Open Tender process Adopting PR without Deviation

PR created and Approved in ECC

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

Enter the User id and password

Click on “User section for PR.

Click on the Purchase Requisition query

Use the “Quick Criteria maintenance” option to search with the PR number. \

Enter the PR number and click “Apply”

Select the Line items and click “Start Collective Processing”. Use the Ctrl key to select multiple line items.

Click “Select All” and click “Create RFx”

Select the RFx type: ZOTR – Open Tender RFx and click Submit
RFx created. Click Refresh

The “Create Rfx” button is now inactive

Click Refresh on POWL. The RFx number gets updated in the “Related Document Number” column.

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

Search and click on the RFx number. Click Edit to amend the RFx.
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.

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

"Submission deadline" field: Enter date and time

"Technical RFx Response Opening date" field: Enter date and time

"Opening Date" field: Enter date and time

"Tender fee"" field: Checkmark on the box and enter the tender fee "1,00" and submission deadline
"Earnest Deposit Money" field: Checkmark on the box and enter the tender fee "2,00" and submission
deadline

In the “RFx information” tab, click on the sub-tab “Notes and Attachments”

Enter the Tender specific notes on the “Tendering Text” in the “Notes” section. Then click “OK”

Note: Tendering Text is visible to the Supplier.

“Internal Notes” is visible internally only within the Organization

Tendering text added

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.

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.

Document added.

Add another attachment.

Once the document is attached, uncheck the box “Visible internally only” for the attached document to
be visible to the supplier.
Tender specific document need to be attached in the collaboration folder. Hence, first click on “Create”
under the collaboration section to create a folder.

Collaboration folder created with the RFx number. Click on the collaboration folder.

Click on “Folder”

Click “Create”
Click on the “Document” option

Enter the name of the Document and click “Continue”

Click “Browse” to search for the attachment

Click “Save”

Add another document

In the “Encryptors and Decryptors” tab, click “Add” to add the primary Decryptor

Primary Decryptor added

Now click on the “Bidder” tab.

Dummy vendor shows in the tab, however, Open tender is published to all the registered suppliers.

For RFx the “Output medium” should be set to “Email”

Click OK
Output medium updated to email

Items tab: Items details fetched from PR

Notes and Attachments tab will show the attachments that was uploaded in the “RFx information” tab >
“Notes and Attachments” sub-tab

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
Technical and 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 TDAGM 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.

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

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”

Tender fee payment and 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.

You can use the Filter options to search for the RFx. Then, Click on the RFx number

The RFx opens in a new window

Under the “RFx information” tab > “Notes and Attachments”. Check the Documents attached by the
Purchaser.

Please note, the “Create Response” tab is not available unless the Tender fee is paid
Click on “Pay Tender fee” option next to the “Tender Fee” field.

A new window opens. Click on “Pay amount”

Select the bank from the dropdown list. Click “Pay now”
Click “Confirm”

When prompted, enter the User id and password. Then click “Submit”

User id: test

Password: test

Click “Submit”
Payment successful. Close the screen after the payment confirmation

Note: A check has been maintained in the system, inorder to avoid duplicate payment. If you click on
“Pay Tender Fee” again, it will display a message, that the Tender fee has already been paid for this bid.

Similarly, you can make a payment for EMD Fee.

EMD Exemption
However, For Exemption of EMD fee, check the relevant box.
click on “Save”. Inorder to participate click on “Participate” button.

Click Register

Click “Participate”
Click “Create Response”

A new window opens with the RFx response number.

Under the RFx information tab, go to “Notes and Attachments”

Click on “Collaboration RFx 329”
Will be routed to the CFolder.

Go to the folder to view the Tender specific documents attached by the Purchaser

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

Enter the Unit price in the “Price” field and the GST percentage 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.
Click on the “Add attachment” button in the CFolder Attachments section.
Browse and attach the relevant documents and supporting document for claiming exemption.

Document Attached

Click Submit.
Click “Sign”

Click “Run”
Select the Certificate and click “Encrypt Bid”

Click the Refresh icon

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

Technical Bid Opening

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

User id: TDADE

Password: Genco123

SRM Landing page.

Go to the “Purchasing” folder > Sourcing option on the left.

Click on the RFx number

RFx displayed in a new page.

At the Technical RFx Response Opening time.

Click on “Initiate Technical RFx response opening” tab (option is displayed only after the Technical Bid
opening deadline)

Enter the password and click “Approve”

Approval successful.

Once the Technical Bid opening is initiated, proceed to login as TDAGM to opening the Technical Bid.

User id: TDAGM

Password: Genco123
Click on “Advanced Search”

The Advanced Search opens in a new window. Look up for the RFx number. Enter the RFx number and
click “Search”

RFx is displayed in a new window. Click “Open Technical RFx Response”

Enter the password and click “Approve”

Approval Successful.

Simultaneously, login as TDASE to open the Technical bid.

User id: TDASE

Password: Genco123

Click on “Work Overview”

Click on “Advanced Search”

Search for the RFx number

RFx is displayed in a new window. Click “Open Technical RFx Response”

Enter Password

Approval Successful
Bid Scrutiny
User id: TDADE

Password: Genco123

Under the “Sourcing” option, click on “Bid Scrutiny” option to capture the document status during the
scrutiny process.

Simultaneously open the RFx page. Refresh the page, until the “Initiate Technical RFx response opening”
button disappear. Click on the “Responses and “Awards” button.
In the “Responses and Awards” page, click on “Technical Response Activity” tab.

Click on the RFx response number. You will be routed to the CFolder. Under the “Technical Bid” folder,
there will be folders for each of the bidder, who have submitted a response.

Click on the attached document to access the technical documents

Enter the “RFx number” and RFx response number and click Submit. Click “Change”.

Scrutiny Report screen is now in Edit mode. Highlight the line and click “copy” to add multiple lines.

Update the document status for all the attached document from CFolder. Click “Save”
Data saved successfully.

click on "Accept”

Bothe the Technical responses are accepted

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”

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

User id: TDAGM 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 as Purchaser and go to the RFx page. Refresh the page, until the “Initiate Price RFx response
opening” button disappear. Click on the “Responses and “Awards” button.

Click “Decrypt My Price Key”

Click “Run”

Select the Certificate and click “Decrypt my Key”

Click “Decrypt All RFx Price Responses”

RFx response comparison

“Responses and Awards” page
Response comparison tab. Click “Compare all Responses”

Go to “Download Response Comparison”

Open or save the Comparison statement

You can now compare the Bids and Accept / Reject.

Click on the response number or Highlight the line and click on Details. Click Edit

Click “Accept”

Response Accepted. Click Refresh

Purchase Order creation
Once the bid is awarded. Click on “Letter of intent” to trigger an email notification to the supplier about
the awarded bid.

Select the PO type as “ZOTP – Open Tender PO” and the click “Create Purchase Order”
PO created

Now, close the RFx response page and go to the Display RFx 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.

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.

Click on the Search icon in the “Location” field. Click on “Search”

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

Update the storage location

The Account assignment details are fetched from the PR

Go to the "Related Documents" tab. In the Document control tab, the below options should be checked:

Purchase Order Response

Shipping Notification

Invoice Expected
Goods Receipt / Confirmation of Performance of Service

Confirmation-Based Invoice Verification

The Approval tab will display the approvers determined in the workflow

Click on “Check” to ensure, there is no error. Click “Order”. 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

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

It is now sent to the 2nd Approver’s queue.

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 “Ordered”
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”

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: TDADE

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
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

Quality inspection process
Click on the GR number in ECC

Click on the “Quantity” tab. Click on “InspLot” for the Inspection Lot number.

Make a note of the Inspection Lot number

Go to Tcode QA32

Click on the Dynamic selection icon

Click on “Inspection Lot” folder

Click on “Inspection Lot”. Enter the inspection Lot number in the field and execute
Click on “Results”

Update the results

Result updated. Click the select all icon and click on the lock icon. Click “Accept”

Click Save icon

Click on the Refresh icon.

Click on Usage Decision(UD).

change the UD code to “ACC”

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 created in SUS

Invoice transferred to ECC

**End Of Document**