Reverse Auction with adopting RFx

PR already created in ECC

Access the SRM link: http://srmepqa.hec.mahagenco.in:50000/irj/portal

Enter the User id and password

Click on the “User Section for PR” folder

Select the Purchase Requisition and click “Start Collective Processing”

Note: For multiple line items in the PR, select all the line item. Use the Control Key for multiple selection.
Click on “Select all” and click Create RFx

Select the RFx type

Example: ZLTR – Limited Tender

RFx created
Click on the “Purchasing” folder. And click on the “Sourcing” option on the left.

Click on “Show Quick Criteria Maintenance” for the filter options. Search and click on the RFx number

The RFx opens in a new window

Enter the relevant fields at the Header Level:-

"RFx Information" tab > "RFx parameters" subtab

"Name" field: Enter a name for easy identification of the RFx.

Estimated Cost: The amount is fetched from the PR

"Select Formula" field: select "Formula for Supply" from the dropdown

"Submission deadline" field: Enter date and time

"Opening Date" field: Enter date and time

On the “Encryptors and Decryptors” click on Add and enter the Primary Decryptor’s user name

The Bidders tab displays the list of Bidders mapped for the item.

Item details is prefilled with the data from the PR

The “Approval” tab displays the list of approvers who will be approving the RFx.

“Tracking” tab will later display the follow-on documents created for the RFx

Permissions: Click on the permissions button at the top. Use the add and delete to add and delete Price
openers.
Search for the user using the options in the “Add User” section. Then click “Search”

Click on “Transfer” to add the user

Mark the User TDAEE and TDASE as the “Technical Opener” and “Price Opener”. TDADE is the “Bid Floor
Admin”. Now to delete the SAPBASIS user, highlight the user and click on “Delete”

Click “Save”
Updated permissions details saved successfully.

Inorder to add standard document (Document visible to the Bidders before purchasing the tender), click
on “Add Attachment” button in the “Attachments” section. Browse for the document and attach.

Note: You can control the visibility of the attached document.

Document added.

Now click “check” option on the top to ensure that there is no error. Then, Click on “Publish”

RFx status changes to “Awaiting Approval”

RFx is now published from the Purchaser’s end and will go through approval process before being
released to the Bidders

Approval tab displays the list of approvers who will be approving the RFx. Also displays the processed on
date and time.

RFx Approval Process

Login to the SRM Portal.

Link: http://srmepqa.hec.mahagenco.in:50000/irj/portal

1st Approver user name: TDAEE

2nd Approver user name: TDASE

3rd Approver user name: TDADY

4th Approver user name: TDAAD

5th Approver user name: TDASE

Password: Genco123

Go to the “Home” folder > “Work Overview” option on the left.

Click on the “Refresh” icon to update the queue.

Work items that are pending decisions are displayed. Click on the Work item that need to be reviewed.

The RFx is displayed in a new window and is in “Awaiting Approval” status. Click on “Approve”

RFx is now approved by the first approver

Login with each of the approver derived in the Workflow. See the “Approval” Tab in the RFx screen for
the list of approvers.

RFx is approved by all the Approvers. Now, the Status is updated to “Published”. Click Refresh to update
the status.

RFx Response creation

Now login to the SRM portal again as a supplier.

Link: http://srmepqa.hec.mahagenco.in:50000/irj/portal

User name: TESTSUPPLIER

Password: Genco123
Go to the “RFx and Auctions” folder. If you cannot find the RFx number in the list, Click “Refresh” to
update the list. Then, Click on the RFx number

The RFx opens in a new window. Click on Participate and then “Create Response”
Enter the Unit price in the “Price field”

Go to the “Items” tab. Select the line and click on “Details”

Enter the GST percentage and Total Insurance. Then press the “Enter” key for the system to calculate
the GST amount in Rupees based on the percentage allocated.

Then click “Submit”

Click “Sign”

Click Run
Select the Certificate and click “Encrypt Bid”

Click Refresh. The status of the RFx response is updated to “Submitted”

Price bid opening and scheduling.

Click “Initiate Price RFx response opening” (option is displayed only post the Price Bid opening deadline)
A screen pops up with user ID. enter the password and click “Approve”

Once the Price Bid opening is initiated, proceed to login as TDAEE to open the Price Bid.

User id: TDAEE Password: Genco123

Click on “Advanced Search”

The “Advanced Search” opens in a new window. Search with the RFx number

RFx opens in a new window. Click on “Open Price RFx Response”. Enter the password and click
“Approve”

Approval Successful
Simultaneously, login as TDASE to open the Price bid.

User id: TDASE

Password: Genco123

Click on “Advanced Search” > Search for the RFx number > Click on “Open Price RFx response” > Enter
the password and click Approve

Approval Successful

Login back as a Purchaser (TDADE) Open the RFx screen. Refresh the page, until the “Initiate Price RFx
response opening” button disappear. Click on the “Responses and “Awards” button.

Click on “Decrypt My Price Key”

Click “Run”
Select the Certificate and click “Decrypt My Key”.

On the Awards and Responses screen, click on “Decrypt all RFx price keys”

Click Refresh
RFx response comparison
“Responses and Awards” page > Response comparison tab. Click “Compare all Responses”

Expand the “Header” and “Item” segment to compare the bids.

Go to “Download Response Comparison”

Save or Open the comparison statement.

Now if you want to create an Auction, Click on “Convert to Auction”

Click “Yes” on the Prompt

Select “Reverse Auction” in the Transaction type of Auction field and check the box with the bidder
name. Click “Convert to Auction”

Click “OK”
Go to the “Tracking” tab on the RFx page.

Auction is created in Display mode.

Click “Edit” to amend the Auction

Enter the details on the Auction page:

Start Date

End Date

Bid Validation: Customer – Specific Rule

Remaining time trigger

Extension period
The item details are fetched from the RFx.

Enter the following details for the line item:

Quantity

Start Price

Reference Price

Reserve Price

Bid decrement Amount

In the "Delivery Date" field, enter the date in the format DD.MM.YYYY

Note: You can use the icon in the filled to select the date.

Bidders tab will display the list of bidders invited for the Auction.

Click “Publish”. Auction Published.

Click on “Auction” for the Purchaser’s view of the Live Auction cockpit

Click “Run”
Item details and Bidders participating in the bid are visible.

The “Extend” button on the Extreme right, can be used by the Purchaser to extend the Auction End
time.

The “Chat and System Messages” window lets the Purchaser Chat with the participants on a common
platform.

Enter the text and click “Send”

Message posted
Auction - Bidder Process
Log in as Supplier – TESTSUPPLIER

Access the link: http://srmepqa.hec.mahagenco.in:50000/irj/portal

Enter the User id and password

Click on the “RFx and Auctions” folder.

Go to the Auctions “All” query. Enter the Auction number in the “Event Number” field and click “Apply”
Click on the Auction number. Click on “Live Auction”

To submit a Bid, Enter the Bid Price and click “Send”. Then Click “Yes” to Confirm the submission

Bid successfully submitted

Multiple bids submitted.

Automatic Extensions:

Remaining time trigger: 5

Extension Period: 6

Example: Whenever, the bidder submits a bid in the last 5 min of the auction, the Auction end time is
automatically extended by 6 min.

Bidder’s (TESTSUPPLIER) view of the History tab, where he can see the bids quoted for the Auction.

They will not be able to see the Bidder name or the Bid quoted by them.

Logged in as KINLEY and submitted multiple bids.

Bidder’s (KINLEY) view of the History tab, where he can see the bids quoted for the Auction.

Bid Extension
The Purchaser has the option to extend the Bid, if required. Click on the “Extend” button

Enter the time of extension in minutes. Click ok

Time extended. Click ok.

Time extension message displayed on the “Chat and System Messages” window

Auction Ended
Auction - Bid Comparison
Click on the “Purchasing” folder. And click on the “Sourcing” option on the left.

Click on the Auction number. Auction should open in a new window.

Click on "Bids and Awards"

Go to the “Bid Comparison” tab

Click "Compare all RFx responses”. Expand the Header and Item labels to check the details.

Click on "Download Response comparison"

Save or open the file

Once the Bid response comparison is done. You can award a bid.
Click on the bidder number in the “Bid Activity” tab

Opens the bid in display mode. Click “Edit”.

Click “Accept”

Click the Refresh icon

Click "Create Purchase Order"

Select the PO type as “ZLEP – Limited Tender PO” and the click “Create Purchase Order”

PO created
Now, close the Bid display page and go to the Display Auction page. Go to the “Tracking” tab and click on
the Purchase Order number

PO displayed in a new window. Click Edit to make the fields editable.

The fields in the PO are now editable.

Update the details in the “Overview” tab and key in all the mandatory details. (Most of the details will
automatically be fetched from the preceding documents.

Enter the storage location for all the line items

the “Account assignment” details are fetched from the PR.

Enter the “DOP clause” and “Release group” in the Header tab > General data

The Approval tab will display the list of Approvers

PO is now in “Awaiting approval” status.

PO will be now routed through the approval process. Need to be approved at each step before it is sent
released to the supplier.

PO Approval Process
Login to the SRM Portal. Link: http://srmepqa.hec.mahagenco.in:50000/irj/portal
1st Approver user name: TDAEE Password: Genco123

SRM landing page.

Go to the “Home” folder > “Work Overview” option on the left.

Click on the “Refresh” icon to update the queue.

Work items that are pending decisions are displayed. Click on the Work item that need to be reviewed.

The PO is displayed in a new window and is in “Awaiting Approval” status. Click on “Approve”

PO is now approved by the first approver

Login with each of the approver derived in the Workflow. See the “Approval” Tab in the RFx screen for
the list of approvers.

PO is approved by all the Approvers. Now, the Status is updated to “Ordered”

PO copy transferred to ECC

Creation of Purchase Order Response

Login to SUS. Link: http://srmepqa.hec.mahagenco.in:50000/irj/portal

User name: TESTSUPPLIER Password: Genco123

Click on the “Purchase Orders” folder.

Once the Purchase Order is approved and transferred to SUS, The supplier will be able to create a
Purchase Order response.

Click on the Purchase order number

Click on “Process”

Enter the required details. Add Comments in the “Message to Purchaser” field.

Click on “Confirm All items” and enter Quantity

Then click on “Send”

Purchase Order response created successfully. The Purchase Order response number is transferred to
SRM

Confirm Purchase Order Response by the Purchaser

Login to the SRM portal.
Link: http://srmepqa.hec.mahagenco.in:50000/irj/portal

User name: NSKTPSPE

Password: Genco123

Click on the “Purchasing” folder and then go to the Purchasing option on the left.

Then click on the Purchase Order number

Click on the “Tracking tab”. POR is available in this tab

Click on the Purchase Order response number

On the POR display screen, click on “Confirm Response”

POR accepted by the Purchaser.

Creation of ASN
Login to SUS.

Link: http://srmepqa.hec.mahagenco.in:50000/irj/portal

User name: TESTSUPPLIER

Password: Genco123

Click on the “Purchase Orders” folder. Click on the Purchase Order number.

Click “Create ASN”

Update the required details:

Means of Transportation

Transportation ID code

Bill of Lading

Click “Propose Outstanding quantity”

Update the Quantity that can be delivered

Once all the required details are entered, click “Goods Delivered to Recipient”
ASN created successfully

ASN Posted in ECQ 300

ASN number is transferred to ECC and is updated in the “Confirmations” tab

Confirmation creation
Login to SRM. Link: http://srmepqa.hec.mahagenco.in:50000/irj/portal

User name: TDADE

Password: Genco123

Click on the “Purchasing” folder and then go to the Purchasing option on the left. click on “All” in the
“Confirmations” query
Search for the PO to create Confirmation. Enter the PO number and click “Search”. Once the result is
displayed, select the line and click “Continue”

Create Confirmation page is displayed. Enter the “Confirmation name” and “Reference Document” in
the Overview tab.

In the Header tab, enter the “Material Received on”, “Challan Date”, “Bill of Lading”, “Weight” and
“Material received at” field.

Update the quantity to be confirmed. Click “Confirm”

Click “Yes” in the prompt

Confirmation created successfully.

GR posted in ECC in the “Purchase Order History” tab
Transfer confirmation to SUS
In ECQ 300, go to SE38. Execute program ZRPODDELVRY

Fill in the details as shown in the screenshot below. Then execute.

Idoc created

Now change the execution mode to “Send IDOCs” and execute

Accept GR by the Supplier
Login to SUS. (SRQ 210)

Link: http://srmepqa.hec.mahagenco.in:50000/irj/portal

User name: TESTSUPPLIER

Password: Genco123
Go to the “Notification from Purchaser” folder. Click on the GR number

Click “Accept”

Invoice Creation by the Supplier

GR accepted.

Now, inorder to create Invoice, go to the “Notification from Purchaser” folder

Click on the GR number from the list

Click on “Create Invoice”

Update the “Message from Purchaser” and click “Send”
Invoice updated in the “Purchase Order History” tab in ECC.

**End Of Document**