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Supplier Enablement Guidefor Buying Organisations

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Printed: April 2011Software Version: 3.0.0

© ProcServe Holdings Limited 2011

IContentsUser Guide


Table of Contents

Foreword 0

Part 1 Introduction 2

....................................................................................................................................31.1 What is eProcurement?

Part 2 The ProcServe Trading Network Explained 5

....................................................................................................................................72.1 Benefits of the ProcServe Trading Network

.......................................................................................................................................................... 7Business Benefits of the ProcServe Trading Network

.......................................................................................................................................................... 8Supplier Benefits of the ProcServe Trading Network

.......................................................................................................................................................... 9Standard Services for Suppliers on the ProcServe Trading Network

Part 3 The Supplier Enablement Process 11

....................................................................................................................................123.1 Process Overview

Part 4 Supplier Enablement Step-by-Step 14

....................................................................................................................................154.1 Identify

.......................................................................................................................................................... 15Objectives

.......................................................................................................................................................... 16Activities

.......................................................................................................................................................... 18Input

.......................................................................................................................................................... 19Outputs

.......................................................................................................................................................... 20Best Practice

....................................................................................................................................214.2 Engage

.......................................................................................................................................................... 21Objectives

.......................................................................................................................................................... 22Activities

......................................................................................................................................................... 24Influencing

.......................................................................................................................................................... 25Inputs

.......................................................................................................................................................... 26Outputs

.......................................................................................................................................................... 27Best Practice

....................................................................................................................................284.3 Register

.......................................................................................................................................................... 28Objectives

.......................................................................................................................................................... 29Activities

.......................................................................................................................................................... 31Inputs

.......................................................................................................................................................... 32Outputs

.......................................................................................................................................................... 33Best Practice

....................................................................................................................................344.4 Providing Content

.......................................................................................................................................................... 34Objectives

.......................................................................................................................................................... 35Activities

.......................................................................................................................................................... 37Inputs

.......................................................................................................................................................... 38Outputs

....................................................................................................................................394.5 Transact

.......................................................................................................................................................... 39Objectives

.......................................................................................................................................................... 40Activities

.......................................................................................................................................................... 41Inputs

.......................................................................................................................................................... 42Outputs

....................................................................................................................................434.6 Connectivity

.......................................................................................................................................................... 43Objectives

.......................................................................................................................................................... 44Activities

.......................................................................................................................................................... 46Inputs

.......................................................................................................................................................... 47Outputs

IIContentsUser Guide


Part 5 Value Added Services 49

Part 6 Frequently Asked Questions 51

....................................................................................................................................516.1 Questions about the Benefits of eProcurement

....................................................................................................................................526.2 Questions about Registration

....................................................................................................................................536.3 Questions about Providing Content

....................................................................................................................................556.4 Questions about Receiving Orders and RFQs

....................................................................................................................................566.5 Questions about Training

....................................................................................................................................576.6 Questions about Technical Issues

....................................................................................................................................586.7 Questions about Marketing Your Company

....................................................................................................................................596.8 Sundry Questions

Part 7 Appendices 61

....................................................................................................................................617.1 Appendix 1 - ProcServe Trading Network Functionality for Suppliers

.......................................................................................................................................................... 62Registration Process

......................................................................................................................................................... 62Supplier Registration Site

......................................................................................................................................................... 63DUNS Number

......................................................................................................................................................... 64Supplier Agreement

.......................................................................................................................................................... 65Supplier Portal Overview

....................................................................................................................................667.2 Appendix 2 - Support for Suppliers

.......................................................................................................................................................... 66Service Desk Support and Information Resources

.......................................................................................................................................................... 67Live Events

.......................................................................................................................................................... 68Supplier User Guides and Quick Guides

....................................................................................................................................697.3 Appendix 3 - Technical Requirements for Suppliers

....................................................................................................................................707.4 Appendix 4 - What to consider for your Supplier Strategy

....................................................................................................................................717.5 Appendix 5 - Managing Your Suppliers

.......................................................................................................................................................... 71Supplier Registration Console

.......................................................................................................................................................... 72Bulk Upload Template

.......................................................................................................................................................... 73Supplier Tracking Sheet

....................................................................................................................................747.6 Appendix 6 - Organising and Running a Supplier Forum

....................................................................................................................................767.7 Appendix 7 - Sample Letters and Emails

.......................................................................................................................................................... 76Sample Introduction Letter

.......................................................................................................................................................... 77Sample Automatic Invitation Email

.......................................................................................................................................................... 78Sample Reminder Email

....................................................................................................................................797.8 Appendix 8 - Supplier Classification

....................................................................................................................................807.9 Appendix 9 - ProcServe Catalogue Builder

.......................................................................................................................................................... 81Uploading the Catalogue

.......................................................................................................................................................... 82Uploading Images

.......................................................................................................................................................... 83Maintaining the Catalogue

.......................................................................................................................................................... 85UNSPSC coding

....................................................................................................................................867.10 Appendix 10 - PunchOut

.......................................................................................................................................................... 87XML and cXML

....................................................................................................................................887.11 Appendix 11 - Supplier Integration Options

.......................................................................................................................................................... 89Small and Owner-Operator Business

.......................................................................................................................................................... 90Small to Medium-sized Businesses

.......................................................................................................................................................... 91Medium to Large-sized Businesses

Part 8 Glossary 93

1Introduction

2


1 Introduction

As more and more organisations look to automate their procurement processes to reduce cost andincrease competitiveness, eProcurement has become an invaluable tool for organisations. AneProcurement system cannot work without suppliers, making Supplier Enablement a critical function forthe success of any eProcurement initiative. More emphasis is being given to Supplier Enablement thanever before but still it is one of the top three challenges for procurement professionals looking toautomate processes and drive bottom line savings.

ProcServe understands the challenges which Supplier Enablement poses for eProcurementprofessionals in Buying organisations and provides the highest quality help and resources to supportthem. The purpose of this manual is to assist Enablement teams in Buying organisations to target andefficiently enable their suppliers on the ProcServe Trading Network by implementing the ProcServeSupplier Enablement Strategy.

ProcServe's Supplier Enablement Strategy is a seven step process which is easy to implement andprovides organisations with the flexibility to carry out Supplier Enablement based on their procurementneeds. This guide takes you through the Enablement process and explains the objective, activities,input/output and best practices for each. This guide explains all related supplier tools and functionalityyou’ll need to enable your suppliers.

3


What is eProcurement?

1.1 What is eProcurement?

eProcurement (electronic procurement) is the Business-to-Business (B2B) or Business-to-Consumer(B2C) purchase and sale of supplies and services through the Internet. eProcurement websites allowusers to look for buyers or sellers of goods and services. Depending on the approach, buyers or sellersmay specify costs or invite bids. Transactions can be initiated and completed. eProcurement softwarecan also make it possible to automate buying and selling by integrating with stock control systems.There are various eProcurement tools and ProcServe Trading Network is one of them.

2The ProcServe TradingNetwork Explained

5


2 The ProcServe Trading Network Explained

The ProcServe Trading Network is an online market where organisations register as buyers or sellers toconduct B2B eCommerce. The ProcServe Trading Network mirrors the concept of a traditionalmarketplace, allowing buyer and suppliers to interact beyond the normal purchase order-invoice cycle.ProcServe’s business document transmission exchange is based on the concept of a single sharedservice platform that supports multiple Trading Networks with their own unique branding connected to acommunity of suppliers.

The ProcServe Trading Network includes a web-enabled marketplace that comes with an optionalpurchase to pay system, providing fast, flexible, and secure services to help buyers and suppliers trademore efficiently with each other. This innovative system enables buyers and suppliers to link up over theinternet and transact end-to end from the creation of a requisition to financial settlement of transactions.

Diagram 1 - The ProcServe Trading Network

The marketplace lies at the core of the ProcServe Trading Network (Diagram 1). It provides access tosuppliers’ catalogues and external product lists on suppliers’ websites via PunchOut. The ProcServeTrading Network serves as a platform for communication between buyers and suppliers, whilst theoptional P2P system enables customers to transact with suppliers online. The ProcServe TradingNetwork has been designed to interoperate with a variety of enterprise systems such as Oracle, SAP,CeDAr, Agresso, and SAGE and is fully flexible for all types of organisations regardless of size andtechnical capability. By utilising standard messaging formats integration is easy to achieve.

Purchase-to-Pay System (P2P)ProcServe provides an optional Purchase-to-Pay system to help automate an organisation’s P2Pprocesses. P2P systems provide a seamless process enabled by technology which is designed tomanage and speed up the process of requisitioning, approving, and ordering as well as invoicemanagement.

By implementing a P2P system organisations can drive bottom-line savings by enhancing purchasingperformance and efficiency.

6


A P2P system helps:

· eliminate paper in Purchasing and Accounts Payable (huge savings and environmentally friendly);· gain visibility into accruals to avoid month-end surprises and financial report errors;· demonstrate compliance with external regulations;· analyze data on all of your spend to:

- Identify off-contract buying (and correct it);- Find opportunities for supplier consolidation, volume discounts and more favourable contractterms.

ProcServe also provides Integration Services enabling both buyers and suppliers to interface theirexisting eProcurement and finance systems with the ProcServe Trading Network.

For ProcServe Trading Network Functionality, Technical Requirements and Support Please refer to Appendix 3.

Business Benefits of the ProcServe Trading Network7


Benefits of the ProcServe Trading Network

2.1 Benefits of the ProcServe Trading Network

2.1.1 Business Benefits of the ProcServe Trading Network

Using the ProcServe Trading Network offers a number of business benefits to organisations. Theseinclude:

· maximizing efficiencies in procurement;· making eProcurement more attractive to suppliers;· lowering the barriers to entry for all suppliers to eTrading regardless of size, including small and

medium-sized enterprises (SMEs);· providing an eTrading environment which addresses supplier’s needs: it’s easy to use and integrate

with, saves resource and increases business opportunities;· providing a vehicle to catalyze collaborative opportunities;· providing a low-cost eProcurement solution for smaller organisations

Supplier Benefits of the ProcServe Trading Network8



2.1.2 Supplier Benefits of the ProcServe Trading Network

The benefits of adopting the ProcServe Trading Network from a supplier’s perspective are simple andmake sound business sense. It offers comprehensive advantages to suppliers in terms of cost savings,ease of use, greater business opportunities and a secure environment to transact.

Cost savings

· It’s completely free! There is no charge to suppliers for joining and using the standard ProcServeTrading Network service;

· It operates in a paper free environment so suppliers no longer need to send, receive, process andarchive purchase orders and post invoices;

· It helps cut the suppliers transaction costs by speeding up transactions and helping them deliver morequickly and efficiently to their customers with fewer “supporting” phone calls

Ease of use

· The ProcServe Trading Network is compatible with suppliers’ back office system regardless of whatsystem they currently operate and can be integrated to existing processes with minimum of effort. It isalso compatible with all major Finance and ERP systems.

· The ProcServe Trading Network provides a rich set of ‘supplier enabling tools’ which can be used byany organisation, regardless of size and/or eCommerce ability along with helpdesk support andoptional Value Added Services

Greater business opportunities

· By using the ProcServe Trading Network, the supplier’s “shop front” will effectively be open forbusinesses “24/7” providing them with greater market penetration and development;

· As it is accessed through the Internet, there’s no need for multiple client connections or multiplecatalogue mailings. Catalogues need only be provided once and thereafter are easy to update andmanage.

· Suppliers have the option of providing a ‘PunchOut’ link from the ProcServe Trading Network to theirown website

Secure Environment

The ProcServe Trading Network offers a secure transactional environment for suppliers and buyers. Itsfeatures include:

· Compliance with Infosec Government Security Standard No 1, Impact Level 2;· Data centre has ISO 27001 Information Security Management accreditation;· Fully redundant disaster recovery site;· 128 bit data encryption

Standard Services for Suppliers on the ProcServe Trading Network9



2.1.3 Standard Services for Suppliers on the ProcServe Trading Network

Suppliers get a range of services as standard and free of charge:

· access to the ProcServe Supplier Portal· ability to upload and maintain catalogues or link to a supplier's own PunchOut site· access to a dedicated Service desk

The table below provides an overview of the different functionality available to suppliers on the ProcServeTrading Network. Each level of access -- Bronze, Silver, and Gold -- is free for suppliers for the standardservices. Additional Value Added Services are available for suppliers at all levels and suppliers shouldnote that some services, such as Back Office Integration, may also require bespoke development work.

Diagram 2 - Standard Services

ProcServe Supplier PortalThe ProcServe Supplier Portal is the "transaction manager" for all of the suppliers documents. It allowssuppliers to "flip" a Purchase Order into an eInvoice and also to generate Credit Notes. The SupplierPortal is also where suppliers maintain their customer relationships, allowing them to route orders fordifferent customers.

Providing ContentSuppliers are able to upload and maintain a hosted catalogue, free of charge. Suppliers are providedaccess to the ProcServe Catalogue Builder which allows suppliers to create their catalogue in aSuppliers can also link directly to their own eCommerce website using PunchOut functionality.

Service desk supportAll Suppliers have access to the ProcServe Helpdesk, which provides information and assistance tosuppliers via email and phone.

By Phone: 0845 604 2328By Email: [email protected]

3The Supplier EnablementProcess

11


3 The Supplier Enablement Process

Supplier Enablement is critical to the implementation of any eProcurement programme. A successfuleProcurement programme cannot work without suppliers that are willing and able to trade electronically.

The Supplier Enablement Process is the means of enabling suppliers to trade through the ProcServeTrading Network with a Buying organisation and starts during the implementation of the project, followingthe project set up and planning phase. Supplier Enablement should also continue throughout the wholelife cycle of the ProcServe Trading Network.

The process supports the registration of new suppliers not currently using the ProcServe TradingNetwork as well as the association of existing suppliers with the Buying organisation. Once a supplier isset up on the Trading Network, the Supplier Enablement Process will then deliver the supplier’s contentand back office integration as appropriate.

Before the Supplier Enablement Process is started it is assumed that there is an understating of theBuying organisation’s roll out plan, an understanding of the ProcServe Trading Network, its benefits, theenablement process and a Supplier Strategy (See Appendix 4)

Typically the roll out and associated Supplier Enablement will be modeled on:

· Department;· Geography;· Commodity;· Volumetrics;· Benefits.

12


Process Overview

3.1 Process Overview

The Supplier Enablement Process is defined by 7 steps as illustrated below (Diagram 2):

1. Identity - Identifies the candidate suppliers for enablement. Assigns each qualified supplier with apriority level;2. Engage - Introduces the supplier to the ProcServe Trading Network, its benefits and removes anybarriers to registration;3. Register - The process of the supplier registering on ProcServe Trading Network that enables them totransact with the Buying organisation;4. Provide Content - Suppliers provide content, such as an online catalogue;5. Transact - The actual trading between the Buying organisation and supplier on the ProcServe TradingNetwork;6. Connectivity - Considers whether further benefit can be extracted from using the ProcServe TradingNetwork.

Diagram 3 - Process Overview

4Supplier EnablementStep-by-Step

14


4 Supplier Enablement Step-by-Step

This section describes the steps of the Supplier Enablement Process, individually. Each step of theprocess explains the:

· Objective;· Activities with associated roles and responsibilities;· Inputs and Outputs;· Best Practice.

Internal tracking of your suppliers

Managing the enablement of 10s to 100s of suppliers can become a complex process, so it’s critical tomaintain a tracking sheet or database to keep a track of your suppliers from the initial point of contact tofull enablement. As an ongoing management process the tracking sheet should be updated to reflect thestatus of each supplier and ensure that a full audit trail of what actions have been taken with eachsupplier is maintained. Internal tracking of suppliers provides Buying organisations with control andvisibility of the Supplier Enablement process. As an output for each step the Supplier Tracking Sheetneeds to be updated.

Please refer to Appendix 5.

Objectives15


Identify

4.1 Identify

4.1.1 Objectives

The objective of the Identify step (see Diagram 4) is to have a defined list of suppliers for each phase ofthe Supplier Enablement process. This step will collate a list of candidate suppliers from a number ofsources to present an overview of suppliers the Buying organisation has traded with in the past year. Thelist needs to be segmented to allow the subsequent Supplier Enablement processes to be completedwith manageable volumes of suppliers. The list then needs to have defined a level of priority for eachsupplier. This step informs the process of Supplier Enablement. Suppliers are prioritised based on areview of benefits and costs associated with enabling each supplier, taking into account the ones thatoffer higher values and transactions.

Activities16


Identify

4.1.2 Activities

Diagram 4 - Identify Process

Owner Activities Description

ProcServe Internal briefing to developsupplier program

ProcServe provides internal briefing to the keystakeholders for Supplier Enablement within the Buyingorganisation

BuyingOrganisation

Identify & Validate suppliers The Purpose of this activity is to produce a list of supplierswith whom the Buying organisation transacted with.Any Supplier that the Buying organisation does not wish totrade with will be removed from the list as will all theduplicates. All candidate suppliers are validated against aset of criteria. Primarily this validation will confirm whethera supplier is suitable for registration from a commercialand contractual perspective.

BuyingOrganisation

Review proposed supplierlists

This activity will crosscheck to ascertain whetherthe chosen suppliers already exist in theProcServe Trading Network or are new to it.

BuyingOrganisation

Gather and Confirm supplierdetails

This activity is concerned with the BuyingOrganisation collecting the contact details for the supplierswhich they are seeking to register on the ProcServeTrading Network.

As a minimum these contact details should include aname, contact number and contact email address.

BuyingOrganisation

Prioritise Suppliers Based on the Buying Organisation’s roll out and SupplierStrategy, this step segments the list of identified suppliersso they can be processed through subsequent phases.Then based on the cost-benefit analysis suppliers areprioritized into batches to be enabled in the ProcServe

Activities17


Identify


Trading Network. Priority level assigned is high, medium,and low.

Based on the Priority level assigned to the suppliers theBuying organisation should classify their suppliers asBasic or Enhanced to help them determine futurecommunication and relationship during the RegistrationPhase and after. Please refer to Appendix 8 - SupplierClassification for more information about classifications.

BuyingOrganisation

Review and Qualify List ofSuppliers

As a sense check, the final list of suppliers should bereviewed to qualify all suppliers on the list with specialattention paid to the Priority Suppliers.

Input18


Identify

4.1.3 Input

Internal briefing provided to the key stakeholders for Supplier Enablement with the Buying organisationby the Service provider. This briefing will introduce:

· the ProcServe Trading Network;· the Supplier Enablement plan;· confirm individual roles and responsibilities;· lessons learnt on what makes Supplier Enablement successful.

The purpose of the briefing is to provide the Buying Organisation’s team with the confidence to delivertheir Supplier Enablement Programme.

Outputs19


Identify

4.1.4 Outputs

· The output from the process is a list of prioritised suppliers including the following confirmed details:

- Name of the SupplierM;- Supplier Contact DetailsM;- What they supply;- Value of Contract;- Spend/Volume data;- Department/Business Unit they supply;- DUNS numberR;- Companies House Registration numberR

· Updated Supplier Tracking Sheet. Please refer to Appendix 5 for further details.

M = MandatoryR = Required for supplier to complete registration; can be provided by supplier during registration.

Best Practice20


Identify

4.1.5 Best Practice

For many Buying organisations, gathering information on suppliers is done through interrogatingaccounts payable data although as we typically are looking at a broken procurement function, thebusiness should also be engaged to provide input and ensure a comprehensive list is produced.

The following are scenarios where suppliers should be removed from the list:

· The contract is due to expire and it will not be renewed or is going out to tender;· Another supplier has a preferred arrangement for supplying that commodity;· The organisation no longer trades with the supplier;· The supplier is captured elsewhere on the list;· The supplier has knowingly gone out of business ;· High priority should be assigned to suppliers which have greater transaction/spend volume with the

Buying organisation. Medium priority to suppliers who have average transaction/spend volume withthe Buying organisation and low priority to suppliers who have the least transaction/ spend volume.

Though all the suppliers are loaded as Basic suppliers in the registration phase, the Buying organisationshould classify the high priority suppliers as Enhanced to help register and integrate with the ProcServeTrading Network as this would prove beneficial for both the Buying organisation and the suppliers. Thelow and medium priority suppliers should form the Basic Suppliers in registration phase with an optionto register and become enhanced. One of the benefits of Basic Suppliers is that suppliers who receiveorders are more likely to register -- and adding all suppliers to the marketplace initially is less resourceintensive for the Buying organisation as suppliers tend to register as and when they receive orders,meaning less reminder emails and follow-up contact with suppliers is required.

In addition, the Buying organisation should confirm its roll out strategy (e.g., by Department, bycommodity, etc.) to ensure they have correctly prioritised suppliers. For example, if the Buyingorganisation is rolling out the solution to the Catering / Facilities Management department first, suppliersappropriate to this department should be included in the list of Priority Suppliers.

Objectives21


Engage

4.2 Engage

4.2.1 Objectives

The objective of the Engage step (see Diagram 5) is to ensure that:

· the Buying organisation has been provided all the relevant supplier literature by the Service Provider;· that the supplier understands what they are being asked to do and when;· ensuring that any barriers to supplier registration are removed by Influencing

Activities22


Engage

4.2.2 Activities

Diagram 5 - Engage Process


ProcServe Provide Buyingorganisation withSupplier Literature

ProcServe provides the Buying organisation with supplierliterature including , Supplier Guides, ProcServe CatalogueBuilder, and information letter templates.

BuyingOrganisation

Send Introduction Letter

to new and existing

Supplier to the PTN

Information about the ProcServe Trading Network and itsbenefits is sent to suppliers.

The Information Letter / Email should include information aboutthe Buying organisation's go live date, or any other importantinformation, target dates, etc.

The Buying organisation can customise the Letter / Email toinclude information about Supplier Forum(s) and Webinars.See Appendix 7 for a Sample Introduction letter.

BuyingOrganisation

Comms to Basic

Suppliers

The letter should notify Suppliers of your intention and adviceon how they can expect to receive PO's after the Go Live date.

The letter should also include information about the ProcServeTrading Network and that the Supplier can register via theInvitation email that will be sent shortly.

BuyingOrganisation

Call to ensure Supplier

Buy In

Contact High Priority Suppliers that are crucial for Go Live andensure Buy In. The aim of the call is to confirm Supplierinterest in registering on the PTN.

BuyingOrganisation

OptionalOrganise SupplierForum / Webinar

The Buying organisation to agree on the date, time, locationand attendee's for the Supplier Enablement Forum.

Activities23


Engage

BuyingOrganisation

OptionalConfirm Attendees

Either through collating RSVP’s for the Supplier Forum orthrough directly contacting the supplier, this activity willconfirm the attendees.

If the supplier is contacted this step will reinforce the messageon the importance of attending the Forum.

The Supplier should confirm their attendance.

BuyingOrganisation

OptionalRun Supplier Forum

The Forum is run in keeping with the agenda. See Appendix 6on organising and running a Supplier Enablement Forum.

ProcServe OptionalSupport Supplier Forum

ProcServe is available to support or run additional Forums asa Value Added Service. See Chapter 5 for further informationon Value Added Services.

Supplier OptionalAttend Supplier Forum

The Supplier attends the Forum for which they have registered.This will provide them the opportunity to gain a greaterunderstanding ofthe ProcServe Trading Network and also a chance to speakwith ProcServe and the Buying organisation.

Activities24


Engage

4.2.2.1 Influencing

The main idea behind Influencing is to get suppliers to register for the ProcServe Trading Network andto remove any road blocks from priority suppliers. This is achieved by ensuring the supplier understandsthe benefits the ProcServe Trading Network offers them and also providing the supplier with anappropriate level of detail to support them in understanding what is required of them.If the suppliers have concerns about registering, they should be escalated within buying and supplyingorganisations and be addressed through face to face meetings, continuing dialogue and/or EnablementForums.

The level of communication which the Buying organisation has with the suppliers is determined by thepriority level of the suppliers. For high priority suppliers it is important for the Buying organisation to givethe Enablement process a hard push to help adopt critical suppliers as soon as possible.

For low priority suppliers the initial contact is important, although less time and attention needs to bedevoted to them in the future.

Inputs25


Engage

4.2.3 Inputs

· Supplier Literature including training videos, Supplier Guides, ProcServe Catalogue Builder, and aninformation letter are the input of the Engage step.

- See Appendix 7 for Draft Introduction Letter;- See Appendix 9 for ProcServe Catalogue Builder;- See http://www.procserve.com/documents/InformationForSuppliers for full a list of Supplier

Guides.

· Supplier Enablement Forum

Supplier Enablement Forums are the best way to influence a supplier’s decision to join the ProcServeTrading Network. The objective of the Forum is to provide the suppliers with:

- further information on the ProcServe Trading Network;- details on the process of registering;- a Forum to ask questions of both the Buying organisation and Service Provider;- an opportunity to complete their registration on the day.

Please refer to Appendix 6 for an outline of the process for organizing and running a SupplierEnablement Forum.

http://www.procserve.com/documents/InformationForSuppliers

Outputs26


Engage

4.2.4 Outputs

· The Supplier should leave the forum with an understanding of:

- What is the ProcServe Trading Network;- What the Buying organisation wants to do with them and why;- What are the benefits to them of the ProcServe Trading Network;- What they need to do to register on the ProcServe Trading Network;- What options are available to them once registered on the ProcServe Trading Network;- Next steps and timelines.

· Updated Supplier Tracking Sheet.

Best Practice27


Engage

4.2.5 Best Practice

· The information letter should be sent to someone in the supplier organisation who is a decision makerand can nominate or act as the lead;

· The information letter should introduce the ProcServe Trading Network, the Buying Organisation’sdrivers, and the next steps. The introduction letter should be tailored by the Buying organisation beforeit is sent;

· The Engage process must provide sufficient information for a supplier who does not attend the Forum;· The Supplier Enablement Forum should be attended by the Buying Organisation’s contract managers

or buyers to provide support for gaining supplier buy-in;· Nominated attendees by the supplier should be validated to ensure that the appropriate delegate is

attending prior to sending out all the details of the Forum.

Objectives28


Register

4.3 Register

4.3.1 Objectives

The objective of the Register step is to get the supplier(s) registered on the ProcServe Trading Networkand ready to transact, i.e., receive orders and submit invoices (see Diagram 6).

Activities29


Register

4.3.2 Activities

Diagram 6 - Register Process


BuyingOrganisation

Add Suppliers toSupplier RegistrationConsole

All the Suppliers are added to Supplier Registration console asBasic Suppliers.Buyers can send them Free Text Orders from day one. See Appendix 5 for an explanation of Supplier Registration.

BuyingOrganisation

Populate the Bulk

upload template

Enter Supplier Company and Contact details confirm in Step 1Identify ready for Bulk uploading to the ProcServe TradingNetwork. see Appendix 5 for Bulk Upload Template.

ProcServe Bulk upload new

suppliers to Supplier

Registration Console

ProcServe Support Desk to upload bulk upload spreadsheetand confirm with the Buying organisation once complete.

Failed Suppliers will be sent back to the Buying organisation toconfirm Supplier details in spreadsheet.

BuyingOrganisation

Auto Invite Sent An invitation email, with login credentials to the registrationwebsite, is automatically sent to suppliers. See Appendix 7 forsample letter, invitation and reminder emails.

BuyingOrganisation

Basic Suppliers

Enhanced Suppliers

Enhanced suppliers are sent reminder emails (see Diagram 8for invitation and reminder email process) so that they registerfor the ProcServe Trading Network.

Based on the connectivity suppliers have with the ProcServeTrading Network they are classified as either Bronze, Silver orGold. SeeAppendix 8 for supplier classification.

Basic suppliers can only receive orders by email.

Activities30


Register


BuyingOrganisation

Remind EnhancedSuppliers

Enhanced suppliers are sent reminder emails to register (see Diagram 10 for invitation and reminder email processes).

ProcServe Provide RegistrationSupport

ProcServe provides support in case of any technical difficultiesin registration

Supplier Register Supplier logs on to the registration website and completes theregistration process.

Buyingorganisation

Provide support forSupplier

Provide support to Supplier during the Registration process.

Inputs31


Register

4.3.3 Inputs

The inputs for Registration step are:

· the registration emails, comprising an Invitation and Reminder email(s). Please refer to Appendix 7 forsample Invitation and Reminder emails.

· the Supplier Bulk Upload Template. Refer to Appendix 5 for further details.

Outputs32


Register

4.3.4 Outputs

· Updated Supplier Tracking Sheet

Best Practice33


Register

4.3.5 Best Practice

The Supplier should be encouraged to Log into the Supplier Portal to confirm their current settings. Theyshould check the email address they have entered for their relationships (all orders will go to that emailaddress).

They should also familiarise themselves with the Supplier Portal so they are ready to receive orders andreturn invoices.

Although the next step is to Provide Content you may find the Supplier would like to discuss theirConnectivity options first. Depending on your prioritises you can choose to reverse the steps or run themtogether. This will also depend upon the Suppliers prioritises and resource capabilities.

Objectives34


Providing Content

4.4 Providing Content

4.4.1 Objectives

Providing content is how suppliers “Open Shop” to market the products and services they provide.ProcServe provides a number of solutions for providing content which means a suppliers “shop” is open24hrs a day to its customers. The content solutions include Catalogues and PunchOut.

The objective of the Providing Content step is to have developed and implemented a content solution thatmutually benefits both supplier and buying organisations (see Diagram 7). Having agreed the solution itis developed and delivered through the ProcServe Trading Network.

Activities35


Providing Content

4.4.2 Activities

Diagram 7 - Providing Content Process


BuyingOrganisation /Supplier

Agree Content Method After reviewing the content options, the supplier and buyingorganisation agree on method of providing content. See Appendix 10for an explanation of PunchOut.

BuyingOrganisation

Send ProcServeCatalogue Builder.

If a standard catalogue solution is agreed then the suppliershould be sent the ProcServe Catalogue Builder, with theHeader Datacompleted. See Appendix 9 for information about theProcServe Catalogue Builder.

Supplier Complete ProcServeCatalogue Builder tool

The supplier should complete the ProcServe Catalogue Builderbased on the instructions provided in the guide and check forerrors before returning the catalogue.

Buyingorganisation


Provide support for supplier to populate the ProcServeCatalogue Builder.

BuyingOrganisation

Verify Content Once the completed catalogue is received from the supplier,the buying organisation should verify the content.

BuyingOrganisation

Load ProcServe Catalogue Builder

Having verified the content of the catalogue, a BMECat file isgenerated which can then be uploaded to CatalogueManagement. See Appendix 9 for information about catalogueuploading.

BuyingOrganisation

Send PunchOutConnectionForm and PunchOutGuide

If the supplier has opted for PunchOut as the content optionthe PunchOut Connection Form and PunchOut Guide needs tobe sent to the supplier.

Please note: If the supplier determines they are not suitablefor PunchOut or not PunchOut capable, the supplier should

Activities36


Providing Content


progress with a Catalogue. ProcServe can assist suppliers withPunchOut configuration / setting up a PunchOut site as aValue Added Service

Supplier Return PunchOutConnection Form;Conduct Testing

Testing is carried out to verify the PunchOut setup has beensuccessful or not.

ProcServe Assist if required –

scope VAS work

ProcServe to provide Value Added Service if requested bySuppliers. See Chapter 5 for further information on ValueAdded Services.

ProcServe /Supplier

Complete Testing ProcServe conducts testing with the supplier for the PunchOutsite

Inputs37


Providing Content

4.4.3 Inputs

· The input for this step is the ProcServe Catalogue Builder – this is the MS Excel spreadsheet providedto suppliers for them to create their catalogue content – or PunchOut Connection Form to set up a linkto the supplier's own PunchOut site.

Outputs38


Providing Content

4.4.4 Outputs

· Content· Updated Supplier Tracking Sheet

Objectives39


Transact

4.5 Transact

4.5.1 Objectives

This activity’s aim is to embed the use of ProcServe Trading Network for transactions between theBuying organisation and the supplier.

Activities40


Transact

4.5.2 Activities

Diagram 8 - Transact Process


BuyingOrganisation

Submit PurchaseOrder/RFQ

Basic Supplier are able to receive purchase orders. Enhancedsuppliers are able to receive purchase orders and RFQ's (if thebuyer is configured to send them).

Supplier Process Purchaseorder/RFQ

The supplier can process Purchase Order/RFQ

Supplier Return Invoice via theSupplier Portal

Enhanced Suppliers have access to the Supplier Portal andare able to return eInvoices. Basic Suppliers can only receive PO's by email.

Buyingorganisation


Provide support to Suppliers for receiving and returningdocuments - Use of the Supplier Portal.See Appendix 1 for further details on the Supplier Portal.

Buyingorganisation

Improve Solution Basic SupplierIf the Supplier would like to improve their set up on the PTNrefer back to step 3 and request they register. Send theSupplier a reminder email if required.Enhanced SupplierIf the Supplier would like to automate the Order / Invoice cyclewith their back office systems progress to Step 6 Connectivity.

Inputs41


Transact

4.5.3 Inputs

· A pre-requisite to returning electronic documents is the Registration step. Suppliers must beregistered to be able to return invoices via the ProcServe Trading Network.

Outputs42


Transact

4.5.4 Outputs

· Updated Supplier Tracking Sheet

Objectives43


Connectivity

4.6 Connectivity

4.6.1 Objectives

The objective of the Connectivity step is to discuss trading options with suppliers and also review theexisting supplier setup to identify and deliver improvements in the way the Buying organisation tradeswith supplier to increase benefits.

Activities44


Connectivity

4.6.2 Activities

Diagram 9 - Connectivity Process


BuyingOrganisation

Discuss SupplierTradingOptions

The buying organisation contacts the supplier to discuss theirtrading options with them, including integration options and theexisting supplier setup. Please refer to Appendix 11 forSupplierIntegration options.

This review is planned as with some suppliers a simplesolution might have been selected in the first instance to easeinitial enablement.

Buyingorganisation

Send guidance/

technical

documentation

Buying organisation to send link for technical documentation /form to supplier and advise supplier of options.

Supplier Review technical

documentation and

confirm viable option

Supplier to review documentation and confirm solution theywould like to progress with.

BuyingOrganisation

Send Advanced

Connection Form

Send Advanced Connections form and advise supplier tocomplete and return the form to the Service desk.

Supplier Complete Advanced

Connection Form

Complete and return Advanced Connections forms advised.

If the supplier needs to completed development work and wouldlike assistance from ProcServe we can provide Value AddedServices to this effect.

ProcServe Assist if required – Assist if providing VAS. See chapter 5 for further information on

Activities45


Connectivity


scope VAS work Value Added Services.

ProcServe /Supplier

SWS / HTTPS

Configure and Complete

testing

ProcServe Service desk to configure supplier details and sendtest message. Any failed messages to be investigated between Service deskand supplier. See Appendix 11 for further details on Supplier Integration.

ProcServe Enable spConnect If the supplier has requested spConnect the ProcServe Servicedesk will enable spConnect on the suppliers account.

ProcServe Download and configure

spConnect

Supplier to download and configure spConnect from theSupplier Portal. See Appendix 11 for further details on Supplier Integration.

Inputs46


Connectivity

4.6.3 Inputs

· Advanced Connection Form to set up a link to the Supplier's Back Office System.

Outputs47


Connectivity

4.6.4 Outputs

· Connection with Suppliers Back Office System successfully tested.· Updated Supplier Tracking Sheet

5Value Added Services

49


5 Value Added Services

The ProcServe Supplier Services Team offer a wide range of value added services to both buyingorganisations and suppliers. These include training for buying organisations on best practise supplieradoption and enablement processes or managed services to carry out the work on behalf of buyingorganisations.

In addition ProcServe has a wealth of knowledge and expertise relating to all aspects of supply chainmanagement. ProcServe has a range of additional services designed to assist organisations in achievingmaximum benefit and efficiencies from their supply chain.

The supplier-related services offered include:

· paper invoice bureau;· department-specific Supplier enablement;· bespoke reporting (on an on-going or ad-hoc basis);· business process engineering (e.g. review of procurement processes, revision of processes /

authorisation levels / budget management responsibilities);· category spend analyses;· performance management and benefits realisation management;· supplier tools for integrating with back office systems, content management, etc.;· review of supplier prices and renegotiation of prices;· credit vetting of suppliers and follow-up monitoring:

- supplier rationalisation;- OJEU compliance processes;

· compliance monitoring:- anti -money laundering reports;- dependency ratios;

· monitoring and cleansing of supplier data:- fraud prevention;

· SME monitoring;· reduce duplicate entries;· run Supplier Forums on behalf of Buying organisation.

For further information please visit our website (http://www.procserve.com/solutions-and-services/supplier-value-added-services.html).

http://www.procserve.com/solutions-and-services/supplier-value-added-services.html


6Frequently Asked Questions

51


Questions about the Benefits of eProcurement

6 Frequently Asked Questions

6.1 Questions about the Benefits of eProcurement

What are the benefits for suppliers using the ProcServe Trading Network?Suppliers receive comprehensive benefits by using the ProcServe Trading Network. They can achievecost savings by operating in a completely paper free environment reducing postage costs and makingtransactions quicker and more efficient. The ProcServe Trading Network provides suppliers with greaterbusiness opportunities, helping to increase their market penetration and development. And above alljoining the ProcServe Trading Network is free for suppliers.To calculate your potential business and environmental savings for using eInvoicing and eCatalogues useour calculators which can be found at the following link;http://www.procserve.com/documents/supplierbenefits

http://www.procserve.com/documents/supplierbenefits

52


Questions about Registration

6.2 Questions about Registration

I’m a supplier – how do I join the ProcServe Trading Network?Suppliers can only join the ProcServe Trading Network on invitation from a buying organisation withwhich they have a trading relationship.

How long does the registration process take?The registration process takes less than 10 minutes to complete.

How much does it cost to join and trade with the ProcServe Trading Network?There is no charge to suppliers for joining the ProcServe Trading Network and there are no hosting ortransaction fees.

I am interested in registering but I would like to see a demo of the system first. Can I see one?Video's and recorded webcasts can be viewed at the following link;http://procserve.com/library/

I have been asked to supply a Dun & Bradstreet DUNS number. How do I get one?DUNS number can be applied online on Dun & Bradstreet website (www.dnb.com/uk) and by calling Dun& Bradstreet at 0870 243 2344.

I'm a small company. Will I be able to use the ProcServe Trading Network?ProcServe Trading Network can be used by all organisations irrespective of their size. Suppliers onlyneed internet access to register for the ProcServe Trading Network.

I supply more than one organisation. Will I need to go through this all over again for thoseorganisations?No, there is no need to register again if you supply to more than one organisation on the ProcServeTrading Network. Registering for one marketplace gives you access to all the other marketplaces.However if you are providing catalogues for your customers you will need to provide a catalogue percustomer organisation.

So does this mean I will need to operate both traditional and eEnabled systems to trade withall the government departments I supply?You may need to operate both traditional and enabled systems with all the clients you supply as someof them are yet to start electronic trading using ProcServe Trading Network.

We don’t have a computer. Can we use the ProcServe Trading Network?It is not possible to trade on the ProcServe Trading Network without access to a computer.

We have many branches that receive and manage their own Orders from customers. Howshould we register?There are 2 ways you could look at this;1. Register individual branches. As these accounts would not be linked in any way they would be seen

as separate entities. A unique DUNS number would be required for each branch. You would need toprovide catalogues accordingly. If you are eInvoicing you must make sure your registered address ison the invoice to ensure you adhere to HMRC regulations. Your branch must be identified as a branchwithin the Company name. You will also need to ensure your customers send orders to the correctbranch.

2. You could register once and route the Orders internally to the correct branch.

http://procserve.com/library/

53


Questions about Providing Content

6.3 Questions about Providing Content

We provide services. How is this managed within the ProcServe Trading Network?Managing services within the ProcServe Trading Network is quite easy. Instead of a product catalogue akeyword catalogue can be provided where individual line items can comprise of per hour charge andtelephone number to call for getting quotes. Suppliers are provided user guides to help them complete aservice catalogue.

We already have a website and want to use this to trade with our customers. Can we do this?Suppliers with existing eCommerce websites can take advantage of PunchOut functionality, so long asthe supplier’s website can accept cXML messages and return electronic shopping baskets.If your website does not have these capabilities you may want to consider developing your site.

Is there assistance available for suppliers to code their catalogues with UNSPSC codes?ProcServe can provide assistance in coding a supplier’s catalogue with UNSPSC codes but only as achargeable Value Added Service. Suppliers can utilize a free look-up facility on the UNSPSC website tosearch for the codes of products and services.

What happens with the catalogue when we are out of stock? Is there a method we can informour customers once or even before they have ordered?We do have the ability to integrate our catalogue management system with supplier finance / stockmanagement systems. This functionality is offered as a value added service and the scope of the workrequired and therefore cost to achieve this integration cannot be determined without substantialinvestigation. The functionality allows communication between systems thus enabling customers to viewinformation relating to product stock levels.

We have separate price lists dependent on customers can we load more than one catalogue?Within the ProcServe Trading Network suppliers do have the ability and facility to upload multiplecatalogues. Suppliers can upload one catalogue that can be made available to multiple buyingorganisations (multi-buyer catalogue) or suppliers can upload more than one catalogue. This means thatsuppliers have the ability to upload separate catalogues for separate buying organisations This isparticularly useful if a supplier has a contract / pricing agreement in place with a specific buyingorganisation but doesn’t want to extend the terms and contents of the agreement to other buyingorganisations. The supplier can also enter a contract reference number within the relevant catalogue.

We have a catalogue where some items are contracted, how can we identify these?You can populate the Contract reference fields in the ProcServe Catalogue Builder to identify that youritem is on contract through an icon and also the reference can be entered.

Can we as a supplier see what the buyer will see (regarding our catalogue)?Suppliers are not currently able to see their catalogues as buyers see it on the ProcServe TradingNetwork, although we can send suppliers a screen shot of their catalogue as it appears to Buyingorganisations. This is something that we are working to improve.

Who has control over what customers can see our catalogue?Users from Buying organisation with Administrative Access to access the ProcServe Trading Networkset the classification views for the catalogue access, thereby controlling who can view the catalogue.Additionally, when you load your catalogue, the Header Data will be populated with the Buyingorganisation details for which it belongs ensuring that other Buying organisations will not see the contentin that catalogue.

Our Delivery charges are based on Customer location, how can your Catalogue systemmanage this?If you are providing PunchOut, delivery cost will be calculated in your own environment. The shoppingbasket with delivery charge is them brought back to the buyers system for approval. Within the ProcServe Catalogue Builder there is no calculation for delivery charge by location. Currentlythere are 2 delivery charge options;

54


Questions about Providing Content

1. Flat fee rate.2. Variable amount depending on the total of the shopping basket.

55


Questions about Receiving Orders and RFQs

6.4 Questions about Receiving Orders and RFQs

How do suppliers receive orders?Suppliers can receive orders in any of the following ways:

- opt for orders to be emailed to them in PDF format;- login to the Supplier Portal to retrieve orders;- receive orders directly to their desktop by spConnect;- opt for back office integration and receive orders directly to their back office systems.

We get hundreds of orders a day; does this mean that we will get hundreds of emails asking usto log on?Suppliers decide on the best option for order delivery based on their needs. If they get many orders aday they can consider back office integration with ProcServe Trading Network which will directly sendorders to their back office system and avoid them getting hundred of emails a day. Suppliers can alsouse our spConnect software which allows suppliers to remotely download their orders to a local desktopcomputer and upload invoices.

What of our payment conditions, we would like to continue our policies, how will this aspectbe affected?Your payment conditions remain unaffected whilst trading via ProcServe Trading Network; they are aseparate commercial relationship between you and your customer.

56


Questions about Training

6.5 Questions about Training

What training is provided?ProcServe run quarterly bitesize training sessions which are held online. Visit our website www.procserve.com for more information in the 'Events' section (http://procserve.com/news-and-events/events.html).

Are there any training sessions that are not on the internet?ProcServe do not run live training sessions. Generally a Buying organisation will run Supplier Forums,with the help of ProcServe, to give suppliers a better understanding of the ProcServe Trading Networkand its benefits. Please visit our website www.procserve.com for more information in the ‘Events’ section(http://procserve.com/news-and-events/events.html) or contact us at [email protected].

http://www.procserve.com


http://procserve.com/news-and-events/events.html)




mailto:[email protected]

57


Questions about Technical Issues

6.6 Questions about Technical Issues

Are there any special IT requirements for suppliers using the ProcServe Trading Network?There are no special IT requirements for suppliers to use the ProcServe Trading Network except thatthey should have access to computer and internet.

Where can I find out more information about cXML / XML?You can get more information about cXML and XML on our website. Please visit www.procserve.com/documents/SupplierIntegration for more information.cXML is an international standard for sending messages between applications and networks, particularlythose that operate over the internet. cXML is designed specifically for business-to-business (B2B)eCommerce.

Where can I find out more information about Supplier Web Services (SWS)?You can get more information about Supplier Web Services on our website. Please visit www.procserve.com/documents/SupplierIntegration for more information.

http://www.procserve.com/documents/SupplierIntegration




58


Questions about Marketing Your Company

6.7 Questions about Marketing Your Company

How do suppliers promote their association with ProcServe Trading Network?Suppliers on the ProcServe Trading Network can promote their products and services by various means.Uploading high quality content on the ProcServe Trading Network along with providing a detailed profile isone of the ways of doing so. Please use the help and information sections in the ProcServe CatalogueBuilder and the guidance on our website (http://www.procserve.com/documents/SupplierAccounts) toachieve high quality content and Supplier Profiles. Suppliers also can socialise their association on the ProcServe Trading Network to their buyers andpotential buyers. ProcServe provide template emails and Presentation slides for Suppliers to use whendiscussing the ProcServe Trading Network with their customers. Suppliers can find these documents atthe following link.http://www.procserve.com/documents/gettingintouchwithyourcustomers

Is there a section on ProcServe Trading Network where we can put a description/blurb of ourcompany?Information about your company can be provided in your Company (Supplier) Profile which is displayedin the Supplier Directory. Each supplier has a profile page which is visible to all buying organisationsusing the ProcServe Trading Network. A guide can be found at the following link.http://www.procserve.com/documents/SupplierAccounts

http://www.procserve.com/documents/SupplierAccounts)

http://www.procserve.com/documents/gettingintouchwithyourcustomers

http://www.procserve.com/documents/SupplierAccounts

59


Sundry Questions

6.8 Sundry Questions

What happens if I forget my login. Who do I contact?Forgotten passwords can be retrieved via the forgotten password link on the ProcServe portal. TheService desk can also be contacted to help about forgotten logins and passwords. You can reach theService desk at 0845 604 2328 or by email at [email protected].

Where can I find further information about the ProcServe Trading Network?Our website contains details about the ProcServe Trading Network, our customers, all SupplierBrochures, guides and manuals. For further details about what the ProcServe Trading Network is follow this link;http://www.procserve.com/solutions-and-services/

For further details on our customers follow this link;http://www.procserve.com/our-customers/our-customers.html

The following link contains Supplier specific documentation;http://www.procserve.com/documents/InformationForSuppliers


http://www.procserve.com/solutions-and-services/

http://www.procserve.com/our-customers/our-customers.html


7Appendices

61


Appendix 1 - ProcServe Trading Network Functionality for Suppliers

7 Appendices

7.1 Appendix 1 - ProcServe Trading Network Functionality forSuppliers

The ProcServe Trading Network offers Suppliers the following functionality:

· a dedicated Supplier Portal enabling them to manage and process purchase orders online;· the ability to create and send electronic invoices to their customers online;· an eCatalogue system that provides Suppliers with a single point to manage their eCatalogues online

for multiple customers;· enabling tools to further automate the integration of the supplier’s back office system.

The ProcServe Trading Network also includes a range of core services including Service desk, SystemManagement, and Support Services. These are designed to maximise and enhance businessopportunities for suppliers and enable buying organisations to deliver value for money savings.

The ProcServe Trading Network is only available to suppliers which have an existing commercialrelationship with Buying organisations which use it. If you want your preferred supplier to join theProcServe Trading Network, please contact either your local administrator or the ProcServe Service deskfor further details.

Registration Process62



7.1.1 Registration Process

7.1.1.1 Supplier Registration Site

Having received the invitation email to register, suppliers log on to the registration website to completethe registration process and formally join the ProcServe Trading Network. On the registration websitesuppliers provide the information they need to register for the ProcServe Trading Network as well asprovide the Buying organisation with any additional details they may need for their P2P system.

The invitation email contains a weblink to the Supplier Registration Website, along with log in credentials(see Appendix 7 for sample invitation emails). The supplier should log in and check their details ensuringthat the following are correct and present:

· DUNS number;· Company Registration Details;· Supplier name (i.e., Trading Name);· Name of lead contact and their contact details;· Phone Number;· Email Address;· Company address and general contact details;· Address details including Post Code.

Whilst it is incumbent on suppliers to ensure they provide correct HMRC details for purposes ofeInvoicing (http://www.hmrc.gov.uk/vat/managing/charging/vat-invoices.htm) it is important that Buyingorganisations ensure they have the suppliers correct details in the first instance. Based on upon thedetails a Buying organisation first asks a supplier to register with, it is possible for the supplier completetheir registration incorrectly. For example, if you want a hotel chain to register you first ascertain wherethe tax point will be -- at the local hotel or from a central office? If the latter, then the hotel chain shouldbe asked to register using their Corporate details.

Once all the mandatory information is provided the suppliers accept the Supplier Agreement to completethe registration process.

Once the registration is complete suppliers receive a confirmation email along with their log in details forthe ProcServe Trading Network (see Appendix 1 for Supplier Portal Overview).

http://www.hmrc.gov.uk/vat/managing/charging/vat-invoices.htm




7.1.1.2 DUNS Number

Buyers are unable to add suppliers without DUNS numbers. To complete registration, suppliers needtheir DUNS number. The DUNS number is a required field when the suppliers account is created andprogress cannot be made without it.

The Data Universal Numbering System (DUNS) was developed by, and is regulated by, Dun & Bradstreet(D&B). The DUNS number is a nine digit unique numeric identifier for business entities and is required forboth suppliers and buyers to register on the ProcServe Trading Network. DUNS numbers are issued tobusinesses which have a separate and distinct operations. This means a retail chain like Tesco or B&Qmay have a unique DUNS number for each retail site as well as their regional or head offices, etc., aswell as “oneman band” companies.

As DUNS numbers are unique they ensure there is no duplication of any organisation during registrationand allow the system to identify different delivery / order points – so if your organisation has more thanone branch or site your order can be routed appropriately.

Registration for a DUNS number is free of charge and in many cases is done automatically withoutcompanies realising one been issued. If you do not know your DUNS number, or need to register for one(which generally takes 10 business days for allocation), please call Dun & Brad Street at 0870 2432344, visit their website at www.dnb.com/uk or email their Customer Services at [email protected].

http://www.dnb.com/uk






7.1.1.3 Supplier Agreement

The Supplier Agreement governs the supplier's access to the ProcServe Trading Network and is acontract between ProcServe and the supplier. The Supplier Agreement covers liability andresponsibilities of both the Supplier and the Service Provider.

http://www.procserve.com/documents/

Supplier Portal Overview65



7.1.2 Supplier Portal Overview

ProcServe Supplier Portal is a leading-edge B2B eCommerce portal for suppliers of all sizes andtechnical abilities (Please refer to Diagram 1 to understand where the Supplier Portal sits in theProcServe Trading Network). The ProcServe Supplier Portal is a single interface to send and receivetrading documents with the supplier’s eProcurement-enabled customers, irrespective of which systemthey use.

The Supplier Portal enables the supplier to receive and send business documents electronically, with theoption of integrating with their back office system. Not only are many manual operations removed fromthe ordering process, suppliers also benefit from a highly efficient trading partnership with theircustomers.

The Supplier Portal document exchange which processes the following documents:

· Request For Quotation;· Quotation;· Purchase Orders;· Invoices;· Credit Notes;· Change Orders;· Order Response;· Order Fulfillment;· Self Bill Invoice;· Self Bill Credit Note.

The Supplier Portal supports the cXML (version 1.2.016) as standard but can also support the followingformats at an additional charge:

· BASDA eBIS 3.07 and 3.09;· OAGIS 7.2.1.

Additional formats can be supported if required but may be subject to a Value Added Services charge.

Further documentation can be found on our website (http://www.procserve.com/documents/WorkingWithTransactionDocuments) along with recorded bitesize sessions (http://www.procserve.com/library/recorded-webcasts.html).

http://www.procserve.com/documents/WorkingWithTransactionDocuments


http://www.procserve.com/library/recorded-webcasts.html

http://www.procserve.com/library/recorded-webcasts.html

Service Desk Support and Information Resources66


Appendix 2 - Support for Suppliers

7.2 Appendix 2 - Support for Suppliers

7.2.1 Service Desk Support and Information Resources

The ProcServe Trading Network offers a number of resources for suppliers to help them understand anduse the system better. These include:

Service desk support

All Suppliers have access to the ProcServe Helpdesk, which provides information and assistance tosuppliers via email and phone.By Phone: 0845 604 2328By Email: [email protected]

Information Resources

Imbedded manuals can be found on the ProcServe Supplier Portal and subsequent tools / technologies.

All Supplier Brochures / manuals / quick guides can be found on our website;http://www.procserve.com/documents/InformationForSuppliers

ProcServe run events on a regular basis, whether live or online. For further information please visit ourevents page;http://procserve.com/news-and-events/events.html

We also have recorded events that you can watch at leisure;http://procserve.com/library/recorded-webcasts.html

In addition, ProcServe sends out monthly newsletters to suppliers. These newsletters provide the latestupdate from the ProcServe Supplier Services Team, information on upcoming events and the latestProcServe Trading Network news.



http://procserve.com/news-and-events/events.html

http://procserve.com/library/recorded-webcasts.html

Live Events67



7.2.2 Live Events

Supplier Events

Supplier Events are generally held once a quarter. The events are themed with keynote speakers andprovide suppliers with an opportunity to gain comprehensive information on the ProcServe TradingNetwork. Monthly Webcasts are also held for suppliers. Topics vary each month and range from “tutorial”type sessions highlight best practices and tips on how to use the system more effectively, to buyer andsupplier Case Studies.

Supplier User Guides and Quick Guides68



7.2.3 Supplier User Guides and Quick Guides

A full set of supplier Quick Guides / manuals and brochures can be found on our website at; http://www.procserve.com/documents/InformationForSuppliers

This webpage has 7 handy sections;Benefits of eProcurement for Suppliers Getting the Most Out of Your Account Working with Transaction Documents Providing Content Integrating with the ProcServe Trading Network Value Added Services for Suppliers Getting in touch with your Customers

Follow the links for specific information on each section.


http://www.procserve.com/documents/supplierbenefits

http://www.procserve.com/documents/SupplierAccounts


http://www.procserve.com/documents/ProvidingContent



http://www.procserve.com/documents/gettingintouchwithyourcustomers/

69


Appendix 3 - Technical Requirements for Suppliers

7.3 Appendix 3 - Technical Requirements for Suppliers

The ProcServe Trading Network Portal can be accessed from any computer that has an Internetconnection, either via dial-up or broadband. It is recommended that a minimum 56kbps connection isused for dial-up connections.

The minimum technical requirements are to use the ProcServe Trading Network are:

Web Browser Operating System

Minimum: Microsoft Internet Explorer 5.5 Netscape version 6.1 Recommended: Microsoft Internet Explorer version 6.x Netscape Version 7.2 Firefox 2.0.x

Microsoft Windows 98 Microsoft Windows NT Microsoft Windows 2000 Microsoft Windows ME

70


Appendix 4 - What to consider for your Supplier Strategy

7.4 Appendix 4 - What to consider for your Supplier Strategy

The purpose of the Supplier Strategy is to define the strategy for supplier engagement and enablement,in order to form the basis for its management and an assessment of its overall success. The SupplierStrategy gives the direction and scope of supplier enablement and, along with the Project Plan, formsthe ‘contract’ between the Project Manager and the Project Board.

The primary uses of the Supplier Strategy are to:

· Ensure the project has a sound basis for supplier engagement before any major supplier-related workcommences.

· Act as a base document against which the Project Board and Project Manager can assess progressand issues, and ongoing questions about supplier engagement and enablement.

· Provide a single source of reference about the Supplier Strategy so that people joining the Project canquickly and easily find out how suppliers are being engaged and managed.

The Supplier Strategy should answer the following:

· What the Strategy and supplier engagement is aiming to achieve (Goals).· Why it is important to achieve it and desired outcomes (Business Case).· Who will be involved and what are their responsibilities (Organisation / People Interfaces).· How and when the Strategy will be undertaken (Scope / Project Plan).· Any constraints, assumptions, and exclusions.

Supplier Registration Console71


Appendix 5 - Managing Your Suppliers

7.5 Appendix 5 - Managing Your Suppliers

7.5.1 Supplier Registration Console

ProcServe provides a market leading Supplier Registration console for Buying organisations. TheSupplier Registration console aids Supplier Enablement professionals in tracking and pursuing their highpriority suppliers to encourage them to register and provide content.

With the aid of the Supplier Registration console the Buying organisation can send the invitation andreminder emails to suppliers and can effectively manage all of their suppliers in one place. Diagram 7describes the Invitation and Reminder email process.

Diagram 10 - Reminder emails to Suppliers

The Supplier Registration console provides easy access to the Buying Organisation’s top targetedsuppliers (i.e. priority suppliers), with the ability to add additional suppliers to the list. It also providesBuying organisations with an overview of suppliers already registered with an indication of whether theyare a Bronze, Silver or Gold supplier. See Appendix 8 for explanation of Bronze, Silver and Goldsuppliers.

Bulk Upload Template72



7.5.2 Bulk Upload Template

The Bulk Upload Template is used to add Suppliers to the ProcServe Trading Network in bulk. To bulkupload Suppliers populate the spreadsheet and forward to our Support Desk.

· See http://www.procserve.com/documents/procservebuyerdocuments for a copy of the Bulk UploadTemplate.

http://www.procserve.com/documents/procservebuyerdocuments

Supplier Tracking Sheet73



7.5.3 Supplier Tracking Sheet

The Supplier Tracking Sheet should be maintained and updated as a part of the supplier enablementprocess. The sheet includes all stages of the enablement process which should be constantly updatedto reflect the progress of your suppliers.

· See http://www.procserve.com/documents/procservebuyerdocuments for a copy of the SupplierTracking Sheet.

http://www.procserve.com/documents/procservebuyerdocuments

74


Appendix 6 - Organising and Running a Supplier Forum

7.6 Appendix 6 - Organising and Running a Supplier Forum

The following outlines the process for organising and running a Supplier Enablement Forum:

Diagram 11 - Supplier Forum Process

Schedule Supplier ForumA date and location (including room booking with internet access) for the Forum needs to be arranged sothat the appropriate information can be provided in the invitation. The date selected should be agreedwith the Service Provider if they are joining the forum to provide support.

Send out invitationAs part of the engagement letter an invitation is sent to the supplier which will request that they RSVP.

Follow up with suppliersFollow up with the supplier after the invitation has been sent out to confirm whether they intend to attend.For those suppliers that confirm they will be attending a further email should be sent. This email willnotify the Supplier of any additional information associated with the forum and will suggest they bringtheir system log in and password email as, should they wish; the facilities will be there for them toregister on the day.

Once the follow up email has been sent the supplier’s details should be registered on the ProcServeTrading Network to trigger the system generated email which will allocate them a user name andpassword.

Prepare for ForumHaving scheduled the forum, the preparation is concerned with the following:

· Tailoring the presentation material for the day;· Confirming that laptops and internet connection will be available to ensure suppliers have the

opportunity to register on the day;· Rehearsals of the demonstrations to be given.

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Appendix 6 - Organising and Running a Supplier Forum

Run ForumThe forum’s agenda will include the following:· Housekeeping;· Introduction to day (including objective);· Introduction to the ProcServe Trading Network;· Benefits of the ProcServe Trading Network to suppliers;· Demonstration on Registration;· Demonstration on Supplier Portal;· Demonstration on Catalogue Builder;· Q&A / Opportunity to register.

Gather Forum FeedbackAs part of the forum the suppliers in attendance should be asked to complete a formal feedback form.Once these forms have been collected the information should be collated.

Sample Introduction Letter76


Appendix 7 - Sample Letters and Emails

7.7 Appendix 7 - Sample Letters and Emails

7.7.1 Sample Introduction Letter

Date

Supplier NameAddress

Dear Supplier contact name,

I am writing to inform you that the your organisation name is in the process of implementing aneProcurement strategy which will enable us to place orders with you electronically. This exciting andinnovative project will enable your organisation name to conduct existing commercial transactions moreefficiently, reducing total costs and providing better value for money for both your organisation name andour suppliers.

From date for go live our Organisation will be using the ProcServe Trading Network as part of oureProcurement strategy. The ProcServe Trading Network is UK preferred and HMT supported electronicTrading Network for public and private sectors. It is security accredited and a key enabler of major UKGovernment strategic objectives, in particular Transforming Government Procurement and CSR07.

The ProcServe Trading Network is an online collaborative procurement system. With one simpleconnection we are able to trade electronically end-to-end with our suppliers Supplier can receiveelectronic purchase orders, return invoices, receive and respond to Requests for Quotes, and publishand maintain eCatalogues.

Participation in the ProcServe Trading Network provides the following benefits for suppliers:

· cost-effective electronic trading with other ProcServe Trading Network members· ability to transact with multiple organisations – single entry, multiple use service allows you to enter

your catalogue information only once for multiple public sector customers· improved credit control and reduced late payments· access to a broader customer base and other buyers on the ProcServe Trading Network

Please visit our website for further information www.procserve.com.

I’ll shortly be sending you an email with details on how you can register on the ProcServe TradingNetwork. In the meantime if you have any questions or require further assistance please do not hesitateto contact me on your contact number or by email at your contact email address.

Thank you in advance for your time and co-operation.


Sample Automatic Invitation Email77



7.7.2 Sample Automatic Invitation Email

The following text is sent automatically when a Supplier is added to the PTN.

{BuyerName} will now be sending orders to {SupplierName} by email. They will arrive as pdf attachments.

These orders will come from the ProcServe Trading Network which {BuyerName} now uses as part of itseProcurement processes.

You can register your company as a supplier to ProcServe's Trading Network free of charge; there are nojoining, hosting, or transaction fees for suppliers on our Trading Network. Joining ProcServe's TradingNetwork will give you an Enhanced account. With your Enhanced account you can provide content,manage your orders, and return eInvoices.

You can register by following this {URL} which will take you to our registration site where you can self-register, using the username and password below:

{Username / Password will appear here}

If you have questions about the registration process please visit our website at:http://www.procserve.com/solutions-and-services/supplier-registration.html

If you have any questions about your registration on the ProcServe Trading Network please contact on orby email at {EmailAddress} .

To find out more about ProcServe's Trading Network please visit http://www.procserve.com/solutions-and-services/supplier-enablement-services.html

Thank you,

The ProcServe Supplier Team

Sample Reminder Email78



7.7.3 Sample Reminder Email

The following text is changeable.

We recently invited you join the ProcServe Trading Network. I notice that you haven't yet registered.

The ProcServe Trading Network is {BuyerName} preferred method of sending orders to our suppliers andall our orders will be sent to you via the ProcServe Trading Network.

We would like you to join the ProcServe Trading Network so you can provide content for our buyers andreturn eInvoices. At the moment we can only send free text orders to {SupplierName}.

Transacting online has advantages for both University of the Arts London and {SupplierName}. Removingpaper from our transaction processes will save both our companies money and contribute to a greenerenvironment. I'm sure you agree that manual paper processes can be time consuming, inefficient, and adrain on resources.

You are unable to change the following text. It will be added to the email before being sent:

You can register your company as a supplier to ProcServe's Trading Network free of charge; there are nojoining, hosting, or transaction fees for suppliers on our Trading Network.

Joining ProcServe's Trading Network will give you an Enhanced account. With your Enhanced accountyou can provide content, manage your orders, and return eInvoices.

You can register by following this {URL} which will take you to our registration site where you can self-register, using the username and password below:

{Username / Password will appear here}

To find out more about ProcServe's Trading Network please visit our website at http://www.procserve.com/solutions-and-services/supplier-enablement-services.html or contact us at [email protected]

Thank you,

The ProcServe Supplier Team

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Appendix 8 - Supplier Classification

7.8 Appendix 8 - Supplier Classification

Suppliers are classified based on their level of integration with the ProcServe Trading Network.

© ProcServe Holdings Ltd. 2007. All rights reserved.

Supplier Developments – Explaining Some Changes

Bronze Silver Gold

Receive Orders by Email X X X X

Receive RFQ's X X X X

Provide an Enhanced Profile X X X

Purchase Order Response X X X

Return e-Invoices X X X

Send Credit Notes X X X

Return e-Quotes X X

Provide Catalogue Content X X

Provide Punchout Content X X

Back Office Integration X

EnhancedBasic

Text Box

Text Box

Diagram 12 - Supplier Classification

Basic SuppliersBasic Suppliers have no connectivity or access to the ProcServe Trading Network Portal and can onlyreceive orders by email.

Enhanced SuppliersEnhanced suppliers have access to the ProcServe Trading Network. Enhanced Suppliers are graded asBronze, Silver or Gold. Their grading is determined by their level of Connectivity with the ProcServeTrading Network:

· Bronze Suppliers - can return eInvoices and other electronic documents.· Silver Suppliers - provide content, either through an online catalogue or connecting their own website

content.· Gold Suppliers - have integrated their back office systems with the ProcServe Trading Network.

80


Appendix 9 - ProcServe Catalogue Builder

7.9 Appendix 9 - ProcServe Catalogue Builder

Catalogues are an important part of a supplier’s offering. Suppliers can create online cataloguescomplete with images and descriptions to be hosted in the ProcServe Trading Network to showcase theirproducts and offerings to buyers. Online catalogues for ProcServe Trading Network can be created withthe help of ProcServe Catalogue Builder (see www.procserve.com/documents/ProvidingContent todownload the ProcServe Catalogue Builder). The ProcServe Catalogue Builder is sent by the Buyingorganisation to the supplier.

The ProcServe Catalogue Builder, a Microsoft Excel based-product, lets suppliers create their cataloguein a program they already know. Creating the catalogue is a simple and straightforward process with theCatalogue entered into pre-formatted worksheets.

Using the ProcServe Catalogue Builder can be broken down into three main areas:

1. Complete catalogue Header Information (to be completed by Buying organisation) and insertCatalogue Data into the Your Content sheet;2. Launch the built in Check Data routine;3. Create a BMECat File for importing into Catalogue Management System.

The ProcServe Catalogue Builder enables suppliers to test, validate and correct catalogue data beforegenerating the catalogue file. The ProcServe Catalogue Builder generates the supplier’s catalogue in aBMECat XML format – a global standard for online catalogues which is then uploaded to the CatalogueManagement System.

There is no need to purchase and install special hardware or software to convert catalogue data intospecial data formats. All that is needed to use this template is a PC with Microsoft Excel and internetaccess. See Appendix 3 for minimum requirements.


Uploading the Catalogue81



7.9.1 Uploading the Catalogue

Initial catalogue loads are undertaken by the Buying organisation to ensure that necessary user andorganisations profiles are created and any problems with catalogue data are investigated and resolved.

The ProcServe Catalogue Builder originates from the Buying organisation. The Buying Organisation’sSupplier Enablement administrator will complete the necessary Header Data and send it to the supplierto complete the Item Data.

The supplier enters catalogue information, runs the Data Check, and then generates a BMECat filewhich is sent to the Buying organisation for loading.

The person with administrative rights to log into the ProcServe Trading Network in the Buyingorganisation will generally carry out the catalogue upload of the suppliers. The Diagram below describesthe full process of catalogue upload.

Diagram 10 - Initial Catalogue Load Process

Uploading Images82



7.9.2 Uploading Images

Product images can be uploaded with the supplier’s catalogue to enhance the product or serviceofferings. Item images are uploaded separately into the Catalogue Management System against acatalogue reference.

The file name of the main product image including the file extension is filled in the Pic Name 1 column ofthe Your Content Sheet in the ProcServe Catalogue Builder. The accepted extensions are .jpeg and .jpg.

The file path is required in this field, along with the name of the image as it is saved. Images need to beuploaded in a zip file. The image will appear as a thumbnail picture. The images need to be sentseparately on a CD or via email (see http://www.procserve.com/documents/procservecataloguebuilder fora Quick Guide on uploading images).

http://www.procserve.com/documents/procservecataloguebuilder

Maintaining the Catalogue83



7.9.3 Maintaining the Catalogue

The supplier is responsible for future updates and maintenance of the catalogue once the initialcatalogue load is done by the Buying organisation, ProcServe Catalogue Builder is returned to thesupplier after the initial upload has been completed.

All changes to catalogue line items are made in the ProcServe Catalogue Builder by the supplier; thecatalogue is checked by running the ‘Check Data’ macro. Any error identified needs to be corrected.Please refer to http://www.procserve.com/documents/procservecataloguebuilder for a Quick Guide onupdating catalogue.

The Diagram below describes the full process of catalogue update upload.

http://www.procserve.com/documents/procservecataloguebuilder

Maintaining the Catalogue84



Diagram 13 - Update e-Catalogue Load Process

UNSPSC coding85



7.9.4 UNSPSC coding

The product details inserted in the item data sheet of the ProcServe Catalogue Builder need to includethe UNSPSC Code for each item. Without the UNSPSC codes the catalogue cannot be uploaded on tothe Catalogue Management System.

UNSPSC stands for the United Nations Standard Products and Services Code. UNSPSC is a codingsystem to classify both products and services for use throughout the global eCommerce ProcServeTrading Network. The UNSPSC was jointly developed by the United Nations Development Programme(UNDP) and Dun & Bradstreet Corporation in 1998. The current version consists of more than 22,000terms.

UNSPSC is used in over 80 countries and has no regional variation, meaning your content can beaccessed globally.

The UNSPSC version in use for the ProcServe Trading Network is 8.1201.

For further detail and listings of UNSPSC codes visit the website, http://www.unspsc.org/.

http://www.unspsc.org/

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Appendix 10 - PunchOut

7.10 Appendix 10 - PunchOut

Some suppliers have eProcurement websites which buyers can access directly from the ProcServeTrading Network. This is known as "PunchOut". Whilst PunchOut sites can be provided for any supplierthey are commonly used when a standard catalogue may not be appropriate because of the need topersonalise a purchase e.g., a computer could be personalised by adding extra memory or a largermonitor.

PunchOut suppliers can link their website to the catalogue system. There are no restrictions on howsuppliers display their content as PunchOut is linked directly to their website. This allows buyers tosearch for products or services in supplier’s own shopping environment. The shopping basket is thenreturned to the catalogue system and sent to the buyer’s P2P system for approval.

Because the supplier’s website is managed by their own systems, they can update prices and productsfrom within their own environment directly to their PunchOut site.

Please refer to www.procserve.com/documents/ProvidingContent for additional information aboutPunchOut.


XML and cXML87


Appendix 10 - PunchOut

7.10.1 XML and cXML

XML (Extensible Mark-up Language) is a widely used method of sharing information over the Internet.cXML is a document protocol for the communication of business documents between procurementapplications, eCommerce hubs and suppliers. Each cXML document is constructed based on an XMLDocument Type Definition (DTD). So XML is the language in which the cXML document is written.

The use of cXML within the ProcServe Trading Network allows for the consistent communication ofbusiness documents between buyers and their suppliers. The current standard includes documents for:catalogue content, application integration (including the widely-used PunchOut feature), original, changeand delete purchase orders, invoice, credit notes, RFQs and their subsequent quotes.

Please refer to http://www.procserve.com/documents/cXMLDocumentation/ for additional informationabout XML and cXML.

http://www.procserve.com/documents/cXMLDocumentation/

88


Appendix 11 - Supplier Integration Options

7.11 Appendix 11 - Supplier Integration Options

ProcServe has a number of connectivity options for suppliers to help reduce costs when processingorders and invoices, and to boost profits. Connecting their back office systems directly with the SupplierPortal offers suppliers many benefits including:

· a reduction in invoice queries avoiding late payments and improving cash flow for suppliers;· increase in order accuracy - data is now keyed in once at source rather than re-keyed many times;· no stationery and postage costs for invoices to be sent to the buyers;· efficiency benefits gained by reducing processing time which allows the resources committed to

order / invoice query resolution to be used more effectively;· faster process - orders and invoice transmitted electronically are received instantaneously, there are

no postal delays.

The below are the different integration options for suppliers, with the suggested best-fit based on theirsize and capability. For various reasons, suppliers of different size may prefer an integration option aboveor below their usual best-fit option. A small business may, for example, have fully integrable back officesystem whereas a large supplier may have an older legacy back office system which isn't able tointerface with newer systems.

Type of Business Orders by Email spConnectspConnect

Web Services

Small and Owner-Operator Businesses

Small to Medium-Sized Businesses

Medium to Large-Sized Businesses

Diagram 14 - Best fit integration options

Key: = Best Fit Solution = Optional Solution

Small and Owner-Operator Business89



7.11.1 Small and Owner-Operator Business

If the supplier has no back office systems, they can receive an email notification of orders. Electronicdocuments from their customers are received into their Supplier Portal account where they can managetheir orders and create invoices. The documents can be sent by email to multiple recipients as well. Thisrequires no integration and no supplier set up is required.

Small to Medium-sized Businesses90



7.11.2 Small to Medium-sized Businesses

An ideal solution for small and medium size businesses is no-cost software available from ProcServecalled spConnect.

spConnect is an application that is downloaded and installed locally and communicates directly with theSupplier Portal to retrieve orders locally and upload invoices or credit notes.

spConnect is available for suppliers who have back office systems and would like to use remoteconnectivity to receive their orders and send invoices. This is ideal for users of Navision, Quickbook,Sage, etc. No supplier development is required for standard document formats. Additional formats canbe supported but may be subject to Value Added Services charging.

Benefits and Features

· Automated document retrieval and upload;· Easy to install;· Secured communication directly with the Supplier Portal;· No programming skills required;· Choose from a variety of document formats.

The standard document formats -- cXML -- are available free of charge. Additional document formats canbe supported but are chargeable. Please see Chapter 5 - Value Added Services for more informationabout additional services for suppliers or contact the Supplier Services Team on 020 7789 2685.

Medium to Large-sized Businesses91



7.11.3 Medium to Large-sized Businesses

Supplier Web Services (SWS)Integrated connectivity in the form of Supplier Web Services (“SWS”) can be provided to business of anysize, and is most commonly used by medium and large businesses. This provides direct integration tosuppliers’ back office and sales systems. Suppliers can receive orders and send invoices or credit notesdirectly from their back office systems and is ideal for multiple user environments. SWS is the best fit forusers of JDE, Oracle, and SAP etc. Potential supplier side development may be needed.

SWS is a set of SOAP Web Services which allow suppliers to connect to the Supplier Portal to transferelectronic business documents between the Portal and their local network infrastructure to facilitate theintegration to existing back office systems. For example, using “SWS” as a supplier you are able todownload purchase orders and upload invoices and credit notes.

SOAP stands for “Simple Object Access Protocol” and is a protocol for communication betweenapplications and sending messages via the internet. To integrate we recommend that the supplier isfamiliar with Web Services, XML, and other related technologies.

SWS has a number of different “functions” that are used to download and upload as required, forexample:

· Download Document List returns a summary list of documents found in the Supplier Portaldatabase;

· Download Document List By Status returns a summary list of documents found in the SupplierPortal database by status;

· Download Document returns the full content of a single document;· Set Document Status will update a specific document status;· Upload Document stores a new document in the Supplier Portal database and, optionally, transmits

it to the relevant Buying organisation.

HTTPS PostThe Hypertext Transfer Protocol (HTTP) is one of the most well known of the Internet protocols. Although seen primarily as a means to fetch webpages of Hypertext Markup Language (HTML) contentfor display in a web browser, HTTP is really a general-purpose transport for any type of data. Thatversatility means it can also be used to transmit transaction documents such as Purchase Orders andInvoices. HTTPS is secure HTTP.

Because of our required level of Security Accreditation, ProcServe uses HTTPS.HTTP/HTTPS are active, so ProcServe will automatically send you documents as they arrive from yourcustomers.

8Glossary

93


8 Glossary

C

CataloguesA list of items, including price, available from a specific supplier. Catalogues are often a subset of allproducts available from a supplier.

ContractA formal agreement between the supplier and the contracting body following a competition.

cXML- Commerce eXtensible Mark-up Language cXML is a document protocol for the communication of business documents between procurementapplications, and eCommerce hubs.

E

Electronic Commerce (eCommerce)The distribution, buying, selling, marketing and servicing of products or services over electronic systemssuch as the internet and other computer networks.

eProcurementAbility to deliver procurement transactions electronically.

F

FTRFree Text Requisitions.

I

InterfaceConnections between two systems (e.g., system-to-system).

IntegrationReal-time data transfer between systems.

InvoiceAn invoice or bill is a commercial document issued by a seller to the buyer, indicating the products,quantities, and agreed prices for products or services the seller has provided the buyer.

P

ProcurementThe purchasing cycle from identification of requirement for a good or service through to payment for thatgood or service.

ProvidersTechnology and consultancy companies that provide products and/or services such as eProcurementsoftware solutions. See also, Service Providers.

PTNProcServe Trading Network.

PunchOutA method by which a buyer interacts with a supplier’s website.

94


PO – Purchase OrderA legally binding document issued to a supplier for the provision of products and/or services.

P2P— Purchase-to-PayThe business process for the procurement and payment of products and services delivered to anorganisation.

R

ReceiptA document that quantifies the product or the service received.

RequisitionThe initial document listings the goods or services required.

RFQ – Request for QuotationIssued when an organisation wants to purchase something and chooses to make the specificationsavailable to providers so they can submit competitive bids.

ROI- Return on InvestmentThe benefits /savings achieved over time, minus the total cost of use and implementation.

S

SchemaA schema provides a means for defining the structure, content and to some extent the semantics of XMLdocuments.

Service Provider/System ProviderOrganisation providing a company’s service/system solution(s).

U

UNSPSC – United Nations Standard Products and Services CodeA United Nations global standard that classifies products and services.

V

VASValue added service. A service is required that is outside of the standard.

X

XML – eXtensible Mark-up LanguageA language used to create syntaxes used as an international standard for passing data betweenapplications, particularly those that communicate across the Internet.