indirect procurement services coupa sourcing supplier’s guide

BAE SYSTEMS PROPRIETARY Unpublished Work ©2016 BAE Systems. All Rights Reserved.

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Issued by Indirect Procurement Services May 2016

Indirect Procurement Services Coupa Sourcing Supplier’s Guide


BAE SYSTEMS PROPRIETARY

Indirect Procurement Services

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Indirect Procurement Services (IPS) is part of the Shared Services business group and is responsible for the purchase of indirect goods and services. 'Indirect' means those goods and services that do not form part of a finished product that is sold on to a customer. IPS manage a wide variety of spend categories ranging from accountancy to logistics, office supplies to waste management.



Overview

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Indirect Procurement Services are now using the Coupa electronic Sourcing toolset. For further information, please visit; http://www.coupa.com/software/sourcing/ This toolset will be used by Indirect Procurement Services personnel to conduct the process of sourcing and competitive selection of suppliers covering BAE System expenditure on indirect goods and services. Suppliers will use the system to review the details of the tender, submit proposals and participate in Reverse Auctions where applicable.


BAE SYSTEMS PROPRIETARY 4

Contents

1. Open and access a tender event

2. Review and accept mandatory requirements to proceed

3. Review tender details, documents and answer questions

4. Submit your proposal

5. Participating in a Reverse Auction


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1. Open and access a tender event


Which internet browser is best?

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As with all software, it is important to keep up to date with the most recent versions, drivers, and operating systems to ensure the best performance and the latest capability. To get the best user experience the Coupa Sourcing platform recommends using of the following Internet Browsers (and the most recent versions where possible); - Google Chrome

- Firefox

- The platform does work with more recent versions of Internet Explorer, however, older versions of this browser may work less well compared to other browsers.



Welcome

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You will receive a welcome email requesting that you set up a password…..

[email protected] https://bae.coupahost.com/sessions/new

Example email only

Click on the link or paste into internet browser (Google Chrome, Firefox work best)

Example email only



Enter a new password

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Return to your welcome email and click on the link

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[email protected] https://bae.coupahost.com/sessions/new

Click on the link

Example email only



Login screen

Your ‘Username’ was detailed on the welcome email and the ‘Password’ is the one you have just created

https://bae.coupahost.com/sessions/new



Once logged in you will see the event details

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Events will be listed here. Click on the event number to launch



Notification email for a tender event Once you have set up your login credentials to the system, you will receive an email when you are invited to a tender event. Click on the ‘View Event’ icon to login to the system and view the event details

[email protected]



2. Review and accept mandatory requirements to proceed



Review and accept mandatory requirements to proceed

Read the notification

Review and understand the bidding rules

Tick box to give notification you intend to respond to the tender. The buyer will receive an automatically generated email.




Review any attachments for participating in the tender and tick agree

Check the timeline and that you will be able to respond within the time set

Click ‘Enter Response’ to proceed to view the full details of the tender

Use the message board to submit any initial questions or messages to the buyer

Terms and Conditions of the event will be shown here, there may be the T&C’s of the event, an non-Disclosure Agreement or the Tender Conditions



3. Review tender documents, details and answer questions



My Company Info and Attachment Section

Add your company logo

ATTACHMENTS SECTION: Review any attachments the buyer has provided in this section, this will typically include specifications, contract templates, etc

Upload your response to the attachment. Zip files are not permitted for security reasons.

Click on the document to view it

A red asterisk means it is compulsory to upload the attachment



Questionnaires

QUESTIONNAIRES: Respond to the questions provided. Click ‘Save’ at the bottom of the section. Questions marked with a red asterisk are mandatory

Sections can be expanded and collapsed



Items and Lots

ITEMS AND LOTS: Enter pricing information. Note: Click on the item as there may be additional questionnaires or attachments relevant to the individual line item

Items within a lot

Lot Name

Enter unit price

Individual item not in a lot



Items and Lots

Click on the item to expand the item details and enter required information



Export data for completion in Excel

Alternatively the ‘Questionnaires’ section and the ‘Items and Lots’ section can be exported to Excel and completed in this format then imported back into Coupa. Click ‘Export to Excel’. Once completed in Excel click ‘Import to Excel’.



Export file

This is the Item Pricing worksheet – enter information in white cells



Export file

This is the Questionnaire worksheet – enter information in white cells



Send a message to the buyer

The message board can be used to communicate questions or messages to the buyer. The buyer is alerted with an email notification when they have a new message. Only BAE systems personnel will be able to see the messages you send



4. Submit your proposal



Send Response to Buyer

Once all information is completed, click ‘Submit Response to Buyer’. Once you have submitted your response you have the opportunity to edit the response before the return deadline expires.



Edit your response

You will be returned to the ‘My Response’ page. You are able to edit your proposal clicking here.



If the tender invites ‘multiple bids’

The buyer may invite suppliers to submit multiple bids as part of their tender response. If this functionality is enabled, when you click on the ‘My Response’ tab you will be directed to the responses for that event. Once you have submitted one response you will be able to click on ‘Enter Response’ and generate an additional tender response for the same tender event. Your individual bids will be listed.

Individual Bids



If the buyer edits the tender whilst it is live

If the buyer changes the tender before the tender event deadline you will receive an email notification detailing what has changed

[email protected]

IMPORTANT: Please ensure you access the event from the latest email notification received or directly at https://bae.coupahost.com/ in your internet browser




Once you have logged into the system you will see a notification here and an icon next to the event number here. Click on the event number




Review the changes and make any amendments to your proposal then tick the box here and click Submit Response to Buyer. Coupa should retain all information you previously submitted and this should be available for review on this screen. If ‘multiple bids’ are enabled you will need to do this for each individual bid you have submitted.



5. Participating in a Reverse Auction




Pre-bidding information can be completed before the Reverse Auction begins

Review event information and bidding rules carefully



Pre-bidding information can be completed

Pre-bidding information can be completed before the Reverse Auction begins



Bidding timeline

With a Reverse Auction the timeline indicates when Pre-Bidding starts

When bidding in the Reverse Auction Starts and Ends



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Enter your price

Enter prices for line items. Click ‘Submit Bids’



See your position

See your position for the individual Line Items and Lots

indirect procurement services coupa sourcing supplier’s guide

Documents