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E-Procurement Manual
For Indigenous
Supplier and Service Provider
1
Index
Sl. No.
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Subject
Eproc userid creation
Different ways to access eproc site
Site Demo
Login to eproc site
Steps to Change password
Forgot Login Information
Site view, Personal Detail, User Id and TCOC acceptance
RFQ (Enquiry) Acknowledgement
Order Acknowledgement
View RFQ
Quote against Material RFQ
Quote against Service RFQ
Order View
Delivery Order
Schedule Agreement
Imminent Delivery
Delayed Delivery
GR (Goods Receipt) View
Payment View
Invoice Detail
Vendor Managed Inventory (VMI)
Other facilities for Suppliers/Service Providers
Pre-Requisites for an e-partner
Benefits to the suppliers
Do's & Don’t's for the supplier (Related to browser)
Do's & Don’t's for the supplier (Related to site not opening)
Contact details for e-procurement related issues
Page
Page 3
Page 4 - 6
Page 7 - 8
Page 9
Page 10-12
Page 13-20
Page 21-25
Page 26-28
Page 29-32
Page 33-34
Page 35-43
Page 44-56
Page 57-58
Page 59-60
Page 61-64
Page 65
Page 66-67
Page 68-69
Page 70
Page 71
Page 72
Page 73
Page 74
Page 75
Page 76
Page 77
Page 78
2
E-procurement User id Creation
The eproc userid will be created by Tata Steel and that will be sent to the vendor with user id and
password along with some other information like site address and Tata Steel purchase business policy.
The mail content will be like
Dear Friend,
CONGRATULATION!!!
You have been allotted User id and Password for accessing Tata Steel E-Procurement site.
This E Initiative was taken up by Tata Steel couple of years back and both we and as well as others who are already
our E partners, have started getting tremendous benefits of the same and there is no looking back on the same. This is
a WIN-WIN situation for both of us. As a step forward, this additional initiative is being taken with immediate effect.
Now we are pleased to inform you that you have become our E-Procurement Partner. Welcome and join the E partners
club of vendors at TATA Steel. There are many other advantages you shall get from this. However all these shall be
communicated to you at the appropriate time by us.
Your Vendor Code : I063 Your Name of the Organization: I.M.S & SUM HOSPITAL Your User-ID : testvend Your
password : test (FOR SECURITY REASON, PLEASE CHANGE YOUR PASSWORD AFTER FIRST LOGIN. PLEASE
NEVER DISCLOSE YOUR PASSWORD TO ANYONE AT TATA STEEL).
A detailed manual has been hosted in the homepage of e-procurement site to assist you for operating the site.
We expect the following from you and would request you to make a serious note of the following: 1. All quotations
against RFQs must be submitted through this site only. We are making necessary changes in the computer program
that once we make you as an E Partner, we shall not accept fax/Email or manual quotations from you and shall be
totally ignored. These are very clear management guidelines. 2. Information on Imminent delivery must be filled by
10th of every month and are also making necessary computer program changes as mandatory for all order/ delivery
orders. 3. You must access your site on a daily basis. System shall also trigger an E Mail to that effect. 4. Please and we
repeat, please do not make this system person dependent. In such a case, there is every likelihood that you may loose
on a valuable business because of the person dependant person not being there.
Pl. logon to www.tatasteel.co.in and start using the site. In case of any problem on site, please refer to the FAQ on the
E Procurement site . Thanking you and wishing you a very happy E Procurement Partnering........
Subrata Dhar, Sr. Manager and Team Lead, Vendor Management, Procurement Division, Jamshedpur, India
3
Three ways to access Eproc site – Method 1
1.Type
www.tatasteel.co.in
in the URL
2.Click on
e-procurement
4
Three ways to access Eproc site – Method 2
1.Type
ebiz.tatasteel.co.in
in the URL
2.Click on
e-procurement
5
Three ways to access Eproc site – Method 3
Type www.tatasteel.com and follow the below steps
1.Type
www.tatasteel.com
2.Click on’ vendor
Zone’
6
Site Demo
7
Open Internet Explorer
After getting the user id and password the supplier can start accessing eproc
site by below steps
3.Click on Internet
Explorer to Open
browser
2.Click on
Programs
1.Click on
“Start”
8
Logging into the site
1.Type Address
as in page 3 or
4 or 5
2.Type User Id (Not
Case Sensitive)
3.Type Password
(Case Sensitive)
4.Click to Enter
Site
5.Click to Retrieve
Forgotten password
(click on the link
forgot password)
9
Change Password Steps
1.After the first login vendors are requested to change the system given password
and customize it according to their convenience
To change
password click on
‘change password’
link
10
Change Password Steps
1.Give old
password’
2.Put new
password’
3.Confirm new
password’
4.Click on Change
password link
11
Change Password Steps
After clicking on ‘change password’ button the below screen will come
confirming that password changed successfully
12
Forgot Login Information
• If the supplier forgets his / her password for
accessing eproc site then how to retrieve the
password has been explained in page 13 – 19.
• There are two (2) methods to access Forget Login
Information
13
Forgot Login Information
1.Click on this
link
14
Forgot Login Information Method 1
1.Select location
from the
dropdown
2. Give User id
3.Click on this
button
15
Forgot Login Information Method 1
3 .Give the user id
2.‘Tata Steel’ as
location selected
1. Select ‘Tata
Steel’ from
Dropdown
4. Click in this
button & go to
page no. 42
16
Forgot Login Information Method 2
1.Select location
from the
dropdown
2. Give Vendor
Code
3.Click on this
button
17
Forgot Login Information Method 2
3 .Give the
Vendor Code
1. Select ‘Tata
Steel’ from
Dropdown
2.‘Tata Steel’ as
location selected
4. Click in this
button
18
Forgot Login Information Result
After clicking that button a new password will be mailed to the supplier/
service provider’s registered mail id
Check password
in given email id
19
Forgot Login Information Re - Login
After change in password successfully in previous screen the system will ask to
login again with a new password
1.Type User Id (Not
Case Sensitive)
2.Type new
Password (Case
Sensitive)
3.Click to Enter
Site
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E-procurement Site View Detail
Click on any link..Like enquiry , Order , Delivery order, Schedule agreement , Imminent delivery , Delayed
Delivery ,GR , payments in order to see the respective transaction
1.Select the
Organisation.
2.Click on any link in order to
proceed through Eproc site
This will take you to next page
21
Check and Modify Personal Details
1. If OK Click to
move to next page
2. If you make any
changes click here
to go to next page
3.Click to
Cancel Changes
done
22
User Id Acknowledgement
1.If you want to
accept click on this
button and go to
next page code of
conduct
2.If do not want to
accept click on reject
23
Rejection of User Id
1.After clicking the
reject Button will
take you to this
screen and user A/C
will be revoked
24
Code of Conduct
After accepting user id the supplier has to acknowledge the Tata Code
Of Conduct(TCOC)
1.Accepting Code of
Conduct will redirect
to next page
2.Rejecting Code of
Conduct and give
comments
25
RFQ (Enquiry) Acknowledgement
When any RFQ (Enquiry) is pending for
acknowledgement then Supplier must acknowledge the
same before accessing E-Procurement Site further.
26
RFQ (Enquiry) Acknowledgement
2. Click “Show All”
button to see all
Enquiry Numbers
under the one page.
1. Click this link
to see Tata Steel
general terms
and condition
for RFQ
4.Enquiries to be
acknowledged before
entering the Eprocurement site
Click in the Enquiry
no. to see the details
5. Initially the
status is ‘Not
Acknowledged’
3. Click “Export To
Excel” button to View
or Download current
page data in new
Excel Sheet.
27
RFQ (Enquiry) Acknowledgement
1.Click “I Acknowledge”
to acknowledge the
enquiry no for material.
(1100653941)
28
Order Acknowledgement
When any order is pending for
acknowledgement then vendor must
acknowledge the order before using EProcurement site.
29
Order Acknowledgement
1.Click
“Export to
Excel”
button to
transfer
order’s
details in
new Excel
Sheet.
7. Order
acknowledg
e message.
4.Orderss to
acknowledge
before entering
the Eprocurement site.
Click in the
Order no. to see
the details
3. Initially
the status
is ‘NO’.
5.Change
Order Tag
6.Delet
e Order
Tag
2.Click Order
File link to view
Order Pdf file.
30
Order Acknowledgement .Pdf File View
31
Order Acknowledgement
1. Click
BACK
link to go
previous
page.
2.Click “I Acknowledge” to
acknowledge the order no.
32
1.Now
the
enquiry
is under
Enquiry
Tab
View RFQ (Enquiry)
2.The
status of
enquiries
are
‘Acknowl
edged’
33
View RFQ (Enquiry)
1. Now
the
enquiry is
under
Enquiry
Tab
2.The status of
enquiries are
‘Acknowledged’
3. Click Enquiry No to
Quote.
34
Quote against Material RFQ
1.Item Level
Description
2.Click
to Quote
3.Click to Regret
Created by: 151310 Date: 5/26/2010 Doc. Classification: Public
35
Quote against Material RFQ
Moving to secure site part for Quoting
After clicking on the “quote now ” button the system will ask you to login again
for security issue
Click on ‘OK’
button
36
Quote against Material RFQ
Logging into the secure site
1.Type User Id
(Not Case
Sensitive)
2.Type Password
(Case Sensitive)
3.Click to Login
again
37
Quote against Material RFQ
1. Enter
Quotation
Reference
(Mandatory)
4. Click
‘Submit
Charges’
button to go
next page.
2. Click on down-arrow
and select from list
3.Enter
your value
here
38
Quote against Material RFQ Header Level Data
1. Click to
select the
‘Currency’
3. Click to
select
‘Incoterms’
2. Check to
select ‘Excise
Registered ‘
4. Click to
select ‘Billing
Point
39
Quote against Material RFQ Modify Extra Charges
2. Enter
Modify Value
hear.
1.Click hear
to modify
Extra Charges
40
Quote against Material RFQ Item Level Data
1. Check the
Item No check
box for Quote
individual
item’s(
Mandatory)
4. Select the
‘Billing Point
5. Select the
‘Tax Code
Description’
2. Enter the
‘Basic Rate’ (
Mandatory)
6. Enter
the ‘Tariff
Code’
3. Enter the
‘Lead Time
( Number of
Days)’ (
Mandatory)
10. Click on ‘
Submit Quote’
button to submit
the Quotation
9. User can also
save the Quotation
as a draft mode by
click ‘Save as
Draft’ button
7. Enter
the
‘Comment
’
8. Click
the ’
Modify
Extra
Charged
’ to
mdify
extra
charges 41
Quote against Material RFQ Successful Submission
1.Message Confirms
Successful
Quotation
2.Click to View
Quotation Details
42
Quote against Material RFQ View Submitted Quote
Print View of
the Submitted
Quotation
43
Quote against Service RFQ
2. RFQ
for
Service
1. Click on
the Enquiry
no. to see the
details
44
Quote against Service RFQ
1. Service
Details.
3. Click to
Quote
Service RFQ
2. Click to
Regret Service
RFQ
45
Quote against Service RFQ Moving to secure site part
After clicking on the “quote now ” button the system will ask you to login
again for security issue
Click on ‘OK’
button
46
Quote against Service RFQ
Logging into the secure site
1.Type User Id
(Not Case
Sensitive)
2.Type Password
(Case Sensitive)
3.Click to Login
again
47
Quote against Service RFQ Header level data
1. Enter
Quotation
Reference
(Mandatory)
2. Click hear
to change
Currency
3. Click hear to change
Incoterms value.
4. Click
hear to
change
Excise
Register
ed
7.Enter
Total
number of
trained
work man
available
value
6. Enter
Total
number
of work
man
availabl
e Value
(Manda
tory).
12. Check to
Confirm Site visited
and clearly job
understood the job
terms (Mandatory).
5. Click to
select Billing
Point
(Mandatory)
8.Enter the
Comment
value.
9. Click hear
to select
Visiting Date
time from
calendar.
(Mandatory)
10.Enter the
name of visited
department.
(Mandatory)
11. Click hear to
Person's name
who has shown
the job
To the vendor
(Mandatory)
48
1. Check to
select all line
items for
Quote
Quote against Service RFQ Item level data
2. Select the Tax
Code
Description
5. Enter the
Rate value.
3. Check and Un
Check to select
individual line
item for Quote
(Mandatory).
7. Click to submit
Quotation.
6. Save the
Quotation as a
draft mode.
4. Click to see
line item brief
description.
49
Quote against Service RFQ Successful Submission
1.Message Confirms
Successful
Quotation
2.Click to View
Quotation Details
50
Quote against Service RFQ View Submitted Quote
Print View
51
Quote against Service RFQ Modify Quote
If the RFQ is already quoted then to modify the quotation clicking on the RFQ the next screen
will come
4.Click to
open the
already
quoted
RFQ and
modify
1.Tag for
Quoted
RFQ
2.Tag for
Draft RFQ
3.Tag for
Reject
RFQ
52
Quote against Service RFQ Modify quote/Regretting an
Enquiry
1.Click to
Modify Quote
2.Click to
View Quoted
Details
3.Click to
Regret
Quote
53
Quote against Service RFQ Moving to Secure Site
Click on ‘OK’
button
54
Quote against Service RFQ Regretting an Enquiry
1.Write Reason
for Regretting
2.Click to
Regret Enquiry
3.Click to delete
Comments
55
Quote against Service RFQ Regretting an Enquiry
1.This message
confirms regret
56
1.Now the order
is under Order
Tab.
Order View
4. Click to export
order in new Excel
Sheet.
2. Click in the
Order no. to
see the details.
6. Changed Tag.
5.Delete Order
Tag.
3. Click Order
File link to see
Order .pdf file.
57
1.Click to see
order .pdf file
Order View
3.Order Details
2.Click to
see Extra
Charge
description.
58
1. Under the
Delivery Order
Delivery Order View
No of Services
in Order
59
Delivery Order Details
1. Delivery Order
Master Level details
such as Order no, Order
Date , Changed status,
changed date, Signatory
Name, Signatory phone
no, order file link,
currency code, Order
Detail Descriptions ,
Payment Instruction ,
and Delivery
Department.
2. Display Order Item
level details such as
order quantity, rate etc.
60
1. Under the
Sch. Agreement
Scheduling Agreement
2. Click Order No
to view Sch.
Agreement
3.Change
Schedule
Agreement Tag
4. Delete
Schedule
Agreement Tag
61
Schedule Agreement Master Details
1. Schedule
Agreement Master
Level details such as
Order no, Order Date
, Changed status,
changed date,
Signatory Name,
Signatory phone no,
order file link,
currency code, Order
Detail Descriptions ,
Payment Instruction ,
and Delivery
Department
62
Schedule Agreement Item Details
1. Order Delver
Dates.
63
Schedule Agreement Item Level Details
1. Click to view Extra
charges description.
64
2. Click to select To
Date.
Imminent Delivery
1. Click to select From
Date.
6. Click to Update.
3. Click to view all
imminent delivery
between from and to
dates
4. Insert Expected
Delivery Date in
DD/MM/YYYY
format.
5. Insert Description.
65
Delayed Delivery View and Update
1. Under Delayed
Delivery Tab.
2. Order Number.
3. Order item no
and order Delivery
Department name.
4.Order
Committed
Quantity
8. Click Update
Details to update
Delayed Delivery
5. Enter order
Expected Delivery
Date in
(DD/MM/YYYY )
format.
6. Order
delivered
quantity
7. Enter the
Comment
66
Delayed Delivery View and Update
1. When “ Information
Update Successfully”
message is displayed, it
means that Delayed
Delivery information
has been updated.
67
1. Under GR Tab.
GR (Goods Receipt) View
3. Click ‘GR in QI
Stock’ link to view GR
details.
2. PO Number
4. GR Date
5. Challan
Number
6. Doc Type?
7. Doc
Date?
68
GR (Goods Receipt) View
2. GR
Date.
1. GR No.
3. Item No
4. Accept/Reject
GR No
5. GR
Accept/Reject
date
6. Received
Quantity
7. Accepted
Quantity
8. Rejected
Quantity
9. GR Reject Region?
69
1. Under Payment
Tab
Payment View
2. Click ‘Show All’
button to display all
invoice no under one
page
3. Click on
‘Invoice No’ link
to view Invoice
Details
4. ‘Invoice Date’
5. ‘Invoice
Amount’
6. ‘GR No’
7. ‘PO No’
70
1. GR Number, Po
Number , Party
Invoice Number, date ,
Amount, SAP Invoice
Number, Creation Date
, Invoice Status, Cheque
No, Cheque Date and
Cheque Amount details
show under Invoice
Details report.
Invoice Detail
71
Vendor Managed Inventory(VMI)
1. Under VMI Tab
2. Click hear to see
vendor managed
inventory page
72
Other Facilities for Suppliers / Service Providers
1.
Messages floated by Administrator on home page
2.
User id-Password request (for existing ones, in case forgotten)
3.
FAQ’s & Troubleshoot information
4.
Facility to contact e-Procurement Administrator through the site
5.
Direct Contact (email) with the Ethics Counselor of Tata Steel
6.
Online acceptance of Code of Conduct of Tata Steel
7.
Automatic Reminders for new Orders and RFQ’s
8.
Email to eProc. Administrator for modification of Phone/FAX/email
9.
Other Information under the Facility Page (eg. Policies, circulars as and
when floated by Site Admin)
73
Pre-Requisites for an e-Partner
• Should be a Registered supplier / service provider having e-mail
address registered with Tata Steel, India
• Smooth running Internet Connection
• Internet Explorer 6.0 and above for browsing the Site
74
Benefits to the Suppliers
1.
On-line Enquiries (No hardcopy / E-mail / Fax movement)
2.
On-line Orders, if any
3.
On-line submission of quotation (No hardcopy / E-mail / Fax movement)
75
Do’s & Don’t for the Supplier’s
Related to Browser (Internet Explorer)
1. Use Internet Explorer 6.0 and above.
2. The browser keeps the page in the memory and many a times, throws the old page with old data,
instead of getting the latest data. To avoid this, remove these files from memory. To do this:
A. Go to Internet Explorer Menu bar - Tools - Internet Options - Temporary Internet Files - Delete
Files.
This will delete the old files stored in memory and get the latest data.
Delete cached filed for the memory from time to time (once a week)
B. Go to Internet Explorer Menu bar - Tools - Internet Options - Temporary Internet Files –
Settings
Under Check for Newer Version of Stored Pages, select "Every Visit to the page".
76
Do’s & Don’t for the Supplier’s
Related to Site not opening:
1.
Check that Internet Connection is up.
2.
E-Procurement Site of Tata Steel is accessible through three addresses
simultaneously as described earlier. If one of these don't open, try with the other address.
1.
You should be able to access other sites like yahoo.com, google.com, etc. If you have problem
opening these sites as well, then it is your local internet problem. Else, report problem for eProcurement site.
Faq’s
1.
More detailed note related to some of the specific problems is existing on the site under the
heading "FAQs". Go through the FAQ’s to help you out with your problems.
77
Contact Details For Eproc Related Issue
Name
E-Mail Address
Phone no
ProCare
(Supplier Relationship
Management Centre)
procare@tatasteel.com
0657 66 44466
Mr. Ravi Kumar
ravikr@tatasteel.com
0657 66 45367
78
Thank You
79