Admin Manual

User Manual:

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Administrator Manual for Tendersystem 1.5.0
System Settings
Central Module Settings
Module Settings
Logs
Task Scheduling
Category Admin
Area Admin
Organisation and User Types
Company Administration
Supplier Administration
Language Administration
Messenger
Module Loader

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

•Theme

•Default Language

•Website header

•Currency

GUI Settings

•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)

•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 non-

executable location is recommended.

POP Settings (POP access required to process quote submissions received back by

email)

•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

•Test Pop

•NOTE : After you have submitted the settings you can use the Test

Pop to check if it's working

Security Settings

•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

•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)

•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

SMTP Settings (SMTP access required to send out RFQ's and reports via email)

•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

•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

Holiday Settings

•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

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

•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

•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

•Enabled Enable birthday module

•Send Admin Select if upcoming birthdays must be emailed to Administrator with

email profile

Language Editor

•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

•Enable or Disable Module Loader

•Enable or Disable Export

•Enable or Disable Import

•Enable or Disable Remove

•Enable or Disable Upgrade

•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

•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

•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

•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

•! 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

option

•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.

•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.

•Login to your system as an Administrator

•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

•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

•Login to your system as an Administrator

•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

1,11,21,31,41,51 * * * * lynx - dump

http://serverhost/tendersystemdirectory/application/include/cron_email.

php

•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

•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

•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

•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

•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

•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

•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

•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

•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

•Click the Submit button

Deleting a State

•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

•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

•Select the State and then the Area to be delete from the dropdown list in the left

•Click Delete from Area Admin

•Confirm that the Area must be deleted

Organisation and User Types

There are 3 types of Organisations:

•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:

•Subscribers - belongs to a Company and does the requesting

•Agents - belongs to a Supplier and does the quoting

•Administrators - belongs to a Admin Organisation and does the administrating

Company Administration

There are 3 different permission levels for Subscribers:

•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

•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

•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

•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

•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

•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

•Supplier are linked to a Company

•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

•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

•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

•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

•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

•To Delete the Susbscriber check the delete tick box

•Click the Submit button

Resetting a Subscriber password

•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

•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:

•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

•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

•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

•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

•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

•Areas are linked to a Supplier

•Select the Supplier whose Areas you want to update from the dropdown list in the

left menu

•Click Supplier Areas under Supplier Admin

•Select all Areas where the Supplier can Tender

•Click the Change Areas button

Supplier Categories

•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

•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

•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

•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

•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

•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

•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

•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

•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

•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

•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

•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

•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

•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

•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.

•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

•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

•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

•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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