Procedure card

You can go to the procedure card in several ways:

1) Using the link from the email notification.

Notifications will be sent to the email specified during registration.

2) From the link in the notification list in your personal account.

At the top of the page on the right there is a bell button, by clicking on it you will be taken to the system notifications tab.

The button will indicate the number of notifications received that have not yet been read. Such notifications are marked with a red dot. If the notification has already been read, it will not be marked with a red dot. 

From the notification, you can go directly to the desired procedure. To do this, simply click on the link with its number.

3) From the "My procedures" section, by clicking on its line.

In the My Procedures section, all procurement procedures will be displayed, but they can be filtered by the Active tabs, where procurements with the Published status will be displayed, as well as with the Active status for the Dutch auction and the English reduction.

The next tab is On Approval. Here, procurement procedures with the following statuses are displayed: Collection of proposals completed, Review of proposals, Approval of the competitive list, Approval of the competitive list.

The Completed tab will display procurement procedures with the Failed and Winner selected statuses.

The last Cancelled tab will provide procedures with the Cancelled status.

Search procedures

You can search for procurement procedures by name or by procedure number via the search bar. The search will be successfully performed even by partial matches if there are typos in the query. The case does not affect the search results.

By clicking on the cross, the search query will be reset.

You can also use the advanced filter. To do this, click on the Filter button, and in the window that opens, select the fields by which you plan to filter the procurement procedures.

Filtering can be performed

• by procurement procedure number,
• by its name,
• by procurement procedure type,
• by procedure status,
• by proposal number,
• by proposal status,
• by procedure publication date,
• by proposal submission deadline.

In the date fields, you can specify not only a specific date, but also a time period between dates.

You can apply several different filters at the same time when searching. After filling in the filters, click the Show results button to see the procurement procedures that fall under the specified filtering.

In addition, for convenience, there is additional filtering of procedures by the proposals attached to them, if you submitted them, and by the status of the proposals, which is displayed directly in the table with procurement procedures. Click the filter button in the status column and select the desired values. Then click the Apply button so that the filtering by statuses is applied to the list of procedures.

To return the entire list of procedures to its original view, you can clear the filter, click the Apply button. After that, all procurement procedures will be displayed again.

Procedure parameters

To go to the procedure card, click on its line.

The top of the page will contain the basic information on the procurement procedure:

• Procurement procedure name - procedure name;
• Status - current procedure status;
• Items - number of items in the procurement procedure;
• Created by - name of the user who created the procedure;
• Order date - date and time of procedure publication;
• Start date - date and time of procedure start.

The Proposal field will contain your offer number after the auction ends in the Offers Completed status, so this field will remain empty for now.

The View Auction button will be displayed in the Published status. We will return to it later.

Information about the procedure is displayed below on the page. It is located on the tab of the same name, where basic information such as identifier, terms, organization, event parameters are provided.

Here you can see:

• Name of the procurement procedure;
• Type of procurement procedure;
• Start date - date and time of the procedure start.
• Ship-To Address - full address of the goods delivery;
• Location/Plant - the plant that purchases the goods;
• Currency - the currency of the procurement procedure specified by the auction organizer;
• Purchase method - one of two values can be specified: Price, when the purchase is created with prices in monetary equivalent or Coefficient. Below we will consider the nuances of each method;
• Payment term - conditions for making payment;
• Incoterms Code and Location.

Purchase Method Coefficient or Price

The next tab is Items, here is a list of items that are involved in the procurement procedure. All the basic information on the item will be displayed here, as well as the date and delivery address, quantity and unit of measurement; and the buyer's comments.

Depending on the selected procurement method, the display of data on the price of the item will differ. First, let's look at the Coefficient procurement method. In this case, the Starting price without VAT, Price increase without VAT and Maximum price without VAT will be expressed as coefficients. When you hover over the coefficient value, you will see its value in monetary terms. On the procurement procedure page, prices are indicated in the currency of the procurement procedure. Then, when participating in the procurement, you will be able to select the currency for participation. The planned price without VAT has a monetary value.

With the Price purchasing method, all prices will be indicated immediately in monetary terms without using coefficients in the currency of the purchasing procedure. This is the main difference between the different purchasing methods. The subsequent settings will be the same for both methods.

Let's look at the fields that are relevant only for the Dutch auction:

• Starting price excluding VAT is the price from which bids will start to be submitted;
• Price increase excluding VAT is the price increase step for the item;
• Time interval is the time given to submit an offer for the item at the current price;
• Maximum price excluding VAT is the price limit, upon reaching which, if no offers have been submitted, the bidding for the item will end.

If necessary, you can open the item card for a more detailed view of information on a particular item.

You can also expand the tab with attachments to the position. Attachments can contain files for each position that you can download to your device.

In addition, all positions for this procedure can be downloaded in .xls file format, if this viewing option is more convenient for you.

The next tab is Notes and attachments, here you can read the comments on the procurement procedure left by the organizer. By clicking on the Read more button, a window with the full text of the comment will open.

Also on this tab there are attachments for the procurement procedure. Files from the purchaser will be attached here. Attachments will open when you click on the procurement procedure application button or by clicking on the arrow.

In the window that opens, you can download files to your device either individually (1) or in archive format using the Download everything button (2). The "Download All" button is also available directly in the attachments tab without opening a modal window.

The last tab in the procurement procedure is Tracking. Information on the procedure change by the purchaser and the movement of the purchase by status will be displayed here.

Participation in the auction

To participate in the procurement procedure, click the View auction button. A modal window will open for selecting the currency and filling in the required fields for the offer.

The exchange rate will be indicated when selected. Once this form is filled in and the Choose currency button is clicked, it will not be possible to change it. The Manufacturer/Year, Delivery Time and Tax Code fields can be changed.

Fill in all the fields on this form and click the Choose button. If you do not need to specify the Manufacturer/Production Year and Delivery terms, you can put a dash.

Auction control panel

Once the data is submitted, the Real-Time Auction Control Panel will open.

At the Published status, the auction control panel is only available for viewing information. You can leave this window open, the purchase will start automatically on the date and time of the procedure start. Or you can close the window and return to it again at the time of the auction start through the list of procedures. If you have exited the auction control panel, you can return to it by clicking on the procedure number in the list.

Next, click the View auction button if it has not yet been launched, or click the Participate in auction button if bids are already being submitted.

In the window that opens, you can make changes to the fields available for editing, and by clicking the Choose button, you will be taken back to the auction control panel.

Submitting bets

When the procedure start date and time arrives, the reduction status will be changed from Published to Active.

We will consider the submission of bids using the example of a Dutch auction with the purchase method Price. With this purchase method, all prices will be indicated in monetary terms in the currency you selected when filling out the participation form in the procedure.

A table will appear in the upper right part of the page, which will indicate:

• The name of the item that is currently participating in the auction, and the code of this item, if it was specified. By clicking on it, you will be transferred to the table with items. This can be convenient if there are many items, to make it easier to navigate which specific item is being submitted for an offer.
• Current price without VAT - the current bid for the item for which you can participate.
• Next price without VAT - the next bid for the item, which will become current after the timer ends.
• Timer - a timer that counts down the time until the bid for the item changes or after the end of the auction for this item.
• Submit offer - a button for submitting an offer.

Submission of offers in the auction is done for each item separately. Prices will be converted and displayed in the currency that you selected when switching to the auction control panel.

When the bidding for an item is completed, its status changes from Active to Completed. And for the next item, the status changes from Not launched to Active. You will see a window with information about the completed item, if you did not place a bid on it, which you will need to close in order to continue participating in the bidding.

By clicking the Submit Offer button, you are locking in the price specified in the Current Price Excl. VAT field as your offer. This price will be shown in the Price Excl. VAT field. Please note that once you have clicked the Submit Offer button, you cannot cancel your bid.

In the table with positions, the row with the position for which you submitted a bid will be highlighted in green. An active position that is currently running will be highlighted in blue. A position with the status Not running or Completed, but you have not submitted a bid for it, will not be highlighted in any color and will remain white.

Below in the History block you can see the history of submitted proposals, as well as changes in the status of the procurement procedure.

Completion of the procurement procedure

When the procurement procedure is completed, its status will change to Collection of proposals completed.

In order to view your proposal for a procurement procedure, you will need to return to the list of purchases, open the required procedure and click on the number in the Proposal field.

Your offer card will open, where you can see the amount of the submitted offer and view your bids.

Rates can also be downloaded in .xls file format in the Positions section.

Carrying out the next stage of the procedure (rebidding)

Another stage of the auction can be created according to the procurement procedure - this is called Reauction. If the next stage is held after the Dutch auction, the offers from the previous stage are not copied. Also, offers are not copied if the next stage of the Dutch auction type is created from any other type of procurement procedures. That is, if the Dutch auction is used during the next stage, the next stage will start from scratch without previous bids.