Release Note - December 2022
Q4 Training Release Part 1: December 16, 2022
Q4 Training Release Part 2: December 30, 2022
Q4 Production Release: January 13, 2023
Content
ESM Supplier Enhancements
Additional User Permissions
Additional permissions that control the visibility of the sections on the Supplier Management Tab have been added to ESM Supplier > Admin > Add/Edit User page. When a user does not have the View permission of a section on the Supplier Management Tab, like on the Approve Tab, we will display a icon on the section and the user will not be able to open this section on the Supplier Management Tab.
ESM Supplier > Admin > Add/Edit User
ESM Supplier > Supplier Management Tab > Supplier Record
Moreover, we also extended the View SSN permission to include the EIN number. The View SSN permission is now displayed as View SSN/EIN on the ESM Supplier > Admin > Add/Edit User page. When a user does not have this permission, both SSN and EIN numbers will be displayed as asterisks.
ESM Supplier > Admin > Add/Edit User
Furthermore, we added Edit permission for the Business Classification section and Custom section(s) on the Supplier Management Tab.
ESM Supplier > Admin > Add/Edit User
Text Instructions on the Supplier Registration Form
The Registration Form Tab users can now add text descriptions or instructions for each section of the registration form in order to provide guidance to suppliers during the registration form submission stage.
When a new version of the registration form is created, users will see a link to Add Description for each section. Once the user clicks on the Add Description link, a text input box will be displayed. Users can enter 1000 character maximum for the Description field.
ESM Supplier > Registration Form Tab > Create a New Version
ESM Supplier > Registration Form Tab > Create a New Version > Add Description
For existing descriptions, users can click on Edit button to revise them anytime before publishing them to suppliers. Once the registration form is published to suppliers, the Description field will become Read-Only. If users want to make modifications to the Description field, they can always create a new version of the registration form. The description is displayed as Read-Only text on Supplier Portal > Registration Form Submission Page, ESM Supplier > Approve Tab and ESM Supplier > Supplier Management Tab.
ESM Supplier > Registration Form Tab > Create a New Version
ESM Supplier > Registration Form Tab > Published Registration Form
Supplier Portal > Registration Form Submission Page
ESM Supplier > Approve Tab
ESM Supplier > Supplier Management Tab
Bug Fix
The following bugs are fixed in this release:
- Users with Edit permission cannot edit the section fields on the Supplier Management Tab.
- Users without the View permission of a section can still have the Edit permission of the section.
ESM Source Enhancements
Print Purchase Catalog for Integrated Cart Users
Print Purchase Catalog function is now enabled for Integrated Cart (ICart) users. When ICart users award one or multiple suppliers in ESM Source > Award Tab, they can now link the awarded suppliers to existing non-catalog suppliers in ESM Purchase. Once this step is done, users will see the Print Purchase Catalog button on the Award Tab > Event > Event Details & Supplier Responses pages.
ESM Source > Award Tab > Event > Event Details Page
When users click on the Print Purchase Catalog button, a pop-up window will be displayed. Users need to fill out at least the required fields on the Print Purchase Catalog pop-up window and click on Submit button in order to receive the system-generated Purchase Catalog Template in email. The required fields are indicated with red asterisks.
ESM Source > Award Tab > Event > Event Details Page > Print Purchase Catalog Pop-up Window
The email will contain the system-generated Purchase Catalog Template as an attachment. Detailed instructions of how to load the catalog template in ESM Purchase are also included in the email. Please see the example below.
The System Generated Email with Purchase Catalog Template
Please see the release note of January 2020 for more information on the Print Purchase Catalog function.
Convert to Purchase Catalog for Integrated Cart Users
Convert to Purchase Catalog function is also enabled for Integrated Cart (ICart) users. Instead of sending users emails with Purchase Catalog Templates, the Convert to Purchase Catalog function allows users to directly convert an awarded bid into a Non-Catalog item(s) in ESM Purchase. The awarded bid can have one or multiple awarded suppliers. Similar to the Print Purchase Catalog function, the awarded suppliers need to be linked to ESM Purchase non-catalog suppliers, and then the Convert to Purchase Catalog button will be displayed on the Award Tab > Event > Event Details & Supplier Responses pages.
ESM Source > Award Tab > Event > Supplier Responses Page
Like the Print Purchase Catalog function, when users click on Convert to Purchase Catalog button, a pop-up window will be displayed. Users need to fill out at least all the required fields in order to start the conversion. Once users click on Submit button, the catalog will be validated. If the validation is successful, the file will be queued for overnight loading.
ESM Source > Award Tab > Event > Supplier Responses Page > Convert to Purchase Catalog Pop-up Window
Please see the release note of January 2020 for more information on the Convert to Purchase Catalog function.
Edit the Posting Board Contact Information
ESM Source users have the capability to edit the contact information displayed on the Posting Board. With this new addition, users can choose to display the general contact information or the contact information of a specific staff on the Posting Board for their suppliers and the general public.
ESM Source Admin users can configure the Posting Board Contact Information in templates. Posting Board Contact Information is added to the Template Header section.
ESM Source > Admin > Event Library > Add/Edit Template > Template > Template Header
After users click on the edit link, a pop-up window will be displayed. If users decide to make all the Posting Board Contact Information fields as required fields when creating new events using this template, they can check the checkbox of the Required field. Users then can fill in the contact information in the pop-up window. For address information, users can select from an existing location (added/modified on ESM Source > Admin > General Settings > Add/Edit Location page) or manually fill in the address details.
Edit Posting Board Contact Information Pop-up Window
Edit Posting Board Contact Information Pop-up Window > Location List
Users can click Update button to save the contact information in the pop-up window. After closing the pop-up window, users need to click on the Update button on the page in order to save the changes made to the template.
Now the ESM Source Manage Tab users can use the updated template to create new events. On the Manage Tab, the posting board contact information is included under the second Event Header accordion.
ESM Source > Manage Tab > New Event
After clicking on Add or Edit link, the Posting Board Contact Information section will be expanded. Users can view the contact information that comes with the template, and users can also modify the contact information for this particular event if needed. Red asterisks indicate the fields are required fields. Users must complete them before clicking on the Update button which will save changes.
ESM Source > Manage Tab > New Event > Edit Contact Information
After the event is published, the Contact Information will become Read-Only on the Manage Tab and the Evaluate Tab > Setup page. After the event passes the due date, the Contact Information will become Read-Only on the Evaluate Tab > Review & Results pages, the Approve Tab > Request & Award pages, and the Award Tab. If the event is published to the Posting Board, the added contact information will be shown on the Posting Board > Event > Event Details page.
ESM Source > Manage Tab > Published Event
Contact Information in Read-Only
Contact Information on the Posting Board
If users want to make changes to the contact information after the event is published, they can use the function of creating addendum(s). The Contact Information will then has the addendum icon displayed next to the Edit link.
ESM Source > Manage Tab > Create Addendum
ESM Source > Manage Tab > Item Addendum History Pop-up Window
ESM Source > Manage Tab > Publish Addendum
To learn more about the addendum function, please refer to the help article of Manage Tab: Existing Events.
Export and Import to Respond Line Item Bids in the Walk-in Responses
In the Q1 Release, we built the functionality that allows suppliers to export and import to respond to Line Item Bids in bulk. We now extended this capability to Walk-in Responses.
When creating walk-in responses on behalf of Purchase Non-Catalog suppliers, the Award Tab users can click the Download Line Item Response Template button to export the line item bid section into an excel spreadsheet. The template will have the same columns as what users see on the Award Tab. Once users complete the template, they can click on the Upload Line Item Responses button to import the filled template back into the system.
After the template is uploaded, users can view the status under the Log Tab of the Upload Line Item Responses pop-up window.
For detailed instructions on how to use the export and import to bulk response line item bids, please read the release note of April 2022 (ESM Source Enhancements > Export and Import to Respond Line Item Bids in the Supplier Portal Section).
Bug Fix
The following bug is fixed in this release:
- Unable to share requirement bids on the ESM Source > Request Tab when there is no linked entity.
ESM Purchase Enhancements
Add/Edit Catalog for Integrated Cart Users
Integrated Cart (ICart) users can now Add and Edit multi-supplier catalogs in ESM Purchase. When ICart users navigate to the ESM Purchase > Admin > Shop Page / Catalog Configuration page, Upload Catalog is now added to the list. When users click on the Upload Catalog option, they will be redirected to the Add/Edit Catalog page.
ESM Purchase > Admin > Shop Page/Catalog Configuration > Upload Catalog > Add/Edit Catalog
On the Add/Edit Catalog page, users can start by typing in a Catalog Name. If the catalog does not exist, users can click on the Add New button to create a new catalog. If the catalog already exists, users can click on the catalog name to load the Catalog Details and start making changes.
Add/Edit Catalog > Add New
Add/Edit Catalog > Add New > Catalog Details
The fields indicated with red asterisks are required fields. Users must complete them in order to create a catalog. Users can click the Download Catalog Template link under the File Upload section to download a catalog template. Once users fill out the template, they can use the Choose File button to select the filled template from the device and upload it into the system to create the catalog.
When ICart users use the Print Purchase Catalog function, they can also upload the system-generated Purchase Catalog Template here.
For more information on the Upload Catalog function, please see the help article Creating a Multi-Supplier Catalog. If you want to learn more about how to set up your Shop page and manage your catalogs, please refer to the following help articles.
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