Index • Negotiations • Supplier Area
TV Globo Purchasing System
User Guide - v.2
TV Globo Purchasing System User Guide - v.2
PAGE 1
Index
1 What is TV Globo Purchasing System?
Index • Negotiations • Supplier Area
Create your Quote
13
Saving a Draft
17
5
Spreadsheet Quotes
18
First Access
5
New Rounds
20
Initial Password
6
Resending a Password
6
How to access the System
7
2 System Registration
4
6 Participating in an Auction
21
Confirming participation – How to access an Auction
21
Confirming participation – Checking Information
22
3 Negotiations Homepage
8
Submitting a Bid
23
Search Open Negotiations
8
How to monitor an Auction
26
Your Active and Draft Responses
8
Other Menu Options
28
Open Invitations
9
Shortcuts
9
4 Negotiations
10
Types of Negotiation
10
Quotes
10
Types of Quotation
10
7 Winning Quote
29
8 Notifications
30
9 Supplier Area
31
Search
31
Notifications
31
11
Orders At A Glance
32
Confirming participation – How to access an RFQ
11
Shortcuts
32
Confirming participation – Checking Information
12
5 Answering an RFQ
TV Globo Purchasing System User Guide - v.2
PAGE 2
Index
Index • Negotiations • Supplier Area
10 Purchase Order Details
33
11 Exporting a Purchase Order
34
12 Requesting Changes to the Purchase Order
35
13 Requesting Purchase Order Cancellations
36
14 Making Searches
37
Purchase Orders
37
Shipments
37
Account
37
Product
38
Admin
38
TV Globo Purchasing System User Guide - v.2
PAGE 3
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1
What is TV Globo Purchasing System?
Index • Negotiations • Supplier Area
Dear Supplier,
Welcome to the TV Globo Purchasing System.
This tool is intended to simplify, organize and provide more transparency in TV Globo’s product and service purchasing process.
This will improve communication between Globo and our suppliers.
Through the website you will be able to answer quotation requests, participate in auctions, receive and send messages to
purchasers and, if your company wins a bid, access your purchase order information. You may also track your business record
with our company.
This user guide contains the main features of the site, with pictures of the screens and definitions of terms. Our intention is to make
you familiar with each application, the concepts involved and show you how to execute each task.
We hope it proves helpful, and welcome you to our new negotiation tool.
TV Globo Purchasing Department
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2
System Registration
Index • Negotiations • Supplier Area
First Access
You will receive an invitation email to join the system.
The email contains your Username (which is the email
address informed by you) and a Password predefined
by the system 1 .
2
1
Click on the link log on 2 .
On the following screen fill in the username and
password provided.
Click on the Login button 3 .
3
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2
System Registration
Initial Password
Index • Negotiations • Supplier Area
1
When you access TV Globo Purchasing System for the
first time you will be redirected to a Change Password
screen 1 .
After defining your new password click on Apply 2 .
This will be your new password to access the TV Globo
Purchasing System.
2
3
Resending of Password
If you do not receive the email with the username and
password, ask the buyer to resend the message. In this
case the warning to change the password will not appear.
To change your password you have to go to the
Preferences page 3 on the top system menu, fill in
the password in the Password Settings field 4 and
click on Apply 5 .
4
5
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2
System Registration
Index • Negotiations • Supplier Area
How to access the System
1
There are two ways to access the system:
To click on the link contained in the invitation email or by
directly accessing the address
http://compras.tvglobo.com.br 1
Fill in the fields with the Username (email) 2
and
Password 3 previously registered and click on Login 4 .
2
3
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3
Negotiations Homepage
Index • Negotiations • Supplier Area
In this page you can view and manage ongoing business,
as well as initiate a new quote creation process.
You can access the Negotiations page by clicking on
Sourcing Supplier 1 and Sourcing Home Page 2 .
2
1
Search Open Negotiations
To locate a negotiation, use the filter 3 and fill in the text
field 4 .
To search using one word only, type ‘%’ before and after
the word. The system will search for all occurrences
containing that word.
Your Active and Draft Responses
This table 5 lists all the processes in which you are
participating.
To check Quote information click on Response Number
6 or Negotiation Number 7 . At this point the system
will open a screen with a summary of the negotiation
filled in by the buyer. If you want to check all your
responses click on Full List 8 . The table also shows all
unread messages related to a particular negotiation.
TV Globo Purchasing System User Guide - v.2
3
4
5
6
8
7
9
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Initial Negotiations Page
Index • Negotiations • Supplier Area
Open Invitations
Unanswered quotations (RFQ) are listed in this area 1 .
To check items and quotation conditions, click on the
desired Negotiation number 2 . If you want to see all
open invitations, click on Full List 3 .
Shortcuts
In this area of the screen 4 you can find shortcuts
to create quotes, manage drafts and edit personal
information.
1
2
3
4
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Negotiations
Index • Negotiations • Supplier Area
Types of Negotiation
Quote
There are three types of negotiation: Requests For Information
(RFIs), Quotation Requests (RFQs) and Auctions.
Quote is a proposal presented by the supplier including prices merchandise or services - delivery times other conditions.
Request for Information – RFI
Types of Quotation
An RFI is used to qualify a supplier through the collection of
information about the merchandise and services offered by the
supplier.
Quotation Request – RFQ
The RFQ contains the items – merchandise and services - to be
quoted by the suppliers.
After receiving first round of Quotes, buyer can adjust the RFQ and
ask suppliers to review their proposals.
There are two types of Quote for each type of negotiation:
Blind
The buyer can see Quote information during negotiations while
suppliers cannot.
Sealed
The buyer and the supplier cannot see Quote information until the
closing date of the negotiation.
RFQs can go through various rounds of Negotiations. Every time
a new round is started, suppliers receive a notification and have to
submit a new quote.
Auction
Auctions can be used for defined services and merchandise. Various
items can be included in an auction.
At the buyers discretion, submitted bids can be exhibited while an
auction is open.
Suppliers are immediately notified of the results through on-line
notifications upon auction closure.
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5
Answering an RFQ
Confirming participation – How to
access an RFQ
Index • Negotiations • Supplier Area
1
You will receive an email 1 inviting you to participate in
an RFQ. Click on the link in the email 2 to access the TV
Globo Purchasing System 3 .
If you do not receive an email you can access the RFQ by
typing the following address on your browser
http://compras.tvglobo.com.br
2
After accessing TV Globo Purchasing System click on
Sourcing Supplier 4 and then Sourcing Home Page 5
.
3
Click on the Negotiation Number 6 under Open
Invitations 7 .
4
5
7
6
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Answering an RFQ
Confirming participation – Check
Information
Index • Negotiations • Supplier Area
1
Read the information in the Negotiation Summary 1
and the Quoting Rules 2 .
2
Quoting Rules are variable and are defined by the buyer
at the time of the creation of the RFQ.
When the buyer creates an RFQ he/she stipulates the
closing date and time for this RFQ process.
A
3
Always check the Time Left 3 . When it expires the
system will not allow you to answer the negotiation.
In the Items section 4 click on View 5 to read the
complete description of the items.
4
In the Business Terms section 6 check price,
shipping and billing criteria and if there are any Notes or
Attachments.
At the bottom of the page click on Acknowledge
participation 7 and wait for the confirmation screen.
FAQ
Quoting Time Left A
The system states the date and time a quote or bid must
be submitted by Close Date.
TV Globo Purchasing System User Guide - v.2
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6
7
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Answering an RFQ
Create your Quote
Index • Negotiations • Supplier Area
2
Access the Negotiation
On the Negotiations screen, click on the negotiation
number 1 on Your Active and Draft Responses 2 to
view the Negotiation Summary 3 .
At the bottom of the Negotiation Summary screen click
on Create Quote 4 .
1
3
4
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Answering an RFQ
Index • Negotiations • Supplier Area
Create your Quote (cont.)
Fill in the Quote
Define Quote Currency 1 . Click on the calendar icon
beside Quote Valid Until field 2 and select a date to
define the validity of your quote.
Attention: The validity date must be later than the closing
date defined by the buyer and be typed in the DD-MMMYYYY format (E.g.: 12-NOV-2008).
1
3
4
5
Your Quote Number 3 is your own company reference
(optional).
To send a message to a buyer, fill in Note to Buyer field 4
(optional).
2
6
Attach document
To add a file click on Attach Quote Documents 5 .
On the Attachment Documents screen 6 you can
choose to send an URL, a file, a short text, or a long text to
the buyer.
Select one of the options 7 , fill in the field Description 8 ,
write a text or attach a file 9 and click Done 0 .
You will be redirected to the Create Quote page.
7
8
9
10
Important
You cannot just click Done to add an attachment. You
have to submit a Quote.
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Answering an RFQ
Create your Quote (cont.)
For each item on the FRQ Items 1
Index • Negotiations • Supplier Area
1
section you shall:
Click on Item Description link 2 to see details.
Fill in the Price field 3 . Click the calendar icon beside
Promise Date 4 and select a date to define the delivery
date.
At this moment you can choose to either Save Draft 5 (see
page 17) or submit the quote by clicking Continue 6 .
2
3
4
When you click Continue you will be redirected to the
Review Quote screen.
FAQ
5
6
Price
Prices should be filled in with a dot (.) and not a comma (,).
You do not need to state the currency (E.g. 59.00)
Promise Date
The promised delivery date shall start counting from the
closing date of the RFQ.
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Answering an RFQ
Index • Negotiations • Supplier Area
Create your Quote (cont.)
Submitting a Quote
On the Review Quote screen 1
information you have entered
2
you can review the
3
4
1
On this page there are options to:
Go Back 2 to the Quote and correct information.
Save Draft 3 and return to the Quote at any other time
(see page 17).
Submit 4 a Quote to the buyer.
Click on Submit and wait for the Confirmation Screen 5 .
Confirmation
On the Confirmation screen, the number of the Quote is
shown 6 .
This screen also shows some shortcuts for possible action,
such as: View quote history for this RFQ 7 , View this
RFQ 8 , Quote in a different RFQ 9 , View and send
messages 0 .
5
6
7
8
9
10
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Answering an RFQ
Index • Negotiations • Supplier Area
Saving a Draft
After you save a Quote draft you can access it on Your
Active and Draft Responses 1 on the Negotiations
page.
In the Response Status Field 2 , the saved Quote will
maintain its status as Draft, indicating that it has not
yet been submitted. Submitted Quotes will show Active
status.
1
3
2
You can access a Quote again by clicking on
Response Number 3 .
Another way to access a saved Quote is by clicking
Mange Draft 4 on the Shortcuts section at the bottom
of the Negotiations page. This link leads to Manage
Draft Responses page. 5 .
4
On the Manage Draft Responses page click on
Response Number 6 to access the Quote.
5
6
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5
Answering an RFQ
Spreadsheet Quotes
Index • Negotiations • Supplier Area
1
For Quotes with many items you can save an Excel
spreadsheet on your computer, fill it in and upload it to
the system.
At the bottom of the Negotiation Summary page 1 click
Export to Spreadsheet 2 . You will be redirected to the
Quote by spreadsheet screen 3 .
Select the option Excel File – Quoting spreadsheet 4
and click Download Now 5 .
2
3
Open the spreadsheet and fill in the mandatory fields
marked with an asterisk.
Save the completed file and return to Quote by
Spreadsheet 3 . Select the saved file in your computer
in the File to Load field 6 and click Start Load Now 7 .
The system will load the information contained in the
spreadsheet and automatically complete your Quote.
5
4
You will be redirected to Create Quote page.
Important
Pay attention to the completion format.
6
7
Price format to be always “ 59.69 ” with a dot (.) instead
of a comma(,). In Promise date field use the dd-mmmyyyy format (12-NOV-2008).
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Answering an RFQ
Spreadsheet Quotes (cont.)
Index • Negotiations • Supplier Area
1
On the Create Quote page 1 check if the data entered
in the spreadsheet has been loaded correctly and click
Continue 2 to access the Review Quote page 3 .
Click Submit on the Review Quote page to finish
sending the Quote.
Wait for the Confirmation Page 4 .
2
3
4
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Answering an RFQ
Index • Negotiations • Supplier Area
New Rounds
If the buyer receives all the Quotes and decides that new
proposals are nedeed, he/she can open a new round for
the same RFQ.
1
In this case you will receive a new invitation email with
the original number of the negotiation, followed by the
number of the round.
For example RFQ 2606, new round RFQ 2606-2 1 .
On the Negotiations Page 2 you can access the RFQ
in the Open Invitations section 3 .
Important
2
Attention: When you receive an RFQ referring to a
new round, you must submit a new Quote, even if you
maintain same conditions of previous Quote.
3
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6
Participating in an Auction
Confirming participation – How to
access an Auction
Index • Negotiations • Supplier Area
1
You will receive an email 1 inviting you to participate in
an Auction. Click on the email link 2 to access the TV
Globo Purchasing System 3 .
After entering your username and password, click on
Sourcing Supplier and Sourcing Home Page 4 .
On the Open Invitation screen 6
Negotiations Number 7 .
2
click on the desired
3
4
5
6
7
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Participating in an Auction
Confirming participation – Checking
Information
Index • Negotiations • Supplier Area
1
Read the information in the Negotiation Summary 1
and the Bidding Rules 2 .
2
When creating an Auction, buyer will determine the
closing date and time for the bids.
Always remember to check the Bidding Time Left 3 ,
since the system will not let you make any more bids
after that.
3
In the Items section 4 click on View 5 to check the
complete description of the items.
In the Business Terms section 6 check the auction
pricing, shipping, and billing criteria and if there are any
notes or attachments.
At the bottom of the page click Acknowledge
Participation 7 to confirm participation and wait for the
confirmation screen.
FAQ
4
5
6
Bidding Time Left A
The system will state the time remaining to send in a
quote or bid.
7
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Participating in an Auction
Submitting a Bid
Index • Negotiations • Supplier Area
1
How to access a Negotiation
2
On the Negotiations page, under Your Active and
Preliminary Responses 1 click on the desired
Negotiation Number 2 to view the auction Negotiation
Summary 3 .
At the end of the Negotiation Summary click on
Create Bid 4 .
3
4
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Participating in an Auction
Submitting a Bid (cont.)
Index • Negotiations • Supplier Area
1
Complete your Bid
4
On the Create Bid page 1 complete the Bid Valid Until 2
with the validity of your bid.
2
3
The field Your Bid Number 3 is a space where you
can create your own identification number. In Proxy Bid
Decrement 4 , you can specify the amount or value for the
automatic bid, as we will explain below.
In Auction Items 5
item.
you can make individual bids for each
5
Fill in your first Price 6 offer.
Fill in the Proxy Minimum 7 field with the lowest value you
accept for that product/service.
6
7
Example
Reduction of Bid by Proxy
In a specific auction you set R$100.00 as proxy reduction
value. If a competitor submits for example a bid of
R$3400.00, the system will automatically offer a R$3300.00
bid in your name. This automatic bidding reduction will
continue until it reaches the Proxy Minimum Value you
have settled.
TV Globo Purchasing System User Guide - v.2
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5
6
Participating in an Auction
Submitting a Bid (cont.)
Index • Negotiations • Supplier Area
1
Submit your Bid
To finalize your Bid, click Continue 2 , in the Create Bid
page 1 .
You will be redirected to the Review Bid screen. 3 .
In Review Bid screen check the data previously entered
and click Submit 4 .
Important
Wait for the confirmation screen to be sure that your bid
has been submitted.
2
3
4
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6
Participating in an Auction
How to monitor an Auction
Index • Negotiations • Supplier Area
1
You can monitor the bids of your competitors for each
negotiation item if the buyer has activated this possibility.
In this auction format you can create new Bids with more
competitive prices and submit them to the buyer.
2
To check the bids of other proponents go to the
Negotiations page 1 and click on Negotiation number 2
.
You will be redirected to the Negotiation Summary
Screen 3 .
3
In the area where the Items 4 are listed, click the number
just below the Bids field 5 . This number indicates the
number of bids for this negotiation item.
You will be redirected to the page Compare All Bids
by Item.
4
5
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Participating in an Auction
How to monitor an Auction (cont.)
Index • Negotiations • Supplier Area
1
Compare Bids
On the Compare All Bids by Item screen 1
Active Bids 2 for this negotiation item.
you will find all
2
To compare your proposals with those of other suppliers,
select the bids 3 and click Compare 4 .
You will be redirected to the Compare Bids 5
screen.
3
All the information registered by each bidder will be
displayed on the Compare Bids screen 6 .
4
5
6
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Participating in an Auction
Index • Negotiations • Supplier Area
Other Menu Option
AutoRefresh On 1
AutoRefresh On allows the continuous monitoring
of bids in an auction, both before and after submitting
a bid. In this screen you can adjust the AutoRefresh
interval for page renewal.
The AutoRefresh On page will update the current
best price offers and the bid status of each item in the
auction.
Export to Spreadsheet 2
2
1
On the Export to Spreadsheet page you can download
a spreadsheet to your computer, complete it and
upload it to the system.
FAQ
Understanding Bid status:
No Bid – items for which you have not made a bid.
Winning - items for which at the present moment you
have offered the best bid.
Losing - items for which at the present moment your
current bid is not the best.
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Winning Quote
After the buyer’s decision all participating companies
will receive an email notification of the result of the
negotiation, whether they win or not.
Index • Negotiations • Supplier Area
1
2
The classification indicator can be Winner or Loser
or the classification order: 1, 2 and 3 – number 1
representing the winning Quote/Bid.
To check the details of the decision click on the email
link, or check the Negotiations Page 1 and access
the Negotiation number 2 in Your Active and Draft
Responses.
3
By clicking the Negotiation number of the winning
quote you can check the Negotiation Summary 3
and the status of that particular negotiation and/or the
classification indicator.
4
At the bottom of the page click View Quote History 4 .
On Quote History page 5 , select Quote 6 and click
View Quote Details 7 .
5
In Quote Details you can see the details of the
decisions.
6
7
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Notifications
Another option that appears in the Negotiations 1
is the Worklist.
Index • Negotiations • Supplier Area
area
1
This application manages all messages sent to you by
the buyer.
To specify the notifications to be shown, select the type
of notification that you want in the drop down menu
View 2 and click the button Go 3 .
The list is classified by Date Sent, with the newest
appearing first, and by Subject in alphabetical order. You
can change this order by clicking on one of the items in
the header of the table: From, Due, Type, Subject, Sent,
Expiry or Status.
TV Globo Purchasing System User Guide - v.2
2
3
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Supplier Area
Index • Negotiations • Supplier Area
To access Supplier Area go to the iSupplier Portal
by clicking Portal do Fornecedor and Página
Incial1 .
On homepage 2 , you will have access to all the
Notifications received and in the Orders At A Glance 3
section you can access a list of purchase documents
sent.
1
2
4
Search
To search all POs, Shipment Numbers, Invoices and
Payments select the type of document, enter a keyword on
Search and click on Go 4 .
6
5
7
Notifications
All communication between the supplier and buyer in
relation to POs, Shipment Numbers, Invoices and Payments
are managed in the Notifications section.
3
The default screen 5 shows the most recent notifications
received. If you want to view all notifications click on Full
List 6 .
To check notification details click on Subject 7 .
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Supplier Area
Index • Negotiations • Supplier Area
Orders At A Glance
In this section you can view the most recent Purchase Orders
(PO).
3
To view all Purchase Orders, click Full List 1 .
1
To check details of the Purchase Order, click on the
respective PO Number 2 .
Shortcuts
On the right side of the screen there are Shortcuts 3 tthat
allow you to access the most important sections in the PO
area.
Links are separated by categories (Planning, Orders, Shipments,
Receipts, Invoices and Payments) for a quick access.
2
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Purchase Order Details
Index • Negotiations • Supplier Area
To access more information about a PO click on the
respective PO number 1 .
1
In General Information 2 you can view PO Descriptions,
Price, Amount, Promised Date, Need By Date and
Attachment.
Terms and Conditions 3 lists Payment and Freight terms.
Bill to Address 4 contains information for the billing of
the PO.
Ship to Address 5 informs the address where the
merchandise or the service shall be delivered.
2
In PO details 6 you can access a summary of the main
PO information.
3
7
4
In Related Information 7 you can find shortcuts to the
Receipts, Invoices and Payments related to the PO.
5
6
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Exporting a Purchase Order
Index • Negotiations • Supplier Area
If you want to export the information from the Purchase
Order to your computer click on the Export 1 button at
the bottom of the page.
The system will create a file (.csv) that can be read in Excel
format.
1
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Requesting Changes to the Purchase Order Order
On the iSupplier Portal homepage under Orders 1 ,
you can request changes to the Purchase Order values,
dates or quantities. The buyer can choose to accept or
reject the changes.
Index • Negotiations • Supplier Area
1
To request a purchase order change, select a PO 2 and
click on Request Changes button 3 located at the top
and bottom of the page.
Make the necessary changes on the open fields 4 in
PO details 5 and then click Submit 6 .
After submitting the modifications you have to wait
for the buyer to accept them. He/she will receive a
notification requesting the changes and can decide to
either accept or reject them.
2
Note that the system will generate notifications about the
requested changes and the buyer’s response.
To check the alterations made to the purchase order,
click on either one of the View Change History 7
buttons at the top and bottom of the page.
Important
Since purchasers monitor deliveries through the system
(Promise Date), the supplier shall inform and submit any
changes in the delivery schedule.
TV Globo Purchasing System User Guide - v.2
3
5
4
7
6
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Requesting Purchase Order Cancellation
Index • Negotiations • Supplier Area
In the Order 1 section of the iSupplier Portal homepage
you can access all POs placed with your company.
o request the cancellation of a Purchase Order, select the
desired PO number and click the Request Cancellation 2
button at either the top or bottom of the page.
1
Fill in the fields Action 3 and Reason 4 of the
cancellation.
The buyer will receive a notification with a request to
cancel the PO and can decide to either accept or reject it.
Check View Change History 5 to view the purchaser’s
action.
2
3
4
5
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Making Searches
Index • Negotiations • Supplier Area
Through the main menu you can use filters to select and
view purchasing documents:
Purchase Orders 1
1
In Order, you can access all Purchase Orders,
Manufacturing Orders, Agreements, Purchase History
and RFQs (quotes) related to your company.
For further search options click on Advanced Search.
Shipments 2
On Shipments you can access Delivery and Shipment
Schedules , Receipts and Returns of material,
Overdue receipts and others.
For further search options click on Advanced Search.
Account 3
2
On Account you can view Invoices and Payment status.
For further search options click on Advanced Search.
3
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Making Searches
Index • Negotiations • Supplier Area
Product 1
On Product, you may search Purchase Orders by item
code or description.
1
Admin 2
Access the Admin section to view your company
information and/or request any updates on your
company profile details.
In this section you may also provide information about
Certificates and Documentation required by TV Globo.
2
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