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PRM360 MANUAL

Table of Contents 1. Login Page: ............................................................................................................................................ 3

1A) New User Login Process: .................................................................................................................... 3

1) Enter the Login id and Password: ................................................................................................. 3

2) Initiate OTP: .................................................................................................................................. 3

3) Verify Email: .................................................................................................................................. 4

4) Enter OTP: ..................................................................................................................................... 4

5) Verify OTP: .................................................................................................................................... 4

6) Mandatory Change password: ...................................................................................................... 5

7) Password Management Page: ...................................................................................................... 5

1B) User Login Process: ............................................................................................................................. 6

Forgot Password: .................................................................................................................................. 6

2. My Account: .......................................................................................................................................... 7

Change Password: ................................................................................................................................. 7

3. Dashboard: ............................................................................................................................................ 7

Leads Section: ....................................................................................................................................... 8

Pending PO’s: ........................................................................................................................................ 8

Delivery Schedule: ................................................................................................................................. 8

4. Leads: .................................................................................................................................................... 8

Options: ................................................................................................................................................. 8

• RFQ ID: .......................................................................................................................................... 9

• Title: .............................................................................................................................................. 9

• Requirement Posted: .................................................................................................................... 9

• Negotiation Start Time: ................................................................................................................. 9

• Priority:.......................................................................................................................................... 9

• Status: ........................................................................................................................................... 9

• Type: ............................................................................................................................................ 10

Detailed Lead View for Quote submission: ............................................................................................. 10

Few key icons and their annotation areas mentioned below: ............................................................... 10

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Quotation Freeze Time: ...................................................................................................................... 11

Expected Negotiation Start Time: ....................................................................................................... 11

Urgency: .............................................................................................................................................. 11

Price Type: ........................................................................................................................................... 12

Discount Type: .................................................................................................................................... 12

Quotation Status if Approved: ............................................................................................................ 14

Quotation Status is Rejected: ............................................................................................................. 15

5. Bidding Process: .................................................................................................................................. 15

Reverse Bid Process: ........................................................................................................................... 15

Overall Reduction Bid Screen: ............................................................................................................. 15

Item level Bid Reduction Screen: ........................................................................................................ 17

6. Counter Bid Process: ........................................................................................................................... 18

History Table: ...................................................................................................................................... 19

No Regret Bid: ..................................................................................................................................... 20

7. Request Support ................................................................................................................................. 20

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1. Login Page: The user will be able to login with the below-mentioned URL to log in at PRM360 Syngene e-procurement application.

https://e-procurement.syngeneintl.com

1A) New User Login Process:

It is recommended to keep the email box accessible during the user verification process.

1) Enter the Login id and Password: which user has received over email, refer to the sample

email mentioned below. With the first-time login attempt by the user then the system would

prompt for a mandatory password change.

2) Initiate OTP: After successful login for the first-time system, an OTP is trigerred to the login

email ID to complete the email verification process. User would be navigated to the below

screen to verify OTP.

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As part of standard authorization process, user has to verify the email id. Once user clicks on “Click to

verify EMAIL”, system will trigger an OTP to users registered email id.

User has to click on the below the e-mail address to 3) Verify Email:

complete the email id verification process. User would have already received the OTP to the

registered e-mail address. Sample email format shared below.

4) Enter OTP: User would be prompted to enter the OTP after clicking the “Click to verify EMAIL”.

The below popup would be displayed to enter the OTP received to the email

5) Verify OTP: User has to click on Verify OTP and complete the Verification process after entering the OTP received over email, the success message would be displayed.

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With this step the user email process is now completed and the confirmation email would be sent to the

registered email id. Sample shared below.

6) Mandatory Change password: It is Mandatory to change the password after completing the email verification process. System will prompt the message as shown in the image.

7) Password Management Page: a) User has to enter the Old Password which is received as part of introduction email in case of

new user login process

b) New Password should not start with “PRM-“

c) New Password and Confirm new password have to be same

d) User can click on to view the password entered to review

e) Upon clicking on the Save. A Success toast message is displayed stating “Your Password is

Successfully changed”

f) A confirmation email would be sent to the registered email id.

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1B) User Login Process:

User has to enter the Login id (registered email id) and

the password and click on “LOG IN” to login into the

application.

Note: User can click on Forgot password if user doesn’t

remember the current password.

Forgot Password:

To reset password, user has to leverage forgot password and enter the registered mobile

number and click on the “Reset password”. It will share a new password to user registered email id.

Upon receipt of the email, user can leverage the new password to login to the application. (Sample

given below)

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2. My Account:

Change Password:

To change password, user has to navigate to ‘PASSWORD MGMT’ page in My accounts tab or click on

“Change Password” button in “About” page

Once the password is updated successfully it will show the popup mentioned above.

3. Dashboard: Once the user logins to PRM360, it would navigate to the Dashboard. In the dashboard, the status of all

requirements can be viewed as mentioned below:

• No. of requirements posted

• No. of requirements completed

• No. of requirements open

• Total turnaround time

• Pending PO’s

• Delivery Schedule

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User can view all the above details with respect to specific time period as well by filtering the date

ranges.

Leads Section:

User can also view latest requirements posted by client in Leads section. Once user click on the Title of

the requirement it navigates to view the requirement details where user will input their prices and

submit the quotation.

Pending PO’s:

User can also view pending PO’s assigned to them but yet to deliver the product/service. Once user click

on the PO Number of the Purchase Order it navigates to PO Page details where user will review and

acknowledge the Purchase Order.

Delivery Schedule:

User can also view pending PO Delivery Schedules assigned to them but yet to deliver the

product/service. Once user click on the Schedule it navigates to PO Delivery Schedule Page details where

user will review and acknowledge the Purchase Order.

4. Leads: All the requirements which are shared by Syngene team, will be shown in Leads tab. User can

navigate to leads page through options as mentioned below:

Options:

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The following details are displayed in the leads Page:

• RFQ ID: Unique ID of the Requirement posted.

• Title: Requirement title shared by Syngene team while posting the requirement. Once user click

on the Title of the requirement it navigates to view the requirement details where user will

input their prices and submit the quotation.

• Requirement Posted: Represents the date when the requirement is created by the Syngene

team

• Negotiation Start Time: Represents the date and time when the requirement is

scheduled/Negotiation initiated by the Syngene team

• Priority: Critical/High/Medium/Low are the different priorities available in the system and the

respective priority would be displayed for the requirement as posted by the Syngene team

• Status: The following are the different statuses which are assigned to a requirement during the

entire process:

New- Requirement has been posted by Syngene team and waiting for vendor quotations

WIP – whenever user submits the quotation successfully and it is under review process

from Syngene team

Negotiation Scheduled – Whenever negotiation is scheduled for the requirement,

“Negotiation Scheduled” status would be displayed for the requirement.

Negotiation Started – Whenever negotiation is started, “Negotiation Started” status

would be displayed for the requirement. User will be able to update prices for this requirement

and participate in the negotiation process.

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Negotiation Closed - Whenever negotiation is ended, “Negotiation Closed” status

would be displayed for the requirement. User will not be to update any details for this

requirement.

Negotiation Cancelled - Whenever negotiation is cancelled, “Negotiation Cancelled”

status would be displayed for the requirement. User will not be to update any details for this

requirement.

• Type: Type of the negotiation.

Detailed Lead View for Quote submission: Once user click on the title of the requirement, user will be able to see the complete details of

the requirement.

It is strongly recommended to review the Disclaimer and the specifications including payment terms and

the delivery terms shared by the Syngene team before submitting the quotation.

The entire quotations process with respect to requirements would only run through the following

screen.

Few key icons and their annotation areas mentioned below:

User has to click on Generate and Submit quotation button after entering all

the prices by accepting the terms and conditions. The Quotation has to be

submitted before the quotation freeze time.

User can share attachments related to quotation with Syngene team using

this option.

Once user clicks on this icon product details will be expanded covering the

detailed specifications of the product and would also enable users to review

all the specifications and quote the unit prices to submit their quotation.

If the requirement has more than 5 products, users can navigate to

the next page to view more product information and submit their

prices

The search option would help user to search product names and filter

the quotation page to quickly access the data. If the requirement has

more than 5 products, users can navigate to the conveniently to a

specific product name leveraging this option

submit their prices

User can review the attachments w.r.to each product in this section. If

there are any attachments then the icon would be visible to

download the attachment for more product related information.

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Quotation Freeze Time: Users can view the quotation bid submission dead line in Quotation Freeze

time section

Expected Negotiation Start Time: Captures the negotiation timeline information

Urgency: Displays urgency of the requirement

User from Indian Origin has to mandatorily select the GST number they are

registered as a first step towards submitting the quotation process. The

GST Tax attributes would be enabled accordingly for user to quote. If the

Vendor State and Syngene registration state is same then CGST/SGST

would be enabled, if other state then only IGST is enabled. If the Currency

selected is not INR then the GST tax attributes would not be enabled even

the respective GST is selected by the user

User can view all the available currencies with Requirement preferred

currency requested by Syngene team along with Users primary currency

registered with the Syngene team. User can select the preferred currency

to move forward to submit the quotation. This message is just an

informational message.

User can view all the available INCO terms along with Requirement default

expected INCO term requested by Syngene team. User can select the INCO

terms as per his quotation. Based on the selection of the Inco terms the

respective quotations price fields would be enabled for user to submit the

quotations.

User can leverage the option of uploading the quotation through excel

template as well. First user has to export the excel file from the system. Upon

export button click action the respective requirement quotation file would be

downloaded. Users are strictly recommended to only update the columns

marked in pink color and save excel in their system and select the file through

upload excel and submit the quotation.

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Note: Based on user selection criteria of GST, Currency and INCO terms, the system would display all the

fields in the quotation template in pink color where user has to key in the prices and details to submit

the quotation.

Price Type:

Incase if the buyer posts the requirements by opting the price model then ONLY the unit price would be

enabled for user to submit the quote.

• Unit Price: Enter per unit price applicable.

Discount Type:

Incase if the buyer posts the requirements by opting the discount model then the following options

would be enabled for user to submit the quote.

• Discount %: Enter the discount % offered to buyer as per unit price.

• IGST/CGST/SGST: Enter either SGST, CGST or IGST. (Mandatory for India Origin user with GST

registration and currency selection is INR)

• Regret: User can regret the product quote by mentioning their respective reason.

• Regret Comments: Upon checking the Regret options, system enables the Regret comments

section to allow users to mention the reason for regret.

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• Shelf Life/ Extra Properties / Remarks: Enter additional information if any that needs to be

communicated to the buyer in Syngene team

• Quotation Status: Display the status of the quotation at the product level. Syngene buyer can

approve/reject partial products as well. All the rejected products rejection comments are

displayed beside the Quotation status for user to review and make the necessary correction.

• Description table: Enter the specifications, technical information etc. as requested by the buyer

for better quote evaluation.

• Insurance Charges/Packaging and Forwarding Charges/Miscellaneous Charges/ Freight

charges: Enter the charges, if any as per the INCO terms selection.

• Attachment: User can attach files (pdf, word, images etc.) as a supporting document to

quotation if any

• Generate & Submit Quotation: Click on General terms and conditions to review the terms and

conditions and acknowledge the same by selecting the check box.

• Delivery Terms: User can review delivery terms, delivery location, contact details (purchase

team)

• Payment Terms: User can review timelines and general terms and conditions

User has to review the terms and conditions by clicking the “I Acknowledge” Link and acknowledge the check box to have the “Generate & Submit Quotation” button.

Once the quotation is submitted successfully, user will receive a popup as mentioned below.

This option is to download the system generated PDF of the quotation generated and published to

Syngene team based on the user quotation. The below is the sample System generated PDF.

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Quotation Status if Approved:

If user quotation is shortlisted for further process, user will be able to see the message as “Your

quotation has been shortlisted for further process”. The comments can be viewed under

“Approve/Reject Reason” section

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Quotation Status is Rejected:

If user quotation is rejected by the Syngene team, the rejection reason is displayed under

“Approve/Reject Reason” section. User can rework on the reject reason and submit their revised

quotation.

5. Bidding Process:

Reverse Bid Process:

Reverse bid process is a negotiation methodology helping both suppliers and buyers in negotiating

online in a stipulated timeframe. In a reverse auction, the buyer puts up a request for a required good or

service. Sellers then place bids for the amount they are willing to be paid for the good or service, and at

the end of the auction the seller with the lowest amount wins.

In Reverse bid process user can offer their best prices in Rev. Unit price column and click on Make a Bid

option to submit their revised prices to the Syngene team, there is no limit on number of bids to be

submitted by user during the negotiation timelines. User can review his position during the negotiation

by referring the Rank on the screen. Ex: if the Rank is 2, the current bid amount of user stands in L2

position.

• Negotiation Ends in: Total time left for the negotiation process to complete

• Price: Initial price submitted by user

• Discount: Initial Discount % offered (Discount type only)

• Rank: Current position of the user in the requirement

• Rev. Unit Price: The revised unit price user intends to bid has to be mentioned here for each

item. User can only decrease the price from the current running price during the bidding

process. (This would be enabled if the quote type is opted as “PRICE”)

• Rev. Discount%: The revised discount % user intends to bid has to be mentioned here for each

item. User can only increase the discount % from the current running discount % during the

bidding process. (This would be enabled if the quote type is opted as “DISCOUNT”)

• Make a Bid: After Reducing the prices click here to submit the revised price

Overall Reduction Bid Screen:

System would enable the Change Overall % column for user to update the reduction % at overall

quotation level. User will not be able to update prices at product level. It would be only at requirement

level. After entering valid ‘Change Overall %’, user has to click on ‘Make a Bid’ option to submit the bid.

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Min. reduction % below the Change Overall % indicates to user on minimum % reduction allowed per

bid. User can enter the % number in the Change Overall % field equal or more than the value mentioned

as minimum reduction amount.

Error:

Case 1: If user attempts to make the bid with lesser than the min. reduction allowed, then the system

would throw an error. “Please enter the reduction % greater than the min. reduction %”

Case 2: If user attempts to make a single bid with more than 25% min. reduction, then the system would

throw an error. “Maximum Reduction Error”. If user has to change the bid more than 25%, it is

recommended to submit them through multiple bids instead of single bid.

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Item level Bid Reduction Screen:

System would enable the Rev.Unit price column for user to update their revised prices on the page at

each product level. All the user entry fields are enabled with pink color for easier identification and bid

submission. After entering ‘Rev. Unit Price’, user has to click on ‘Make a Bid’ option.

Error:

Case 1: If user attempts to make the bid with lesser than the min. reduction allowed, then the system

would throw an error. “Error! Your amount must be at least XX less than your previous bid”

Case 2: If user attempts to make a single bid with more than 25% min. reduction, then the system would

throw an error. “Maximum Reduction Error”. If user has to change the bid more than 25%, it is

recommended to submit them through multiple bids instead of single bid.

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Upon the successful bid system alerts the user with the below popup.

Once the negotiation is completed, system will display the confirmation message as mentioned below.

6. Counter Bid Process: Counter bid process is a negotiation methodology helping both suppliers and buyers in negotiating

online in a stipulated timeframe. In a counter bid process, the buyer puts up a request for a required

good or service. Sellers then place bid for the amount they are willing to be paid for the good or service,

and during the counter bid process buyer will share their counter offer request to users one to one at

the end of the process the seller with the lowest amount wins.

In Counter bid process buyer can request the user with their expectations for each product which is

visible below the Rev. Unit price column (Target Price: XX). User can then submit their Rev. Unit Price as

per their feasibility and click on Submit button to share their revised prices to the Syngene team, there is

no limit on number of bids to be submitted by user during the process. Syngene team can review the

revised prices quoted and they can offer another counter offer to the user to bid, this process will

continue till the negotiation time is closed. At any given point of time user can click on Final Price to

submit their final price. The same would be communicated to Syngene team.

• Negotiation Ends in: Total time left for the negotiation process to complete

• Price: Initial price submitted by user

• Discount: Initial Discount % offered (Discount type only)

• Rank: Current position of the user in the requirement

• Rev. Unit Price: The revised unit price user intends to bid has to be mentioned here for each

item. User can only decrease the price from the current running price during the bidding

process. (This would be enabled if the quote type is opted as “PRICE”)

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• Rev. Discount%: The revised discount % user intends to bid has to be mentioned here for each

item. User can only increase the discount % from the current running discount % during the

bidding process. (This would be enabled if the quote type is opted as “DISCOUNT”)

• Make a Bid: After Reducing the prices click here to submit the revised price

History Table:

The History table would capture all the different counter offers requested by Syngene team for the

respective requirement along with the user submitted counter bids along with Comments.

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No Regret Bid:

If the Syngene User opts for no regret price,

then when user is making a bid after updating

the Rev.Unit price then the below pop-up

would be displayed and the bid made would

be treated as No Regret Price and no further

negotiation would be allowed.

7. Request Support For any assistance on the product user may reach out to the below mentioned hotline number and

e-mail box. Available Support analyst would reach out to user to address the queries if any w.r.to

quotation submission.

Note: If the queries are related to the requirement products, specifications etc, user has to reach out to

respective Syngene team user who posted the requirement to get those queries addressed. The contact

details of the buyer who posted the requirement are available in three places:

1) Request for quotation email received for this requirement

2) Contact details place holder in Delivery Terms section in Negotiation Details Page

3) Last section in the Negotiation details page with Posted On and details of the buyer who posted

the requirement