Using Emptoris 8 Reverse Auction
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Using Emptoris ® 8 Reverse Auction ® and Emptoris ® are registered trademarks of Emptoris, Inc. All other trademarks and registered trademarks are the property of their respective holders. Copyright © 2001-2009 by Emptoris, Inc. All Rights Reserved. Table of Contents Reverse Auction Getting Started ........................................................................................ 1 Reverse Auction Defining Bidding Rules......................................................................... 21 Reverse Auction Defining Items ....................................................................................... 29 Reverse Auction Defining Bid Fields ............................................................................... 53 Reverse Auction Inviting Suppliers .................................................................................. 67 Reverse Auction Defining Bid Transformations .............................................................. 83 Reverse Auction Defining the Auction Team ................................................................... 89 Reverse Auction Scheduling the Event ............................................................................. 97 Reverse Auction – Supplier Side View and Accept the Event ....................................... 109 Reverse Auction – Supplier Side Bidding on an Auction Event ................................... 125 Reverse Auction Monitoring the Event .......................................................................... 157 Reverse Auction Monitoring the Event – Special Actions ............................................. 173 Reverse Auction Analyzing the Results ......................................................................... 191 Reverse Auction Sending and Viewing Messages.......................................................... 209 Reverse Auction Running Auction Reports .................................................................... 223 Reverse Auction Attaching Files and Documents .......................................................... 253 This page intentionally left blank. Reverse Auction Getting Started Reverse Auction Getting Started Copyright ©2009 Emptoris, Inc 1 Reverse Auction Getting Started This page intentionally left blank Copyright ©2009 Emptoris, Inc 2 Reverse Auction Getting Started Reverse Auctions Sourcing/Procurement Lifecycle Project Management Buyer Survey Buyer Survey Sourcing Spend RFI RFQ Auction Analysis Analysis Contract Award RFP 9 Reverse auction – A reverse auction is an event within Emptoris Sourcing where buyers provide a list of items or services that need to be sourced, and allow potential suppliers to submit bids for these items or services. The goal is to achieve the lowest possible price for the item. There are various types of Reverse auctions including: English – The items are open for bid and suppliers compete by reducing their bids for each selected item. The suppliers lower their price with each successive bid. The item is awarded to the supplier with the lowest bid. Dutch – the items are open for bid with a “low” price visible to the Suppliers and the Buyer increases the price until a Supplier accepts the price and “bids” to supply the item at the displayed price. Japanese – the items are open at a given price and all bidders must bid for the item. As the price is reduced, bidders must drop out or bid at each level to remain in the running for the featured item. The auction continues until only one bidder remains. Note : Forward auction - A forward auction is an event within Emptoris Sourcing where a buyer can sell items to the suppliers. Here, Starting Price refers to the lowest price and the suppliers have to bid the price up. The goal is for the buyer to achieve the highest price for the item. Forward auctions can be the same types as described above but the bidding goes in the other direction. Copyright ©2009 Emptoris, Inc 3 Reverse Auction Getting Started Module Objectives After completing this module, you should be able to: • Create a Reverse Auction Event • Define the Basic Information • Define the Bidding Rules • Identify the Items • Select the Suppliers • Select the Internal Buyer Team • Schedule the Event • Respond as a Supplier • Monitor the Open event • Analyze the results Getting started means: Creating the event Defining basic information Selecting the currencies Setting the currency exchange rates Copyright ©2009 Emptoris, Inc 4 Reverse Auction Getting Started Create the Auction Event Follow the steps below to create an Auction Event: 1. Click the Create RFx button on the toolbar. The Create RFx dialog box is displayed. Copyright ©2009 Emptoris, Inc 5 Reverse Auction Getting Started Create the Auction Event The create dialog box allows different ways to create an Auction. You can create an Auction from: “scratch”, entering all of the item and event details a Template; saved from a previous event an Excel spreadsheet (Import) a previous RFQ and RFP. – The data from the RFx will be transferred to the Auction event. This includes the suppliers’ lowest bids. These will become the suppliers’ opening bids. For this example, we will create the event from “scratch”. Follow the steps below to create an Auction Event: 2. Click the Create New RFx button. The Basic Information dialog box is displayed Copyright ©2009 Emptoris, Inc 6 Reverse Auction Getting Started Defining Basic Information Follow the steps below to create an Auction Event: 3. Select the event Type from the drop-down menu. Select Reverse Auction from the list. Copyright ©2009 Emptoris, Inc 7 Reverse Auction Getting Started Defining Basic Information , continued Follow the steps below to create an Auction Event: 4. When selecting a Reverse Auction, an additional field is displayed for the Style fo the Auction. Select the Style from the drop down menu. For this example, we select the English Auction Style . Copyright ©2009 Emptoris, Inc 8 Reverse Auction Getting Started Defining Basic Information , continued Follow the steps below to create an Auction Event: 5. Enter the Name for the Event. This should be something recognizable by your suppliers. The name is used in most correspondence about the event. 6. Enter a Unique ID . This value is used by the system to store and retrieve the event information. It must be unique from all other events of any type. 7. Enter a brief Description . This is displayed when a supplier or other team member requests additional information about the event. Copyright ©2009 Emptoris, Inc 9 Reverse Auction Getting Started Defining Basic Information , continued Follow the steps below to create an Auction Event: 8. Enter the internal Business Unit associated with the event if you are using Business Units within your organization. 9. Enter the Currency Decimal Places . The Currency Decimal Places apply to ALL currencies that are part of the event. These are used during the entry of values, not during conversion calculations between currencies. 10. Identify if this event is For Test Use . (See the note below for an example and explanation). 11. Click Save to create the event. The Basic Information dialog box is displayed along with the Reverse Auction Wizard menu. Copyright ©2009 Emptoris, Inc 10 Reverse Auction Getting Started For Test Use Item Events may be launched to test the setting and details. Clicking the No radio button will eliminate these from the reports. Copyright ©2009 Emptoris, Inc 11 Reverse Auction Getting Started Reverse Auction Wizard Menu The Reverse Auction Wizard lists the steps that are executed to create the event. The steps will guide you through the process for creating the Auction event. Your current position in the list is highlighted. You can collapse and expand the list by clicking the Show All/Basic Steps option at the top of the list. Note : Items that are “grayed out” cannot be accessed until other information is defined. For example, when you initially create the event, the Schedule item is gray. You can’t schedule the event until all prerequisite information is created. Copyright ©2009 Emptoris, Inc 12 Reverse Auction Getting Started Reverse Auction Wizard Menu The Emptoris system supports multiple currencies. The Host chooses a primary currency and other currencies for the event. Currency values are displayed to buyers and suppliers in the primary currency of the event. A buyer can specify one or more currencies in which a supplier can make a bid. If the buyer specifies more than one currency, the supplier will be able to select the currency from a drop down list. The bidding currencies need to be defined and the exchange rates established. Follow the steps below to set currency values: 1. Click the Bidding Currencies item. The Manage Available Currencies dialog box is displayed. Copyright ©2009 Emptoris, Inc 13 Reverse Auction Getting Started Defining Currency Values Follow the steps below to set currency values: 2. Click the Currency item on the left side list (Scroll to display all available currencies). The item is highlighted. 3. Click the Right Arrow button to add the highlighted currency to the event. The currency is displayed in the Selected Items right side list. Copyright ©2009 Emptoris, Inc 14 Reverse Auction Getting Started Defining Currency Values Follow the steps below to set currency values: 4. Continue selecting currencies that are used within the event. 5. Change the default Primary Currency if needed. 6. Click Save when done. Copyright ©2009 Emptoris, Inc 15 Reverse Auction Getting Started Defining Currency Exchange Rates