E-PROCUREMENT SYSTEM : USER MANUAL

Login, Forgot Password & Change Password, Create New User ID, Modify
User ID (Add / Delete Role) & Additional GST Details Updation

Login to E-Procurement site

Go to the URL : [Link]

Give user id & Password which you would have received in mail and press Sign In button to login
to the e-procurement site.

Enter User Id received in your mail

Enter Password received in your mail

Click on Sign In Button after entering

user id and password

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Forgot Password

If you have forgotten your password, then, do the following :

 click on the Forgot Password Link as shown below (Fig 1).

 A new screen will open up where you can either give your User Id or Vendor Code and
press Confirm (Fig 2).
 If the User Id or Vendor Code provided is not correct, then system will give error
message.

Fig 1 Fig 2

 If correct User Id is entered, then the system will generate a new password and send
mail to the email id of the user.
 If correct Vendor Code is entered, then the system displays a list of User Ids with the
vendor (Vendor may have more than one user id).
 The user will have to select the correct user id from the dropdown and press Confirm
button. Refer Screen Shot Below.
 On press of Confirm Button, the system will generate a new password and send mail to
the email id of the user.

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 The user can now login to the e-procurement site using his user id and new password
received in mail.

Enter Vendor Code

Select User ID for which user has

forgotten password

Press Confirm for generating new

password for user id selected

Change Password

To change an existing password, do the following :

 Login to the e-Procurement site.

 Click on the Change Password Icon on the top left corner of the screen. Refer
Snapshot below.
Click this Icon for
changing Password

 On clicking the Change Password icon, Change Password screen will come.

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 Enter Old Password, New Password and Confirm New Password. Refer Screen Shot
Below.
 Press Confirm to change the password.

Enter Old Password

Enter New Password

Enter New Password

Press Confirm to
Change Password

Create New User ID Fill all the mandatory

Tab & click on Add New
To create New User ID do the following :
User
Click on Create New
 Login to the e-Procurement site.
User
 Click Admin Account
 Click on Create New User

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Modify User ID (Add / Delete Role)

To Modify User ID do the Following:
 Login to the e-Procurement site.
 Click on Role User Mapping

Put up your
User ID & Click
on Display
button

The Below Screen will appear in your screen

 Click on Map New User Role

 Select the Role from the drop down Role ID & click on save New User Role Info

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For Uploading GST Details

 Link is available under Admin Section. Please note that Only Vendors with Admin
Role can upload GST Details.

 On clicking this Link the Page will open where users have to fill the GST Details. By
Default it will show all the details that have been previously entered by Vendor

 To add a new details, Please click on the Button Add New Details.

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The above form is to be filled by the Vendor.

 GST no. should be of 15 digits. Only alpha numeric characters allowed.

 Please select corresponding State, fill address details, mail ID (by default it is showing
vendor’s mail ID), Contact No (multiple contact no’s are allowed with comma
separator)
 Provisional certificate and Original certificate (whichever is available with Vendor at
this point of time) is to be uploaded.
 Once the details are filled, clicking on Save New GST Details button will save the
corresponding entry.

 Enquiry and Quotations

Login to E-Procurement site using your user id and password. If you have not acknowledged all
the enquiries, then a screen will be displayed containing all enquiries pending with you. The
enquiry list will also indicate the status of the enquiry. You have to acknowledge all Enquiries
which are in unacknowledged state. The system will allow you to proceed further only if you
have acknowledged all enquiries. Refer Screen shot below for details.

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Click here to
Acknowledge Enquiry

Enter NOT here for searching

all Not Acknowledged Enquiries

i. To Acknowledge Enquiries, do the following

 The page shown above may have a lot of Enquiries which may span over multiple
pages.
 To search for Not Acknowledged Enquiries, enter NOT in the search and the
system will show only Not Acknowledged Enquiries. See Screen Shot below.

 Click on Enquiry Number where Enquiry Ack. Status is Not Acknowledged as shown
above.
 A new page opens containing the details of the Enquiry Clicked.

 User may Acknowledge or Regret. Refer Screen shot below for details.

 On click of I Regret or I Acknowledge buttons, the system will make Status as regret /
acknowledge and go back to the Enquiry List page to allow user to either Acknowledge
or Regret other remaining Enquiries which are in unacknowledged state.

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Click here to Regret the

Enquiry

Click here to
Acknowledge Enquiry

ii. To See Details of Enquiries and Quote, do the following :

a) See Details of Enquiry
 Go to Enquiry Menu, Click on Enquiry List.
 A page opens containing a detailed list of Enquiries in a tabular format.
 The List contains Enquiry Status, Enquiry No, Enquiry date, Due Date, Number of Items
and services and Enquiry Acknowledged Status.
 See screen shot below.

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Click here to see details

& Quote

 To see Enquiry Details, Click on Enquiry Number as shown above.

 A page opens containing the details of the Enquiry Clicked. Refer Screen shot below.

Click here to Regret the

Enquiry

Click here to see the detailed

description of the material
for all Items

 One may regret Enquiry by clicking the I Regret button as show above.
 To see the detailed description of the material, Click on Show/Hide All Specifications
button as shown above. This will show the detailed specifications of all the ITEMs under
the enquiry. See screen shot below.
 Click the button again to hide the detailed specifications for all Items

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Click here to see / hide the

detailed description of material in
a single Item

 For viewing / hiding the detailed description of a single Item, Click Brief Desc as shown
above.
 A page opens containing the details of the Enquiry Clicked. Refer Screen shot below.

b) Quote Against an Enquiry

 Go to Enquiry Menu, Click on Enquiry List.
 Click on the enquiry number against which user has to quote. Enquiry details page opens
up.
 Press Quote Now Button for quoting. Refer Screen shot below.

Click here to Quote for an Enquiry

 On pressing Quote Now button, a new screen will pop up for filling up extra charges.
 Give Quotation Reference and Check if Currency displayed is correct & select the
Incoterms
 Select the Taxes and Extra Charges as applicable and enter the value against each.

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 After filling up this form, press Submit Charges button for saving the information
provided. Refer snapshot below.

NOTE:
Important Check points for Quotation

1. IF Incoterm EXL (Ex Works 3PL) is selected, System will not allow
to input freight condition.
2. Error displayed would be ‘Freight is not applicable for this
Inco term’
3. For other Inco term like FRD and FRK (Free Delivery
etc..)- Freight is mandatory

When to Select Delivery Term – EXL (Ex works 3PL)

1. Place
of delivery : Incoterm – EXL(Ex Works 3PL) will be used only for
supply to Tata Steel Jamshedpur , Tata Steel Kalinganagar Plant and CRM
Bara
2. Suppliers
‘dispatch & billing city mention in the quotation should be
Jamshedpur only (within 25 Km)..

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 In case billing location is Jamshedpur but the dispatch

location is elsewhere in that case no EX-works order

3. Checkthe list of the materials which are excluded from the scope of
3PL from the below list and delivery term EXL not required
For Delivery Term EXL (Ex Works 3 PL) freight is not required
but other delivery/inco term, freight is mandatory

 On press of Submit Charges button, the information entered in the form above is saved
and a screen opens up for entering the item specific Quotes. Refer Snap shot below.
 Fill up the mandatory and other fields.
 You have to Click on the Accept Item Icon (tick) before entering the details of the quote.
Refer Screen Shot below for details.
 After filling up the Quotation, click on Submit Quote button for Submitting the
Quotation.
 User may also click on Save as Draft button for saving the Quotation as draft.

Click here for selecting the

Tax Code
After acceptance only one can
enter further details like rate, Enter Basic Rate Enter Lead Time
lead time etc

Enter Remarks

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iii. Reports in Enquiry Module :

a) Enquiry Report
 Go to Enquiry Menu, Click on Enquiry Report.
 A page opens containing Search Criterions. Refer Screen Shot Below.

 Provide the relevant search input and press Get Report Button.
 A report comes below the search section.
 Refer Screen Shot below for details.

b) Quotation List
 This report is seen by Commodity Manager only.
 Go to Enquiry Menu, Click on Quotation List.
 A page opens containing Search Criterions. Refer Screen Shot Below.

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 Selecting a date range is mandatory for search.

 Press Show Quotations button.
 Report gets generated below search section. See screen shot below.
 Click on Collective number to see

Click on the Collective No to

see Quotation Details

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 Order Management
Login to E-Procurement site using your user id and password. If you have not acknowledged all the
enquiries, then a screen will be displayed containing all enquiries with you. You have to acknowledge
all Enquiries which are in unacknowledged state. See Section 2 above to know how to acknowledge
the Enquiries. System will allow you to proceed further only if you have acknowledged all enquiries.

i. To See Order List, do the following :

 To see details of order, go to Order Module Menu and click on Order List.
 A page opens containing a Search area and list of Orders in a tabular form. Refer snap
shot below.
 A user may search order based on Order No or Order Release Date in a range using the
search area on the screen. Refer screen shot below for details.
 To see Order Details, click on Order Number. If Order Status is blank, then user will be
able to Accept / Reject Order as well. Refer screen shots below for details.

Search area

Click on Order number to

see Details or Accept /
Reject

Click Here to download

Oder PDF

Click for Accept / Reject Order

Put Remarks

Click Submit to register

Acknowledgement

Click Here to
download Oder PDF

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To see order details and Accept / Reject order which are unacknowledged

Click Here to
download Oder PDF

To see order details of orders which are Acknowledged

ii. To See Vendor Delivery Compliance of Vendors, do the following :

 Go to Order Module Menu and click on Vendor Delivery Compliance .
 A page opens containing a Search area having a provision to enter Financial Year for
which this report is to be run. Enter financial year in format YYYY (e.g 2014, 2015, etc)
 Click on Display to show the data in tabular form. Refer snap shot below.
 There are filters based on which reports may be seen. These are Overall, Plant Wise,
Material Wise, Material Group wise, Purchase Group Wise. Refer screen shot below for
details.

Various Criteria for

reports

To see Overall Delivery Compliance

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Various Criteria for

reports

To see Plant Wise Delivery Compliance

Various Criteria for

reports

To see Purchase Group Wise Delivery Compliance

iii. For Order Confirmation, do the following :

 Go to Order Module Menu and click on Order Confirmation.
 A page opens containing a Search area having Order no. as input for search.
 Enter Order number for which confirmation is to be given.
 System will fetch and display the details of the order, like, TSL Order Date, Purchase
Group, Order Conf. number Order Conf Date and Status. Refer Screen shot below for
details

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Select Confirmation Enter Confirmation

Enter Confirmation
Date Qty
Remarks

 Select Confirmation Date, Enter Confirmation Quantity and Remarks as shown above.
 Press Submit for confirmation to get recorded in the system.
 Press Save as Draft for saving it as draft.
 The details can also be downloaded as Excel. Refer screen Shot

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 Code Of Conduct (CoC) and Conflict Of Interest (CoI)

Code Of Conduct (CoC)

The Tata Code Of Conduct (CoC) will get displayed to the user for two reasons. One when the user
logs in for the first time and second when there is a change in the code of conduct. This screen will
be used for taking user acceptance of the code of conduct.

Users should read the code of conduct carefully and accept it by pressing the I Agree button. Refer
screen shot below.

Press button to Accept Press button to

CoC Reject CoC

On press of I Accept button, the system will allow user to go further into the site.

On press of I Reject button, the system will not allow user to go into the site and the User ID will get
blocked.

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Conflict Of Interest (CoI)

Once the CoC has been agreed upon by the user, the system takes the users to the Tata Conflict Of
Interest (CoI) page. This page will be used to take declaration for CoI.

In the Firm Type one has to choose one of the following based on the type of firm user belongs to :

 Proprietary Firm.
 Partnership Frim
 Pvt Ltd and Ltd Companies
 Association / Society

Users should fill up the CoI form and press Ok to save the declaration. Refer screen shot below.

Indicate Firm type by Click here to add more

selecting one of these rows

New row added

On Press of OK button, system will take you to the questionnaire page. Fill up the Questions where
applicable. Press Save button after filling the form.

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If all questions are not applicable then press Not Applicable button.

Unless the declaration is submitted, the user cannot proceed further into the site.

 C-FORM

i. To Raise one C-Form request at a time, do the following:

 Click on Request for CFORM in the main menu. Refer screen shot below
 Select Online for requesting CFORM for a single PO
 Select Create in Please Select Action.
 Give Order number for which CFORM is to be generated and press GO.
 System fetches relevant information regarding the PO and displays on the screen
 Vendor has to select Financial Year, Quarter, Dispatch To and Dispatch To State. Refer
screenshot below.

1. Select Online for

Single PO
2. Enter PO No. for which
CFORM is required

3. Press GO

 In the Vendor Details panel, vendor has to enter CST number and TIN number . Refer screen
shot below.
 Select YES / NO for question C-FORM to be issued on the given address
 Select YES / NO for question Whether it is intransit/E-1 sale.
 Enter Road Permit Number. Refer screen shot below.

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 In the Item Details panel above, vendor has to do the following :

o Enter Item Description as per PO.
o Select Commodity from dropdown
o Enter Commercial Invoice number
o Select Commercial Invoice date
o Enter Material Value inclusive of excise duty cess
o Select CST Rate
o Refer screen shot above.

 In the Dispatch Details panel above, vendor has to enter Dispatch From Place, Dispatch from
State, Contact Number and Email ID
 Press Save button
 The Information filled in the form will get saved and a Serial Number will be generated
 The CFORM request can be modified till not seen and acted upon by Accounts

To Modify C-FORM Request, do the following :

 Select Online for requesting CFORM for a single PO

 Select Modify in the dropdown Please Select Action.
 Give Order Number or CFORM Serial Number for which CFORM is to be updated and press
GO.

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 System fetches relevant information regarding the PO / Serial No and displays on the screen.
Refer screenshot below

1. Select Modify here

2. Enter Serial No

4. Press GO for
fetching Records
3. Enter PO No

ii. Raise multiple C-Form request using Excel upload, do the following:

 Click on Request for CFORM in the main menu. Refer screen shot below
 Select EXCEL UPLOAD for uploading multiple CFORM using Excel sheet
 Select Create in Please Select Action.
 Click on Download button for downloading the CFORM request form. Refer screen shot
below for details.

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1. Select Excel Upload 2. Click to download

Excel Template

3. Click to choose filled

Excel file for upload
4. Click to upload

 Fill up the excel CFORM request template as shown below.

 Save the filled up excel sheet template on your computer.
 Select Choose File for selecting the filled up excel template. Refer snapshot above.
 Select UPLOAD button for uploading CFORM requests using Excel sheet.

Filled up Excel Template

iii. To view CFORM MIS

 Click on MIS under the CFORM in the main menu. Refer screen shot below
 MIS page opens up with a provision to select Fiscal Year and Quarter.
 User has to select the Fiscal Year and Quarter to see the MIS.

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 Click on Submit button to see MIS. Refer screen shot below.

3. Press Submit to
2. Select Fiscal Year 1. Select Quarter see MIS

 Create User ID

 Navigation: User Module --> Create New User

1. Enter user name and

other details

2. Select the roles you want to give

to the user.
3. Click on the “Add New User”
You can assign multiple roles a user.
button to create a user id

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