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“Quotation Entry Manual” – Vendor side – 1/17

“Quotation Entry Manual” – Vendor side –

Direction: EN

Language: English

Title: “Quotation Entry Manual” – Vendor side –on TESI

Version Date Note

1.0 16/03/2012 N.A.

Author Release Delivery Date

Stefano Gatti N.A.

Linked documentationName Document Code

N.A. N.A.

Costa Crociere S.p.A.




Reviews

Date Author Version Change released

16/03/2012 Stefano Gatti 1.0 Starting version





Summary

a. By User Interface:i. Quotations / Technical specification Entryii. Attachmentsiii. Notes

b. By Excel Filei. Description of the Data drawing up

5. Quotation sendingprocess………………………………………………………………………………………15

APPENDIX A: “Target Price and Awarding Quantity” FunctionEffects…………………………………………16





Pictures Summary

Pic 1: Mail Message Example…...……………………………………………………………………..……...6

Pic 2: “TESI” Vendor side page………………..………………………………………………………..….....7

Pic 3: “Request for Quotation List” Section..…………………….……………………………………..……..8Pic 4: “Offer Request Management”………...…………………………………………………………..….....9

Pic 5: Interface used to insert the Quotation…………………………………………………………….…......9

Pic 6: Interface used to insert the Technical Specification ………………………………………….….…....10

Pic 7: Interface used to insert the attachment…………………………………………….…………......….....11

Pic 8: Interface used to insert the “BID Vendor Note”………………………………………………....….....11

Pic 9: “Button” used to download the Quotation Excel File………………………………………….……...12

Pic 10: “Button” used to download the Quotation Excel File, in the Job Management page……….…….....12

Pic.11: Example of Sheet1 inside of the quotation Excel……………………………………………....…….13

Pic 12: Example of Sheet2 inside of the quotation Excel …………………………………………....………13

Pic 13: “Upload button”………………………………………………………..…………………….……….14

Pic 14: “Quotation status” section…………………………………………………………………….………15

Pic 15: “Publication type” section………………………………………………………………….…………16Pic 16:“Target Price” and “Awarded Quantity”………………………………...……………………………16





1 Introduction and goals of the operational manual

This operational manual wants to achieve the needs of the users to have a guide, which can helpto correctly manage the entry process of the BID data quotations.





BID collecting

Pic 1: Mail Message Example

At the begging of the quotation process the supplier is invited by an e-Mail to get involved intothe quotation process.Inside the Mail, described in Pic.1, there are showed:

The cogency period of the offer;

The End date to fill in the quotation inside the system;

The Quotation Code;

The Costa Buyer reference, with related e-Mail;

The Web address to access directly to TESI (http://point.costa.it/)

The “User Name” to get in his TESI environment

The mail invitation is realized automatically by the system when the quotation is in “Publish”

status.Futher on, there are other motivations to visualize/ modify the quotations, which are decribed inthe appendix of this manual.


http://point.costa.it/

http://point.costa.it/




Description of the TESI envirorment

Pic 2: “TESI” Vendor side page

Once you get inside the system, using the “User Name” and the “Password”, provided inadvance by Costa Cruise S.p.A., the system will place yourself inside the Supply Desktop page,where are listed in chronological way all the “Quotation request” grouped by Label.

In the Upper part of the screen, there are three different Labels:

“New requests” (Requests not yet visualized by the Vendor).

“Sent requests” (Request fulfilled and sent to the Buyer).

“Read requests” (List of the requests already visualized and, for those, it’s possible to

make a selection using the “check button” located on the left side of each ones).

To succeed in the research of a specific Request , it will be necessary to use, the link, called“Request of Quotation”, placed in the “Menu” section in the left side of the page.


enu

“Archive”

Button

Label

“Massive selection Button”




Quotation entry:

Pic 3: “Request for Quotation List” Section

In the Upper part of the “Request for Quotation List” screen, it’s possible to Filter the quotationsaccording the differents parameters available:

Document Number

Description (it allows to research both single and multiple words for a document).

Date (Creation date / Ending validity date)

Company

Version

Status (Quotation status: Accepted, Delete, Publish, Refused, Wait) – descripted onChapter 5-

Once it’s defined the offer to quote, you have to select it by the “Button” sited on the left side,and after that, it’ll possible to proceed with this operation according two different methodology:

User Interface, using the button “Modify”

Excel File, using the button “Export”


Filter

Offers’Lists




User Interface

Pic 4: “Offer Request Management”Section

The User Interface is organized by four Labels, which described different steps of the quotationprocess:

General (Unchangeable Header Elements);

Row (List of the “Item”, described by Delivery Condition and Quotation detail);

Internal Attachment (Visualized both Vendor and Buyer side);

Note;

Quotations / Technical specification Entry

Pic 5: Interface user to insert the quotation

When it’s defined the Item to quote, using one of the Filter available, the next step is to fill in theempty fields, which are:

“Price” (Product quotation).

“Currency” (only the one’s identify in the scrolling menu).


abel

Filtro

Item

(1) (2) (3) (4)




Be careful during every insertion to use the “ Modify ” botton , in the way to don’t lose any datafiiled in.

The Vendor has also the possibility to use different “Functions” to enforce the Item quotation. Insame case the “Technical Specification” are consider as “Mandatory”, and could be reason of Error inside the quotation process

:(1) - “Button” used to visualized/insert the Note defined for a single Product:

Note (Generic Note, Customizable)

Buyer Note (Note created by the Buyer, and only visualized by the Vendor).

Vendor Note (Note created by the Vendor, used to communicate directly to theBuyer)

(2) - “Check Button” used to do not quote the related product.

( - Attention- the same result is achievable filling the quotation with 0).

(3) - “Button” to insert a product attachment. PS: If the document is already available,

the closed “light” is green colored.

(4) - “Button” that allows the vendor to insert the Technical Specification for a product.

(Fig.6)

Pic 6: Interface used to insert the Technical Specification.





In the Pop-up of the Technical Specification, reachable by the “Button” described above, isdivided by two different sections:

1. Buyer: Not modifiable by the Supplier; previously inserted by the Buyer, and clear only toinform the supplier about the Technical Specification aspectation.

2. Vendor: Modifiable by the Supplier; the fields have to be filled in according the “MaterialCard” Defined. In the case the field is Mandatory, that field will be defined by the star key.

Once the inserting process is completed, it’s mandatory to save all the changes using the“Confirm” button. (Pic.6)

PS: If one product is repeated for different Delivery Condition, the Note (General Note/ VendorNote) and the Technical Specification are unique and, once inserted, they are automaticallysplitted on all products (Products with the same code).

Attachments

Pic 7: Interface used to insert the attachments

Choosing the Label “External Attachment”, it will be possible to assign one or moreattachment directly to the BID, but not to a single product, as described in the chapter before.

The assignment process will entail:

1. Definition of the Item that we want to assign, choosed by the button “Search”;2. Insert a small description of the File that it’s going to be the attachment title;3. Choosing the language of the document (not mandatory);

Note





Pic 8: Interface used to insert the “BID Vendor Note”

Using the Label Note, it will be possible to define the BID note. The integration of this value will be available on the “Vendor Note” side. The “ Buyer Note” areavailable only to make the vendor informed about the Buyer consideration.

Excel File

Pic 9: “Button” used to download the Quotation Excel File

Once you are located inside the “Request for quotation list” page, reachable through the Menulink, placed in the left side of the screen (called “Request for quotation”), it will be possible todownload the excel template.

You have to choose the right offer, which one you will want to quote, using the list button showedat beginning of the “Offer line” (sx side of the screen); and, after that, you have to select theExport button (described in Fig.1).

The system will automaticcaly launch a specific “ job”, which will generate the related Excel aboutthe products described in the BID. The File will be physically downloaded by using the buttonlocated in the “Spool file list” page, reachable through the “Job management” menu, sited at theleft of the screen. (-Fig.2-)





Pic 10: “Download button” sited in the “Spool file list” page.

i. Description of the Data drawing up

The Excel, used to fill the quotation values in, is composed by two distinct sheets, both to befulfilled:

Sheet1:

Paying the full attention to the match between the product and the delivery condition, it has tobe completed the two fields described below (Fig1):

• “Price” (Product Quotation)

• “Currency” (Choosed among the options showed at the column header).

In the enclosed mock up, those columns are colored in yellow.





Pic. 11: Example of the Sheet1.

Sheet2:

Once you are placed in the “Vendor Side” of the Techinical Specification (described by the

column title “Vendor”), it has to be inserted with the correct data, according to the featuredescribed at the column header.

Futher on Costa Cruise has decided to make a distinction between “Mandatory” and“Optional”, technical specification. The mandatory specs are highlighted by a red color ; on thecontrary it’s used the yellow for the optional ones (Fig2).

Pic 12: Example of the Sheet2

NB:In the way to make easier the understanding of this document, it’s possible to make reference tomock-up of the Excel, where there will be illustrated all the section described in this manual.

Pic 13: “Upload button”

Once the “Quotation Entry” process is compete, all the data have to be upload to the system,using the “Upload” button located in the quotation “Row” page, described by the Label “Row”,inside the “Offer Request Management” section.

When the “Import ” Job is complete (displayed into the “ Job Management ” section), all the fieldswill be automatically uploaded.





5. Quotation sending process

Pic 14: “Quotation status” section

Once the “Quotation process” is over, the offer have to be sent back to the Buyer using the“Send” icon, located in the “Request for Quotation List” page; or it’s possible to use the others“Send Icons” sited in every different pages, presented before in the User interface quotationentry section.

NB: The quotation, to be processed by the system, will have to be sent to the Buyer NOT AFTERthe End Date established. (Pic.14).

The quotation status, described and filtered in the “Request for Quotation List” page, it could beclassified by five different conditions:

Publish: The quotation is not yet sent to the Buyer.

Delete: The quotation is showed in this status because it was deleted by the Buyer.

Refused: The offer is presented in this condition because the Buyer refused the proposal.

Wait: The quotation is correctly sent to the Buyer.

Accepted: The quotation is correctly sent to the Buyer, and he has awarded the offerthat he has received.

(Attention: the “Accepted” status doesn’t have a Contractual meaning, but represent aPre-Contrattual condition).


Data validità

Status




APPENDIX A. “Target Price and Awarding Quantity” Function Effects

There are two different conditions that may change the “Publication Type”, and give thepossibility to the user to visualize new fields inside the quotation rows. These conditions are:

1) Target Price2) Awarded Quantity

Pic 15: “Publication type” section

In case, one of the two conditions, described above are verified, the supplier will be informed byone of these three channels:

Mail: A mail will be sent directly to the “Mail Box” of the Vendor. In each mail aredescribed the condition of those changes.

Desktop: Every time there are a changing condition, a new alert will be upload on a

desktop page. Publication type: It will possible to see directly, inside the “Request for Quotation List”

page, which kind of condition (“Target Price” / “Awarded Q.ty”) is available.


Publication type




Pic 16:“Target Price” and “Awarded Quantity”

The Fields “Target Price” and “Awarded Quantity” are available both on the User Interface (asdescribed in pic.16), and in the Excel File, where the user could visualize the specific columns

“Taget” and “Awarded Quantity”.

NB: The Fields “Tagert Price” and “Awarded Quantity” are not modifiable neither by UserInterface nor by Excel File. In case you want to upload any changes, the fields, which have tobe switched, are “Price” and “Currency” as described before.

Costa Crociere S p A

Target Price Qta Aw.

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