To create an e-auction process with Artificial Intelligence, click on the E-Auction List menu located under the RFQ/E-Auction main heading.

Click on the “Create E-Auction” button at the top right corner of the page.

On the opened page, select the option “Suggest Auction Type with Artificial Intellifence” and click on the Next button.

In order for AI to suggest the most suitable auction type, we need to provide some data. Therefore, you must fill in the related questions on the opened page.

• How many companies will participate in the auction? : Enter the number of suppliers that will join.
• How many companies do you plan to make an agreement with after the auction?     : Indicate how many suppliers you intend to award the product/service to.
• Will you need the final price bids of all companies involed in the process after the auction? : Select Yes / No.
• How many products do you plan to add to your auction? : Enter the number of items to be included in the process.

After filling in all the questions, click on the “Continue”button.

In the final step, the system will ask you to enter a percentage difference rate. The action depends on the scenario:

• If:
• The number of suppliers you will contract with is 1, or
• The number of items you will include is 1
       → Enter the percentage difference between the best two prices based on the grand total.
• If:
• The number of suppliers you will contract with is 2 or more
       → Enter the percentage difference between the best two prices based on item.

After entering the percentage, click again on the “Suggest Auction” button

Once clicked, the AI will determine the most suitable e-auction type for you.

The suggested auction type will be displayed on the screen.

Click on “Create E-Auction” to start your auction based on the suggested type.

The system will then automatically direct you to the E-Auction General Information page.

The messaging feature for the order is located on the "Summary" page of the respective order.

The message box is located at the top right of the "Summary" page. It offers two options: "Inbox" and "Send Message."

When you click on the "Send Message" option, on the pop-up page:

To: This is the field where you specify the recipient of the message, typically indicating the responsible person. This field cannot be modified or additional recipients added.

Subject: This is the field where the subject of the message is defined. The Order ID number is automatically included and cannot be deleted, but you can add an additional title next to it. You can enter up to 100 characters.

Message: This is the field where you specify the content of the message. There are no character limits.

Editing and customization operations can be performed in the writing area.

Attachments: To add a document to the message, click the "Add" button. If an unsupported format or oversized document is attempted, an error message will appear in the top right corner of the screen. The file size limit should be a maximum of 100 MB.

The added documents will appear in the respective area with their file names. To delete an added document, click on the cross icon.

When you click the "Submit" button after editing the details, a confirmation message "Your action has been successfully completed." will appear. To close the popup and finish the process, click the "Cancel" button.

Messages specific to the order are viewed in the Inbox located on the Summary page.

When you click on the Inbox button from the Summary or Documents menu, only the messaging related to order processes is displayed.

If a purchase order is sent to your company in the system by buyer companies, an informational email will be sent to the email address associated with your registered user account.

From the Purchase Orders -> PO Management page, you can view orders sent to your company, and enter Confirmation Record, Shipment Record, and Invoice Record entries related to the orders. To filter POs awaiting confirmation, shipment, or invoicing, select an option from the Status field.

From the PO Management page, click on the PO Number of the order you wish to view in detail.

In the PO details, there are Documents and Summary tabs.

In the Documents tab, you can view the documents uploaded to the PO by the buyer company and upload new documents to the PO.

In the Summary tab, you can view all the details related to the PO.

To confirm the invoice for orders sent to your company by buyer firms, you need to select the relevant order items from the PO Management page and make an Invoice Record entry.

You can search by the relevant PO Number for creating an invoice record from the All Filters section.

Or you can filter by order number, product number, or title information using the short search field.

Select the relevant order items and click the Invoice button.

On the Invoice screen, fill in the "Current Invoice", "Invoice Date," and optionally the "Invoice No" fields. To complete the process, click the OK button. If you wish to cancel the process, click the Cancel button.

You need to enter the date on which you will deliver the products in the Invoice Date field.

To check the order items for which you have created an invoice, click on the number under the Invoiced column on the right side of the screen in the order row.

In the opened window, you can view the details of the entered invoice record.

To cancel or edit the invoice record you have entered, click on the trash can/pencil icon under the Action column in the relevant window and confirm the action.

To confirm POs received from recipient companies, you need to select the relevant PO items on the PO Management page and create a Confirmation Record.

Confirmation records can only be created from the PO’s which are in “Pending Confirmation” status so, the PO records should be filtered out accordingly from the Status field. You can also search with the relevant PO number in the All Filters section.

Or you can filter by order number, product number, or title information using the short search field.

Select the relevant PO items and click the Confirmation button.

In the Confirmation Record Entry screen that opens, fill in the "Current Confirmation," "Promised Date," and optionally the "Supplier Notes" fields. To complete your transaction, click the OK button. If you wish to cancel the transaction, click the Cancel button.

You need to enter the date you will deliver the products in the Promised Date field.

To check the PO items for which you have made a Confirmation Record entry, click on the number under the Confirmed column on the right side of the screen in the PO row.

In the window that opens, you can view the details of the entered confirmation record.

To cancel or edit the confirmation record entry you made, you can click on the trash can/edit icon under the Action column in the relevant window and confirm the action.

When you ship orders from buyer companies, you need to enter a Delivery Recordfor the relevant order items on the PO Management page.

To be able to enter a delivery record, the “Confirmed” status should be filtered from the Status field.

You can search with the relevant PO Number in the All Filters section.

Or you can filter by PO number, product number, or title information using the quick search field.

Select the relevant PO items and click the Delivery button.

In the Delivery Record Entry screen that opens, fill in the "Current Delivery," "Waybill Number," "Waybill Date," and optionally the "Tracking Number" and "Supplier Note" fields. To complete your process, click the OK button. If you wish to cancel the process, click the Cancel button.

To review or edit the PO items for which you have entered a Delivery Record, click on the Delivered value in the corresponding row.

To edit registered company information, select the "Profile" menu from the dropdown menu located in the Profile section at the top right of the screen.

In the Profile screen, the lines marked with a star (*) indicate mandatory fields that must be filled out. The Username field cannot be changed in the User Information section, but changes can be made to other fields. The information entered in the Contact Information section can be viewed by the buyer company.

It's important for the timezone in the Other section to be accurate to ensure that system time and time information in process notifications are correct. After updating the information, you need to click the "Update" button.

For individuals from companies with no existing records in the Promena system, upon receiving the invitation email, they should click on the "Register Now" button. This action will direct them to the Create User screen.

After reading the information provided for the buyer company, they should click on the "Create Supplier Registration" button located at the bottom right corner of the page. This will open a screen where the user can create login credentials for accessing the system.

To create a new user, the required information must be filled out on the Create User page, followed by clicking the "Register " button.

Once the information is saved, an activation email will be sent to the newly created user.

Upon receiving the activation email, the user should click on the "Verify Account" button to log in to the system using the created username and password.

After logging in with the username and password, the user will encounter a screen for creating company information.

The fields marked with a star (*) are mandatory and must be filled out. After filling out the information, the "Submit" button at the bottom of the page should be clicked.

In the "General Information" section, required details for creating the company in the system are added.

Mandatory fields in the General Information step are marked with a star. The process cannot proceed to the next step without filling out these fields.

Company Information:

Company Name: Mandatory field for writing the company name.

Short Name: Mandatory field for entering the short name related to the company name.

Company Email: Mandatory field for entering the general email address of the company.

Company Phone Number: Mandatory field for entering the phone number of the company.

Website: Optional field for entering the website information.

Address Details:

Country: Mandatory field for entering the country information of the company.

State: Mandatory field for selecting the state in countries with states.

City: Field listing the cities within the selected country.

Postal Code: Optional field for entering the postal code related to the address.

Address: Mandatory field for entering the address information.

Detailed Information:

Company Type: Mandatory field for selecting the company type as "Legal Entity" or "Individual".

Tax: Mandatory field for entering the tax identification number.

Trade Registry Number: Optional field for entering the trade registry number.

Establishment Date: Optional field for entering the date of establishment registration.

DUNS Number: Optional field for entering the DUNS number.

Other Information:

Payment Term: Optional field for selecting default payment terms for the relevant supplier from the payment terms defined for the company.

Brand List: Field where brands can be selected from the defined brand lists for the company. This field is optional.

ERP No: Field where the ERP code can be entered for buyers for whom necessary arrangements have been made with integration.

Registration Status: Criteria can be set by buyer companies for suppliers registering in the system. The status information indicates the supplier statuses determined by the buyer. To proceed to the next step, the "Save and Continue" button must be clicked.

*During the registration stage, once a supplier with a status has completed all the steps determined by the buyer, they must click the "Submit" button located in the top right corner of the page.

In the Promena system, there are two methods available for submitting bids for the e-auction to which you have been invited.

In the first method, you can directly access the e-auction details by clicking on the Event Details button in the e-auction invitation sent to your email address. You'll then log in with your username and password.

In the second method, you can first click on the E-auction List menu under the e-sourcing section on the left side of the screen to list your e-auctions within the system.

On the opened page, you can click on the "Details" icon located in the Actions column of the corresponding row for the process you want to access the details of.

When you click on the "Details" icon, the General Information tab automatically opens. In this tab, you can view the general details of the auction and send a message to the buyer.

To inform the buyer company about your participation status in the process, you should click on the pencil icon located in the respective row.

To submit a bid for the auction process, you can click on the Bidding Screen tab.

Unlike the Qualified Selection E-auction type, the My Offers section includes a Grand Total information under the items. Competition information can be arranged by the purchasing company according to the auction structure.

In this auction model, the competition information arranged by the buyer is displayed next to the Grand Total item.

Alternatively, the buyer can provide competition display both at the item level and the grand total level in this auction model.

Within the scope of the general messaging feature, creating new messages is the prerogative of the recipient users. Supplier users cannot create new messages within the system under the general messaging feature, but they can reply to messages.

To list messages, click on the Inbox menu under the Contacttab located on the left side of the screen.,

You can access all messages sent to you within the message box.

· Message Direction: This is the section where the distinction between sent and received messages is made. A red arrow is used for sent messages, and a green arrow is used for received messages.

· From: This is the field where information about who sent the message is displayed.

· To: This is the field where the recipients of the message are indicated. Alongside the username, the company name is also enclosed in parentheses in the relevant fields.

· Subject: This is the field where the subject of the message is displayed.

· The message history is displayed on the message detail page.

· Date: Display is arranged with the most recent at the top, and it's possible to reverse the order in this field.

Unread messages are indicated by an unopened envelope icon. To mark the message as read/unread without accessing its details, click on this icon.

To access the details of the message, you should click on the Detail icon under the Actions column.

· Print: Used to print the page output in its current view.

· Reply Action: This action is available in the details of received messages.

When the "Reply" button is clicked, a new message can be created and sent in response to the relevant message on the pop-up page. The reply button, being specific to the respective message and only performed with the user who sent the message, does not allow for updates to the "To" and "Subject" fields.

When the "Submit" button is clicked, you will be redirected to the Message Box. The sent message will appear on the first line, and a "Replied" indicator will automatically appear next to the message that has been responded to.

An informational email is automatically sent to the user specified in the "To" field.

The "Back to Message Box" shortcut is used to return to the message box.

Attachment: If there is an attachment in the message, it is indicated by the "attach" icon.

The selections in the Filter Field enable the messages in the message box to be displayed according to the needs.

· Search Field: Search is conducted in this field based on the name-surname information in the From/To field and the keyword in the subject field. This field must be at least 4 characters long.

· Buyer: This is the field where search is conducted based on the Sender Company name. To reset the search or select all, "Recipient" should be chosen.

· Message Direction: This is used to filter between Incoming or Outgoing messages. To reset the search or select all, "Message Direction" should be chosen.

· Message Status: This is used to filter between Read or Unread messages. To reset the search or select all, "Message Status" should be chosen.

Another way to access the message box is through the envelope icon located in the top right corner of the page. The number displayed next to the envelope icon indicates the "Number of Unread Messages".

You can access detailed information about message sending from RFI processes through the following link. (link koy)

In RFI processes, the messaging feature is available on the General Information, Documents, and Forms pages of the RFI details.

You can access the messaging feature through the Message Box icon located in the upper right section of the detail pages. There are two options available:

Send Message: Compose and send a new message to the buyer.

Inbox: View all messages related to the RFI.

When you click on “Send Message” option, the following fields will appear on the popup page:

To: This field specifies the recipient of the message. The recipient cannot be changed or added to this field.

Subject: This field allows you to specify the subject of the message. The RFI ID number is automatically included and cannot be deleted, but you can add additional text. The maximum length for the subject is 100 characters.

Message: This field is where you can write the content of your message. There are no character limits for the message content, and you can format and customize the text as needed.

You can use the text area to compose and format your message.

Attachments: To attach a document to the message, click the Add button. If an attempt is made to upload a document with an incorrect format or size, an error message will appear in the upper right corner of the screen. The maximum file size allowed is 100 MB.

Attached documents will be displayed in the field with their file names. To remove an attached document, click the Delete icon (X) next to the file.

When you click the Send button after editing the details, a confirmation message will appear stating, "Request completed successfully."

For the specific RFI process, you can view the messages through the Message Box on the General Information, Documents, or Forms pages.

The General Information page included in the e-Auction details is where detailed information and notes regarding the auction are shared.

On this page, information such as the date of the process, the base currency, the company, and the company representative is shared.

To inform the buyer company about the participation status in the process, you should click on the Pencil icon located in the relevant row.

After editing the participation status in the dropdown list, you should click the save button.

To change the invited participant representative for the process, you should click on the item icon located in the relevant row.

You can select the user who will participate in the auction from the dropdown list that opens, and then click the Save button to complete the process.

The Competition Information, located under the Bidding Status Settings section, contains competitive information that can be displayed in the process.

By clicking on the information icons, you can view a detailed description of the relevant competitive information.

You can view the general rules of the process under the Bidding Settings section.

By clicking on the Min/Max Change Type

information icons, you can view a detailed description of the relevant rule.

• Example 1: If the Min/Max change type is Percentage; Minimum Bid Change: 0.5; Maximum Bid Change: 30 is selected: When renewing your bid, you must make a minimum 0.5% bid reduction based on your current bids. Similarly, when renewing your bid, you can make a maximum 30% bid reduction based on your current bids.
• Example 2: If the Min/Max change type is Quantitative; Minimum Bid Change: 500 TL; Maximum Bid Change: 5000 TL is selected: When renewing your bids, you must make a minimum bid reduction of 500 TL based on your current bids. Similarly, when renewing your bids, you can make a maximum bid reduction of 5000 TL based on your current bids.

In the Note to Participants section, you can view the detailed information provided by the buyer company.

To participate in the RFIs you have been invited to, you can click on the “RFI List” menu under the “E-Sourcing” header.

To access the questionnaires you need to respond to in the RFI, enter the details of the relevant RFI from the RFI List and click on the Forms section.

On the subject page, the forms created by the buyer are listed. Click the Details icon under the Actions column to access the form details and answer to them accordingly.

To share the answered forms to the buyer, you must click the Submit button.

To participate in the RFIs you have been invited to, you can click on the “RFI List” menu under the “E-Sourcing” header.

You can access the details by clicking the Detailsicon located under the “Action” column.

In the details section, you can view general details such as the start and end dates of the published RFI process, the publishing company information, and any notes, if available, on the General Information page.

You can update the authorized user participating in the process by clicking the pencil icon in the Participant Authority field, selecting a different user if available, and then saving the changes.

In the “Documents” section, you can view any documents shared by the buyer company and upload your documents to the RFI.