Supplier Training eRFX

Agenda
• Proactive self registration • Page 3
Supplier application
• Pre-registering suppliers by MAGNA Purchasing Dept.

• Supplier‘s perspective • Page 18

Supplier data • Supplier Contact Persons

management • Supplier Documents
• Keeping data up-to-date

• Supplier‘s perspective • Page 37

• Receiving an e-mail invitation

• Login and entering the Event
Events
• Download of content
• Placing of quote
• Saving the quotation

Appendix • Excursion: NDA with signature

• Page 55
Self registration (proactive)
Supplier Self-Registration

• Potential new suppliers can fill out an online questionnaire

• This online questionnaire is based on the eRFX supplier master data
• The new suppliers can access the registration directly on the login screen (url: erfx.magna.com)

The language of the self registration can be selected via the flags
Supplier self registration
Completing the Questionnaire

• The supplier fills out the company specific supplier questionnaire guided by a wizard
• The online questionnaire contains all data needed by the buyer to decide about the registration
• Mandatory fields are yellow. The other fields may be completed later, when the supplier has full access to the supplier portal

Mandatory fields
are yellow

Various chapters of the

questionnaire in a tree
structure

Via BACK and NEXT the supplier

can switch the view

The content of the questionnaire is equivalent to the supplier master data in the portal
Supplier self registration
Mandatory fields and input errors

• If mandatory fields (yellow) are omitted or if fields are filled incorrectly (e.g. wrong data type), errors are displayed above the input mask and
marked in red
• The registration can not be completed without having filled in all mandatory information

Errors are
marked in red
Supplier self registration
Saving the inputs temporarily

• The supplier cannot finish the registration until every mandatory field is filled
• From the second page on, the input can be saved temporarily and completed later

Via SAVE TEMPORARILY the supplier receives an e-mail with a link to the self-registration. This link can be used to continue
entering the data later.
Supplier self registration
Documents

At Documents suppliers can upload brochures and other documents

Click
NEW DOCUMENT

Browse for
documents

Save with OK

Proceed with NEXT

Supplier self registration
Certificates

• At Certificates suppliers specify whether and how they are certified

• The certificates are uploaded together with additional (searchable) entries e.g. the expiry-date

The required data has to

be filled in
Click NEW CERTIFICATE

Save with OK

Proceed with NEXT

Suppliers receive reminders to update their certificates if the expiry date is overdue
Supplier self registration
Selecting a Commodity

• The material classification enables the MAGNA purchasing department to find quickly a suitable supplier for goods and services
• Suppliers enter these data themselves in the registration process

Click APPLY FOR NEW MATERIAL GROUP

You can also search for the commodity you

want to choose. Enter a search term and wait
for the results to load. The term is
highlighted in bold in the commodity tree
Navigate through the
commodity tree. Select
the respective
commodities

Proceed with NEXT

Supplier self registration
Organization specific data

• In this panel the organizational units of MAGNA International are displayed

• The supplier selects the organizational units he has a supplier relationship with

Click APPLY FOR NEW ORGANIZATION

You can also search for the commodity you

want to choose. Enter a search term and wait
for the results to load. The term is
highlighted in bold in the commodity tree
Navigate through the
commodity tree. Select
the respective
commodities

Proceed with NEXT

Supplier self registration
Finish Registration

• As soon as all mandatory information is completed, the supplier can finish his registration
• Afterwards the supplier receives an e-mail: Confirmation of your application
• An authorized MAGNA - internal user is automatically informed about the new registration
• He/she may accept the registration, only then an e-mail with login-data will be sent to the supplier

• Via “Finish registration” the supplier receives an e-mail: Confirmation of your application
• Internal users with the authorization to “Activate/Reject suppliers” will receive an information about the new registration
Pre-registering suppliers (by MAGNA
purchasing)
Pre-registering suppliers
Inviting suppliers to complete the registration

• MAGNA purchasing can pre-register a supplier and thus ask him to complete the online questionnaire
• The supplier then receives an invitation to register
• Your MAGNA purchasing only need to specify the company name, name and e-mail of your contact person (business card - details)
Pre-registering suppliers
Purchasing perspective => Send an invitation to supplier
You - as supplier - will receive the following information:

Complete the
mandatory fields

…and some additional information, why it is important to

register.

Choose the language for

the supplier

To add an additional text to the e-mail containing the

registration link, switch to the tab Message and enter
the text. The text is added to the standard e-mail

Send the invitation to register

by clicking OK

• The supplier automatically receives an invitation by e-mail to complete the registration

Pre-registering suppliers
From the supplier’s perspective

• The supplier receives a link to the supplier portal and a corresponding invitation to register himself
• With this link the supplier can start to complete his data in the registration area
• From here on the procedure is the same as in the known supplier registration
 Process of Supplier Registration
OPTION 1: Pro-active supplier application for an account
Supplier completes questionnaire
(=Self-Registration)
or by request of a buyer (=Pre-Registration)

MAGNA Clearing Center is informed

about new registrations

OPTION 2: Further supplier accounts

can be requested and will be set up manually
(for a registered supplier only)

Registration is accepted Registration is rejected

Supplier receives login

data and gets access to
the portal
Supplier data management
Supplier‘s perspective
Menu YOUR DATA

• In the menu YOUR DATA all data that the supplier can view or edit are displayed
• The supplier can view or edit the following data: Company Information, Supplier Ratings, User Data, Settings (Signature), Password,
Proxy/Substitute, Inbox and NDAs

Menu YOUR DATA

By clicking the icon you

get to the respective
menu
Supplier‘s perspective
Editing supplier data

• The data can be updated by the supplier at any time

• In the menu COMPANY the supplier can also add further contact persons

The current view in the tree

structure is bold

With OK the updated data

will be saved
Supplier‘s perspective
Company > Documents

• Overview of all documents (reports, contracts, certificates, supplier ratings, documents )

• Files that have been uploaded by the supplier and files that have been stored in the supplier‘s dataset by a MAGNA - user
• In this section the supplier can also update his certificates

2.) Select the attachment

type

Fill out the displayed fields. The

required information depends
1.) New documents (e.g. on the selected attachment
certificates) can be added (1) type

3.) Upload the

document
4.) Save with OK

By clicking on the name the

file can be opened
Supplier‘s perspective
Company > Self assessments

• Overview of all self assessments which were published by the purchasing department
• A self assessment is a published answering-sheet out of a RFI
• The self assessments can be searched, displayed and exported

Different export
formats are available

Start the
export
By clicking on the name the
document can be opened
Supplier‘s perspective
Company > Material group / Classification

In this section the supplier can add (apply for) material groups /Removal of material groups need to be done by MAGNA buyer
Supplier‘s perspective
Organization specific data

• The supplier can view the organization which is assigned to him

• Depending on the system configuration the supplier may be able to edit the organization and view the entries

• Usually the supplier can select organizations during the registration process
• A later modification of entries is possible for MAGNA- internal users only
Supplier‘s perspective
Company > Contact persons

• The supplier gets an overview of all existing contact persons and can maintain their data
• He can add new contact persons or delete existing contacts

Contact person without

user account
Contact person with
deactivated user
account
Contact person with
active user account

The supplier can only edit the contact persons, but not their user accounts
Supplier‘s perspective
Create contact persons

• The supplier can create new contact persons

• The purchasing department can display these contacts like a "phone book" (only contact persons)
• Contact persons without user account cannot access the portal

Create a contact
person

Fill in the mandatory

fields

By clicking OK the new

contact person will be
saved

A user account can be requested directly or at a later date

Supplier‘s perspective
Request a user account

• To give the new contact person access to the system, the supplier can request a user account
• That can be done directly in the respective contact person‘s entry

Request user account

Confirm with
YES

The request for a user account creates an email to the MAGNA Clearing Center who will provide login credentials after verification.
Explanation
Supplier – contact person – user account

supplier Contact person User account

1 n 1 1

1 n

• A supplier has any number of contact persons (at least one)

• A contact person can (but does not need to) have a user account (and therefore system access)
Supplier‘s perspective
Delete contact person

• The supplier can also de-activate existing contact persons (e.g. colleagues, who left the company) by himself

Deactivate user
account of contact
person

Enter a cause of de-

activation and confirm
with YES

Contact persons with de-activated user account will not get any a-mails out of eRFX & do not have system access.
Supplier‘s perspective
Edit user account

• The supplier can edit his/her personal information

• Here they can also select the country specific settings and the time zone

The time zone regulates the

display of all date and time
information for the user

The country specific settings regulate:

• Menu language (German or English) Save changes with
• Country specific number format OK
• Country specific date format
Supplier‘s perspective
Show supplier ratings

• Display of all published supplier ratings (documents)

• The supplier can view the ratings

Ratings: all Ratings will be displayed

Attachments: related documents can be displayed

• The supplier receives a notification: "A new supplier assessment is available"

• When the supplier does not review the rating, this will be shown in the monthly performance rating and will have negative impact to his
rating-result.
Supplier‘s perspective
Edit settings / preferences

• Here suppliers can define their own system E-mail signature

• This signature is used when the supplier is sending emails via the system
• If the supplier doesn‘t want to receive a certain E-mail anymore, he can disable it here

Select the E-mails which

shall be disabled

Save the changes

with OK

If the supplier has not maintained a signature, his E-mails will be sent without any signature
Supplier‘s perspective
Create a new password

• Suppliers can create new passwords by themselves

• The password has to contain at least 8 characters
• The password must not be identical to the username or to the own name and it must not contain popular words

Optionally the supplier can have a

Save with OK
password generated by the system

After the supplier has changed his password, he will be logged out automatically – he can login again with the new
password
Supplier‘s perspective
Create a proxy / substitute

• Suppliers can assign another user (colleague) as an internal substitute

• The substitute can login for the substitute to view and edit his events
• It is documented who worked with the events (accordingly logging)

Own login data

The username of the

person who has
authorized you as
Via OPTIONS you get to his/her substitute
"Login as"

Save with OK

Precondition: The designated substitute has a user account already and knows the principal‘s username
Supplier‘s perspective
NDAs – Non-Disclosure Agreements

• Overview of all NDAs, which were assigned to the supplier and were (not yet) accepted by him
• The supplier can view the files and either accept or reject them
• When a signature is required the NDA has to be signed (offline) and forwarded to the internal user (via E-mail, fax or upload in the system)
• When an NDA is added to an event, the supplier doesn‘t have to accept it once again, if he has accepted it at „Your data“ already – in the event this
NDA is only shown for his information

The supplier can

accept or reject the
NDAs

Click on the name to

display the NDA

• The MAGNA buyer will receive a notification by E-mail as soon as the supplier has accepted an NDA
• These NDAs don‘t refer to a certain event, but they are valid generally
Supplier data management
Data expiry date

• If the validity date expires (data validity = 12 months!), the supplier is required to update his data
• The contact person (supplier) goes through all the views of his record and has to update the company data
• Once the supplier has updated the data, he can regain access to his usual eRFX view / to events

On the right side

information about the
current section is shown

The supplier proceeds

with NEXT

The update can be saved

with FINISH

By clicking “Finish” the validity of the data will automatically extend for another year.
Events / supplier´s perspective
Events / supplier´s perspective

Providing a quotation in a few steps

1) Receiving an e-mail invitation First information about Event (RFQ)

2) Login and entering the Event Preconditions: Event online, NDAs have been accepted

3) Download of content Complete Event into one zip-File

4) Placing of quote: Manual quotation directly in eRFX system

Import of filled-out xls template

Optional: upload of any additional documents

5) Saving the quotation: Save temporarily (Status „quote in process“):

Quotation can be re-worked during the actual quotation-round
Commit a quote (Status „quoted“):
No more changes are possible
Quotation Process

2a) supplier is logging

into eRFX

1.) Supplier does receive

an invitation and can
click on the link

2b) Supplier opens the

event

Event Start and End

times are displayed in
the Calendar

• The event is visible on your eRFX Home-page (Dashboard) as soon as it is placed online.
• Whenever an NDA is linked to an event the NDA must be accepted first (respectively signed ) bevor the supplier gets
access to the event or any event documents.
Quotation Process /NDA without signature

• During event creation MAGNA purchasing can link NDAs (Non disclosure agreements) to an event
• Any details of the event (RFQ) are only visible to suppliers after having accepted all NDAs linked to the RFQ

1.) The supplier selects „Read“

and downloads the NDA
document. After this the button
„Accept“ is shown.

2.) Supplier clicks „Accept“

3.) Supplier agrees

by clicking OK
Quotation Process
The supplier can fill-out the quotation-template either online or by using Excel

3a) Supplier selects

„Export“ in order to
download total content of
RFQ

3c) A zip-file with total

content of the RFQ is
getting exported

3b) Supplier selects

Quotation form (incl.
documents)

The suppliers can optionally confirm the event participation or cancel

Quotation Process
The supplier can fill-out the quotation-template either online or by using Excel

The suppliers can optionally confirm the event participation or cancel

 Quotation Process via xls – information provided

General Information
provided by MAGNA
purchasing

RFQ template
to be filled out by
supplier

RFQ Template /Project data

Information on Project Data
RFQ Template /Read me first
Information on quotation within template
Quotation Process via xls
RFQ Template /Housing
Information on quotation within template

4a) The supplier

fills-out the Excel &
stores it locally

Rules:
Fill-out all yellow (= mandatory)
fields!

Do not use formulas!

RFQ templates can look

differently – based on
requested data MAGNA
purchasing does require
Quotation Process via xls

4b) The supplier is

clicking on
Create new quote

4c) The supplier is

selecting a name and/or a
number for the quotation
an does choose a
currency

4d) The supplier does

click on OK
Quotation Process via xls

4e) The supplier is

selecting the
Action “Import a
quote”

4f) The supplier is

uploading the Excel-
document (his
quotation) and clicks
OK
Quotation Process via xls
The quotation data will
be imported to eRFX
4e) Per Line-Item
the supplier can also choose
not to quote by selecting:

No quote for this item

If a quote will not be placed

for a specific line-item it is
required to provide a reason
Quotation Process via xls
When imported the details of the quotation can be reviewed in the respective pricing-chart.

All data of your

uploaded quote will be
shown in the online-
view

5) The supplier can select

now either:
Save quote temporarily
or
Commit quote

• The supplier can upload additional document(s) when providing his quotation
• When the option “mandatory upload” has been selected by MAGNA purchasing the supplier
must upload an additional document / additional documents before being allowed to quote
Quotation Process via xls
5a) It is possible to select
now either: 5d) When clicking OK
Save quote temporarily the quotation is being
or committed as a
Commit quote binding offer.

5b) Save quote

temporarily:
When clicking OK the
quotation is being
stored and can be
verified / modified &
committed at a later
time

5c) Quotes which have been temporarily saved (Status: Quote

in process) can be reopened by selecting the Quote

• The supplier can upload additional document(s) when providing his quotation
• When the option “mandatory upload” has been selected by MAGNA purchasing the supplier
must upload an additional document / additional documents before being allowed to quote
Quotation Process ONLINE

4b) The supplier fills out a

quotation-number and a
quotation name
and does select his
quotation currency.

4c) Supplier confirms

by clicking OK
4a) The supplier
selects „Create new
quote“
Quotation Process ONLINE
• The supplier is guided automatically to the first sheet (item to quote) in the RFQ
• It might be required to open the structure of the quotation items by opening with “+” in order to fill-in prices –
depending on how the RFQ has been set-up.
• All yellow fields are mandatory and need to be filled, before the quote can be committed.

Here you can see the

different items, which
should be quoted 5a) Again it is possible to
select either:
Save quote temporarily
or
Commit quote 5b) By pressing
OK the quotation
4d) The supplier can is being stored
insert his cost/prices

• Quotes which have been temporarily saved (Status: Quote in process) can be reopened at a later time for
modification
• When the quotation has been finalized it is required to COMMIT the QUOTE. The quote is now a binding offer and
cannot be changed by the supplier.
Quotation Process – upload of additional documents
In the area „Supplier uploads“ the suppliers are able to upload any documents related to their quotations.

3.) Supplier will give

document a name &
can upload the
document

1.) Supplier
does select
Supplier 2.) Supplier does
uploads select „New“
4.) Supplier can link
the document to a
specific quotation*

* If the supplier is uploading additional documents while having a „quote in process“ the documents will be
automatically linked to the quote. Otherwise it is possible to manually link any document to a specific quotation
Quotation Process – upload of additional documents

If a supplier does have several quotations committed (eg in different rounds of the event) or stored temporarily it is
possible to review the quotes and reopen for modification (as long as quotes have not been committed)

1.) Supplier selects

„Quotes“
2.) In order to
modify a quote
please select the
specific quote
(column „Name“)

Information to
the quote
“currently open”

3.) If a quote is open the

supplier can change any
quotation data. It is required to
select the single quotation
sheets /e.g.: “RFQ1”.
Thank you for your attention
Appendix
Quotation Process /NDA with signature
If a written NDA is required for an NDA, then this is specified with the remark „signature required“
- next to the title of the NDA

2.) Supplier clicks „Accept“

1.) The supplier selects „Read“

and downloads the NDA
document. After this the button
„Accept“ is shown.

4.) Supplier agrees by clicking OK. As soon as

the buyer has confirmed the correct signature
3.) The supplier of the supplier the supplier gets access to the
uploads the signed RFQ details.
NDA document.
Quotation Process /NDA with signature
Comments

1.) Grey shaded

checkmarks next to
NDAs - approval by
MAGNA purchasing
needed before event
can be entered

1.) Green shaded

checkmarks next to
accepted NDAs

=> Signed NDA

accepted by MAGNA