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Table of Contents
This guide covers the features available at the home page of the Philippine Government Electronic
Procurement System (PhilGEPS) web application. The page is available for both registered and non-
registered users of the application.
If you require information on any specific feature, you may use any of the following methods:
• Refer to the Table of Contents.
• Read the introductory paragraph at the beginning of each chapter and section for an
overview of the subjects covered.
Welcome Message
Special
Announcements
Announcements
Click to view the list of opportunities Click to view Award Notice Abstract.
under the category.
REGISTER NOW Users who are not yet registered to PhilGEPS as either buyers or
suppliers can click this link to register. Please refer to Chapter 3 -
ON-LINE REGISTRATION.
ABOUT GEPS This provides the user with general information about PhilGEPS. It
includes Messages, Procurement Rules & Regulations, the
PhilGEPS History, FAQs, Useful Downloads and the PhilGEPS
Organization. Please refer to Chapter 4 - ABOUT GEPS.
CATALOGUE The Catalogue illustrates the products that are currently available
at the DBM-Procurement Service and Regional Depots. Please refer
to Chapter 5 - CATALOGUE.
GOVERNMENT LINKS This feature provides links to the websites of the different
government agencies. Please refer to Chapter 6 - GOVERNMENT
LINKS.
CONTACT GEPS This feature provides a link to the PhilGEPS Administrator via email.
Please refer to Chapter 7 - CONTACT GEPS.
SPECIAL MESSAGE The message is displayed in sliding text inside a box right below the
Welcome Message. The message that will appear includes
announcements related to bid schedules and maintenance of the
system.
OPEN OPPORTUNITIES Displays the current open opportunities grouped by category. This
list only displays the first 20 categories in alphabetical order. A
user can click on the No. of Opportunities hyperlink opposite the
category to see the list of opportunities under the selected
category. You can click on the More … link to display the remaining
categories.
RECENT AWARD NOTICES Lists the recent award notices. Only the 100 most recent awards
are displayed. You can click on the Title hyperlink to view the Award
CALENDAR OF EVENTS Displays the monthly calendar and highlights the days with special
events. Clicking the highlighted days will display a pop-up window
containing the list of event(s) on that day.
CALENDAR OF EVENTS Once clicked, a pop-up window will be displayed showing the
(<<<) Link events of the previous month.
CALENDAR OF EVENTS Once clicked, a pop-up window will be displayed showing the
(>>>) Link events of the next month.
Click to access
the Login page.
2. At the Log-in page (see Figure 2.1.2), enter your PhilGEPS User ID and Password.
The table below lists the data fields displayed in the Log-in page:
3. Click the Login button. If a User entered a valid User ID and Password, the system displays
the My GEPS menu default page.
" NOTE: If a User fails to enter the correct User ID and/or Password after five (5) attempts,
the system will lock the account. He/She will have to contact the Systems
Administrator to unlock his/her account.
2. Enter the required fields. The table below lists the data fields displayed in the First Time Log-In
page:
3. Click the Submit button to save or the Cancel button to discard the entries.
" NOTE: If all the data entered in the required fields matched the user profile information
stored in the system, the system will retrieve the existing password of the user and
send it to the user’s email address.
2. In the Online Registration page, a User selects the type of his/her organization, either a
Government Agency or Supplier, by clicking on the appropriate link.
" NOTE: Government agency and supplier will each have different Terms and Conditions
when registering in PhilGEPS. Click the I accept button after reading and
accepting the Terms and Conditions. Otherwise, click the I do not accept
button.
5. On the Organization Registration Form page, enter the required information. The table
below lists all the data fields displayed in the Organization Registration Form page:
(All fields with * asterisk are mandatory).
(For Buyers)
Organization Information
Organization Name * Complete name of the agency.
Organization Type * Select from the dropdown list containing valid values. Valid
values are maintained by System Administrators.
Sector * Select from the dropdown list containing valid values. Valid
values are maintained by System Administrators.
Brief Description of the Description of the Buyer Organization and its main function.
Organization
Organization Address
Country For agencies, the default value is “Philippines”. Not allowed
to be changed.
Street Address * The Organization enters the complete number and street
Zip Code The Organization supplies the appropriate ZIP Code in the
text box.
Philippine Supplier / Foreign A Supplier Organization that wishes to register with the GEPS
Supplier shall choose from the two Option Buttons. Once the
appropriate location is chosen, the system will load or display
the appropriate Organization Registration Form.
Organization Information
Organization Name * Refers to the complete Name of the Supplier Organization.
Form of Organization * The Supplier Organization shall select the appropriate form of
organization from the dropdown list containing the following
values:
• Cooperative
• Corporation
• Individual
• Partnership
• Single Proprietorship
Organization Type * The Supplier Organization shall select the appropriate type
from the dropdown list containing valid values. Valid values
are maintained by System Administrators.
Business Tax Identification The Supplier Organization enters its Business Tax
Number * Identification Number. This field only accepts numeric
entries.
Previous Year’s Revenues * Refers to the immediately preceding year's Gross Revenues
of the Supplier Organization at the time of its registration with
the GEPS.
Web Site Address URL or the Supplier Organization's web site, if applicable.
Organization Address
Country For Local Suppliers, the Default value is “Philippines” after it
chooses to register as a Local Supplier.
Street Address * The Supplier Organization enters the complete number and
street address of the Agency.
Zip Code The Supplier Organization supplies the appropriate ZIP Code
in the text box.
Organization Information
Organization Name * Refers to the complete name of the Supplier Organization.
Form of Organization * The Supplier Organization shall select the appropriate form of
organization from the dropdown list containing the following
values:
• Cooperative
• Corporation
• Individual
• Partnership
• Single Proprietorship
Organization Type * The Organization shall select the appropriate type from the
dropdown list containing valid values. Valid values are
maintained by System Administrators.
Previous Year’s Revenues* Refers to the immediately preceding year's Gross Revenues
of the Supplier Organization at the time of its registration with
the GEPS.
Web Site Address URL or the Supplier Organization's web site, if applicable.
Organization Address
Country * Refers to the Country where the Foreign Supplier
Organization is based. This is a dropdown list containing all
City/Municipality * Refers to the City or Municipality under the Country where the
Foreign Supplier Organization is based.
Telephone Number * This field allows the user to enter country code, area code,
telephone number and extension number.
Fax Number * This field allows the user to enter country code, area code
and FAX telephone number.
" NOTE: The registration will be processed and sent to the PhilGEPS Super Administrator
or Administrator for approval. Upon approval, the system will send an email
notification containing the GEPS User ID and Password, to the applicant.
Click to access
the About GEPS.
" NOTE: When logged-in, the About GEPS feature is also found in the main menus of the
different users of PhilGEPS.
2. Upon clicking the About GEPS link, the About GEPS main page is displayed (see Figure
4.1.2). The About GEPS main page shows you the general information about the GEPS
application.
3. Figure 4.1.3 shows the About GEPS Menu which consists of the different information links in
the GEPS application. To view the specific information, just click on the appropriate link.
2. The Messages from Officers page lists all the messages posted in GEPS. To view the
entire message, click on the Title link. The Message from Officers (Details) page is
displayed (see Figure 4.2.2).
2. The Procurement Rules and Regulations page lists all the procurement rules and
regulations posted in GEPS. To view an entire rule or regulation, click on the Title link.
The Procurement Rules and Regulations (Details) page appears (see Figure 4.3.2).
3. If there are associated documents included, you may click on the document link and a popup
prompt appears (see Figure 4.3.3). Click Open button to view the document or Save button to
save the document to your local drive. Otherwise, click Cancel button.
Figure 4.3.3 Procurement Rules and Regulations View Associated Document Prompt
2. The Frequently Asked Questions page lists all the frequently asked questions and
answers posted in GEPS.
2. The Useful Downloads page lists all the GEPS forms and documents available for
download. To view or download the form or document, click on the Document Title link.
The File Download box appears (see Figure 4.6.2).
a. In the File Download box, click the Save button. The Save As box appears (see
Figure 4.7.3).
Click to save in
another folder.
CHAPTER 5 - Announcements
This menu option allows the user to view the announcements posted by the DBM-PS GEPS
Administrators.
2. Upon clicking any of the hyperlinks, the Splash Page menu bar is displayed. Click the
Announcements menu option. The Announcements page is displayed (see Figure 5.1.2).
The Announcements page displays all the announcements currently published in GEPS
1. In the Announcements page, click on the title link to view the entire announcement
message. The Announcements (Details) page is displayed (see Figure 5.2.1).
CHAPTER 6 - CATALOGUE
This menu option allows a User to view the items or products in the PhilGEPS Catalogue.
Click to access
the Catalogue.
" NOTE: When logged-in, the Catalogue feature is also found in the main menu of the
different users of GEPS.
2. The GEPS Catalogue is viewed in two (2) ways – by Product Name and by Product
Category. To view by Product Name, click the Product Name link in the Catalogue
Menu (see Figure 6.1.2). To view by Product Category, click the Product Category link.
The table below lists all the data fields displayed on the Catalogue (By Product Name) page:
2. In the Catalogue (By Product Name) page, you may perform the following:
• View details of a product
• Search for product(s) using the Page Index, Simple Search or Detailed Search
1. Click on the Product Name link. (The Product Name link is displayed in blue-
underlined before the Product Description.) The Product Details page is displayed
(see Figure 6.2.2).
The table below lists all the data fields displayed on the Product Details page:
1. To search for a product using the Page Index, click on the page number,
<Previous> or <Next> links to go from one page to another.
2. To search for a product using Simple Search,
a. In the Catalogue (By Product Name) page (see Figure 6.2.1), select the search
criteria in the Search By field. Available values are Product Name and Product
Description.
b. Based on the selected criteria, enter a value in the field next to the Search By
field.
c. To enhance your search, you may want to specify among Contain, Start With or
Exact Match by clicking on the appropriate radio button.
d. Click the Search button. You will be redirected to the page where the products
matching the criteria specified are displayed.
3. To search for a product using Detailed Search,
a. In the Catalogue (By Product Name) page (see Figure 6.2.1), click on the
Detailed Search link. The Catalogue (Detailed Search) page appears (see
Figure 62.2.1).
b. Fill in the search criteria fields. Then, click the Search button. You will be redirected
to the page where the matching products are displayed.
UNSPSC Code
Product Category
2. The Catalogue (By Product Category) page lists all with product categories with
corresponding UNSPSC code. The UNSPSC code is displayed on the left of the Product
Category. The product categories are classified into four (4) levels. To drill down and up the
different levels, click the plus (+) and minus (-) signs respectively.
3. The products are identified with the 4th level of the product category. To view the products under
a particular category, click on the 4th level product category. The Catalogue (Selected
Product Category) page appears (see Figure 6.3.2).
" NOTE: UNSPSC® stands for United Nations Standard Products and Services Code®.
1. To access the Government Links, click on the Government Links link in the GEPS Splash
page (see Figure 7.1) and the Government Links page is displayed (see Figure 7.2).
2. At the Government Links page, click on the URL name opposite the name of the government
agency to access its website. The website of the particular government agency is then launched.
Click to access
the website of
the government
agency.
The table below lists all the data fields displayed on the Government Links page:
DATA FIELD DESCRIPTION
Government Agency Name The name of the government agency
The URL address Contains a hyperlink to the respective agency’s website.
" NOTE: The user leaves the GEPS application upon clicking the URL of the agency.
1. To access the Contact GEPS, click on the Contact GEPS link in the GEPS Splash page (see
Figure 8.1) and the Contact GEPS page is displayed (see Figure 8.2).
" NOTE: The Contact GEPS feature is available in all the pages of the application. To access,
click on the Contact Us link.
2. At the Contact GEPS page, enter the required information. The table below lists all the data
fields displayed on the Contact GEPS page:
" NOTE: If a User is logged-in to PhilGEPS, the system shall automatically fill-in the Your
Name and Your Email Address fields.
3. After entry, click the Send button. The system then validates the entered information. If valid, a
message will be displayed (see Figure 8.3) and you will have to click the OK button to go back
to GEPS Splash page
" NOTE: If a User does not complete the required entries or enters an invalid data, the system
will display the following message (see Figure 8.4) and you will have to click the
OK button to re-enter data.