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:

• Name of the procurement procedure - the name of the procedure;
• Status - the current status of the procedure;
• Number of items - the number of items in the procurement procedure;
• Created by - the name of the user who created the procedure;
• Publication date - the date and time of publication of the procedure;
• Start date and End date - the date and time of the start and end of the procedure. The difference from offline procedures is that the English reduction will display the start date and end date of the procedure, as well as its duration.

The Offer field will contain your offer number after the reduction is completed in the Offers collected status, so this field will remain empty for now.

The View reduction 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, deadlines, organization, event parameters and automatic extension (if set) are provided.

Here you can see:

• The name of the procurement procedure;
• The type of the procurement procedure;
• Start date and End date - the date and time of the beginning and end of the procedure.
• Delivery address - the full address for the delivery of goods;
• Location/Plant - the plant that purchases the goods;
• Currency - the currency of the procurement procedure specified by the organizer of the auction;
• Procurement 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 terms - terms for making payment;
• Incoterms code and Location.

The next tab is Positions. Here you can see the positions that are involved in the procurement procedure and see comments on them.

Purchase Method Coefficient or Price

The Positions tab will display reference information on how the procurement procedure will be carried out, the determination of ranks, and also the form in which bids are submitted.

Next is the 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 delivery date and address, quantity and unit of measurement; and the buyer's comments.

Depending on the selected procurement method, the display of price data for the item will differ. First, let's look at the Coefficient procurement method. In this case, the Starting price without VAT, Reduction step without VAT and Price limit 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. Later, when participating in the procurement, you will be able to select the currency for participation. The planned price without VAT has a monetary value.

The value in the Step reduction without VAT field will be displayed after the first bid submitted for the item, if it was specified by the purchaser, so for now the field remains blank.

With the Price procurement method, all prices will be indicated immediately in monetary terms without using coefficients. This is the main difference between the different procurement methods. Subsequent settings will be the same for both methods.

If necessary, you can expand the position card (1) for a more detailed view of information on a particular position. You can also expand the tab with attachments to the position (2). Attachments can contain files for each position that can be downloaded 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 All 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 reduction

To participate in the procurement procedure, click on the View Reduction 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 Select currency button is clicked, it will not be possible to change it. The Manufacturer/Year, Delivery Time and Tax Code fields can be changed.

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

Control panel for reduction gear

After sending the data, the Control Panel of the reduction gear will open in real time.

At the Published status, the control panel for the reduction 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 reduction start through the list of procedures. If you have exited the control panel for the reduction, you can return to it by clicking on the procedure number in the list.

Next, click the View reduction button if it has not yet been launched, or click the Participate in reduction button if the submission of proposals is already underway.

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

Submitting bets 

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

When the date and time of the procedure start arrives, the reduction status will be changed from Published to Active and a corresponding notification will appear. You can close the notification window and proceed directly to submitting proposals.

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

• Total cost of your offers excluding VAT – this field records the amount of your last offer submitted for all items

• Total cost of offers excluding VAT – this field will indicate the total amount of the offer you are going to submit. It will be calculated automatically when you fill in the Price excluding VAT field. Both of these fields will be expressed in monetary terms in the currency you selected.

• A timer indicating the time left until the end of the procedure.

When the procedure switches to the Active status, the Price excluding VAT field will become available for filling, where you will need to indicate your offers for the items.

Fill in the Price without VAT field for the items you want to participate in. Check carefully the entered rates for the items and the total cost of the offer, as it will no longer be possible to cancel the offer once submitted. After checking, click the Submit offer button.

If errors were made while filling out the form, a notification will appear indicating the error. You will need to correct it and click the Submit Offer button again.

Once you submit your proposal, a pop-up message will appear indicating that your proposal has been successfully submitted.

The table with positions will indicate the price reduction step if it was filled in by the organizer and will be displayed after the first bid submitted for the position. If the reduction step was specified, you can reduce the bid in accordance with the step, but not below the price limit, if it was also filled in. The price limit is the minimum possible bid for the position. 

The table with positions will show your Price, Offer Cost and Rank. Rank with the value "1" is a priority for choosing the winner. If during the submission of offers your competitors indicate a price lower than yours, your rank will change from 1 to 2. To regain a high rank, you can lower the prices of your offer and submit it again.

At the bottom of the page, in the History block, all errors that occurred will be displayed, as well as the positions for which the offer was submitted.

Extension of the procurement procedure

We mentioned auto-renewal settings earlier, let's look at how they work. If auto-renewal was filled, then when the timer expires, a notification about the reduction renewal will appear with a new end date and time.

In the reduction itself, the end date will also be updated. A new timer for the extension period will be launched. During this time, you can adjust your offer.

Completion of the procurement procedure

When the procurement procedure is completed, its status will change from Active to Completed bid collection. At this status, you cannot make or change bids.

At the top of the page, it will be displayed that the reduction is complete and the date and time of its completion. The history will also display information about the status change.

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 procedure with the English reduction type, you will not be able to attach your files.

Carrying out the next stage of the procedure (rebidding)

Another stage of the bidding can be created for the procurement procedure - Rebidding. In the next stage, at the discretion of the purchaser, offers can be copied from the previous stage. Except for cases when the next stage is created from a Dutch auction, and also if the type of purchase changes. For example, if there was an English reduction with the coefficient procurement type, and any other type of purchase is created with the price method. And vice versa, if there was a price procurement method, and an English reduction stage is created with the coefficient method. In these cases, offers will not be copied from the previous stages.

If the next stage English Reduction was created and an offer from the previous stage was copied according to it, then all the settings of this offer will also be copied. That is, the currency selection field will be filled in based on the offer from the previous stage and it cannot be changed. The fields Manufacturer, Year of manufacture, Delivery time and Tax code will also be copied from the previous stage, but they will be available for editing.

When you go to the control panel, you will see your suggestions that were made in the previous step.