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PROCUREMENT SYSTEM USER TRAINING

STEP 1 – LOGIN

Any user wishing to generate and submit RFQs will have to log in to their profiles first. If a user does not have a profile yet, they can register a profile. The admins will then be notified and will grant access to the portal accordingly.

STEP 2 – START THE PROCESS OF SUBMITTING RFQs

When a user has successfully logged in, they will automatically be redirected to the Account Dashboard. The user can then start the process of creating the RFQ by clicking on the “Request for Quote” option on the left-hand menu.

The user will be directed to the RFQ Dashboard where there are multiple options to navigate. The user can view “Received Quotes”, “Submitted Quote Requests” and “Orders” which all relate to their historic activities using the system. Right at the top right of the dashboard, the user will see the “New Quote Request” button which they can use to start a new request.

When the user clicks on the “New Quote Request” button, they will be directed to a page with multiple fields that need to be captured before submitting the request. Almost all the fields are required to have data in, and there are also places where the user can submit special instructions and notes, as well as where they can upload supporting documentation and original documents related to the RFQ

STEP 3 – REVIEW SUBMITTED REQUESTS

After a user has added details to the RFQ form and attached the original RFQ together with supporting documentation, the user can submit the form. The user can then navigate to all submitted RFQs by navigating to their account and clicking on “Submitted Quote Requests” as per the screenshot below.

STEP 4 – REVIEW SUBMITTED QUOTES

Once the Procurement Team has actioned the RFQ request and compiled a quote, the quote will be added to the relevant RFQ and submitted. The user that requested the Quote will be notified via e-mail that a Quote has been received. The email contains a direct link to the Quote, however, the user will be prompted to sign in before they are directed to the page if they have not signed into the Portal.

The user is now able to review the quote they received by clicking on “Click to View”. This will open up the originally submitted RFQ form, but it will also include the Quote as an attachment, as submitted by the Procurement Team.

STEP 5 – ACCEPTING OR REJECTING QUOTES

The user can now present choose to Accept or Reject the Quote by clicking on either option.

If a user chooses to Accept a Quote and they click on “Accept Quote”, they will immediately be prompted to submit a PO (Purchase Order) Number to confirm the Quote is accepted and becoming an official Order. If they choose to Reject the Quote by clicking on “Reject Quote”, the user will be prompted to provide some insights as to why the quote has been rejected. This gives the procurement team much valued insights that can help us improve in the future.

STEP 6 – REVIEWING ORDERS

When the user has accepted the Quote and added a PO number to the form, the Quote turns into an Order. The user will be sent confirmation of this action via e-mail. The user can view all approved Orders by clicking on the Orders tab as indicated on the screen below.

THANK YOU

This concludes the Training Module on how to use the RFQ system and platform.