e-ordering User guide for Suppliers Version /11/2013

Transcription

1 e-ordering e-prior Supplier Portal User guide for Suppliers Version /11/2013 1

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3 Table of contents Introduction e-procurement overview e-ordering: objectives and architecture e-ordering: actors & roles e-ordering: workflow How-to: overview of the application How to access the application Inbox and Sent Box overview Filter functions in e-ordering How does a new order look like in e-ordering How to sign and refuse an order in e-ordering Status after signing or refusing Orders Final customer signature Support information 3

4 Introduction This guide describes the e-ordering module available on the e-prior Supplier Portal at the following address: The e-ordering module and its host application, the e-prior Supplier Portal, are part of the e-procurement solutions developed by DIGIT. The e-ordering module can be used by Suppliers authorised by their Customer(s) to use the application with either read-only access (for follow-up) or full access (to sign/refuse orders). 4

5 e-procurement OVERVIEW 5

6 e-procurement Overview The e-ordering solution is part of the e-procurement suite : Post-awarding modules e-request e-ordering e-fulfilment e-invoicing e-catalogue e-payment Pre-awarding modules are under development e-notification (TED) e-access (TED e-tendering) Main benefits of e-procurement: electronic document exchange saving paper and postage costs allows automation, avoiding data re-encoding faster timelines e-submission environment-friendly e-evaluation 6 e-awarding

7 e-procurement architecture e-ordering process Customer System (EC example) e-prior SOA platform Supplier System Customer Portal ABAC ASSETS Order e-request e-ordering Supplier Portal Supplier Portal 7

8 e-procurement modules exchanged documents Attachments e-request e-ordering Request Formal Offer Contract body Data appendix 8

9 e-ordering Objectives & Architecture 9

10 e-ordering Depending on the given role*, the user can perform the following main actions in the e-ordering module: Receive an Order in the Inbox of e-ordering Open and Download an Order and the related documents Sign an Order Refuse an Order * The access rights procedure is described in chapter Actors and roles of this guide 10

11 Objectives e-ordering automates the exchange of contracts between the European Institutions and their Suppliers e-ordering allows to amend specific contracts based on framework contracts signed by the European Institutions and their Suppliers 11

12 How does e-ordering work? e-request e-ordering Formal Offer e-request Customer Portal Formal Offer Formal Offer Formal Offer e-ordering ABAC ASSETS Order Order 12

13 How does e-ordering work? 3 Signed Order 1 Draft Order Supplier Portal e-ordering ABAC ASSETS Order 2 Draft Order signed 13

14 Architecture The Main application for Suppliers Supplier portal: e-ordering module The connecting platform between Supplier & Customer systems e-prior The orders are created by the Customers in: ABAC ASSETS Forms ABAC ASSETS Order 14

15 Architecture The Documents exchanged electronically in e- Ordering are : The contracts: Contracts for hired persons, related to requests made in e-request agreed between the Supplier and the Customer. In e-ordering the contract is split in 2 types of documents, the Contract Body and the Data appendix The Contract Body corresponds to the general closures of the agreed contract. It is attached to the Order as a PDF document The Data appendix determines the specifications of the agreed contract (name, consortium,bank account number ).In e-ordering it is encoded as a XML file. Outlook notifications : To the Customer and Supplier, each time the status of an order changes in e-ordering (signed order, refused order etc ) 15

16 The Contract Contract Body Contains the general closures of the agreed contract 16

17 The Contract Data appendix Determines the specifications of the agreed contract (name, consortium, bank account number ) 17

18 Actors & Roles 18

19 e-ordering actors Customer The organisation that has awarded the market procedure (DIGIT ); Supplier Consortium/Company that signed the framework contracts; 19

20 e-ordering roles Two different user roles are available in the Supplier Portal e-ordering module: RO (Read Only): The user having this role can read and download all Orders in the e-ordering Inbox for a given contractor. The user cannot perform any action on the Orders or related documents. SAS (Supplier Authorised to Sign): In addition to the rights attributed to the RO, the user having this role can also sign, refuse orders received from the Customer, and archive any document listed in the mailbox. To request access: Please contact the Customer (Directorate-General/ Agency/ Institution) - owner of the contract - that will initiate the procedure of connecting you to the necessary e-procurement modules and provide you with the necessary instructions and documents. 20

21 e-ordering workflow Signing or refusing Orders 21

22 e-ordering workflow When the Supplier signs an Order Customer back-office Supplier Portal Commission Draft e-order Draft e-order "Sent by the Customer" e-order "Supplier signed" Supplier signature "Accepted" e-order "Signature Authorising Officer" Supplier signature "Processed" 22

23 e-ordering workflow When the Supplier refuses an Order Customer back-office Supplier Portal Commission Draft e-order Draft e-order "Sent by the Customer" e-order "In Preparation" Supplier refusal "Refused" e-order "See previous" 23

24 e-ordering workflow Status after signing or refusing an Order After supplier signature The e-order changes its status to "Accepted" A notification is sent to customer via After supplier refusal The e-order changes its status to "Rejected" A notification is sent to customer via After the signature of the authorising office The e-order changes its status to "Processed" A notification is sent to the supplier via 24

25 How-to Overview of the application: video tutorials 25

26 How to connect to the e-ordering application Watch the "How to Access the application" video that shows you how to connect to the e-ordering module on the Supplier portal 26

27 Inbox & Sent view Inbox view The Inbox view shows the list of all documents (for the e-ordering process) received through e-prior from the Customer's back-office system. Sent view The Sent view shows the list of all documents (for the e-ordering process) sent through e-prior from the Supplier back-office system or through the Supplier Portal. 27

28 Inbox & Sent view Watch the "Inbox and Sent Box overview" video to see the features from the Inbox and the Sent view 28

29 Filter functions in e -Ordering Watch the "Filter functions in e-ordering" video that shows you the Filter functions from the Inbox and the Sent view 29

30 How does a new order look like? Watch the "How does a new order look like in e-ordering" video to see the features of a new received order in e-ordering 30

31 How to sign or refuse an order in e-ordering? Watch the "How to sign and refuse an order in e-ordering" video that shows you how to sign or refuse an Order in e-ordering 31

32 Status after signing or refusing Orders Watch the "Status after signing or refusing Orders" video to see how the status changes after signing or refusing an Order 32

33 Final customer signature Watch the "Final customer signature" video to see what happens after the final signature of the Customer 33

34 HOW TO CONNECT TO THE SUPPLIER PORTAL e-ordering APPLICATION IF YOU NEED HELP 1) Click on the production link here below: 2) You need an ECAS username and password When you click on the link above, you will be redirected to the ECAS authentication screen. Please select external for the domain, then select sign-up to ECAS and follow the procedure to get a login and a password. Existing Supplier Portal users (e-request, e-ordering, etc.) should not create a new ECAS username. The same ECAS username will be used to create the access rights. 3) You need e-ordering access rights The Customer responsible for your framework contract will ask you to fill an Excel document (Note: when filling the document, your business should be provided and not your personal one.) You will also need to provide your ECAS username (see above). When filled in, send the Excel document to the Customer responsible for your framework contract: Concerning access rights If you need to add or modify access rights, please contact the Customer responsible for your framework contract: Concerning application issues or questions If you have questions on how to use e-ordering; if you encounter functional problems or errors; or you want to submit improvement suggestions and change requests please send an to the European Commission Central Helpdesk: EC-CENTRAL-HELPDESK@ec.europa.eu In case of urgency you may call the EC Central Helpdesk on Please be as complete as possible by specifying: User contact details, consortium / supplier company, invoice number, workflow step, language used in the application, user role, last action done before issue (+screenshot), error message (+screenshot), detailed issue description,... 34