Admin Manual
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Administrator Manual for
Tendersystem 1.5.0
To complete any of the following functions you must be logged into TenderSystem
as an Administrator.
Please note that there is a normal and super Administrator, with different authorisation
levels.
System Settings
Select the Settings menu that will open a sub menu on the left with system settings under
the heading System Settings.
General Settings
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Theme
Default Language
Website header
Currency
GUI Settings
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XSLT transformation XML can be transformed to XHTML/HTML in 3 methods:
Only Methods that are supported by you PHP will be show
• Server
• XSLT (sablotron - PHP 4) or XSL (libxslt - PHP5) must be enabled in
PHP (Click on PHP info to determine if enabled)
It is usually enabled, but if not find out how to activate it at www.php.net
• Client
• Client browser must be XSL capable
Currently supported by Firefox > 1.0.1, IE > 5 and Netscape > 8
• Browser
• TenderSystem determines if it is a XSLT capable browser and if not
converts it to XHTML.
XSLT must be enabled
Connection There are 2 ways of connecting to TenderSystem API
• Module (Default)
• TenderSystem API is processed as a module
This is 3 times faster than a cURL setup and recommended for first time
installations
• cURL
• cURL is a file transferring agent using URL syntax
cURL is used for remote GUI(s) hosting that connect to a central API server or to
enhance security by connecting to a non Internet accessible server or socket
cURL must be enabled in PHP (Click on PHP info to determine if enabled)
API server URL must be setup correctly
GUI username and password must only be used if GUI server has dynamic IP
address (Server usernames and passwords set in Security Settings)
Strip white spaces and compress output
• Strip white spaces and compress output (Decrease bandwith but does not
work with all browsers)
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Debug errors
• Displays the API request in the page footer when activated
Display Timer
• Displays the execution time in the page footer when activated
Disclaimer
• URL to your disclaimer
If not set then it will not be displayed in the left frame
Privacy policy
• URL to your privacy policy
If not set then it will not be displayed in the left frame
Help
• URL to your helpdesk
If not set then it will not be displayed in the top menu
FAQ
• URL to your FAQ page
If not set then it will not be displayed in the top menu
Menu Generation
• Select if Menu should be displayed from Cache or Dynamically generated
every time
• Cache is the quickest option
Cache folder (/tendersystem/module/menu/cache) for Cache option to work
• Select to clear the menu cache and will be re-generated with next request
Select the display order for Agent, Subscriber and Admin menu
Left Menu HTML
• Enter code to be display in the left frame
• All [ will be replaced with <
All ] will be replaced with >
{quote} will be replaced with "
{and} will be replaced with &
TenderSystem Status
• When set to in-active then the Status Message will be displayed instead of
the login screen
Only admin will be able to login and activate the system
TenderSystem Input
• Check Input Type checks if input is of a valid type
Reformat Input reformats input to make it more system friendly
You can set the minimum and maximum digits in a phone number but Check Input
Type must be yes
Upload setting
• Select upload status, Upload path, maximum file size and allowable file
types
NOTE: Upload path can be dynamic (start with ./) or fixed. For security fixed nonexecutable location is recommended.
POP Settings (POP access required to process quote submissions received back by
email)
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POP status
POP IP address
• Use IP address and not hostname
Ping hostname to determine the IP address
• Port (default is 110)
Tender email username (ie POP username)
Tender email password (ie POP password)
Save unknown email typre
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Test Pop
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NOTE : After you have submitted the settings you can use the Test
Pop to check if it's working
Security Settings
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Error log file
• Where to log errors
If not set then errors will not be logged
If using Linux remember to grant read and write access to file (chmod)
Location can be dynamic (start with ./) or fixed (start with /)
Email Error Messages
• Email errors to support email address based on their seriousness
If set to Serious it will also email for Critical i.e. sliding scale
Log request
• Whether or not to log incoming API requests
Works well for debugging
If using Linux remember to grant read and write access to file
PHP log file
• If set it will overwrite PHP settings in php.ini
Works well for debugging
If using Linux remember to grant read and write access to file
Login sessions
• How many login sessions to display in the Administrator control panel
Logs to display
• How many error, request and php logs to display
Display limit
• Maximum amount of log pages (size set above) that may be displayed
IP tracking
• Whether or not to link a session with an IP address
For security it must be Enabled unless users and suppliers are allocated dynamic
IP addresses per different page viewed by their ISP
Bind address
• Whether or not the API should only listen to requests from specific IP
addresses
For security it must be Enabled
Set the bind addresses
API Authentication
• Select if API username and password authentication is allowed
Insert the authorised GUI Usernames and Passwords
Message Settings Applies to SMS and SMTP
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Schedule Messages
• Messages are schedule to be run by the email cron
Attempt Immediately
• Should attempt sending immediately and schedule it if an error occured
Maximum Attempts
• Maximum attempts to re-send a scheduled message
Minimum Timeout on Resends
• Minimum delay before trying to re-send a message
SMS Settings (Optional SMS notification to suppliers and clients. Uses Clickatell's API
gateway)
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SMS status
Default country prefix
This prefix will be used whenever a prefix is not available
SMS ID, username and password obtainable from Clickatell
Clickatell's URL
• Clickatell's API URL
Test SMS
• This will send a test sms to your profiles Mobile Phone Number
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SMTP Settings (SMTP access required to send out RFQ's and reports via email)
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SMTP status
SMTP IP address
• Use IP address and not hostname
Ping the hostname to obtain the IP address if not available
Port (default is 25)
Email Transfer Encoding
• 7 bit
8 bit
quoted-printable
base64
Image Receipt
• Can be used to determine if user has viewed the Email
Test SMTP
• Test current SMTP Settings by emailing a Test email to your email address in
your profile
SMTP hello command
SMTP authentication
• SMTP server may require authentication
Activate and set the username and password
Email name
• Name that is displayed as the sender
Support email address
• Used when TenderSystem response not required
Support email priority
• Select if email must be send high priority or normal
Tender email address
• Address used to send out and receive back RFQ's and requests
Must not be the same as the support email
Tender email priority
• Select if email must be send high priority or normal
Email Disclaimer
Backup Email to Database
• All outgoing and incoming emails will be saved in the database
Send email to backup address
• All outgoing emails will be BCC'ed to the backup address
Postmaster Keywords
• Emails that are received that contain these keywords will be email directly to
the administrators
Time Configuration
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Time Format and Date Format and Time Zone to display on the website and
emails
Increase / decrease server time
• Seconds to increase / decrease the server time
Used when server not in same time zone as users
Business Hours
Used to calculate closing time
Set start time and end time to 0:00 if not business day or holiday
Lunch break
• Apparently people still take lunch breaks in some part of the world
If you do insert the start and end time of the lunch break or 0:00 if no break
Validity period
• Inactive session validity for suppliers, users and administrators in seconds
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Holiday Settings
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Used to calculate closure time
Date
• Month-Day
Holiday Name
Central Module Settings
Select the Settings menu that will open a sub menu on the left with system settings under
the heading Central Module Settings.
These are the modules that are required to ensure that TenderSystem functions correctly.
Procurement process
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NOTE: These settings affect all procurement processes
Enable Auto RFQ Generate
• Select if RFQ number must be generated dynamically or if user must insert
the field
RFQ Number
• Specify the format that the dynamically generated RFQ field must use
• [u] - Username
[ui] - User Tender Count
[uu] - User ID
[b] - Branch Name
[bi] - Branch Tender Count
[bb] - Branch ID
[o] - Organisation Name
[oi] - Organisation Tender Count
[oo] - Organisation ID
[d] - Date
[di] - Date Tender Count
[ti] - Tender ID
[ii] - Next Item Number
[ts] - Unix Time Stamp
zeropad
• Pads value with zeros to a certain length
format : zeropad($value)length($size)
Tender Admin Log size
• Number of fields to display for Tender Admin
Allow attachments to be attached
• Allow users to attach files with a RFQ request
File size and type must adhered to allowable settings under GUI settings
Supplier(s) needed
• Whether or not suppliers are required in the specific area that supply the
required items for a RFQ to be requested
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Procure Administrator Approval
• Must a RFQ first be approved by an administrator before it is sent to
suppliers
Send Approval needed Email
• Must an email be sent to all Administrators who have an email preference
when a RFQ must be approved
Approval search URL
• URL to search items when approving a RFQ
Client Phone Prefix
• Request the clients prefix when awarding a RFQ or to use the default prefix
set in General Settings
Duplicates Compare
• Method used to compare if duplicate quotes were submitted
Duplicates Keep
• What to do when a duplicate quote was found
Quote Primary Position by
• Method to determine the primary quote position either according to price,
time submitted, stock or validity period
Quote Secondary Position by
• Select field used for secondary quote position either according to price, time
submitted, stock or validity period
Report Settings
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Enabled Ajax
• Allow javascript request for RFQ number
Balance Scored Card
• Enter Start, End, and Factor Percentage for Balance Score Card Report
Module Settings
RFQ's can be diplayed publicly without users being required to login Select the Settings
menu that will open a sub menu on the left with module settings under the heading
Module Settings.
Bithday Settings
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Enabled Enable birthday module
Send Admin Select if upcoming birthdays must be emailed to Administrator with
email profile
Language Editor
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Enable Language Editor
Enable Online Translation
• TenderSystem can use online translation services such as Google to
generate the Language Packs on your behalf
This can take up to 4 hours and must be edited afterwards
Module Loader Settings
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Enable or Disable Module Loader
Enable or Disable Export
Enable or Disable Import
Enable or Disable Remove
Enable or Disable Upgrade
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Stable Upgrade URL
• Location of Stable Module Upgrades
Development Upgrade URL
• Location of Development Module Upgrades
Additional Upgrade URL
• Location of Additional Module Upgrades
Public Settings
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Enable Public Module
Show Tenders
• Allow Tender to be show publically
Show Quotes
• Allow Tender quotes to be show publically
Show Quotes Prices
• Allow Tender quotes prices to also be viewed publically
Tender Amount
• How many tenders to show publically
Agents may opt in
• Allow Agents to quote on Tenders that they have not been invited to Tender
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Supplier Public Registration
• Allow Suppliers to register themselves onto TenderSystem
Company Public Registration
• Allow Companies to register themselves onto TenderSystem
Admin Approve Registration
• Public Registration must first be approved by an administrator
Set Area on Registration
• Suppliers set that Areas on Registration
Set Category on Registration
• Suppliers set that Categories on Registration
Supplier Defaults
• Default Values for suppliers that register themselves onto TenderSystem
Tender Settings
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Enable Tender Module
Insert Valid items
• Whether or not quotes must be included automatically on behalf of Agents if
there are any Valid Items
Complete Valid Items Load
• Select to only insert Valid Items for a Supplier if there are quotes for all RFQ
items
Auto Close
• Whether or not Tenders closing time will be changed once all Suppliers have
quoted
Expired as Default
• Expired Items Price used as the default price in invitation that are sent to
Agents
Closing Reports to agent
• Whether or not to send closing report to Agents once a tender as closed
Tender Close Time
• Set amount of seconds to leave when auto closing
Tender Quote Time
• This Setting can be used to changed the tender closing time every time a
Agent quotes
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! to increase (EG !100)
^ to decrease (EG ^100)
# to set (EG #100)
Time Settings
• Default period must be set to the current validity period of suppliers (default
either 14 or 30 days)
Minimum period ensure that quotes are valid for a minimum period
Maximum period ensure that quotes do not remain valid for to long period as
prices may change (default 60 days)
Default Tender Duration is the business minutes (i.e. only during business hours)
used to set the tender closing time
Suppliers can not quote after a tender has closed
• Max Tender Duration is the maximum allowable period in minutes that a
claim may remain open
Tender Duration Increment Clever closure is used to provide suppliers with
additional time to quote
This is done by increasing the tender period with the Tender Duration Increment
for every 5 products above the first 5 products
May users specify closing dat
• Select if users may select the closing time
RFQ will close at 12:00 on the selected date
Tender duration periods above are then not used to calculate the closing time as it
is set for the date
Show cash settlement
• Select if cash settlement option is shown
• Show non-tender supplier
• Select if non-tender supplier awarding option is shown
• Show invalidate
• Select if invalidate awarding option is shown
• Award to self
• Determine if RFQ must be awarded to self or a client
Award to self must be set if using for internal procurement
• Include budget value
• If selected budget value can be inserted when RFQ requested
Will be displayed to supplier so that they can determine correct replacement if
required
• Include collection option
• Allow users to specify that they will collect RFQ item
• Allow Tender Quantities
• Display Tender Quantity Field in RFQ request
• Allow Excess
• Display excess field when awarding RFQ
Used by insurance companies as a minimum payment by clients
• Allow collect Salvage Option
• Display collect Salvage option when awarding RFQ
Used by insurance companies asking suppliers to collect the wreckage
• Include No Quote in reports
• Display in email reports when a supplier submit a no-quote (NQ)
• Subscriber Supplier Search menu
• Display Search Supplier in user menu
• Default Transport
• Select the default transport option
• An additional RFQ item will be created for Collection or Delivery
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If Collection selected must be set to active in Include collection option
• Notification SMS limit
• Number of SMS'es allowed to be used in supplier SMS notification
Will be sent to suppliers with Email and SMS profile
Logs
Select the Utilities menu that will open a sub menu on the left with the logs Right at the
bottom.
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Error Log
Request Log
PHP Log
Message Log
Task Scheduling
Inbound emails must be processed and tenders must be closed on a continual basis. This
is done by scheduling the task.
Scheduling a task in Linux (Cron)
There are 2 ways to schedule PHP in Linux, depending if PHP is setup as a CGI
(can run from command line) or as an Apache module. If PHP is setup as a module
you will need either wget or lynx to call the URL and execute the script.
CGI scheduling
If your PHP installation is not setup as a CGI and you can not setup PHP as
CGI then skip this section read the Module scheduling section beneath.
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Type crontab -e in the command line and insert the following line at the bottom of
the cron file
1,11,21,31,41,51 * * * * cd /path/to/tendersystem/; php
application/include/cron_email.php
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Press ctrl and X and when prompted type Y to save the new cron file
This would have setup the scheduler to parse the script every 10 minutes
and can be tested by sending an email to the tender email address
Module scheduling
If your PHP installation is setup as a module you will require either wget or
lynx (command line email clients) to parse the script on your behalf
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Type crontab -e in the command line and insert the following line at the bottom of
the cron file (depending on if you have wget or lynx installed)
1,11,21,31,41,51 * * * * wget
http://serverhost/tendersystemdirectory/application/include/cron_email.
php
OR
1,11,21,31,41,51 * * * * lynx - dump
http://serverhost/tendersystemdirectory/application/include/cron_email.
php
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Press ctrl and X and when prompted type Y to save the new cron file
This would have setup the scheduler to parse the script every 10 minutes
and can be tested by sending an email to the tender email address
Scheduling a task in Microsoft Windows
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Login to Windows as an Administrator
Go to Start => Settings => Control Panel => Scheduled Tasks
• In Windows XP it is under Performance and Maintenance
Double click Add Scheduled Task
Select Browse and select cron_email.php under
"/path/to/tendersystem/application/include/"
Select the Daily radio button and click the Next button
Insert 7:00 in the start time and click the Next button
Enter your username, password and confirm and then click the Next button
NB! Check the tick box next to Open advances properties for this task when I
click Finish and click the Finish button
Select Schedule and then click the Advanced button
Click the Repeat Task tick box and specify every 10 minutes with a 24 hour
duration
If you require further help you can go to www.microsoft.com for support.
Category Admin
Categories are the main product categories that have sub-categories and brands are
associated with them.
Select the Category Admin menu that will open a sub menu on the left.
Creating a Category
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Select Create Category in the left menu
Single Category
• Insert the Category name to be created in the Name field
Click the Submit button
Multiple Categories and Sub-Categories are generated from an excel
spreadsheet
• Download the excel template by clicking on the Click here to download the
spreadsheet link on the right
Follow the instructions in the spreadsheet how to create multiple categories and
subcategories (worksheet => Instruction)
Click the Browse button and upload the spreadsheet
Click the Submit button
Generic Category and Sub-Categories
• Select the Generic Category that must be loaded e.g. cellphone
Click the Submit button
Deleting a Category
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Select the Category to be deleted from the dropdown list in the left menu
Click Delete from Category Admin
Confirm that the Category must be deleted
Linking and unlinking a Brand to a Category
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Select Category to which brands must be linked or unlinked from the dropdown list
in the left menu
Click Brands from Category Admin
Select the brands that must be linked or unlinked to the selected Category
Click the Change brands button
Creating a single Sub-Category under a Category
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Select Category under which the new Sub-Category must be created from the
dropdown list in the left menu
Click Create Sub-Category in the left menu
Insert the Sub-Category name to be created in the Name field
Click the Submit button
Deleting a Sub-Category
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Select Category and then the Sub-Category to be deleted from the dropdown list
in the left menu
Click Delete from Sub-Category Admin
Confirm that the Sub-Category must be deleted
Creating a Brand
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Select Create Brand in the left menu
Single Brand
• Insert the Brand name to be created in the Name field
Click the Submit button
Multiple Brands are generated from an excel spreadsheet
• Download the excel template by clicking on the Click here to download the
spreadsheet link on the right
Follow the instructions in the spreadsheet how to create multiple brands (worksheet
=> Instruction)
Click the Browse button and upload the spreadsheet
Click the Submit button
Area Admin
States are the main states (provinces) that have areas associated with them.
Select the Area Admin menu that will open a sub menu on the left.
Creating a State
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Select Create State in the left menu
Single State
• Insert the State name to be created in the Name field
Click the Submit button
Multiple Sates and Areas are generated from an excel spreadsheet
• Download the excel template by clicking on the Click here to download the
spreadsheet link on the right
Follow the instructions in the spreadsheet how to create multiple states and areas
(worksheet => Instruction)
Click the Browse button and upload the spreadsheet *Click the Submit button
Generic States and Areas
• Select the Generic State that must be loaded e.g. usa
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Click the Submit button
Deleting a State
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Select the State to be deleted from the dropdown list in the left menu
Click Delete from State Admin
Confirm that the State must be deleted
Creating a single Area under a State
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Select State to link the new Sub-Category from the dropdown list in the left menu
Click Create Area in the left menu
Insert the Name of the Area to be created
Click the Submit button
Deleting an Area
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Select the State and then the Area to be delete from the dropdown list in the left
menu
Click Delete from Area Admin
Confirm that the Area must be deleted
Organisation and User Types
There are 3 types of Organisations:
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Company - Request Tenders Items to be Quoted on
Supplier - Quote on Tenders Items that where Requested
Admin Organisation - Administrate the Tender Process
There are 3 types of Users:
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Subscribers - belongs to a Company and does the requesting
Agents - belongs to a Supplier and does the quoting
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Administrators - belongs to a Admin Organisation and does the administrating
Company Administration
There are 3 different permission levels for Subscribers:
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Normal Level - may request quotes and view or award their own quotes, reports,
profiles and suppliers
Branch Level - may request quotes and view or award the branch quotes, reports,
profiles and suppliers
Organisation Level - may request quotes and view or award the organisations
quotes, reports, profiles and suppliers
Select the Company Admin menu that will open a sub menu on the left
Creating an Company
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Select Create Company in the left menu
Insert the required fields
• Company Information
• Registered Name is the Organisation Registered name
Transaction Fee is the percentage transaction fee based on the minimum lowest
returned tender
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Transaction Minimum Fee is the minimum transaction fee per item
User Fee is the monthly fee per user
SMS Fee is the SMS fee for messages sent to clients
Reg # is the company registration number
• Representative Information : Representative is the main representative for
the Company
• Username - Username and password will be emailed to the user
when created
Dialling prefix - country dialling prefix
Phone Work, Phone Fax and Phone Mobile - complete phone number including
dialling code but not country dialling prefix
Notification method - preferred notification method
Permission Level
Representative position
Mandate - authorised representative mandate per tender, which send a notification
to the users administrator if this amount is exceeded
• Branch Information
• Insert the branch information to generate the default branch
Branch Name
Dialling prefix - country dialling prefix
Phone Work and Phone Fax - complete phone number including dialling code but
not country dialling prefix
Email address
Comment - this comment is automatically inserted in purchase orders
Country - country where the branch is located
Postal and Physical address
Click the Submit button
This will generate the Organisation, Branch and first Subscriber
Editing or Deleting an Company
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Select the Company to be edited from the dropdown list in the left menu
Click Edit/View under the dropdown list of the Companies
Change required information
To Delete the Company check the delete tick box
Click the Change Organisation Information button
View Company Reports
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Select the Organisation whose reports you want to view from the dropdown list in
the left menu
Click Reports under the dropdown list of the Companies
Report options are described in the User Manual
Click the Display button
Organisation Supplier Search
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Suppliers are linked to Organisations as not all Suppliers are on every
Organisation's panel
Select the Organisation whose suppliers you want to view from the dropdown list in
the left menu
Click Supplier Search from Organisation Admin
Supplier Search options are described in the User Manual
Click the Search button
Supplier Panel
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Supplier are linked to a Company
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Select the Company whose Supplier Panel you want to update from the dropdown
list in the left menu
Click Supplier Panel under Company Admin
Select all Supplier that the Company will request items for
Click the Change Organisation button
Creating an Branch
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Select the Company for whom you want to create a branch from the dropdown list
in the left menu
Click Create Branch
Insert the required information
• Branch Name
Dialling prefix - country dialling prefix
Phone Work and Phone Fax - complete phone number including dialling code but
not country dialling prefix
Email address
Comment - this comment is automatically inserted in purchase orders
Country - country where the branch is located
Postal and Physical address
Click the Create Branch button
Editing or Deleting a Branch
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Select the Company and Branch that you want to delete from the dropdown list in
the left menu
Click Edit/View from Branch Admin
Change required information
To Delete the Organisation check the delete tick box
Click the Change Branch Information button
Creating a Subscriber
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Select a Company and then a Branch from the dropdown list in the left menu
Click Create Subscriber
Insert the required information
• Username - Username and password will be emailed to the user when
created
Name and Surname
Dialling prefix - country dialling prefix
Phone Work, Phone Fax and Phone Mobile - complete phone number including
dialling code but not country dialling prefix
Email address - address to which reports will be emailed
Notification method - preferred notification method
Reports - Daily, weekly or monthly reports (TenderSystem PRO)
Permission Level
Preferred Theme and Language
Mandate - authorised representative mandate per tender, which send a notification
to the users administrator if this amount is exceeded
Click the Submit button
A username and password will be emailed to the new Subscriber
Editing or Deleting a Subscriber
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Select the Company (and Branch Optionally) and then Subscriber who you want
to edit or delete the dropdown list in the left menu
Click Edit/View under Susbscriber Admin
Change required information
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To Delete the Susbscriber check the delete tick box
Click the Submit button
Resetting a Subscriber password
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Select the Company (and Branch Optionally) and then Subscriber whose
password you want to reset from the dropdown list in the left menu
Click Password reset from Subscriber Admin
Confirm that you want to reset the Subscriber's password
This will send a password reset confirmation to the Subscriber by email
Tender Request on behalf of a Subscriber
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Select the Company (and Branch Optionally) and then User for who you want to
request a Tender from the dropdown list in the left menu
Click Request Tender from Subscriber Admin
Tender Request options are described in the User Manual
Supplier Administration
There are 2 different Permission Level for Agents:
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Normal Level - may submit quotes and view or award their own quotes, reports,
profiles and suppliers
Super Level - may submit quotes and view or award the Supplier's quotes,
reports, profiles and suppliers
Select the Supplier Admin menu that will open a sub menu on the left.
Creating a Supplier
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Select Create Supplier in the left menu
Insert the required fields
• Supplier Information
• Registered Name is the Organisation Registered name
User Fee is the monthly fee per Agent
SMS Fee is the SMS fee for messages sent to clients
Reg # is the company registration number
• Representative Information
• Representative is the main representative for the Supplier
username - username and password will be emailed to the Agent when created
Dialling prefix - country dialling prefix
Phone Work, Phone Fax and Phone Mobile - complete phone number including
dialling code but not country dialling prefix
Email address - address to which tenders will be emailed
Notification method - preferred communication method
Reports - Daily, weekly or monthly reports (TenderSystem PRO)
Permission Level
Preferred Agent Theme and Language
Representative position
Mandate - authorised representative mandate per tender, which send a notification
to the Agents administrator if this amount is exceeded
• Branch Information
• Insert the branch information to generate the default branch
Branch Name
Dialling prefix - country dialling prefix
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Phone Work and Phone Fax - complete phone number including dialing code but
not country dialing prefix
Email address
Comment
Country - country where the branch is located
Postal and Physical address
Click the Submit button
This will generate the Supplier, Branch and first Agent
Remember to update the Supplier Areas, Supplier Categories and Company
Panel for the Supplier
Editing or Deleting a Supplier
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Select the Supplier to be edited from the dropdown list in the left menu
Click Edit/View from Supplier Admin
Change required information
To Delete the Supplier check the delete tick box
Click the Change Supplier Information button
View Supplier Reports
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Select the Supplier whose reports you want to view from the dropdown list in the
left menu
Click Reports from Supplier Admin
Report options are described in the Supplier Manual
Click the Display button
Supplier Areas
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Areas are linked to a Supplier
Select the Supplier whose Areas you want to update from the dropdown list in the
left menu
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Click Supplier Areas under Supplier Admin
Select all Areas where the Supplier can Tender
Click the Change Areas button
Supplier Categories
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Product Categories are linked to a Supplier
Select the Supplier whose Categories you want to update from the dropdown list
in the left menu
Click Categories from Supplier Admin
Select all product Sub-Categories that the Supplier provides
Click the Change Categories button
Company Panel
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Company are linked to a Supplier
Select the Supplier whose Company Panel you want to update from the dropdown
list in the left menu
Click Company Panel from Supplier Admin *Select all Company that the
Supplier will quote items for
Click the Change Organisation button
Item Admin
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When a Supplier quotes and is willing to provide a product for a specific period the
item remain valid until the expiry date has been reached.
Valid items are automatically included in a RFQ if it is setup in Tender Settings
Valid Items features are discussed in the Supplier Manual
Creating a Branch
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Select the Supplier for whom you want to create a branch from the dropdown list in
the left menu
Click Create Branch
Insert the required information
• Branch Name
Dialling prefix - country dialling prefix
Phone Work and Phone Fax - complete phone number including dialling code but
not country dialling prefix
Email address
Comment
Country - country where the branch is located
Postal and Physical address
Click the Create Branch button
Editing or Deleting a Branch
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Select the Supplier and Branch that you want to delete from the dropdown list in
the left menu
Click Edit/View from Branch Admin
Change required information
To Delete the Supplier check the delete tick box
Click the Change Branch Information button
Creating an Agent
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Select the Supplier and Branch for where the Agent must be created from the
dropdown list in the left menu
Click Create Agent
Insert the required information
• username - username and password will be emailed to the Agent when
created
Name and Surname
Dialling prefix - country dialling prefix
Phone Work, Phone Fax and Phone Mobile - complete phone number including
dialling code but not country dialling prefix
Email address - address to which reports will be emailed
Notification method - preferred communication method
Reports - Daily, weekly or monthly reports (TenderSystem PRO)
Permission Level
Preferred Theme and Language
Click the Create Agent button
A username and password will be emailed to the new Agent
Editing or Deleting an Agent
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Select the Supplier (and Branch optionally) and then Agent who you want to edit
or delete the dropdown list in the left menu
Click Edit/View from Agent Admin
Change required information
To Delete the Agent check the delete tick box
Click the Submit button
Resetting an Agent's password
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Select the Supplier (and Branch optionally) and then Agent whose password you
want to reset from the dropdown list in the left menu
Click Password reset from Agent Admin
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Confirm that you want to reset the Agent's password
This will send a password reset confirmation to the Agent by email
Tender Submission on behalf of an Agent
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Select the Supplier (and Branch optionally) and then Agent for who you want to
submit a Tender from the dropdown list in the left menu
Click Submit Quote from Agent Admin
Tender Response options are described in the Supplier Manual
Language Administration
Select Utilities and then Language Editor from the left menu
Creating a Language
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Click on the Create Language in the Main Window
Select the Language that you want to create. The ISO 639 (2 letter) language code
will be displayed in the ISO format field.
Click on the words Click here to instantiate the language files
This is the long tendious part, you have to go through all the inactive modules
• Click on an Inactive Section
Translate the Sentence/Words by putting in the translated value
Click Submit
The Section should no longer be inactive
move onto the Next Inactive Section
You have created a new language for tendersystem
Removing
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Select the language that you want to remove and click on Remove.
Never Remove all Languages and make sure no is on the current language pack
before removing
Exporting
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Select the language that you want to export and click on Export.
Insert the language translator's name in the Translators field.
Click the Export field and select were to save the language pack.
Importing
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Select Browse next to the Filename box.
Select the language pack on your local computer.
Click the Import field.
View the Information on the Language Pack.
Click the Import Again.
Messenger
Select Utilities and then Messenger from the left menu
Sending Messages
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Select either the Company, Branch or User Type to whom you want to send the
message or leave blank to send to all users.
Click the Send Message button.
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Select which users must be excluded from receiving the message.
Insert the Subject (email only and ignored for SMS'es).
Type the message in the body field.
Tip: To include the user name, organisation, branch, telephone and fax number or
user's email address click on the link above.
Tip: You can also bold, italic or underline text and include a hyperlink through the
links above (email only and ignored for SMS'es).
Click the Send email, Send SMS or Send Prefer button.
Note : Send Prefer will send the message to the user in their preferred method i.e.
email, SMS or email and SMS.
Note :SMS'es are limited to 3 SMS'es i.e. 480 characters to prevent depleting your
SMS account. Truncating of messages is done on the message gateway side i.e.
Clickatell as it automatically links the messages together in a large single SMS.
Module Loader
Modules can be imported and loaded as required
Select Utilities and then Module from the left menu.
Importing a Module
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Select Browse next to the File box.
Select the module to be imported on your local computer.
Click the Import.
View the Information about the module.
Click the Import.
Removing a Module
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Under Install Modules Heading find the module you want to remove.
Click on the remove icon.
View the Information about the module.
Select if you would like the tables removed.
Click the Remove.
Export a Module
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Under Install Modules Heading find the module you want to export.
Click on the export icon.
View the Information about the module.
Select the languages you would like to include in the export.
Click the Export.
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