User Guides
Contents
Settings
Everything you need to get started in oboloo
Company Settings
Go to Settings → Company Settings
Complete the mandatory fields (Company Name & Address etc.). The Company Name will be included in all emails sent to suppliers
Click the Save Company button at the bottom of the page to save your changes
Only Superusers can do this
How To Create a Location
Go To Settings → Locations
Select the Add Location button at the top right-hand side of the page
Fill out all the required fields
Click the Save Location button at the bottom of the page to save and create your new location
Only Superusers can do this
How To Create a Department
Go To Settings → Departments
Select the Add Department button at the top right-hand side of the page
Create a Department Name in the first field and link the new department to a location in the second field
Click the Save Department button at the bottom of the page to save and create your new Department
Only Superusers can do this
Configurations
The Configurations page allows your company to change the options are available to users within some of the drop-down fields used through out oboloo
Go To Settings → Configurations
Select an option from the drop down e.g. Category or Industry
To add a new option click Add New to your selected drop-down options
Populate the new field that appears and click the Save Data button
To Delete an option click the Delete button next to the option to remove. Deleting an option will not delete it from already saved records
Click the Save Data button at the top of the page to update the configurations throughout oboloo
- For Categories and Sub-categories, oboloo uses internationally recognised CPV codes as default
- For Industry and Sub-industries, oboloo uses internationally recognised SIC codes as default
Only Superusers can do this
Currencies
The Base Currency is the default currency your company uses within oboloo and will always appear first in all currency drop downs
Add as many currencies as required
Go To Settings → Currency
Select the + Add Currency button at the top right-hand side of the page
Select a country from the first dropdown field. The Currency Name, Code and Symbol fields will automatically populate
Add a Currency Rate in the last field and click the Add Currency button to save your new currency
To change a currency rate against the base currency click Edit in the currency table. These currency rates feed directly into Savings Management. Completed savings records will use the currency rate applied at the time they are created
To change the Base Currency navigate back to the Company Settings page and select a currency from the Select Base Currency drop down at the bottom of the page. Click the Save Company button to save
Only Superusers can do this
Importing Contracts & Suppliers
Warnings
- This import process cannot be reversed. Please check the accuracy and format of the data to be uploaded first.
- Use the format DD/MM/YYYY for the date fields when importing contracts
- Only 100 records may be uploaded at one time
Go To Settings → Import Data to mass import contracts and supplier data via a downloadable template
Download either the Contract or Supplier Excel template at the bottom of the page and open it on your computer
Populate the fields within the template and once finished save the updated file. You are unable to upload all fields via this process. Additional fields you will need to add manually later to complete the records once the data is uploaded
Return to the Import Data page on the oboloo
Select either the Contract or Supplier template type from the first drop down
Click the Choose File button in the next field and select the correct file to upload from your computer
Click the Upload Template button. Once the upload is complete you will see a success message and your uploaded contracts/suppliers will now be available within oboloo
Only Superusers can do this
Users, Access & Approval
User management made easy
Creating a New User
To create a new user in oboloo:
Go To Settings → Users
Click on the Add User button in the Users page or if you are on a Customised plan, contact your System Administrator or oboloo Account Manager
Fill in all of the required fields. Click the Save User button at the bottom of the page. The new user will automatically receive a welcome email from oboloo with their username and password
User Access & Deactivation
Super Users – have access to and control the entire oboloo software including admin rights:
- Managing user accounts
- Add locations & departments
- Configuring drop down options
- Add currencies
- Edit company settings (system date formats, default currency etc)
- Add & deactivate Users
- Editing approval levels
Regular Users are able to create sourcing, contract supplier and saving activities. Also approve contract documents (if a Super User has given them access rights to do so). Have no admin rights
To deactivate a user go to Settings → Users and select the users profile
Go to the bottom of the page of the users profile and un-tick the Check here to activate this user Then click the Save User button at the bottom of the page
User Approvals
Superusers can give document approval access to specific Regular Users
Settings → Users and select a specific users profile
Go to the Approval Levels table at the bottom of the profile page
Tick the relevant boxes next to each Location & Department to allow approval rights for the user
Click the Save User button at the bottom of the page to update the approvals
Two Factor Authentication
You will automatically receive an email every time you log into oboloo with a unique Two Factor Authentication code. If you need to reset your QR code for your mobile device:
Go to the drop down on the top right hand menu and select Reset QR Code
Click on the Refresh Two Factor Authentication QR Code image
Log off of oboloo
Log back into oboloo with your username & password.
Scan the Two Factor QR Code with a QR mobile Application to save the new authentication code
eSourcing (Quotes)
Learn how to create eSourcing Activities that bring you value
How to Create a Quote
Go to Sourcing → eSourcing on the left-hand menu
Select the Create eSourcing Activity button in the top right-hand corner
Fill in the required fields. Certain fields are mandatory to give your company better visibility and control of quotes and also your suppliers an understanding and background
- Page 1 (Quote Details) – Give your suppliers detailed information on your quote such as a description and when they can respond. You can also attach documents for your suppliers to download
- Page 2 (Quote Scoring Criteria) – Create questionnaires (see below) for your suppliers to answer and a set of Values to score your suppliers against after they’ve responded
- Page 3 (Invite Suppliers) – Add suppliers to send your quote to. To add more than one supplier select the Add Another Supplier button. Users can also invite new suppliers that are not in the system by selecting the Add New Supplier Not In oboloo button
Click the Create Quote button at the bottom of the page to send your quote to the selected suppliers
Your suppliers will now receive an email invite and be able to respond directly within oboloo.
Whoever created the quote will receive notifications whenever a supplier has responded.
Supplier Questionnaires
Create questionnaires for your suppliers to answer when creating eSourcing activities.
Once a supplier has submitted their response you can score and evaluate their answers against the Values used within the eSourcing Activity under the Supplier Evaluation tab.
The supplier questionnaire has three different question types to choose from:
Free Text – This lets a supplier answer in any way they choose via a text box
Multiple Choice – This lets users create a set of answers for a supplier to choose from
Yes or No – This limits a supplier to choose a YES or NO answer
Supplier Evaluation & Scoring
When creating an eSourcing Activity, users can create questionnaires & values to score suppliers against after they’ve responded. This lets users score and compare suppliers side-by-side on other factors than just price
Select an eSourcing Activity that suppliers have responded to
Go the Scoring Criteria & Supplier Comparison tab
Go to the Scoring Criteria section at the top of the tab
Select the Supplier Questionnaire Answers button on the top right-hand corner of the tab to view the answers each supplier gave to the questions within the eSourcing Activity
Score each supplier against each of the values using the drop downs under the suppliers names
- Highest Number = best scoring supplier
- Lowest Number = lowest scoring supplier
(Suppliers can have the same score)
Select the Submit button to complete the scoring process
Once the page has reloaded go back to the Scoring Criteria & Supplier Comparison tab to view the analysis from the scores given to suppliers
Awarding an eSourcing Activity/Creating a Contract From an eSourcing Activity
Awarding An eSourcing Activity
Users can notify their suppliers when they have been awarded against successful eSourcing Activities
oboloo only notifies awarded suppliers and will not notify any non-awarded suppliers within the eSourcing Activity
Go to the eSourcing activity that you would like to award a supplier on
Select the Award Supplier button in the top right-hand corner
Choose the Supplier from the drop down that is being awarded the eSourcing Activity
Select the Award Supplier button at the bottom of the popup
The awarded supplier will now receive an email notifying them that they have been awarded on the eSourcing Activity
Creating A Contract From An eSourcing Activity
Users can create contracts directly from an eSourcing activity for an awarded supplier
Go to the eSourcing activity that you would like to create a contract from
Select the Create Contract button in the top right-hand corner
Fill in the required fields. Some of the fields will be automatically populated based on data from the eSourcing Activity.
Select the Create Contract button at the bottom of the popup
The created contract will now be available within the Contract Management module.
Users can also access the contract directly from the eSourcing Activities page by selecting the Awarded Contract button in the top right-hand corner
Reopening a Sourcing Activity
Reopening an eSourcing activity lets your supplier change pricing, answers to a question or attach further documentation on a quote.
You can choose specific suppliers to reopen your activity to
Go to the eSourcing activity that you would like to re-open
Click the Re-open Sourcing Activity button in the top right-hand corner.
You cannot reopen a quote that has already been awarded
Move the suppliers you wish to reopen the activity for into the right-hand box by selecting the supplier name and clicking the arrow icon
Enter a start & closing date. These dates/times are when a supplier can respond to your re-opened activity
Enter any additional details in the final field. This is important to let your suppliers know why you have reopened the quote so they can respond specifically to your requirements
Select the Reopen Sourcing Activity button at the bottom of the popup. The suppliers will now receive an email notification informing them that they can edit the sourcing activity
You can see a full historic record of supplier responses within the esourcing activity page. A suppliers most recent response to a quote can be found under the Received Submissions tab.
Previous responses from a supplier can be found under the Received Submissions History tab
E.g. If you have reopened a sourcing activity twice for a specific supplier then they should have responded three separate times to it (once when it was first created and two more times when it was reopened twice).
The most recent response will be under the Received Submissions tab and the two previous submissions under the Received Submissions History tab
Quick Evaluations
Create a simple record of supplier comparison scores based on either your company's default values or your own
Quick Evaluations
Quick Evaluations lets users compare suppliers side-by-side based on values and information your company already knows about them
Go to Sourcing → Quick Evaluation
Select the Create Quick Evaluation button at the top right-hand side of the page
Fill in the required fields and add the suppliers you want to include
- To add more than one supplier select the Add Another Supplier button
or
- To add a supplier not already in the system select the Add New Supplier Not In oboloo button. New suppliers included via this function are not added as a permanent supplier under Supplier Management
Add values to your Quick Evaluation
- Select the Add In Default Values button to insert your company’s default values
Or
- Select the Create A Custom Value button to create a new set of values different to your company’s default ones
Put a percentage against each of your values. All of your values must add up to 100% in total
Score each supplier against the individual values using the drop downs under the suppliers names
- Highest Number = best scoring supplier
- Lowest Number = lowest scoring supplier
(Suppliers can have the same score)
Select the Create Supplier Evaluation button to complete the evaluation. You will now be redirected to the results of your Quick Evaluation and can view how your suppliers compare against the values you choose
Contract Management
Build your own contract repository that holds all the information and documents that you need
Add a Contract
Go to Contract Management on the left-hand menu
Select the Add Contract button at the top right-hand side of the page
Fill in the required fields. Certain fields are mandatory to give your company better visibility and control of the contracts.
- Give the contract record a start and an end date, even if there is no end date specified. This is to ensure the contract does not run out of control after a year or two
- For Categories and Sub-categories oboloo uses internationally recognised CPV codes. Superusers can add new categories under configurations
Click the Add Contract button at the bottom of the popup to save and create your new Contract
Click Yes on the next popup if you would like to fill in additional contract information, request documents from the supplier or create custom notifications
Fill in any additional contract information fields you require and click Save Contract to save
All contract records are stored permanently as either Active Contracts or Archived Contracts
To Import Suppliers see Importing Contracts & Suppliers
Documents & Approvals
Go to Contract Management → Select a Contract → Documents tab
Click Choose File and choose the supporting document on your local device. Once attached choose a document type from the drop down to ensure your document is correctly categorised, then click Upload
If you would like a supplier to upload a document then click on the Request A New Document From Supplier button within this tab and follow the same process
You will be notified when your supplier has uploaded a new document
Once documents have been uploaded the Account Manager(s) will be notified and will then be able to view and approve the new document(s)
Contract Notifications
Go To Contract Management → Select a Contract → Notifications tab
Enter the notification text you would like to receive from this custom notification in the Notification Description field (e.g. Give notice on this contract)
Enter the date you would like to receive this notification on in the Date field
Click the Save Contract button at the bottom of the page to save and create your new notification
Supplier Management
Build your own supplier repository that holds all the information and documents that you need
Add a Supplier
Go to Supplier Management on the left-hand menu
Select the Add Supplier button at the top right-hand side of the page
Fill in the required fields. Certain fields are mandatory to give your company better visibility and control of your suppliers
- For Industry and Sub-industries oboloo uses internationally recognised SIC codes. Superusers can add new industries under configurations
Click the Add Supplier button at the bottom of the popup to save and create your new Supplier
Click Yes on the next popup if you would like to fill in additional supplier information, request documents from the supplier or create custom notifications
Fill in any additional supplier information fields you require and click Save Supplier to save
All supplier records are stored permanently as either Active Suppliers or Archived Suppliers
To Import Suppliers see Importing Contracts & Suppliers
Uploading Supplier Documentation & Approvals
Go to Supplier Management → Select a Supplier → Documents tab
Click Choose File and choose the supporting document on your local device. Once attached choose a document type from the drop down to ensure your document is correctly categorised, then click Upload
If you would like your supplier to upload a document then click on the Request A New Document From Supplier button within this tab and follow the same process
You will be notified when a supplier has uploaded a new document
Once documents have been uploaded the Account Manager(s) will be notified and will then be able to view and approve the new document(s)
Supplier Performance & Risk
Performance
Regularly review how your suppliers are performing by awarding them a score supported by an explanation of the reasons for the score. Also record ad hoc performance, trying not to just concentrate negative reviews
Over time this will be built into a valuable informative resource that can be used to better understand, review and negotiate with suppliers
Go to a Suppliers Profile → Performance Tab
Click the Add Supplier Performance Record button
Fill in the required fields and give your supplier a score between 0-10 then click Submit Supplier Performance button to save your new performance score
The average performance score will now be updated on the suppliers profile page and the table on the Supplier Management home page
Risk
Regularly review your suppliers risk based on whatever risk criteria your company chooses to apply, supported by an explanation
Keeping this up to date will help warn your company of any potential supplier risks
Go to a Suppliers Profile → Risk Tab
Click the Add Supplier Risk Record button
Give your record a title and then choose a risk score from the drop down
- 1= Low Risk
- 2 = Medium Risk
- 3 = High Risk
Click Submit Supplier Risk button to save your new performance risk record
Your suppliers risk score will now be updated on the table on the Supplier Management home page. The suppliers latest risk score acts as its current one
Savings Management & Reporting
Collate and track all your savings in real-time
Adding a Savings Record
Go To Savings Management on the left-hand menu
Select the Create Savings Record button at the top right-hand side of the page
Fill in the required fields and click the Add Milestone button to add itemised savings records. You can add individual sub projects here with their own cost reduction and cost avoidance amounts. All of the milestones will calculate an overall total savings amount
Click the Add Savings Record button at the bottom of the page to save your new savings record. If you would like to fill in additional fields, milestones or descriptions then click Yes on the next popup
Report Builder
The Savings Report Builder allows users to create reports based on their organisations savings records and data. This is a simple filter and drag and drop report builder similar to a PivotTable.
Simply filter your date range, location and department and watch your data get populated
Go To Report Builder on the left-hand menu under the Savings Management menu item
Apply your chosen filters at the top of the page and click the Run Report button
Now that your data has appeared below you can slice it up by any way you wish by dragging the green fields (Category, Sub Category, Vendor, Timeframe etc) at the top of the grid into the report. You can also export your report to to Excel or PDF and even print it
Default Values/Scoring Criteria
Put the values that are important to you at the core of your organisation’s activities
Default Values/Scoring Criteria
Put the values that are important to your company at the core of all your activities
Supers Users can use the Default Values page to enter your company’s values into oboloo which are then visible to all users when creating sourcing activities and scoring suppliers
Go to the Default Values page via the left-hand menu
Here you can create and edit the values that are most important to your business. Put a value name (e.g. Service quality) and assign the relative importance of each with a percentage score
Default values are used to communicate to both to users and suppliers what is important to your company when requesting quotes. When creating eSourcing activities users can choose to apply their own values that may be particular to that activity
See how your values have been applied against past sourcing activities & contracts
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