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Supplier Self Services (SUS)

Q1: What is SUS?
A1: SUS is an acronym for Supplier Self Services. SUS is the SRM central component for the Suppliers to interact electronically with TM for purposes of PO, Bids, invoicing and maintaining supplier company data.

Q2: Can all existing registered TM Suppliers use SUS now?
A2: No.  As part of the supplier on boarding strategy in this TM SRM project, suppliers are activated as SRM-SUS suppliers in batches; the batches are prioritized based on existing suppliers with VALID registration (i.e. not expired or already renewed) and who currently have open transactions with TM.  As one of the main benefits of SRM is automation of POs, batches are grouped based on number of POs per Supplier.  Eventually, all VALID TM Suppliers will be on boarded in SRM as SUS suppliers over a period of 6 months.  

Q3: Why are there newly registered TM Suppliers who have not been awarded POs but can already access SUS?
A3: New TM Suppliers who recently registered via SRM-ROS (Registration of Suppliers) since 2^nd February 2010, are automatically SUS suppliers. 

Q4: What do I need to do to become a SUS supplier if my registration is no longer valid?
A4: Suppliers with invalid registrations need to renew their registrations in order to become SUS suppliers.  You need to call TM’s SRM Helpdesk at 03-77117700 to initiate the renewal process.

Q5: Will kod bidang influence on who gets bid invitations online?
A5: Yes, except that in SRM, kod bidang is termed as Product Category, which will be referenced to extract relevant SUS suppliers to be invited

Q6: Will all SUS suppliers automatically get bid invitations online via SUS portal?
A6: This will very much depend on the kind of tender called by TM.  With the exception of closed tenders, all SUS suppliers who are registered under the relevant product categories will receive an email notification on the bid invitation, which will also appear online via SUS portal.

Q7: Can a SUS Supplier create more users via SUS?
A7: Yes, a SUS Supplier can create more users by following the process defined by TM.  This involves sending an application form for prior approval from Group Procurement before a new user is created.  This is to ensure that TM has an up to date record of active SUS users for each SUS Supplier.

Q8: How many additional users should a SUS Supplier create?
A8: For all SUS Suppliers, ONE SRM super user is approved by TM.  Any additional requirements will depend on the size as well as internal controls within the Supplier company.  For example, a big company may warrant for segregation of duties between procurement operations and finance.  All these business justifications need to be specified in the application form for additional users to be approved

Q9: Is there any system setting a Supplier needs to configure to transact in SRM-SUS?
A9: Yes, a SUS Supplier must ensure that:

i.                     ‘Pop Ups’ are NOT BLOCKED.  This is to allow your system to receive download attachments

ii.                   ‘Cookies’ are ENABLED.  This is to allow your system to open downloaded attachments like Purchase Orders, Tender Specs, which will appear in PDF format.

For detailed steps on how to configure these, please refer to the respective User Guides and Online Demos.

Bidding Engine/Live Auction Cockpit (BE/LAC)

Q1: Will I be able to see a list of other suppliers who were invited to participate in the bid?
A1: No, bid invitations are private. You will not see who else was invited, nor will you be able to see any other bids other than your own.

Q2: What is the best way to notify TM that I will not be supplying a bid for a bid invitation I’ve received?
A2: Reply back by login to SUS and click on Not Participate on the particular Tender/RFQ/Direct Purchase document.

Q3: Does the submission deadline set by the Buyer take into consideration the complexity and size of the bid invitation?
A3: Yes. The more complex the bid invitation, the more time will be given for you to respond.
Additionally, if the bid invitation contains a large number of items, more time will also be given.

Q4: I’ve been sent a bid invitation with a submission deadline of 31/08/2010 00:00:00. When must I submit my bid?
A4: You must submit your bid at least 2 hours before midnight on 31/08/10. Last minute submission is not advisable.

Q5: Is there a printable version of the bid?
A5: Not at this time; your bid is only available online. You can, however, print screens directly from the internet browser.

Q6: What if I get to the middle of the quote and need to run off to do something else?
A6: Click on the ‘Save’ button, on the Bid Response document, write down the bid response number down, and log off of SRM-SUS. When you are ready to continue, log back on to SRM-SUS, search for the Event Number (by Tender/RFQ/Direct Purchase number or response period) and click Refresh to locate your bid response under the search results and click on the bid response number for further action.

Q7: How will I know if my submitted bid sent successfully?
A7: When you submit your bid successfully, you will immediately receive a confirmation. A message will appear stating that your bid was submitted.

Q8: How will I know when a buyer makes a change or addendum to a bid?
A8: Changes to the bid are limited, but controlled. If a change is made, a message will display when supplier access to the bid response document and will document the scope of change under the Purchaser's Remarks in the Information from Purchaser view.

Q9: Will a change to the bid invitation change a submitted bid?
A9: No, your last submitted bid will remain the same.

Q10: Will bid results be published or notifications sent for award or reject?
A10: Your bid response status will be updated with “Accepted” or “Rejected”. If your bid has a status of “Accepted” and the bid was for multiple line items, check the item overview list to see if your bid was accepted for all items. Bids rejected for any items will be indicated.  If you have been awarded a bid, you will receive a Letter of Intent (LOI), Letter of Award (LOA), Contract, or Purchase Order the same way you do today, via fax or email.

Q11: Can a supplier ask for bid results?
A11: Yes. You may ask the buyer who the bid was awarded to; results will not be published.

Q12: How do I change or update email addresses and contact information?
A12: You can change or update email addresses and contact information in the Profile section.  

Q13: Will a self-tutorial be available to train others within my organization?
A13: Yes. An Online demo has been recorded for training purposes and posted to the TM website.

Q14: What if our payment terms are not listed in the payment terms list?
A14: Leave the default as “Within 30 days Due net”. Then, enter your payment terms in the remark box in the ‘Bidder's Remarks’, under the Notes and Attachments tab.

Q15: Can the attachments be printed?
A15: Yes. The attachments will be files created and opened by Windows applications, such as Word, Excel, Acrobat Reader, etc.

Q16: What if more information is needed to provide an accurate bid?
A16: Please contact the buyer if more information is needed in order for you to submit a bid. You can enter information for each item in the 'Bidder's Remarks', under the Item Notes and Attachments tab.

Q17: Can I upload attachment for specified item?
A17: Yes. You can upload attachment for specified item at Item Notes and Attachment tab.

Q18: Can I withdraw after submitted the bid?
A18: Yes. You can withdraw the bid as long as still within submission deadline.

Q19: What is the method to purchase Tender Document?
A19: You can pay either online via SRM-SUS or walk-in to TMPoint to make payment for tender document before purchase deadline.

Q20: What is the acceptable payment mode to purchase Tender Document at TMPoint?
A20: Acceptable payment modes at TMPoint are by cash, bank draft, credit card (VISA or Mastercard) and Money Order/Postal Order. Kindly keep the receipt for tracking purpose.

Q21: What is the acceptable payment mode to purchase tender document online?
A21: Acceptable payment mode via online is only by Credit Card (VISA or Mastercard). Kindly keep the receipt for tracking purpose.

Q22: Do I need any reference document in order to make payment for tender document at TMPoint?
A22: Yes, for Closed Tender, you need to print the Tender Invitation Email as reference document to make payment for tender document at TMPoint. For Open Tender, please cut out the newspaper advertisement or print the advertisement from TM website as reference document to make payment for tender document at TMPoint.

Q23: Is there any system setting a Supplier needs to configure to access Live Auction Cockpit (LAC)?
A23: Yes, a SUS Supplier must ensure that JRE 1.6 (JAVA Runtime Environment) is installed in order to access Live Auction Cockpit (LAC) within a browser.

Q24: Is there any FAQ available for the bidder cockpit?
A24: Yes, to display the frequently asked questions (FAQ) available for the bidder cockpit, click  with the quick info text "Click here to go to the FAQ page".

Q25: Who should attend the auction briefing?

A25:  The invited suppliers will attend the auction briefing session held by TM based on the date, time and venue stated in the email notification

Q26: Can Suppliers withdraw his bid?

A26: The Suppliers can not withdraw his bid. He has to request the auction administrator to delete it on his behalf.