BT eBusiness Manager

1
BT e-Business Manager
BT e-Business Manager
Generating a Request for Quotation
2
First Steps
Click on these buttons to move to the previous or
next slide

• Prior to generating a Request for Quotation (RFQ)
  please ensure that you are connected to the
  internet and that you have the information on the
  following checklist to hand.

• List of goods required or details of the service
  required
• The quantities required
• The units required e.g. packs of 100, each, 10Kg
  bags.
• Delivery and invoice addresses
• Closing date for the RFQ
• Delivery date
• Any documentation e.g. service specifications

then

• Launch your Internet browser
• Enter http//www.btebusinessmanager.com in the
  browsers address bar and hit the Return key

3
Login
Enter your username and password here.
Forgotten your login details? Click here and fill
in your name and e-mail details.
4
RFQ Buying
Or select RFQ Buying from the drop down box.
To access the RFQ Buying application, click on
the RFQ Buying logo.
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Administration
Your Administrator must enable your access to the
RFQ Buying application.
Administrators click here
6
RFQ Setup
A Goods RFQ allows you to break the request
down into multiple products each with an
individual price.
To generate an RFQ click on either Goods or
Services.
A Services RFQ allows you to specify a single
service in detail and request an overall price .
Click on the text in the Options area to get an
explanation of each option.
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RFQ Details
Fill in each of the sections to set up your Goods
RFQ.
Click on a section to get an explanation.
8
Attachments
Click on the Browse button to search your
local hard drive or network and select the file
to attach.
Click on the Attach file button.
If you dont want to attach a document, click on
the Skip button.
When you are happy that your RFQ details are
correct, you are given the option to attach a
document to the RFQ. This is most relevant to a
Services RFQ where the requirement can be
broken down further, but can be useful in a
Goods RFQ where further explanation or
specifications are required.
Note that you can attach more than one document.
Go through the browse/attach procedure until all
documents are attached.
9
Supplier Selection
You can categorise suppliers within the Supplier
Manager application to improve your supplier
targeting .
The final stage of the RFQ is to select which
suppliers are to be invited to respond. The list
is taken directly from your Supplier Manager
application.
Click on the Send button to e-mail an
invitation to each suppliers representative(s).
10
Post RFQ
Your work is almost done! Relax and wait for your
selected suppliers to respond with their
quotations.
The RFQ has been issued. The current status is
Open as the deadline for responses has not been
reached. We can see for RFQ reference
KDC130705A1 that no responses have been
received as yet.
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Post RFQ
There are a number of options open to you
following the sending out of invitations to
suppliers.
Input a General Note for all suppliers to read.
Attach more documents to the RFQ.
Assign your intended purchase against a project
in the Project Manager application.
Extend the final deadline for responses.
Make changes to the requirements. You will need
to select your suppliers again.
Invite further suppliers to respond.
Put the RFQ notice into your Archive.
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Notification
When a response is entered by a supplier, the
buyer is alerted by an e-mail.
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Response Analysis
To see a quick comparison of suppliers prices
for items in the RFQ, click on the Report
button.
If a supplier has only entered prices for some of
the items in the RFQ, a note will appear under
the Supplier name.
When a supplier makes a response, the RFQ status
changes to RFQ Responded. You can see the total
gross price for all items in the RFQ.
14
Response Report
In a Goods RFQ where quotations are supplied
for each item, this report gives the buyer quick
visibility of the lowest cost quotation for each
item across all supplier responses.
The buyer uses this information in conjunction
with feedback/ratings from the Supplier Manager
to decide who will supply the goods.
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Post Response Actions
Add a note against the supplier. This filters
through to the Supplier Manager.
Request further textual negotiation on the quoted
prices.
Or raise a Purchase Order for some or all of the
goods in the RFQ. Purchase Orders can be raised
against multiple suppliers.
Following a response from a supplier, further
options are made available to the Buyer. These
are accessed by clicking on the Action text
beside the supplier name.
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Purchase Order
In raising a purchase order, the majority of the
information is taken directly from the RFQ and
the suppliers response. No information is
re-entered therefore all specifications and
prices are agreed.
Enter a Purchase Order reference.
Select which items are to be added to the
Purchase Order.
Decide whether all other respondents should be
automatically informed that another supplier has
won the business.
Generate the Purchase Order.
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PO Approval
If the Total Cost of the Purchase Order is
greater than that set up for the buyer in the
Administration section, the Purchase Order will
need approval by one of the individuals with
authority to make that approval.
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PO Options
Once a Purchase Order has been raised further
options are made available to the buyer.
Add a note against the supplier. This filters
through to the Supplier Manager.
View the details of the Purchase Order.
Cancel the Purchase Order. The supplier will
receive an e-mail to that effect.
Export the Purchase Order for input into a
Financial System e.g. Oracle, Aggresso etc.
19
PO Export
The Purchase Order can be exported in a number of
formats, including XML, allowing import into
numerous back office systems.
20
PO Confirmation
The supplier can confirm their acceptance of the
Purchase Order online which generates a
confirmation e-mail to the buyer. At this point
the supplier has agreed to supply the goods or
services at their quoted price.
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Purchase Order Tracking
The RFQs status changes to PO Confirmed.
The Purchase Order can now be analysed in the PO
Tracking section.
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Purchase Order Tracking
The main option in the PO Tracking section is
the ability to record an Invoice against the
Purchase Order. This updates creditor information
directly in the BT e-Business Manager Accounts
Manager application.
The RFQ process is complete.
The final Buyer actions are to Confirm Delivery
of the goods and place the RFQ into the Archive
section.
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Click here to start again
End
If you have further queries, please call the BT
e-Business Manager helpdesk on 00 44 (0)2830
254872
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RFQ Setup
The Set-up Wizard takes you through each of the
Administration areas highlighting what has or
hasnt been completed.
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RFQ Setup
Administration allows you to add or remove
personnel from the e-procurement team, set-up
Frequent Products and set-up spend limits and an
spend-approval hierarchy. Only administrators
have access to this area.
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RFQ Setup
This section can be accessed by all company
personnel allowing them to send a requisition
direct to the e-procurement team for approval and
actioning.
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RFQ Setup
Your Requisitions allows you to track your own
personal requisitions. This section can be
accessed by all personnel.
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RFQ Setup
Staff Requisitions allows the e-procurement
team to view all company requisitions and make
approval and rejection actions.
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RFQ Setup
Buy Manager allows the e-procurement team to
view all current RFQS and access the various
options within each.
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RFQ Setup
Goods is the starting point for generating a
new RFQ where multiple prices are required for
multiple items.
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RFQ Setup
Services is the starting point for generating
an RFQ where a single price is required for an
overall job. It is expected that detail be
provided to suppliers by attaching a further
specification document.
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RFQ Setup
Frequent Products can be set up so that regular
purchases do not have to be typed in repeatedly.
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RFQ Setup
PO Tracking allows the e-procurement team
member to track the status of all Purchase Orders
generated via the RFQ process.
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RFQ Setup
e-Procurement team members can be assigned an
upper spend limit. If a Purchase Order amount is
greater than this limit, approval must be sought
from more senior procurement personnel as set-up
in Administration. Approval or rejection is
undertaken via this option.
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RFQ Setup
When an RFQ process is complete the RFQ can be
archived via an option accessed via the Buy
Manager link. Archived RFQs can be viewed in the
Archives section and retrieved with a single
click.
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RFQ Setup
A number of reports on spend, supplier responses,
statistics and savings are available.
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RFQ Setup
The user manual is available at all times for
reference on all features of the RFQ Buying
application.
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RFQ Details
Give your RFQ a reference number. This should
match your existing reference number profile.
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RFQ Details
Type in the date of the last day that any
response can be made by suppliers.
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RFQ Details
Type in the time for the latest response by
suppliers to take place.
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RFQ Details
Enter in your preferred Delivery Date this will
allow suppliers to check their stock and relevant
lead times prior to making their response .
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RFQ Details
Select your Billing Address from the drop down
box. Billing addresses must be set-up beforehand
by an administrator.
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RFQ Details
Select your Delivery Address if it is different
from the billing address. The delivery address
must be set up beforehand by an Administrator.
Maverick or fraudulent buyers cannot purchase
goods via the system for delivery to a home or
alternative address.
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RFQ Details
Decide whether to view supplier responses before
the deadline. Selecting No can give your
suppliers some peace of mind that unscrupulous
buyers are not making competing suppliers aware
of early responses to drive prices down further.
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RFQ Details
Decide if the RFQ is to be Public or Private. In
a private RFQ, responses can only be made by
suppliers that you have invited to respond. In a
public RFQ, you can still invite suppliers to
respond but any supplier that has access to an
RFQ Selling licence can look at your goods or
services requirements and make a response.
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RFQ Details
Select which currency responses are to be made
in.
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RFQ Details
Search for items on the companys Frequent
Products list.
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RFQ Details
Type in the details of the Goods or Service you
require. Give as much detail as possible. Where
further detail is required, especially in the
case of a Service, you can upload a document e.g.
Word file, following submission of the initial
RFQ detail.
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RFQ Details
Enter in the quantity of the items you require.
This will be used in conjunction with the unit
to allow your suppliers to issue a relevant
quotation e.g. Quantity 10, Unit Box of 6,
total purchase quantity 60 items.
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RFQ Details
Enter in the unit of the purchase. This is
extremely important in allowing suppliers to
quote for the same quantity of goods and in
simplifying your price comparison. Examples of
units are each, boxes of 10, 50kg packs, 1
sq km coverage etc.
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RFQ Details
The Edit button allows you to change the
Product Detail or Quantity prior to submission.
Changes made after submission will need to be
re-advised to all suppliers.
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RFQ Details
The Remove button allows you to delete an item
from your requirements list prior to submission.
Changes made after submission will have to be
re-advised to all suppliers.
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RFQ Details
After entering your item detail, quantity and
unit, click on the Add button to add your
current item to the Product Required list and
add further items.
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RFQ Details
Click on the My Frequent button to insert item
details from your personal Frequent Products
list. You will be able to edit the details,
quantities and units of the item before
submission of the RFQ
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RFQ Details
Click on the submit button when you are happy
with the RFQ details. You will be asked to check
the details before going to the next stage,
Attaching a Document.
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RFQ Details
Click on the Back button to return to the
previous stage in the RFQ generation.
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Administration
Click here to return to the main RFQ Buying
presentation
Each of the administration sections will be
covered in turn. The Administration option will
only appear if the user has company or
application administrative privileges
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Administration
The Set-up Wizard shows which of the
Administration areas have been completed
Click on the text in the Status column to
access the specific administration area
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Administration
Click on Your e-Procurement Team
The Set-up Wizard covers all administration areas
except for the default VAT rate. This is not
essential for successful implementation of the
application.
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e-Procurement Team
Click on the checkbox beside the individuals
name and click on Update Team to add them to
the e-Procurement Team. Click on Administration
to return to the main Administration page.
Non-E-Procurement team members will receive a
message advising them of their need to contact an
administrator on attempting to launch the RFQ
Buying application.
If you are a company administrator and need to
know how to populate the employee list, click
here.
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Administration
Click on View RFQ Responses Before Deadline.
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View Responses
Clicking on No means that you will be able to
see who has responded before the deadline but not
the details of their response.
Decide on whether you wish to see supplier
responses before the deadline or not then click
on Submit Option.
Some suppliers may believe that buyers will
attempt to drive prices down by informing
competitive suppliers of their early response.
Selecting No will give the supplier confidence
that this cannot be done. Note that this is a
default setting only and can be changed on an RFQ
by RFQ basis
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Administration
Click on Purchasing Transaction Limits to set
up an approvals hierarchy for purchase orders if
required
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Approvals Hierarchy
Enter in the approvers names in the notification
drop downs.
Administrators can maintain approvers
availability to avoid lengthy periods when
approvals cannot be made.
Enter a transaction limit for the e-procurement
team member. If the individual attempts to
generate a purchase order that is greater than
their transaction limit, the purchase order will
require approval by senior personnel.
65
Administration
Click on Select a default VAT to set a default
VAT rate if required. The system caters for four
different VAT rates and will be automatically
updated if and when new rates are applied.
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V.A.T.
Check the box to select the required default rate
and click on Update.
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Administration
Click on Frequent Products Administration to
set-up company wide frequent products. This area
can be used to set-up a standard catalogue of
purchase items along with internal purchase codes.
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Frequent Products
Click on Categories to set-up Frequent Product
categories
Individual e-Procurement team members cannot
set-up their own Frequent Product Lists from
scratch. Administrators must enter a standard
item which can then be selected as a personal
frequent item by an e-Procurement team member.
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Categories
Add a new category by entering the name in the
box and clicking on the Submit button.
Category titles can be changed or deleted by
clicking on the relevant text beside the category
name.
Categories are used to split products into common
groups for ease of identification.
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Frequent Products
Click on Add a Product.
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Add Products
Fill in the basic details of the product and
assign it to a category.
Assign any internal reference codes that will
assist individuals in identifying the item.
Examples of pack sizes or units are pack of 10,
50Kg Bag, Ream, each. Orders will be placed
in multiples of the unit size.
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Add Products
If a Category has a sub-category, this can be
selected also.
Click on Add New Product to complete the
addition.
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Frequent Products
Click on Products List to search the current
Frequent Products master catalogue and make
changes to existing Frequent Products
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Existing Products
Select a category to narrow your search if
required.
Enter in a keyword, term or letter to search for.
The search will display all products with the
search term in the Product Name or Product
Description.
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Existing Products
Click on the Product Reference to change the
product details
Items in red have already been added to the
users personal Frequent Product list.
Enter in a Quantity and click on the Add to
List button to add the product to your personal
Frequent product list.
Quantities, Units and Product descriptions can be
changed within an RFQ if required.
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Existing Products
Unit price refers to links to the Catalogue
Manager application within the suite.
Within the edit Frequent Product area, the
administrator can add a product image, change the
product details and change the category to which
the product belongs
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Frequent Products
The My Frequent Products List button displays
the administrators personal Frequent products
List.
The same information can be accessed by clicking
on the Frequent Products option text.
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Own Frequent Products
All users can edit the Frequent product quantity.
Again this can be further amended in the actual
RFQ.
Administrators can click on the Internal Product
Reference to edit the product. This option is not
available to non-administrators.
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Administration
That concludes the RFQ Buying Administration
section of the presentation. Please click on the
Return button (top left) or Forward button (top
right) to return to the main RFQ Buying
presentation.
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Information Centre
Alternatively, click on the Administration
button if available
..then select the Administration option
..or select the Information Centre option from
the drop down box.
To access the Information Centre either click
on the Logo.
New users are added by creating a New Profile
in the Administration section. This section is
accessible from the Information Centre area
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New Users
Click on the New Profile text
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New Users
Enter the users details. It is essential that
the e-mail address is correct.
Assign a username and password for the user. This
will be sent to the user via e-mail. The user can
change these details if required.
Finally set up address and departmental details
for the user.
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New Users
New users will have access to all company
licences but must be added to the e-procurement
team if they are to be able to generate RFQs.
Click on the Return button (top left) or the
Forward button (top right) to return to the main
RFQ Administration section of the presentation.