header information and line item detail
eMarketplace Purchaser and Supplier environments are housed within the secure eMarketplace environment.
process enquiries and mini-competitions, place orders on contracted suppliers, receive invoices and make payment
by purchasing card – all online via their eMarketplace portlet.
Institutions which do not use GeM for purchasing have all the facilities for locating items,
running competitions, but may not add items or services into the shopping bas
@UK PLC @UK PLC was established in 1999 to help make the process of
easier and more efficient using the Internet. @UK has pioneered the process of e
organisations, facilitating controlled paperless ordering and payment.
SpendInsight AI spend intelligence tool analyses purchases down to order line item level, identifying potential
savings on products bought at different prices; most
other organisations pay for the same products.
GreenInsight calculates a scientifically valid carbon footprint for goods and services bought, giving an accurate
measure of environmental impact and
Full eProcurement portal functionality enables buyers to trade with multinational, medium
companies on- or off-contract. It can be seamlessly integrated with back
Agresso, or approval workflow, receipting, etc can be set up within @UK.
4
was conceived to provide HE and FE Institutions with a repository for contracts,
shared content and a means of purchasing online by Pcard. The GeM Board (comprising representatives from JISC
Advance, Procureweb, Consortia, HE and FE Institutions) manage the contract for provision of the technology
which is developed and maintained by @UK PLC.
The system is fast, reliable and easy to use. It gives contract managers access to load, maintain and publish
contracts. Local managers can customise their purchasers’ views of contract items and purchasers can process
enquiries, orders, invoices and payments online.
National, Regional and selected Local contracts are created, items
loaded and access enabled for relevant member Institutions.
acts are published the content is loaded into
Institutions’ purchasing views and into supplier websites as their
Contract Management Management of contracts and user permissions is
Contract Manager of an Institution which has
its own local contracts loaded into GeM
Administrator of Institutions with no local
Contract Managers create local contract entities Agreements, Lots and
= contracts with supplier 1 and supplier 2 for Paper
= contract with supplier 3 for Pens
Contracts hold header information and line item detail with contracted prices.
Purchaser and Supplier environments are housed within the secure eMarketplace environment.
competitions, place orders on contracted suppliers, receive invoices and make payment
all online via their eMarketplace portlet.
Institutions which do not use GeM for purchasing have all the facilities for locating items,
running competitions, but may not add items or services into the shopping basket.
@UK PLC was established in 1999 to help make the process of contracting, buying and selling throughout the UK
easier and more efficient using the Internet. @UK has pioneered the process of e-enabling suppliers to
ilitating controlled paperless ordering and payment. As well as GeM, @UK offer:
AI spend intelligence tool analyses purchases down to order line item level, identifying potential
savings on products bought at different prices; most advantageous contracts available; benchmarking against what
other organisations pay for the same products.
calculates a scientifically valid carbon footprint for goods and services bought, giving an accurate
measure of environmental impact and the choice to offset at point of purchase.
portal functionality enables buyers to trade with multinational, medium
contract. It can be seamlessly integrated with back-office systems such as Ora
Agresso, or approval workflow, receipting, etc can be set up within @UK.
was conceived to provide HE and FE Institutions with a repository for contracts,
shared content and a means of purchasing online by Pcard. The GeM Board (comprising representatives from JISC
he contract for provision of the technology
The system is fast, reliable and easy to use. It gives contract managers access to load, maintain and publish
ers’ views of contract items and purchasers can process
Purchaser and Supplier environments are housed within the secure eMarketplace environment. Institutions
competitions, place orders on contracted suppliers, receive invoices and make payment
Institutions which do not use GeM for purchasing have all the facilities for locating items, comparing prices and
buying and selling throughout the UK
enabling suppliers to purchasing
GeM, @UK offer:-
AI spend intelligence tool analyses purchases down to order line item level, identifying potential
advantageous contracts available; benchmarking against what
calculates a scientifically valid carbon footprint for goods and services bought, giving an accurate
portal functionality enables buyers to trade with multinational, medium-sized and small local
office systems such as Oracle and
Internal websites are used by purchasing organisations to host internal supplier catalogues, such as stores, print
departments and catering services.
Supplier websites hosted on @UK provide full ecommerce functionality where suppliers process transactions and
take payment by card or other means. They maintain one catalogue, with custom views for different sets of
products/services and prices for individual customers or groups.
Design and build service is offered to clients who need more sophisticated functionality than that provided by
@UK’s range templates.
For further information on these services or any bespoke requirements:
Website: http://www.uk
Contact details: http://www.uk
eMarketplace environment
Suppliers associated with GeM contracts maintain their catalogues of goods and services either on a hosted @UK
ecommerce website or, in the case of national and multinational companies such as Dell and RS Components, on
their own independent site to which
@UK hosted suppliers have the following facilities which are designed to ensure that your orders are priced
accurately to minimise order-invoice mismatches and delays in fulfilling your requirements:
• Restrict their customers’ view of their catalogues to contracted items and prices only.
• Add extra charges such as delivery costs which are calculated when you add affected items or orders to your
shopping basket.
• Apply promotional offers (such as buy one
stage.
• Associate forms with products and services (such as provision of temporary staff) requiring you to provide
additional information at time of order.
• Flip orders into matching invoices
invoices up to the total value of the original order.
5
are used by purchasing organisations to host internal supplier catalogues, such as stores, print
on @UK provide full ecommerce functionality where suppliers process transactions and
take payment by card or other means. They maintain one catalogue, with custom views for different sets of
products/services and prices for individual customers or groups.
service is offered to clients who need more sophisticated functionality than that provided by
For further information on these services or any bespoke requirements:-
ttp://www.uk-plc.net
http://www.uk-plc.net/contact-us.htm
eMarketplace environment
Suppliers associated with GeM contracts maintain their catalogues of goods and services either on a hosted @UK
ecommerce website or, in the case of national and multinational companies such as Dell and RS Components, on
their own independent site to which you punch out from the GeM environment.
@UK hosted suppliers have the following facilities which are designed to ensure that your orders are priced
invoice mismatches and delays in fulfilling your requirements:
Restrict their customers’ view of their catalogues to contracted items and prices only.
Add extra charges such as delivery costs which are calculated when you add affected items or orders to your
Apply promotional offers (such as buy one get one free and percentage or fixed monetary discounts) at basket
Associate forms with products and services (such as provision of temporary staff) requiring you to provide
additional information at time of order.
Flip orders into matching invoices and, in the case of call-off requirements, issue multiple non
invoices up to the total value of the original order.
are used by purchasing organisations to host internal supplier catalogues, such as stores, print
on @UK provide full ecommerce functionality where suppliers process transactions and
take payment by card or other means. They maintain one catalogue, with custom views for different sets of
service is offered to clients who need more sophisticated functionality than that provided by
Suppliers associated with GeM contracts maintain their catalogues of goods and services either on a hosted @UK
ecommerce website or, in the case of national and multinational companies such as Dell and RS Components, on
@UK hosted suppliers have the following facilities which are designed to ensure that your orders are priced
invoice mismatches and delays in fulfilling your requirements:-
Restrict their customers’ view of their catalogues to contracted items and prices only.
Add extra charges such as delivery costs which are calculated when you add affected items or orders to your
get one free and percentage or fixed monetary discounts) at basket
Associate forms with products and services (such as provision of temporary staff) requiring you to provide
off requirements, issue multiple non-matching
Accessing GeM
Logging in Go to www.gem.ac.uk and click the
Try LOGIN via Institution using your home institution credentials for instant access to GeM and so that you
don’t have to set up a separate username and password. (Using
account requires your Administrator to authorise access before
6
and click the Login button
using your home institution credentials for instant access to GeM and so that you
don’t have to set up a separate username and password. (Using LOGIN via GeM
account requires your Administrator to authorise access before you can use GeM).
using your home institution credentials for instant access to GeM and so that you
LOGIN via GeM and registering a new
Your home page
Your home page provides access to functionality via the tabs at the top of the
screen and to contracts by clicking the direct link
individual Contract Key. Selecting the option
Local Contracts > Contracts Home returns you to this screen.
If you aren’t going to use all the options on the tabs at the top of the screen,
you can restrict your access to contracts
Getting help Context-sensitive help and information is displayed
alongside the information icon at the head of
each screen.
Clicking the icon during a process generates a pop
Breadcrumb trails are shown at the top of the page, with
direct links back to earlier points in the system
The Support link at the top right of your home page
7
Your home page provides access to functionality via the tabs at the top of the
screen and to contracts by clicking the direct links under By status and by
Selecting the option Home at the top right of the page, or
returns you to this screen.
If you aren’t going to use all the options on the tabs at the top of the screen,
you can restrict your access to contracts-related activities only.
and information is displayed
alongside the information icon at the head of
during a process generates a pop-up help window.
are shown at the top of the page, with
direct links back to earlier points in the system.
at the top right of your home page gives instructions on reporting technical issues:
reporting technical issues:-
Data entry The following fields are populated from a dropdown list of available options. These options are managed by
Procureweb, who you should contact to request changes or additions to the options under:
• Category
• Terms of delivery
• Terms of purchase
When entering data to fields showing
• click on the required item from the list;
• type into the box until the required entry is automatically added;
If you make a mistake, simply delete the entry and restart y
Date fields have a quick date selector function
• click on the required date in the current month.
• use left/right arrowheads to move back/forward a month at a time
• click on the month name to access the
the arrowheads.
Your profile The option My Details > Profile Settings
displayed on your home page.
You should ensure that your personal information is kept up
date via the Edit my details option.
8
The following fields are populated from a dropdown list of available options. These options are managed by
, who you should contact to request changes or additions to the options under:
When entering data to fields showing Type to filter list in the input box, you may:-
click on the required item from the list;
type into the box until the required entry is automatically added;
If you make a mistake, simply delete the entry and restart your input.
Date fields have a quick date selector function: click on the calendar icon, then you may:
click on the required date in the current month.
use left/right arrowheads to move back/forward a month at a time
click on the month name to access the year display and select a month or move back/forward in years using
My Details > Profile Settings allows you to customise the contract summary information
You should ensure that your personal information is kept up-to-
The following fields are populated from a dropdown list of available options. These options are managed by
, who you should contact to request changes or additions to the options under:-
calendar icon, then you may:-
year display and select a month or move back/forward in years using
allows you to customise the contract summary information
GeM user roles You have been set up with all the permissions you had on CuPID or, if you weren’t a
CuPID user, you may have full super
You can change your role by amending permissions.
Standard @UK eMarketplace functionality
disabled. You should take care not to change configura
To view your access permissions, go to
your username.
Contract manager Your CuPID permissions are reproduced in GeM. However, if, you are your institution’s Contract Manager
and portlet Administrator you can assign yourself the appropriate additional rights.
Contract managers maintain their own local contracts and have access to natio
consortia.
Administrator Your institution administrator is responsible for managing user permissions and, if required, assigning different
groups of purchasers to their own tailored view of goods and services available
need access to:-
• Manage Admins
• Set up Users and Addresses
• Manage Purchasing Views
Purchaser Whether your institution is using GeM to purchase from contracted suppliers or not, your users will access the
same functionality to compare prices, access rich supplier website content and run competitions. Users will need
to be assigned to a delivery address, but need no administrative rights.
9
You have been set up with all the permissions you had on CuPID or, if you weren’t a
super-user access to your institution’s GeM portlet.
You can change your role by amending permissions.
functionality which is not applicable to GeM users has,
disabled. You should take care not to change configuration options other than those covered here.
To view your access permissions, go to Users > Manage administrators > Edit administrator
permissions are reproduced in GeM. However, if, you are your institution’s Contract Manager
and portlet Administrator you can assign yourself the appropriate additional rights.
Contract managers maintain their own local contracts and have access to national and regional contracts set up by
Your institution administrator is responsible for managing user permissions and, if required, assigning different
groups of purchasers to their own tailored view of goods and services available to buy. Your administrator will
Whether your institution is using GeM to purchase from contracted suppliers or not, your users will access the
to compare prices, access rich supplier website content and run competitions. Users will need
to be assigned to a delivery address, but need no administrative rights.
has, wherever possible, been
tion options other than those covered here.
Users > Manage administrators > Edit administrator and click Edit against
permissions are reproduced in GeM. However, if, you are your institution’s Contract Manager
nal and regional contracts set up by
Your institution administrator is responsible for managing user permissions and, if required, assigning different
to buy. Your administrator will
Whether your institution is using GeM to purchase from contracted suppliers or not, your users will access the
to compare prices, access rich supplier website content and run competitions. Users will need
All contracts You may access national and regional GeM contracts via the
• View all GeM Agreements, Lots and Contracts by default, but Consortia may change access
permissions to their own contract entities.
• Unsubscribe their institution from consortia contracts.
• View companies and products assigned to all GeM cont
The Subscription Report lists all current
The option All Contracts > View Contract
and contacts:-
10
You may access national and regional GeM contracts via the All Contracts tab options:-
View all GeM Agreements, Lots and Contracts by default, but Consortia may change access
permissions to their own contract entities.
Unsubscribe their institution from consortia contracts.
View companies and products assigned to all GeM contracts
current contracts that your institution subscribes to:-
All Contracts > View Contract gives you access to opt out of contracts and manage local attachments
View all GeM Agreements, Lots and Contracts by default, but Consortia may change access
gives you access to opt out of contracts and manage local attachments
Creating local contractsThe Local Contracts tab gives you access to:
• Create and View local GeM Agreements, Lots and Contracts created for their own Institution
• Create and View Companies (Suppliers) for their local GeM contracts
• View Products attached to their own local GeM cont
• Subscribe (make available to) their own institution to their local contracts they create
The structure of contract system elements is hierarchical with Agreements at the top level. Agreements may
contain Lots, and Lots contain Contracts.
An Agreement is a grouping of Contracts, for example Audio Visual Equipment agreement. If an Agreement is split
into subsets of commodities, such as AV Supply, Broadcast system and Projector lamps, these are set up as Lots
under the Agreement. Contracts are created under the appropriate Lot and e
supplier who provides the goods or services and the line items and contract prices.
Agreements and Lots are optional: you may set up contracts independently
Agreements From Local Contracts > Agreements > View Agreements
agreements by name or start date; edit existing agreements; or create a new
agreement.
11
contracts tab gives you access to:-
Create and View local GeM Agreements, Lots and Contracts created for their own Institution
Create and View Companies (Suppliers) for their local GeM contracts
View Products attached to their own local GeM contracts.
Subscribe (make available to) their own institution to their local contracts they create
The structure of contract system elements is hierarchical with Agreements at the top level. Agreements may
contain Lots, and Lots contain Contracts.
An Agreement is a grouping of Contracts, for example Audio Visual Equipment agreement. If an Agreement is split
into subsets of commodities, such as AV Supply, Broadcast system and Projector lamps, these are set up as Lots
are created under the appropriate Lot and each Contract carries details of the
supplier who provides the goods or services and the line items and contract prices.
Agreements and Lots are optional: you may set up contracts independently or directly under ag
> Agreements > View Agreements you may search for
agreements by name or start date; edit existing agreements; or create a new
Create and View local GeM Agreements, Lots and Contracts created for their own Institution
Subscribe (make available to) their own institution to their local contracts they create
The structure of contract system elements is hierarchical with Agreements at the top level. Agreements may
An Agreement is a grouping of Contracts, for example Audio Visual Equipment agreement. If an Agreement is split
into subsets of commodities, such as AV Supply, Broadcast system and Projector lamps, these are set up as Lots
ach Contract carries details of the
or directly under agreements.
Lots Lots are assigned to Agreements, so you must
You don’t have to use Lots – you may create Contracts directly beneath an Agreement, but you can’t put a Lot
and a Contract at the same level directly under an Agreement).
12
assigned to Agreements, so you must create or select the Agreement before adding a Lot beneath it.
you may create Contracts directly beneath an Agreement, but you can’t put a Lot
and a Contract at the same level directly under an Agreement).
Agreement before adding a Lot beneath it.
you may create Contracts directly beneath an Agreement, but you can’t put a Lot
Contracts Contracts may be created under Agreements, under
13
Agreements, under Lots, or independently.
Buyer notes internal information which is not accessible by subscribing institutions
Secondary owner someone who you give access to manage the contract on the owner’s behalf.
Supplier notes information visible to consortia and subscribing institutions
Start date date on which the contract takes effect and the associated items or services become
available to subscribing institution purchasers.
Keywords used when searching for contracts; separ
Annual contract value an estimate of the total value of orders that will be placed against the contract per year.
Contract comments information about the contract for consortia and subscribers.
Annual contract value comments information about the contract value estimate for consortia and subscribers.
Force expired date on which you terminated the contract, if earlier than the
Framework no. reference of a related framework, tender or entry in another system external
Processing local Find the contract to be processed via
on your home page.
Use the functions on this page to:-
• Add more consortium contacts
• Attach and process documents or URLs to the contract
• Process the contract through the stages
• Upload and download catalogue content an
different sets of line items or prices
• Subscribe institutions to the contract
Please note that you cannot edit a contract with a status of
select Revise contract before making changes.
Select the required option from the list at the foot of the page
14
internal information which is not accessible by subscribing institutions
someone who you give access to manage the contract on the owner’s behalf.
information visible to consortia and subscribing institutions.
date on which the contract takes effect and the associated items or services become
available to subscribing institution purchasers.
used when searching for contracts; separate each keyword with a comma.
an estimate of the total value of orders that will be placed against the contract per year.
information about the contract for consortia and subscribers.
information about the contract value estimate for consortia and subscribers.
date on which you terminated the contract, if earlier than the End date.
reference of a related framework, tender or entry in another system external
local contracts via Contracts System > Contracts > Contract Search or by clicking the direct link
documents or URLs to the contract
Process the contract through the stages from Revision to Valid
catalogue content and, if different subscribing institutions are to have access to
nt sets of line items or prices, price lists via the Upload amendments option.
Subscribe institutions to the contract.
Please note that you cannot edit a contract with a status of Valid. You need to select the
before making changes.
required option from the list at the foot of the page.
internal information which is not accessible by subscribing institutions.
someone who you give access to manage the contract on the owner’s behalf.
date on which the contract takes effect and the associated items or services become
ate each keyword with a comma.
an estimate of the total value of orders that will be placed against the contract per year.
information about the contract value estimate for consortia and subscribers.
End date.
reference of a related framework, tender or entry in another system external to GeM.
or by clicking the direct link
different subscribing institutions are to have access to
You need to select the Process option and
Price lists
Line items and prices are loaded as a price list from a spreadsheet, ideally in a standard format, and assigned to a
Contract. If a contract has one set of prices for all subscribers, the line items constitute a
different sets of items and/or prices are to be made available to different subscribers, additional price lists are
uploaded and assigned to the relevant institutions.
Please refer to Appendix 2 for the standard format of price list spreadsheets.
If your contract already has line items
you can view them via the Line items
button:-
The resulting page allows
minor edits to product
information, although the
preferred way to enter this
data is by Excel upload.
To add or update content, click Upload
file containing the line items and
Cancel Upload if you change your mind)
Publish changes updates all participating members’
purchasing views and the supplier’s custom catalogue
with the amendments. Any warnings or errors in the
upload will be reported:-
Warnings report anomalies in the data for your information but you may continue to load the line items.
Errors prevent the process from completing (for example, a non
15
Line items and prices are loaded as a price list from a spreadsheet, ideally in a standard format, and assigned to a
Contract. If a contract has one set of prices for all subscribers, the line items constitute a
f items and/or prices are to be made available to different subscribers, additional price lists are
uploaded and assigned to the relevant institutions.
Please refer to Appendix 2 for the standard format of price list spreadsheets.
If your contract already has line items
Line items
Upload Data, select the
file containing the line items and Publish Changes (or
if you change your mind):
updates all participating members’
purchasing views and the supplier’s custom catalogue
warnings or errors in the
report anomalies in the data for your information but you may continue to load the line items.
prevent the process from completing (for example, a non-numeric price).
Line items and prices are loaded as a price list from a spreadsheet, ideally in a standard format, and assigned to a
Contract. If a contract has one set of prices for all subscribers, the line items constitute a Default price list. Where
f items and/or prices are to be made available to different subscribers, additional price lists are
report anomalies in the data for your information but you may continue to load the line items.
If your data is not in the standard format, the uploader will attempt to translate it. If it fails because it cannot
recognise what information to load into which fields, you may
column names onto the corresponding system column the re
Attachments Options are available to add new
documents or URLs as attachments; delete
or download existing ones.
You need to assign a category to each
attachment, selected from the dropdown
list.
Subscribers All Institutions with access to purchase from GeM contracts are Subscribers.
other institutions to your local contracts, you may subscribe and unsubscribe them here.
Locate and select the Contract (as before) and click
on the required Subscriber or parent group
16
If your data is not in the standard format, the uploader will attempt to translate it. If it fails because it cannot
recognise what information to load into which fields, you may Re-map the data by dragging and dropping your
nding system column the re-upload.
add new
documents or URLs as attachments; delete
You need to assign a category to each
dropdown
All Institutions with access to purchase from GeM contracts are Subscribers. If you have permission to subscribe
other institutions to your local contracts, you may subscribe and unsubscribe them here.
Locate and select the Contract (as before) and click the Subscribers option at the foot of the page, then select
or parent group.
If your data is not in the standard format, the uploader will attempt to translate it. If it fails because it cannot
by dragging and dropping your
If you have permission to subscribe
other institutions to your local contracts, you may subscribe and unsubscribe them here.
option at the foot of the page, then select Edit
Subscriber Relationship will be automatically set to
access a contract when it is created.
You may change the relationship for exceptions, and allocate separate price lists as applicable
of prices exists against a contract, its name wi
Subscribing institutions may not purchase from contracts unless or until:
• The contract start date
• The contract status is Valid
• The Move to marketplace
• The institution is associated with a price list
Contract status Locate and select the Contract (as before) and click
the foot of the page.
The Current status of a contract and your permissions determine
how you can process it. Available options are displayed for
selection from the dropdown box.
• Valid contracts may be changed to
• Revision status contracts may be changed to
confirmation or Valid
• For confirmation status may be changed to
17
will be automatically set to Participant for all Institutions who are entitled by default to
access a contract when it is created.
You may change the relationship for exceptions, and allocate separate price lists as applicable
of prices exists against a contract, its name will appear as the contract key.
Subscribing institutions may not purchase from contracts unless or until:-
Valid
Move to marketplace contract box is ticked
The institution is associated with a price list for the contract
Locate and select the Contract (as before) and click Process at
and your permissions determine
Available options are displayed for
changed to Revision
status contracts may be changed to For
status may be changed to Valid
for all Institutions who are entitled by default to
You may change the relationship for exceptions, and allocate separate price lists as applicable. Where only one set
Suppliers and products
Finding companies Before suppliers’ goods or services can be made accessible for GeM purchasers to
order they must have a live @UK ecommerce website configured to process
payments. Contracts with suppliers who do not have this etrading
viewable in GeM contract management, but the associated items/services may not be bought on GeM
It is important that you check existing suppliers before requesting new ones, to avoid duplication and
maintain accurate management information
You may edit company and contact details, as well as adding new contacts
18
and products
Before suppliers’ goods or services can be made accessible for GeM purchasers to
order they must have a live @UK ecommerce website configured to process pCard
payments. Contracts with suppliers who do not have this etrading capability will be stored, processed and
viewable in GeM contract management, but the associated items/services may not be bought on GeM
It is important that you check existing suppliers before requesting new ones, to avoid duplication and
rate management information.
You may edit company and contact details, as well as adding new contacts
capability will be stored, processed and
viewable in GeM contract management, but the associated items/services may not be bought on GeM.
It is important that you check existing suppliers before requesting new ones, to avoid duplication and
New companies
When companies are adopted onto GeM they specify
electronic purchase orders.
Suppliers control all the information on their website (which may also
buyers). Any suppliers, contacts and addresses which you add will be stored and viewable
but will not update suppliers’ online trading environment
19
When companies are adopted onto GeM they specify their organisation’s address, main user and
Suppliers control all the information on their website (which may also be used to trade with non
contacts and addresses which you add will be stored and viewable
but will not update suppliers’ online trading environment.
their organisation’s address, main user and destination for
used to trade with non-GeM
contacts and addresses which you add will be stored and viewable by all GeM users
Finding products You can access a list of products grouped by purchasable and non
Directory option. For full details, please see the Purchaser training guide.
You may search for contract products by part code, description or supplier then access the contract
or supplier details.
Supplier price changesYou are notified when suppliers change the prices of any items on your contracts. Changes will not
take effect unless and until you have approved them.
You may view details of the contract by clicking
20
You can access a list of products grouped by purchasable and non-purchasable via the
option. For full details, please see the Purchaser training guide.
may search for contract products by part code, description or supplier then access the contract
Supplier price changes You are notified when suppliers change the prices of any items on your contracts. Changes will not
effect unless and until you have approved them.
You may view details of the contract by clicking Go by the contract key.
purchasable via the Search
may search for contract products by part code, description or supplier then access the contract
You are notified when suppliers change the prices of any items on your contracts. Changes will not
Managing teamsWhen a contract is created a team is assigned to manage it.
Teams are made up of contract managers with
One team exists for each Consortium, within which child teams may be created to manage subsets of the
Consortium’s contracts.
For teams over which you have permissions, you may:
• View and edit teams
• Add child teams in a hierarchy
• Add or remove team users
• Create new users.
Permissions which may be assigned to team users are:
• Catalogue administrator: Upload price lists; approve price changes; download contract data
• Contract administrator: Create and edit contracts, lots and agreements; assign subscribers; add attachments.
• Contract manager: Confirm contract before going live.
• User administrator: Create and manage teams and users.
• Viewer: View contracts, lots and agreements.
To create a team under the current one, click
To create a new user, click Add User Permission
21
Managing teams When a contract is created a team is assigned to manage it.
Teams are made up of contract managers with access to the national, regional or local contracts which they own
One team exists for each Consortium, within which child teams may be created to manage subsets of the
For teams over which you have permissions, you may:-
Permissions which may be assigned to team users are:-
: Upload price lists; approve price changes; download contract data
: Create and edit contracts, lots and agreements; assign subscribers; add attachments.
: Confirm contract before going live.
: Create and manage teams and users.
: View contracts, lots and agreements.
under the current one, click Add Child.
Add User Permission then Create User
access to the national, regional or local contracts which they own.
One team exists for each Consortium, within which child teams may be created to manage subsets of the
: Upload price lists; approve price changes; download contract data
: Create and edit contracts, lots and agreements; assign subscribers; add attachments.
Appendix 1: Permissions
User & Tab / Option Action
CONSORTIUM CMTabs: CONTRACT SYSTEM
MY DETAILS
Options: Agreements Create
View
Contracts Create
View
Subscribe
Companies Create
View
Products View
INSTITUTION ADMINISTRATOR WITH LOCAL CONTRACTSTabs: HOME
LOCAL CONTRACTS
CONTRACTS
ORDERS
ORGANISATION
MY DETAILS
USERS
SUPPLIERS
PORTAL SETTINGS
REPORTS
Options: Agreements Create
View
Contracts Create
View
Subscribe
Companies Create
View
Products View
INSTITUTION ADMINISTRATOR no local contracts
Tabs: HOME
CONTRACTS
ORDERS
ORGANISATION
MY DETAILS
USERS
SUPPLIERS
PORTAL SETTINGS
REPORTS
Options: Agreements Create
View
Contracts Create
View
Subscribe
Companies Create
View
Products View
INSTITUTION PURCHASERTabs: HOME
CONTRACTS
ORDERS
MY DETAILS
Options: Agreements View
Contracts View
22
Appendix 1: Permissions
Contracts System / Local Contracts Tab Contracts Tab
Own
Own
Own
Own
Can subscribe any institution across GeM, but own
institutions are subscribed by default.
All GeM
All GeM
Products attached to own contracts
INSTITUTION ADMINISTRATOR WITH LOCAL CONTRACTS
Local
Local Default is they can see all. All Consortia can change
this per contract.
Local
Local Default is they can see all. All Consortia can change
this per contract.
Own institution Can choose to opt out
Local
Local All GeM and local contract companies
Products attached to local contracts Products attached to GeM and local contracts
whether subscribing or not.
no local contracts
Default is they can see all. All Consortia can change
this per contract.
Default is they can see all. All Consortia can change
this per contract.
Can choose to opt out
All GeM companies
Products attached to GeM contracts
All that are visible to the institution, and from which
the institutional CM has not opted out.
All that are visible to the institution, and from which
the institutional CM has not opted out.
Default is they can see all. All Consortia can change
Default is they can see all. All Consortia can change
Can choose to opt out
All GeM and local contract companies
Products attached to GeM and local contracts
whether subscribing or not.
Default is they can see all. All Consortia can change
Default is they can see all. All Consortia can change
Can choose to opt out
All GeM companies
Products attached to GeM contracts
All that are visible to the institution, and from which
the institutional CM has not opted out.
All that are visible to the institution, and from which
the institutional CM has not opted out.
Appendix 2: Price list spreadsheet
Products tab
Subscribers tab
Price list tab
Prices tab
23
Appendix 2: Price list spreadsheet