Day 1

Introduction of SRM
1. Browser Setting
To do the Browser setting we have to access three link from MCGM portal.

Path is as below:
MCGM Portal Tenders 1. Browser setting
2. Browser setting for SSL
3. CA Root certificate
2.Vendor Transfer from SAP R3 to SRM
Step 1- Log in to SAP R3- Transaction code: BBPGETVD
Transfer of Vendors from R/3 to SRM
1. System : MEPCLNT900

2. Vendor : Put Vendor code of R/3 (which u want to transfer to SRM)

3. Purchasing Organization : MCGM

4. Tick mark on (Indicator set as Default):- Address comparison to

identify duplicates

5. Object ID : 50000102

6. Select Radio button (Button set as Default):-Only transfer R/3

Numbers

After completing the above inputs click on “start Transfer” button at the end of
the screen, then the next screen will appear..
6
Transfer of Vendors from R/3 to SRM

7
Transfer of Vendors from R/3 to SRM
click on ‘Start transmission’ button

8
Transfer of Vendors from R/3 to SRM

Click on OK or Enter to accept pop up message as shown in above Screen.

Click on “Back” push button to go to initial vendor transfer screen

9
Transfer of Vendors from R/3 to SRM
Step-2

10
Transfer of Vendors from R/3 to SRM
The below screen will appear

1.Click on “Manage Business Partner

11
Transfer of Vendors from R/3 to SRM

2. Enter Vendor
Code in R3

3. Select- Vendor

4. Click on
Execute

12
Transfer of Vendors from R/3 to SRM
Message : “The business partner is already a vendor” click-OK

13
Transfer of Vendors from R/3 to SRM

2. Click- Edit

1.Enter Vendor
code in R3
Transfer of Vendors from R/3 to SRM

3. Click on
Display/change

15
Transfer of Vendors from R/3 to SRM
Transfer of Vendors from R/3 to SRM
scroll down to bottom of screen

4. Set the
Portal vendor

16
Transfer of Vendors from R/3 to SRM
Click on “Save” button at the top of the screen to save the dat. Below screen will
appeared.

17
 Transfer of Vendors from R/3 to SRM
Now, you can log in to R/3 to check the status of mail triggered to the vendor,
containing the link for vendor self Registration.
T Code- SOST
Next screen will appear:

18
 Transfer of Vendors from R/3 to SRM
The supplier gets the mail with the portal link after successful transfer

Using this link supplier will Create his User ID for Login into the SRM Portal for
Bidding process.
Vendor Self Registration
Update Vendor Master from R/3 to SRM

Scenario:
If vendor had made changes in his Registered Mail
Address in SAP R/3, the same should be updated
in SAP SRM, if registered mail address is not
maintained in SRM system. In such cases the
below process is applicable to update vendor
records in SAP SRM.
Transaction Code: BBPUPDVD – Update Vendor
Master Record

MEPCLNT900

Vendor Code R3

Purchasing Organization

Click –Start Transfer

You will get the following message-”Update started…” Click on tick mark and close
the window

Click on-
start update

Message Pop-up
Click- OK
Update Vendor Master from R/3 to SRM

Vendor Master records (ex – Address, email

address) will be successfully Updated in SRM
system.
It is strongly recommended that changes related
to Vendor Master record should be Updated in
SAP R/3 systems and then replicated to SRM
system.
Resend Registration Email to Vendors Mail
Address
Scenario:
Vendors are unable to receive Mail with Link
for creation of User ID and Password in SRM
application.
Vendor has received the mail but accidentally
got deleted.
Vendor requests to resend the mail with Link
on his mail address.
In order to search the Vendor details/Mail which is already forwarded to vendor,
specify period for search criteria (tentative period) and click on Execute.

Select Dates

Click- Execute
Select the line item - Vendor for whom you want to resend the mail and click
on Repeat Send as highlighted in the screenshot.

2.Repeat Send

1.Select the line

item
A pop up will be generated as shown below.
Click on Yes button. The mail will be resend to Vendors Email address.
3. Click on-Yes
button
Registration mail has sent to wrong email id and now Help desk want to send the same
to correct email id

Scenario:
Helpdesk has sent the registration mail with old email
details and afterwards vendor informed about the new
email details.
In this case after updating the details in BBPUPDVD, you
can not resend the mail to new email address.
We have to follow the below mentioned process
We have to display the details of the mail by selecting Line Item – Vendor and Click on
Display Document tab.

2.Click on Display
document tab.

1.Select the line

You can view the E-mail details
Copy the email content and Click on “New message”

4.Click on
New Message

3. Copy all email content

 Paste the same email content in7.“Document Content”
Click on Send Button of new message

Same email title

5. Paste copied message

in document content

6. Add new email

Address of vendor

Process Complete.
3. Organization Structure
SAP SRM heavily relies on Organization Structure Hierarchy for SRM users to
perform their day to day operations.

Business Workflow uses organization structure to determine which agents are

responsible for approving documents in most of the cases
Format of Organization Structure is Attached here.
4.Uploading FI data
Bid Creators Login:
T Code : ZUSER_DATA (UPLOAD FI DETAILS)
Upload FI Details- Bid Creators Login

2. Click - Execute

1. Enter FI details here

Upload FI Details- Bid Creators Login. Next Pop-up will appears-Click on YES

3. Click - Yes

4. Click on OK
Upload FI Details- Bid Creators Login. Next Screen appears- Click on Back
Upload FI Details- Bid Creators Login
Next Step T. Code ZUSER_DETAILS (Show User Details)

Upload FI Details- Process Completed

5.Process Flow For Three Stage Tender
Process Flow for Three Stage Tender is attached here with.
5.1 Bid Creation- Three Stage Tender

Draft Tender is ready with all relevant data &

readily converted in PDF format

Organization Structure ready with User ID &

Password, Digital Signature etc.

Bid Creator will Create Bid in System

through MCGM Portal
Bid Creation-Bid Creator Login
Bid Creation-Bid Creator Login
Login through MCGM Portal

Click on e tendering login link

Bid Creator Login through MCGM SRM Portal

Enter User
ID/Password and
click on Log On
Initial page after Log On
click on Process bid Invitation under eTendering

1st Step

2nd Step
1.Click to Create new Bid

2.Click on “Start” to
see existing Bids
 3.Click & Install 4.Keep check
2.Check this
add on on
Spot Indicates problem
Server Time
In Browser Settings

1.Step
Feed all required data in
Given Tabs
 1.Step
Feed all required data in
Given Tabs (Basic data
1st Page)

Click here to move

basic data 2nd page
 1. Step
Feed all required data in
Given Tabs (Basic data
2nd Page)
 1. Step
Click On Bidders
Bid Tab

2.Step
Click to Find
Bidder
1.Type *Dummy here

2.Click on Start
4.Click on Transfer

3.Dick mark in Check box

4.Dummy bidder
Created
2.Select Item Type 1.Click on Item Data to
Add Items

3.Enter Material Code

4.Enter Services
5.To enter Estimated Price in
% Rate Tender Click On
Detail Tab
Bid Creation Process cont…..

1.Maintain Estimated
amount and WBS
element
 1.Click On
Document
Tab

2.Click on Create Tab

 2nd Click on OK

1st Click on
Collaboration
1. Step
Click On Folder
To Create Mcgm
& Vendor
Folder 2.Step
Click On Create
3. Step
Click On
Folder
 4.Step
Give Name to
Folder

5.Click On Save
6.Step
Create Vendor
Folder &
Packet A & B
with same
(1to 4)steps
6. Step
Click On MCGM
Folder
to Upload
7.Step
Tender Doc.
Click on Create Tab
8.Click On
Document
 9.Give Document
Name

10.Check The Radio

Button
Click On Continue
11.Click on
Browse

12.Select The
Related
Document

13.Click Open
 2.Select the
Sign

1.Click on Sign &

Save Tab

3. Click Ok
4.Click On OK
 3.Check the Path

4.Click On
Log Out

2.Click On
Save Tab

1. Click The Doc to

View /open it
 3.Publish

2.Click On
Sign

1. Click
On Check
5.2 Bid Approval- Three Stage Tender
Bid Approver Login

71
Bid Approver Screen

72
Bid Approver Views a Bid Data

1.Cilck- Approve
button

73
Bid Approved

74
Publication Of Approved Bid

75
Day 2
1.Bidding Process
Vendor Prerequisites
Vendor / Bidder Registration
SRM User ID
 Administrator Log In for computer
 Windows XP Service Pack 3 or Higher
 Internet Explorer Ver.7 or Higher Version
 Digital signature - Class II or Class III
Browser settings on your Computer
 Internet banking - Vendor
 Process Flow for Vendor

Existing Vendors: For existing SAP Vendors only SRM User ID is

require to participate in e-tendering process. Vendor will get user ID
from respective department in which he is interested for bidding
process.

Department will transfer SAP Vendor to SRM & send link to Vendor

On receiving Mail, Using the Link provided, Vendor will create User
ID and password by himself.

Vendor may now logon to e-tendering application to participate in

MCGM Bidding Process.

78
Process Flow for Vendor
New Vendors: For new vendors, they have to first register them
selves with MCGM. The MCGM registration will be done at CPA
Dept

Registration form as well as registration process flow is available on

MCGM site http://portal.mcgm.gov.in/

Vendor will require User ID and password for SRM

For getting User ID and password the process is same as mentioned

in above PPT.

79
Process Flow for Vendor
Bid Submission
Logon to e-Tendering Application using the User ID and
Password.
Pay Tender Fee via Online Payment Gateway (if applicable)
Download Tender Document (information from purchaser
Tab).
If applicable, Pay EMD at any of MCGM CFCs.
Upload your Documents with digital signature.
Quote Commercial Bid
Update ASD details if applicable
Verify the uploaded documents
Sign and Submit the Bid with Digital signature.
Process Flow for Bid opening..
Bid Opening
Bid Creator will not be able to see Bidder information before
Bid Opening Date and Time.

MCGM Bid creator can download technical Documents after

the Predefined Date and Time.

Tender Committee evaluates all the Bid Documents submitted

Online by the Bidders through e-tendering.

After evaluation Bid creator may reject bidder

Process Flow for Bid opening..
Correct Bids are automatically to be forwarded for further process.

Tender Committee Logs In simultaneous to Open Commercial

Bids after the Commercial Opening Due Date and Time through
Bid Creators login .

System will provide commercial report automatically.

Tender Committee Views and Print Comparative Statement if

require
Process Flow with screen Shots
Bid Submission-Vendor Login

Click on Tender
Bid Submission-Vendor Login

Click on e tendering login link

Vendor Login through MCGM SRM Portal

Enter User ID
Password
and click on Log On
Initial page after Log On click on “Process bid” Link

1.In Menu “Process Bid”, you

will see the list of bid invitations
which you can create Bid for.

2. clicks on the
“Bid invitation No”
and opens the bid
invitation.
Bid Will Get Open In Display Mode
Payment of Tender Fee

click on
Pay Tender/EMD fees
tab
click on
Continue
After reading the Terms
and condition, select
Indicator I/We Agree
 2nd Step
Click On Bidders
Bid Tab

Click on Pay Button

3rd Step
Click to Find
Bidder
Select the bank name from drop down list through which you wants to pay tender fee

Type *Dummy here

Click on Start
 Select the suitable
Payment option
from dropdown
menu

Dummy bidder
Created
After Selecting
Suitable Payment
option Click on
Submit Button
You will get navigate on Internet Banking Portal

Click on Item Data to

Add Items

Enter Material Code

Enter Services
 Status showing the success of
the transaction
To enter Estimated Price in
% Rate Tender Click On
Detail Tab

Note down the Transaction

reference Number and give it as
reference for any payment related
queries

After you note down/Save all

the transaction details Click on
close button
 Click On
Document
Tab

You will see the

status of online payment
as Successful, for
particular bid invitation

Click on Create Tab

 see the
status as applied, for
particular bid invitation
2nd Click on OK

1st Click on
Collaboration
 In case of applied status Vendor should repeat the steps from
PPT slide No.14 to PPT slide No 21 regarding Online Payment of
tender fees till Vendor gets Successful status for his particular
Bid Invitation.

 Vendor should take a screenshot of the above screen and forward

to respective helpdesk department regarding any issues/queries
related to Tender Fee Payment along with Payment details from
PPT slide No – 21.
 1 .On General data tab, click on
Downloading of tender document
“Information from
Purchaser”

2.You will find collaboration Link. Clicks

on link to access C-folder

3rd Step
Click On
Folder
 clicks on
“OK”to access the
C-folder

4th Step
Give Name to
Folder

Click On Save
Click here to access the Cfolder
area for downloading the
documents from Purchaser
6th Step
Click On MCGM
Folder
to Upload 7th Step
Tender Doc. Click on Create Tab
 Scroll down on
the Cfolder
window

Click On
Document Click on
Accept Button
 Click on Parent Folder (Name
Can be different in the system)
to see all the folders.

Give Document
Name

Check The Radio

Button
Click On Continue
 Click on the folder (folder name can
be different)
to see which documents are
uploaded by Purchaser

2nd Select the

Sign

1st Click on Sign &

Save Tab

3rd Click Ok
 You will see the
documents uploaded by
the MCGM Purchaser

Click On OK
 click on “Register” to get
Registering of bid registered for the respective bid
invitation

2nd Click On
Sign
After registration you will get a
pop-up message. you
can confirm the same by
clicking “OK”

109
 After confirmation on
fulfilling eligibility and technical
criteria you will get confirmation
message that you have been
registered for the bid invitation

110
Create Bid
Cilck- Approve
button

Next, clicks on
“Create” button to create the
Bid for uploading Eligibility /
technical bid documents and
entering price bid

111
Click on OK
Uploading of documents byOn General
Vendor data tab, click on
“My Notes”
On tab “My Notes”,
collaboration folder link is
Available, Click on link to
access C-folder

114
 click on
“OK” to access the
1.Click on Bid number C-folder
 Click here to access the
Cfolder area for uploading
the relevant Bid documents.
1. Click on Collaboration
link

116
 Click on Parent Folder (Name
Can be different in the system)
to see all the folders.

Click on drop down list

of Public Area

117
Click on the Bidders’ Documents
Folder (folder name can be different)
to select it and open it to upload
your documents.

118
Click on Create to upload
your documents.

119
Select file type:
Normally select
Document only
Give a name to the file being
uploaded to properly identify
the file – i.e ‘Technical
Specification document' etc

Give detail
description of the
document
After Selecting the
Upload Local File radio
button Click on
Continue
 Click on Browse
to select the file
which is to be
uploaded
1Enter Bid number

2. Add user ID
Select the File which is
to be uploaded and Click
on Open Button
 Click on Sign and Save
button to sign and save the
file.
Select Demo3 assuming
that demo3 is vendor’s
certificate.

Click on OK after
Selecting certificate.
 Pop up message will come
to inform vendor that file is
signed successfully.
You can see that the
uploaded file is listed
here.
Checking of uploaded documents

Click here to open the

document
 Then Click Delete
tab to delete the
In case of document document
deletion
First select the
document, which
you want to delete
Commercial bidding
Step 1- Log in to SAP R3- Transaction code: BBPGETVD

Check the Biding period on the

Initial screen for which the you
are binded to MCGM to supply the
items at the specified rates

131
1

Click on Item
data

132
 Price quantity
field

You can enter the price

for items.

Check unit of measure for The Price entered here is all

the item and quote the inclusive Price amount, as
price accordingly there is no provision given to
indicate base price and taxes
etc. separately
 Step 1: Click on “Check”
Step 3: Click on button to check whether the
button “Submit Bid” to document contains no errors

Submission of Bid
submit the bid.

Step 2: Click
on button “Sign” to
sign commercial bid

134
 After Clicking on check
button you will get the
following message indicating
completion of bid and
containing no error.
Click on Ok
Click on Sign Button
Click on OK

137
Select Demo3 assuming
that demo3 is vendor’s
certificate.

Click Ok after
selecting the
digital certificate
Pop up message will
appear to inform vendor
that the document is
signed successfully
Click on Submit button
The pop up showing
the message of bid
submission. Click on
OK
Checking the status of the bid

Check the status of the bid

after submission.
The status of the bid changes
to ‘Bid Submitted’
Changing the bid

You can Change

the bid till the end date
and time of the bid
Changing of Bid
Click on change button to
change the bid data before
end date of the bid
Screen will get open in editable mode
2.Bid Opening Process
Bid Creator Login for Bid Opening

146
Bid Creator views the Bids

147
Bid Creator Opens a Bid

148
Bid Creator Views Bidders Bid

149
Bid Creator Clicks On Collaboration Folders

150
Bid Opens Collaboration Folder Creators

151
Bid Creator Selects Bidders Folder

152
Bid Creator Opens Specific Bidders Folder

153
Bid Creator Download Bidders Documents

154
Bid Creator Log off

155
Reverse Rejection Process for
Packet A and Packet B

156
Packet A & B rejection

To reject packet A & B:

1. Click on ‘Eligibility Criteria Rejection’(Packet A) icon
2. Next, go the ‘Technical Rejection’ (Packet B) icon
3. Check the status

157
Packet A & B rejection

For reversal rejection of Packet A & B:

1. Login to Bid Creator ID and display Bid
2. Go to the ‘History’ tab
3. Copy the vendor Bid number; Start from 810… series

158
Packet A & B rejection

4. Login in SRM R/3 by bid creator login

5. Enter T-code= ZS_BID_REVERT

159
Packet A & B rejection

6. Enter bid number and click on execute

7. Select Row and click on ‘switch to Active’

160
Packet A & B rejection

In the display three stage bid:

1. Check the changed status in Bid Creator login at ‘Bidder/Bids’ tab

161
Bid Creator Login in R/3 For Commercial Opening

162
Bid Creator Creates Bid Committee

163
Bid Creator Success Message

164
Bid Committee Opening a Specific Bid

165
Bid Committee Enter their User ID Password

166
Bid Committee get Success Message

167
Bid Compression for Successfully Opened Bid

168
Bid Comparison Statement with L1,L2,L3

169
3. Process Flow For E-
quotation/Unstar
Tender
Attachment for Process flow.
Day 3
1.Difference Between Tender Types

Difference between Transaction Types of Tenders

 Three Stage Tender

 E Quotation Tender

 Unstar Tender

172
3Stage Tenders
 Value:-No limit
 Valid For :-All Departments
 Tender Types: Item Rate & Percentage Rate tenders
 Packet A :-Mandatory
 Packet B:-Mandatory
 Packet C:-Mandatory
 Tender fee & EMD are compulsory .
 Packet C is open from SRM R/3
 “Copy” Function is available after commercial packet opening.
 “Change” Button is disable after commercial packet opening.

173
E-Quotation
 Valid for Civil / CWC Department.
 Value:-Up to 3Lakhs
 Tender Type: Only Percentage type tender
 End date:- End date is 3days later from the Start date.
 Packet A & Packet B are not required
 Packet C (Commercial Packet) automatically open on MCGM Portal.
 ( tender>>commercial Report>>Commercial Report for E-
quotation/unstar)
 Tender fee & EMD are not required.
 “Copy” Function is available after commercial packet opening.
 “Change” Button is disable after commercial packet opening.

174
Unstar

 Valid for Civil / CWC Department.

 Value:-From 3Lakh to 25Lakh
 Tender Type: Only Percentage type tender
 End date:- End date is 7days later from the Start date.
 Packet A & Packet B are not required
 Packet C (Commercial Packet) automatically open on MCGM Portal.
 ( tender>>commercial Report>>Commercial Report for E-
quotation/unstar)
 Tender fee & EMD are not required.
 “Copy” Function is available after commercial packet opening.
 “Change” Button is disable after commercial packet opening.

175
1.Reports In SRM

 FOR E-QUOTATION & UNSTAR

 1.Click on E-
Quotation
1.Click on
tenders
Click on
currently
open tenders
 1.Select
date

2.click on
continue
Currently open E-quotation and Unstar tenders

For BOQ
CLICK HERE
BOQ Details
Click on closed
Quotation
1.Select
Date 2.Click on
continue
Closed E-quotation and Unstar tenders
1.Click
here for
BOQ
Details
BOQ Details
For result click
here
E-quotation and Unstar Tenders report
Click here for
RTI Info
1.Select
Date

2.Click on
continue
RTI CLOSED TENDERS