Service Update 2.7.0

Released on 15 November 2024.

Updates for Buyer Accounts

General

• Usernames now support the usage of dots (.)
• The Buyer Registration includes an additional field to specify whether the organization is registered with SSM. This is only applicable to organizations registered in Malaysia.
• Fixes an issue where delegatees are able to view all tasks assigned to the delegator, instead of only the subset of tasks that have been delegated to the delegatee.
• Improves the system's mobile responsiveness to support devices with smaller screens.
• The address field now supports postal codes that include alphabets for addresses outside Malaysia.
• Standardizes multi-line text fields to allow users to hit the Enter key to input text on a new line.
• When creating new users, activation emails will no longer be sent automatically upon saving the user profile, and instead will only be sent upon clicking on the “Send Activation Email” button. This does not apply to new users created using Batch Import, who will continue to receive the activation email upon successful import.
• Standardizes the display of numbers to apply the comma as the thousands separator (e.g. 1,000,000 vs 1000000).
• Standardizes the alignment of numbers, decimals and monetary amounts to the right, while other number formats such as dates and years will be aligned to the left.
• Fixes an issue where the Heads of Divisions or Departments were unable to see records belonging to users under their respective Division or Department.
• Fixes an issue where the horizontal scrollbars for grid tables were not displayed in certain web browsers.
• System Admins are now allowed to delete Draft or Inactive Vendor Category Templates, as long as they are not Standard System Templates.

Vendor Management

• The Vendor Company Profile and One-Off Vendor Creation Form includes an additional field to specify whether the organization is registered with SSM. This is only applicable to organizations registered in Malaysia.
• Vendors with status = Registered or Approved can now submit requests to update their Company Profile, subject to approval based on the Buyer's vendor registration approval workflow.
• In the Vendor Company Profile – Financial Information tab, the Financial Statement section now includes 2 additional fields: "Total Long-Term Liabilities" and "Total Sales". The Pre-Q section also includes 4 additional fields: "Net Asset Value", "Net Asset Ratio", "Shareholders' Equity", "Asset Turnover".
• In the Vendor Company Profile, the following roles can now directly edit the vendor categories selected when the vendor status = Registered: system admins, procurement officers, vendor admins, pre-q evaluators and VRS approvers. This only applies if the buyer’s organization is using a proprietary vendor category template. Changes will be logged in the Activity Log.
• The Vendor Library Listing will now only display Vendors who are Registered or Approved with at least 1 Buyer.

Purchase Requisition

• Fixes an issue where the PR Items total amount was not auto-calculated upon the item being saved.
• Fixes an issue where PR Items created from Contract may be listed as duplicates.

Quotation

• For Quotations with status = In Progress (i.e. awaiting bidder submission), buyer users can now invite additional vendors to participate in the same quotation, subject to the same deadline.
• For Quotations with status = In Progress, if all invited bidders have already submitted their quotations, buyers users trigger Quotation Opening to begin without waiting for the Quotation End Date.
• During Quotation Opening, the buttons for "Proceed Recommendation", "Extend Quotation" and "Cancel Quotation" have been added to the Vendor List tab. The notification email and task for Quotation Opening will now also redirect to the Vendor List tab instead of the Quotation Header tab.
• Fixes an issue where approval tasks are not automatically closed out when a Quotation is cancelled, opened or awarded.

Tender

• Fixes an issue where approval tasks are not automatically closed out when a Tender is cancelled, opened or awarded.
• For Tenders with a BOM template, the UOM field can now be edited for parent items. The Quantity field for parent items will also be validated to ensure they are equal to "1". Parent items will also no longer display unit prices.
• Fixes an issue with BOM templates uploaded by Buyer users, where the amounts for parent items were not summed up correctly based on the child items.

Purchase Order

• In the Payment Milestone tab, the percentage of allocation now supports 4 decimal places.
• The following fields are now optional, as they can also be updated by the Vendor during Invoice creation: "Product / Service Classification" and "Tax Type".

Contract

• In the Billing Milestone tab, the percentage of allocation now supports 4 decimal places.
• The following fields are now optional, as they can also be updated by the Vendor during Invoice creation: "Product / Service Classification", "Tax Type".
• Contract Reminder Emails which were previously only sent to Procurement Officers will now also be sent to Contract Record Owners.

Invoice

• Fixes an issue where the IRBM e-Invoice Verification approval workflow is triggered repeatedly for multi-level approvals.
• Fixes an issue where unbudgeted invoices without awards did not allow the Invoice PIC to specify Record Owners for the invoice.
• The following mandatory fields can now be edited during Invoice creation: "Product / Service Classification" and "Tax Type". Invoice approvers can view these fields in the DO items / Invoice Items tab.

Updates for Vendor Accounts

General

• Usernames now support the usage of dots (.)
• Vendor Registration includes an additional field to specify whether the organization is registered with SSM. This is only applicable to organizations registered in Malaysia.
• Improves the system's mobile responses to support devices with smaller screens.
• Standardizes multi-line text fields to allow users to hit the Enter key to input text on a new line.
• Standardizes the display of numbers to apply the comma as the thousands separator (e.g. 1,000,000 vs 1000000).
• Standardizes the alignment of numbers, decimals and monetary amounts to the right, while other number formats such as dates and years will be aligned to the left.
• Fixes an issue where the horizontal scrollbars for grid tables were not displayed in certain web browsers.

Company Profile

• Vendors with status = Registered or Approved can now submit requests to update their Company Profile, subject to approval based on the Buyer’s vendor registration approval workflow.
• The address field now supports postal codes that include alphabets for addresses outside Malaysia.
• In the Vendor Company Profile – Financial Information tab, the Financial Statement section now includes 2 additional fields: "Total Long-Term Liabilities" and "Total Sales".

e-Tender

• In the Pricing Summary tab, vendors can now key in the Tax %, and the system will auto calculate the tax amount and total amount after tax.
• For Tenders with a BOM template, the Pricing Summary tab will now display the BOM items in a table grid by default. Additional instructions have been added to advise vendors to update the pricing in the lowest item breakdown levels.
• For Tenders with a BOM template, the Quantity field for parent items will be validated to ensure they are equal to "1". Additional instructions are also added to advise users to edit the pricing and intention to bid at the lowest item level breakdown. The system will autofill the parent item(s) accordingly.

e-Quotation

• In the Quotation Items tab, vendors can now key in the Tax %, and the system will auto calculate the tax amount and total amount after tax.

e-Fulfillment

• The Items tab now includes a horizontal scrollbar to support narrow display windows.

e-Invoice

• The following fields are mandatory, and can now be edited during Invoice creation: "Product / Service Classification" and "Tax Type".

Service Update 2.6.0

Released on 11 October 2024.

Updates for Buyer Accounts

General

• The item quantity field now supports up to 4 decimals in the PO, Contract, DO and Invoice module. While only 2 decimals are displayed in the interface, calculations will be based on up to 4 decimals.
• Fixes an issue where Record Owners were unable to delete records if they were not the original record creator.
• Fixes an issue where certain pages could be accessed by users who had the url, even if the user role was not authorized to do so.
• To improve system security, the system will no longer allow concurrent logins for each user account. When a user logs in, they will be logged out from any other active sessions.
• User emails will now be masked in the 'forgot password' page.
• The system will now enforce a 6-month password expiration policy and password history checking. When resetting passwords, users will not be allowed to reuse their 5 latest passwords.
• The system has upgraded to the latest compatible version of Bootstrap and JavaScript.

Vendor

• The Business Activity Description field has been added to One-Off Vendors, as this is a required field for IRBM e-Invoices.
• Fixes an issue where system messages to Vendors regarding incomplete Vendor Categories were displayed to Buyer users.

Tender

• Fixes an issue where Bidders received email notification on tender start date, even though the tender plan had not been approved yet.

Purchase Order

• Payment Milestones can now be expanded to view and edit the quantity of deliverable line items for each milestone. By default, the deliverable quantity percentage for each line item will follow the payment milestone percentage, but this can be edited.
• Payment Milestones that do not require delivery will also need to list the deliverable PO items, as the payment milestone value is based on the PO items value.
• The Item Quantity Allocation Popup has been added to allow users to quickly adjust the percentage quantity to be delivered for each line item per payment milestone. The PO cannot be submitted if the sum of the Payment Milestone amounts is not equal to the PO's total awarded amount.
• When creating POs from Contracts, the PO items tab will now auto-fill the PO Items quantity based on the quantities specified in the Contracts Payment Milestone selected. The PO Payment Milestone will default to 100% based on the quantity and value of items for the selected Contract Payment Milestone.

Contract

• Contract Items now allow user to edit the tax %.
• Payment Milestones can now be expanded to view and edit the quantity of deliverable line items for each milestone. By default, the deliverable quantity percentage for each line item will follow the payment milestone percentage, but this can be edited.
• Payment Milestones that do not require delivery will also need to list the deliverable Contract items, as the payment milestone value is based on the Contract items value.
• The Item Quantity Allocation Popup has been added to allow users to quickly adjust the percentage quantity to be delivered for each line item per payment milestone. The Contract cannot be published if the sum of the Payment Milestone amounts is not equal to the Contract's total awarded amount.

Delivery Order

• Delivery Orders (DOs) now require the PO/Contract payment milestone in the DO header.
• Based on the payment milestone selected, as well as any DOs and Invoices previously submitted for the same payment milestone, the DO items quantity will be auto-filled. The delivery quantity, unit price and tax can still be edited by the vendor.
• The DO Items tab now displays an additional field for Balance PM Quantity, which indicates the balance quantity to be delivered for the selected Payment Milestone.
• Depending on tolerance settings in Application Settings, Vendors may be allowed to submit DOs with unit price, quantity or tax that exceeds the awarded amount. The system will display a warning message, but approvers may still proceed to approve it.

Invoice

• The following fields have been added for IRBM e-Invoices: "Upload IRBM e-Invoice" and "IRBM Unique Identifier No." These fields are optional when the Invoice status is "Draft", but mandatory once the Invoice status is "Pending IRBM Validation."
• Upon Invoice approval, Invoice status will now update to "Pending IRBM Validation" (if the 2 new fields above are not filled) or "Validated by IRBM" (if the 2 new fields above are filled).
• When Invoice status is "Pending IRBM Validation", Vendors are required to fill up the 2 new fields above and resubmit the Invoice to update the status to "Validated by IRBM."
• Once Invoice status is "Validated by IRBM", the configurable IRBM e-Invoice Verification workflow will be triggered for Buyers to review the information. Once approved, the Invoice status will update to "Approved".
• When selecting DOs for invoices, you may now only attach DOs tied to the same payment milestone as the one selected in the Invoice header.
• For invoices that require delivery, the Delivery Order tab will now display the line items for each DO without needing to open the DO in a separate tab.
• For invoices that do not require delivery, based on the payment milestone selected, as well as any DOs and Invoices previously submitted for the same payment milestone, the Invoice items quantity will be auto-filled. The delivery quantity, unit price and tax can still be edited.
• Depending on tolerance settings in Application Settings, Vendors may be allowed to submit Invoices with unit price, quantity or tax that exceeds the awarded amount. The system will display a warning message, but approvers may still proceed to approve it.

Settings

• In Application Settings, the Tolerance tab has been added to allow Admins to configure a tolerable limit for DOs and Invoices to exceed POs and Contracts. This applies to unit price, quantity and tax.
• Admins can now configure approval workflows for "IRBM e-Invoice Verification". By default, it will use the same default workflow for Invoice approval.
• Fixes an issue with Vendor Category Template Items, where the downloaded Excel fails to export data for Reference, Vendor Category Template and Status fields.

Budget Control

• Budget Dimensions can now be created for Business Units and Projects. Budget Codes can also be tagged with multiple Budget Dimensions.
• COA and Budget Codes have been updated to support many-to-many relationships.
• Records can now only be tied to Budget Codes if the Budget Code Dimensions match the Record Dimensions. Hovering over a Budget Code in a record will display its Dimensions.
• In all records, Budget Codes can now be defined at a line item level instead of just at the Record level. Line items also supports linking to Budget Codes for current and future billable years.
• Budget Transaction Listing will now include the following fields: COA, Business Unit Dimensions, Project Dimensions.

Updates for Vendor Accounts

General

• The item quantity field now supports up to 4 decimals in the PO, Contract, DO and Invoice module. While only 2 decimals are displayed in the interface, calculations will be based on up to 4 decimals.
• Fixes an issue where certain pages could be accessed by users who had the url, even if the user role was not authorized to do so.
• To improve system security, the system will no longer allow concurrent logins for each user account. When a user logs in, they will be logged out from any other active sessions.
• User emails will now be masked in the 'forgot password' page.
• The system will now enforce a 6-month password expiration policy and password history checking. When resetting passwords, users will not be allowed to reuse their 5 latest passwords.
• The system has upgraded to the latest compatible version of Bootstrap and JavaScript.

Company Profile

• Fixes an issue where Vendors were able to navigate to other sub-tabs in the Background section even though Vendor Categories had not been updated yet.

e-Tender

• If a Tender Item has been indicated as Intent to Bid = “Yes”, the quantity field can no longer be edited. If you wish to edit the bid quantity, Intent to Bid should be set as “Alternative”.

e-Award

• Payment Milestones will now list the required PO items or Contract Items for each milestone.

e-Fulfillment

• Delivery Orders (DOs) now require you to select the PO/Contract payment milestone in the DO header.
• Based on the payment milestone selected, as well as any DOs and Invoices previously submitted for the same payment milestone, the DO items quantity will be auto-filled. The delivery quantity, unit price and tax can still be edited.
• Depending on the Buyer's tolerance settings, you may be allowed to submit Delivery Orders with unit price, quantity or tax that exceeds the awarded amount up to a set limit. The system will display a warning message, but you will still be allowed to submit, subject to approval.

e-Invoice

• The following fields have been added for IRBM e-Invoices: "Upload IRBM e-Invoice" and "IRBM Unique Identifier No." These fields are optional when the Invoice status is "Draft", but mandatory once the Invoice status is "Pending IRBM Validation."
• Upon Invoice approval, Invoice status will now update to "Pending IRBM Validation" (if the 2 new fields above are not filled) or "Validated by IRBM" (if the 2 new fields above are filled).
• When Invoice status is "Pending IRBM Validation", you are required to fill up the 2 new fields above and resubmit the Invoice to update the status to "Validated by IRBM."
• Once Invoice status is "Validated by IRBM", the configurable IRBM e-Invoice Verification workflow will be triggered for Buyers to review the information. Once approved, the Invoice status will update to "Approved."
• When selecting DOs for invoices, you may now only attach DOs tied to the same payment milestone as the one selected in the Invoice header.
• For invoices that require delivery, the Delivery Order tab will now display the line items for each DO without needing to open the DO in a separate tab.
• For invoices that do not require delivery, based on the payment milestone selected, as well as any DOs and Invoices previously submitted for the same payment milestone, the Invoice items quantity will be auto-filled. The delivery quantity, unit price and tax can still be edited.
• Depending on the Buyer’s tolerance settings, you may be allowed to submit Invoices with unit price, quantity or tax that exceeds the awarded amount up to a set limit. The system will display a warning message, but you will still be allowed to submit, subject to approval.

Service Update 2.5.0

Released on 9 August 2024.

Updates for Buyer Accounts

General

• The Vendor Sub-category dropdown selection now supports an indented view for parent and child categories. This applies to the Vendor Company Profiles for one-off vendors, the Vendor Profile Listing, the Vendor Library Listing, as well as the Header tabs and Bidder List tabs for Quotations, Tenders and Reverse Auctions.
• Fixes an issue with the notification email for account setup where the infographic image is displayed abnormally large.
• During submission of a record, if approval is not required, the Activity Log will include a line indicating that the approval task was not created due to the relevant setting being turned off. This applies to the following modules: Vendor Profile Approval, Purchase Requisition, Quotation, Tender, Reverse Auction, Purchase Order, Delivery Order and Invoice.

Vendor

• In the Vendor Company Profile, additional fields have been added based on IRBM e-Invoice requirements. When Vendors submit IRBM e-Invoices, supplier details will be auto-filled based on information in the Vendor’s Company Profile.
• During Vendor Pre-Qualification, Vendor Company Profiles can now be reworked without having to first complete the entire Pre-Qualification process.
• Fixes an issue where Vendors’ Company Profile Activity Log includes notifications when Buyers add new Vendor Category Template Items.

Vendor Performance

• Fixes an issue where Vendor Performance Evaluations based on Contracts did not appear in the Vendor’s Company Profile.

Quotation

• Fixes an issue where the Vendor List tab could not be saved if only one Vendor was invited to a Quotation plan.

Tender

• Fixes an issue for split evaluation tenders where the technical scores and commercial scores were not calculated correctly.

Purchase Order

• The ‘Product/Service Classification’ and ‘Tax Type’ fields have been added to each line item, based on IRBM e-Invoice requirements.

Contract

• The ‘Product/Service Classification’ and ‘Tax Type’ fields have been added to each line item, based on IRBM e-Invoice requirements.

Invoice

• When creating new invoices, users can now toggle whether the invoice shall be IRBM-compliant or not. If the ‘IRBM e-Invoice' checkbox is selected, new fields will be displayed based on IRBM e-Invoice requirements.
• For IRBM e-Invoices, buyer details and supplier details will be auto-filled based on the Vendor’s Company Profile and the Buyer’s Organization details in Business Unit settings. These can still be edited directly in the Invoice.
• For IRBM e-Invoices that are approved, users will be able to download the XML file, formatted as per IRBM e-Invoice requirements.

Settings

• In Application Settings, Buyers can now indicate if they wish to turn on IRBM e-Invoice compliance. By doing so, invoices created for this Buyer will be marked as IRBM e-Invoices by default, though this can be changed for individual invoices.
• In Application Settings, changes to settings that determine whether approval is or is not required for certain processes will be logged in the Activity Log.
• In Delegation settings, type = ‘Vendor’ has been renamed to ‘Vendor Profile Approval’ to reduce ambiguity.
• Fixes an issue in Delegation settings, where delegations with type = ‘Vendor Profile Approval’ and ‘Vendor Performance Evaluation’ failed to be delegated correctly.
• In Business Unit settings, additional fields have been added to Organizations based on IRBM e-Invoice requirements. When Vendors submit IRBM e-Invoices, Buyer details will be auto-filled based on the Organization of the Record Owner from the related Contract or Purchase Order.
• Fixes some issues with the Batch Import functionality for the following settings: Compliance Matrix Template, Evaluation Criteria Category / Sub-Category, Evaluation Score Sheet Template, Business Unit, User, Material Category / Sub-Category, Tax Code.
• Fixes an issue where standard Vendor Category Templates maintained by WeManage Admin could be deactivated by Buyer users.
• In Evaluation Score Sheet Templates, for split evaluation scoresheets, system checking has been implemented to ensure technical and commercial weightages sum up to 100%.

Updates for Vendor Accounts

General

• New fields have been added to the Vendor registration page in line with IRBM e-Invoice requirements.

Homepage

• Fixes an issue in the homepage where the tiles that display the number of records requiring action all display ‘0’ when the calendar is changed to prior or subsequent months.
• The Company Profile tile will no longer display the number of buyers pending profile renewal until the relevant enhancements are completed.

Company Profile

• In the Business Activities tab, the Vendor Sub-category dropdown selection now supports an indented view for parent and child categories.
• Fixes an issue where the ‘Background’ tab fails to display the green tick after Vendor Categories / Sub-Categories are finalized.
• In the Company Profile, additional fields have been added based on IRBM e-Invoice requirements. When IRBM e-Invoices are submitted, supplier details will be auto-filled based on information in the Company Profile.
• Fixes an issue where Vendors receive too many notifications when Buyers add new Vendor Category Template Items. This applies to the Company Profile Activity Log, Notification Bell and notification emails.

e-Quotation

• If all tabs are completed, the Submit button will now be displayed in all tabs, not just the Pricing tab.

e-Tender

• In the Compliance tab, changes are made to the interface to make it clearer if remarks or attachments are mandatory.
• If all tabs are completed, the Submit button will now be displayed in all tabs, not just the Pricing tab.

e-Invoice

• When creating new invoices, users can now toggle whether the invoice shall be IRBM-compliant or not. If the ‘IRBM e-Invoice' checkbox is selected, new fields will be displayed based on IRBM e-Invoice requirements.
• For IRBM e-Invoices, buyer details and supplier details will be auto-filled based on the Vendor’s Company Profile and the Buyer’s Organization details. These can still be edited directly in the Invoice.
• For IRBM e-Invoices that are approved, users will be able to download the XML file, formatted as per IRBM e-Invoice requirements.

Service Update 2.4.0

Released on 28 June 2024.

Updates for Buyer Accounts

Vendor Performance

• Vendor Performance Evaluations can now be configured to trigger based on contracts - upon contract expiry or upon specific dates within the contract validity period. This can be configured in Application Settings. The fields in the Vendor Performance module have been updated accordingly.

Purchase Requisition (PR)

• In the PR Items tab, the Description field for each PR item has been restricted to a maximum of 255 characters.
• Fixes an issue where uploaded documents could not be deleted when a PR is reworked by approvers.
• During the PR approval stage, approvers can view the price comparison for each PR item versus all available quotations received for the same PR item based on material item code. This is subject to configurations in Application Settings that define the roles allowed to view quotation prices.

Quotation

• Certain user roles may now be restricted from viewing the Material Price Bank and pricing in Quotations, depending on the configurations in Application Settings.

Reverse Auction

• Buyers can now choose to disqualify certain bidders when a reverse auction is in progress. Disqualifying a bidder will prevent them from submitting further bids and removes their previous bids from the bid price chart. Disqualified bids will still appear in the bid log, with a remark that they've been disqualified.

Contract

• In the Contract Header tab, the Record Owner field has been added. By default, this field will be auto-filled with the name of the contract creator, or the Quotation Record Owner (for Contracts created from Quotations).
• If any Vendor Performance Evaluations are triggered from published contracts, the Record Owner will be assigned to complete the evaluation.
• In the Contract Items tab, an editable Tax(%) field has been added to each line item.
• Fixes an issue where the Material Item Code field is mandatory for all Contract Items.

Settings

• In Application Settings, Admin users can now configure which roles are allowed to view pricing submitted in Quotations. Users without the specified role will not be able to view pricing in PRs, Quotations or the Material Price Bank.
• Each user can now be assigned multiple system and procurement roles.
• Two new user roles are now available – Vendor Admin (allowed to manage all Vendors) and Finance (allowed to view all vendor profiles, award and post-award records).

Budget Control

• A new set of Settings has been added for the purpose of budget control – Budget Code, Budget and Budget Transactions.
• Budget control can be turned on or off in Application Settings. The following details only apply if budget control is turned on.
• Admin users can use the Budget Code settings to set up a list of budget codes used by the organization, and specify the related chart of accounts (COAs).
• Buyer admins can use the Budget settings to allocate the budget for each budget code across each fiscal year.
• All transactions that involve changes to the reserved, committed and utilized budgets will be recorded in the Budget Transaction Listing.
• If budget control is enabled, the budget code and COA will be required in all new purchasing, sourcing, award and post-award records.
• In the PR module, once a PR is submitted, budget checking will be conducted. If the budget is sufficient, the PR amount will be reserved from the budget.
• In sourcing modules (Tender, Quotation and Reverse Auction), once bidders have been recommended, budget checking will be conducted. If the budget is sufficient, the recommended amount will be reserved from the budget. If the sourcing is tied to a PR, the PR amount that was previously reserved will be released.
• In award modules (PO and Contract), once the award is submitted or published, budget checking will be conducted. If the budget is sufficient, the awarded amount will be committed from the budget. If the award is tied to a PR or sourcing record, the amount that was previously reserved will be released.
• In invoices, the Invoice PIC will be required to select the budget code and COA for invoices submitted by vendors. Upon invoice submission to the first level approver, budget checking will be conducted. If the budget is sufficient, the invoice amount will be utilized from the budget. If the invoice is tied to an award, the awarded amount will be released from the committed budget.

Updates for Vendor Accounts

Reverse Auction

• Buyers may now choose to disqualify certain bidders when a reverse auction is in progress. If you are disqualified, you will receive a notification email, and will no longer be able to submit further bids. Your bids will also be removed from the Buyer's and Vendor's bid price chart.
• For reverse auctions that allow bidders to set their own starting bid, you may now choose to replace your starting bid if needed, as long as you have not placed any subsequent bids yet.

Service Update 2.3.0

Released on 7 June 2024.

Updates for Buyer Accounts

General

• Fixes an issue where Procurement Officers who have already been deactivated continue to receive notification emails when new Vendors associate with their organization.
• Buyers with the System Admin or Procurement Officer roles can now configure their own sets of Vendor Category Templates and Vendor Category Template Items.
• In Application Settings, Buyers can choose to use standard Vendor Category Templates maintained by WeManage such as MSIC for Malaysia, or select their own proprietary templates.
• Vendor Category templates now support multiple levels of sub-categories, not just 2.
• Changes to the Vendor Category template will be logged in Activity Logs, and trigger notification emails to Buyer admins as well as the affected Vendors. Vendors will be prompted to update their Vendor Categories before they can perform further actions in the WeManage system.
• For Buyers that use their own proprietary Vendor Category Templates, Buyer admins will be notified via email whenever Vendors submit a request to add a new Vendor Category.
• Changes to the active Vendor Category Template will be reflected in all related modules such as the Vendor Listing page, Vendor Company Profile, Vendor Category Report, Vendor Insight, Quotation Header, Quotation Vendor List, Tender Header, Tender Bidder List, Reverse Auction Header, and Reverse Auction Bidder List.
• Fixes an issue in all modules where the Record Owner field would become temporarily locked if it was set to 'Please Select'.

Purchase Requisition

• Fixes an issue where PR Creators were unable to see the Submit button even though all required fields have been completed.
• Fixes an issue where Quotations created from Draft PRs would auto-populate the PR No. Field with the Draft PR, even though the field should only allow the selection of Approved PRs.

Reverse Auction

• When creating a new Reverse Auction, Buyers can configure whether to show or hide the bid prices to Vendors. By default, bid prices will NOT be shown to Vendors. With this configuration, Vendors will only be able to see their bid rank (with the lowest bid being ranked #1), but not the prices submitted by other Vendors.
• Buyers can now choose not to set a starting price for reverse auctions. This will allow Vendors to submit any amount for their initial bid.
• The Bidding Progress tab will now display a real time ranking of the Top 10 Bidders, with the lowest bid being ranked #1. This will only be visible to Buyers.
• Buyers can now export the bidding log and bidder ranking after the e-bidding has ended.

Purchase Order

• Fixes an issue where the Submit button was still displayed in Purchase Orders which have already been approved.

Contract

• Fixes an issue were the Documents tab continued to enforce mandatory attachments even when attachments were configured to be optional in Application Settings.

Updates for Vendor Accounts

General

• Vendors can now select different Vendor Categories for each Buyer they are associated with, depending on the Vendor Category Template configured by each Buyer.
• Changes to a Buyer's Vendor Category template will notify all affected Vendors via email to update their Vendor Categories before they can perform further actions in the WeManage system.
• Changes to Vendor Categories will be logged in the Company Profile's Activity Log.
• Infographics about the Vendor Registration process have been added to the following areas to help improve the user friendliness of the Vendor Registration process: account creation page, account activation email and popup upon login for Draft Vendors.
• All new Vendors are now required to obtain an invitation link from a Buyer in order to create an account for their organization. New Vendors can no longer create a standalone Vendor account without an associated Buyer.
• The 'Vendor Registration' page and its associated buttons, headers and messages will now be relabelled as ‘Vendor Account Creation’ to reduce ambiguity between account creation vs registration.
• A tooltip has been added to the Registration No. field for Malaysian Vendors to assist users in searching for their new Company Registration No. via the official SSM website.
• The Company Profile will now display the Submit button even when certain tabs are not completed yet. Clicking on the Submit button when information is missing will prompt an error message describing the actions required before the profile can be submitted.

Reverse Auction

• Fixes an issue which caused Vendors to be unable to submit bids in certain situations.
• Fixes an issue which allowed Vendors to submit bid amounts that fall below zero.
• Fixes an issue which prevented Vendors from submitting bids if they were disconnected close to the end of the bidding period.
• Vendors can now see their bid rank versus other bidders, with the lowest bid being ranked #1. Bid rank will be updated in real-time when each new bid is received.
• Depending on the Buyer's configuration, reverse auctions may or may not display the bid prices submitted by other Vendors. Vendors will still be able to see their own bid price and rank, but the bid progress chart and current price may or may not be displayed for certain reverse auctions.
• Depending on the Buyer's configurations, some reverse auctions may no longer set a starting price. In these cases, Vendors will be prompted to submit any amount for their starting bid.

Service Update 2.2.0

Released on 22 March 2024.

Updates for Buyer Accounts

General

• Fixes an issue in the Approval Log for all modules where approver remarks that contained line breaks were not displayed correctly.
• In the record headers, the 'Requester Name' field has been renamed to 'Record Owner', and can now be edited by Procurement Officers. An additional field 'Created By' has also been added. This applies to the following modules: Purchase Requisition, Quotation, Tender, Reverse Auction and Purchase Order.
• Fixes an issue with the global search bar where Quotation records could not be retrieved, and the 'Clear Filter' button didn’t work.

Settings

• In Application Settings, Admins can now specify whether internal or external supporting documents are mandatory for each module.
• If supporting documents are configured to be mandatory, Admins can also add a description of the documents required, which will be displayed in the relevant module's document tab.

Vendor Management

• A search bar has been added to the Vendor Profile Listing and Vendor Library Listing pages to allow you to search for vendors based on their company name and registration number.
• A category filter has also been added to the Vendor Profile Listing page to make it easier to filter for vendors based on their category.

Reverse Auction

• You can now specify whether bid decrements should be controlled based on amount or percentage. You can also now specify the maximum bid decrement to prevent vendors from accidentally dropping the bid price too quickly during the ITB stage.

Analytics

• Rearranged the order of analytic tabs and charts to correspond with the stages of the sourcing cycle. The default tab for the Analytics module has also been changed to the Vendor Insight dashboard.
• Adds tooltips to each chart in all 5 dashboards to provide a description of what data is being displayed.
• Updated the names of some of the charts to be more descriptive.

Updates for Vendor Accounts

General

• Fixes an issue with the global search bar where the 'Clear Filter' button didn't work.

Reverse Auction

• Bid decrements can now be controlled based on amount or percentage.
• Bids can also be limited by a maximum bid decrement set by the Buyer to prevent Vendors from accidentally dropping the bid price too quickly during the ITB stage.
• The Bid Amount will now be auto-filled based on the Current Price – Minimum Bid Decrement. This Bid Amount can still be edited before the bid is submitted.
• A tooltip will now be displayed to guide Vendors on the range of Bid Amounts allowed so that the submitted bids do not exceed the minimum or maximum bid decrements.

Service Update 2.1.0

Released on 23 February 2024.

Updates for Buyer Accounts

General

• The Buyer registration page now includes links to a PDF guide, video guide and FAQ.
• In the homepage, users can now use the global search bar to search for the following types of records - PR, quotation, tender, e-bidding, PO, DO, invoice. Records can be searched based on the title or description fields.
• The date and time of the user’s last login will now be displayed at the top right corner of interface. This will help alert if someone has logged into an account without the user’s knowledge.
• User guides and videos can now be accessed from question mark icon in the top right corner of the interface.

Tender

• Enhances the bidder disqualification popup message during Tender Opening and Tender Shortlisting to be more user friendly.

Analytics

• 4 new analytics dashboards have been released – Spend Overview, Vendor Insight, Sourcing Insight and Operations Insight. This includes a total of 58 new charts, tables and measurables.
• Analytics can be filtered based on custom date ranges, business units and vendors.
• Charts and measurables can be rearranged and resized to customize each analytics dashboard.

Updates for Vendor Accounts

General

• The Vendor registration page now includes links to a PDF guide, video guide and FAQ.
• Invitation emails for Vendors to associate with a Buyer now include links to a PDF guide, video guide and FAQ.
• The date and time of the user’s last login will now be displayed at the top right corner of interface. This will help alert if someone has logged into an account without the user's knowledge.
• A notification feature has now been added to the top right corner of the interface.
• User guides and videos can now be accessed from question mark icon in the top right corner of the interface.
• A product tour will now be displayed the first time a user logs in after this update. This product tour can be re-triggered from the question mark icon in the top right corner of the interface.

Homepage

• In the homepage, users can now use the global search bar to search for the following types of records - PR, quotation, tender, e-bidding, PO, DO, invoice. Records can be searched based on the title or description fields.
• Enhanced the UX of the module tiles to include an alert icon for modules with pending action items.
• A calendar view and listing view of pending tasks has been added to the homepage. Users can toggle between the calendar view and listing view depending on their preference, and click on the relevant records to open them in a new tab.
• A list of all associated Buyers will now be displayed at the bottom of the homepage, including registration status, average performance %, no. bids submitted, bid-win ratio, and jobs on hand.

Company Profile

• If a Vendor has not associated with any Buyers, the Submit button will no longer be displayed in the Company Profile, even if the profile is complete.

Service Update 2.0.0

Released on 12 January 2024.

The WeManage Procurement platform has been upgraded to the latest .NET7 technology. While users may not initially notice many changes on the surface, the foundations of the system have been rebuilt to give you:

• Enhanced Security: This upgrade includes the latest security enhancements to keep your information safe and secure.
• Improved Performance: Look forward to a faster and more responsive user experience.
• Future Development: This upgrade sets the foundation for the development of more robust features and modules that you can expect in the coming months.

Updates for Buyer Accounts

General

• Buyer admins can now specify the time zone for their account. Individual users can further amend their own time zones as needed. This can be done in the following pages:
  • Buyer Registration (admin only)
  • Add New User (admin only)
  • Application Settings (admin only)
  • My Profile (all users)
• Confirmation messages for the deletion of records have been standardized across all modules.
• Fixes an issue where the Document Preview icon was mistakenly displayed for certain uploaded documents even though their file formats (.xls, .xlsx, .ods, .wmf, .emf) are not supported for preview.
• The default maximum file size for document upload has been increased to 15.00 MB. This limit may be further increased by Buyer Admins in Application Settings.
• Organization Registration Type = Other has been added for the registration of new Buyers and Vendors.

Tender

• Direct Negotiations have now been merged into the Tender module. To create a new Direct Negotiation, you can create a Tender as usual and set ‘Bidder Invitation Options’ = ‘Direct Negotiation’ in the Tender Brief.
• The option to select ‘Direct Negotiation’ has been removed from the navigation bar, application settings and task listing.
• In the Tender Brief tab, the ‘Method of Procurement’ field has been changed to ‘RFx’. The ‘Open/Close Tender’ field has also been changed to ‘Bidder Invitation Options’.
• The ‘Justification’ field has been added to the Tender Brief of all Tender types to allow the Tender creator to specify why the Tender is raised. This field is optional unless the Bidder Invitation Option is Direct Negotiation, in which case the ‘Justification’ field is required.

Purchase Order

• When reviewing Purchase Orders for approval, Approvers will now be able to see the Payment Milestones in the Submission tab.

Contract

• In the Contract Insights page, the charts for Normal Contract and Price Agreement are no longer combined. You can now view the overall the value of Purchase Orders and Invoices for Contracts and Price Agreements in separate charts.

Settings

• In Application Settings, the default maximum file upload size has been increased to 15.00MB. Admins can still change the maximum file size limit, but it cannot be set below 15.00 MB. Error messages and tooltips have been amended accordingly.
• In User settings, the user role selection UX has been enhanced to make the distinction between system roles and procurement roles clearer.
• Fixes an issue where users could be assigned both system admin and system user roles at the same time. Users also can no longer be assigned both procurement officer and procurement user roles at the same time.
• Fixes an issue with the batch import templates for Tender Compliance Matrix and Tender Evaluation Criteria Template failed to work.

Updates for Vendor Accounts

General

• Users can now specify the time zone for their accounts. This can be done in the following pages:
  • Vendor Registration
  • Add New User
  • My Profile
• Confirmation messages for the deletion of records have been standardized across all modules.
• Fixes an issue in the Company Profile where users were able to select the Vendor Sub-Category before the Vendor Category, resulting in potential mismatches between the category and sub-category.
• Fixes an issue where the Document Preview icon was mistakenly displayed for certain uploaded documents even though their file formats (.xls, .xlsx, .ods, .wmf, .emf) are not supported for preview.
• The default maximum file size for document upload has been increased to 15.00 MB. This limit may be further increased by Buyer Admins in Application Settings.
• Organization Registration Type = Other has been added for the registration of new Vendors.

e-Quotation

• Fixes an issue where users were able to give discounts exceeding the value of the Quotation items.

e-Tender

• Fixes an issue where users were able to give discounts exceeding the value of the Tender items.

e-Award

• Purchase Orders will now display Payment Milestones in the Order Details page.

e-Fulfilment

• Fixes an issue where users were able to submit Delivery Orders even with item delivery quantity = 0. Items with delivery quantity = 0 must now be removed before a Delivery Order can be submitted.

Service Update 1.19.0

Released on 6 October 2023.

Updates for Buyer Accounts

General

• To improve system security, invisible reCAPTCHA has been added to the login page, the forgot password page, buyer registration page, and vendor registration page.
• Improves the clarity of tooltips in all sections where documents can be uploaded, describing that the following characters are not supported in document names: \" # % & * : < > ? \ / { } ~ | ' + = ;
• Improves the clarity of error messages that are displayed when users upload documents with unsupported special characters.
• Fixes an issue with approval activity templates which previously failed to send notification emails to users indicated in the ‘Notify Activity’ and ‘Notify Activity Setting’.

Quotation

• In the Quotation Header, the ‘Request on Behalf’ field has been added to allow Quotation creators to indicate for whom the Quotation is raised for (if any). The added user is only added for the record and will not be given permission to view or edit the Quotation.
• If a Quotation is raised from an approved Purchase Requisition (PR), the 'Quotation Requester' field will now be auto-filled with the Quotation creator’s name, instead of the PR’s requester name. Instead, the PR’s requester name will be indicated in the 'Request on Behalf' field.

Purchase Order (PO)

• Fixes an issue which prevented users from creating Purchase Orders from approved Purchase Requisitions that did not list a recommended vendor.
• Fixes an issue with Purchase Orders (POs) created from Contracts, which previously listed the PO Requester Name based on the PO creator instead of the Contract creator.
• For Purchase Orders created from Purchase Requisitions with 'Purchase Option = Write-in', the following fields in the PO Items tab will no longer be locked: Quantity, UOM, Unit Price.

Updates for Vendor Accounts

General

• To improve system security, invisible reCAPTCHA has been added to the login page, the forgot password page, buyer registration page, and vendor registration page.
• Improves the clarity of tooltips in all sections where documents can be uploaded, describing that the following characters are not supported in document names: \" # % & * : < > ? \ / { } ~ | ' + = ;
• Improves the clarity of error messages that are displayed when users upload documents with unsupported special characters.

e-Quotation

• The Quotation Item tab now displays an additional column for Discounted Amount, which displays the value of discount given for each line item.

e-Tender

• The Pricing Summary tab now displays an additional column for Discounted Amount, which displays the value of discount given for each line item.

Service Update 1.18.0

Released on 4 September 2023.

Updates for Buyer Accounts

General

• In Application Settings, Admin users can now specify which Vendor statuses are allowed to participate in purchase requisition, sourcing, award and post-award modules. Based on the settings selected, Vendors can be selected in specific modules even if their status is Draft, Registered, Returned, Rejected, Blacklisted or One-Off.
• If the Vendor Selection Settings are changed after a Vendor is invited or awarded (e.g. Blacklisted Vendors are no longer allowed), the Vendor may no longer be able to participate in sourcing, award or post-award activities. In this situation, the System Admin can either change the vendor’s registration status to an allowed status, or amend the Vendor Selection Settings to include that vendor’s registration status.
• Fixes an issue where users were unable to upload documents larger than 52MB, even though Application Settings allows file sizes up to 100MB.
• The Delegation Listing page is now organized into separate tabs by module. Admin and Procurement Officers can view all Delegations created by all users in the organization, while Procurement Users can only view Delegations created by themselves.
• When a new Delegation is set up by Admin or Procurement Officers, both delegators and delegatees will be informed via notification email. If the Delegation is set up directly by the delegator, only the delegatee will receive the notification email.
• Delegations can no longer be edited once they are saved. However, they can be inactivated. Delegations will be automatically inactivated once the end date has passed.

Tender

• For Open Tenders, the Bidder List tab will be auto-populated with all Vendors who match the Product/Service Category as well as the Vendor Selection Settings during and after the ITB stage. Vendors who do not match these criteria will no longer be able to bid for the Open Tender.
• Admin users can now specify whether Procurement Officers should be restricted from viewing bidder documents for tenders they are not involved in. If this restriction is turned on in Application Settings, each Tender Committee will include a compulsory Procurement Executive role to specify which Procurement Officers can view the bidder documents for that Tender.
• In the Tender Committee tab, restrictions have been loosened to allow Committee members to be changed even after Tender Plan approval, up until the respective evaluations are completed. This can be done by Admin users, Procurement Officers and the Tender Requester. Changes to Committee Members after Tender Plan approval will be recorded in the Activity Log.
• If Tender Committee members are changed during the Evaluation stage, notification emails will be sent to both the unassigned and newly assigned members.
• For split evaluation tenders, the Technical Lead and Technical Committee are no longer allowed to view commercial documents uploaded by bidders.
• Fixes an issue where Tenders using BOM templates displayed the quantity and price of parent items as “0.00” in the Pricing History and Award tabs.

Reverse Auction

• Fixes a bug which allowed more than 1 bidder to be recommended for Reverse Auctions during the Pending Recommendation stage.

Purchase Order (PO)

• Fixes an issue where Purchase Orders created from Tenders with BOM Templates faced long load times during creation and deletion.
• Fixes an issue where Purchase Orders created from Tenders with BOM Templates fail to populate the line items in the PO Items tab.
• The specifications for which fields are mandatory or editable in Purchase Orders and Variation Orders have been updated based on the Purchase Order source (standalone PO or PO based on PR / Tender / Quotation / Price Agreement / Normal Contract).

Updates for Vendor Accounts

General

• The system will now check your vendor registration status when you participate in sourcing, award and post-award activities. If your company is no longer allowed to perform a certain action based on your registration status, you can contact the Buyer’s System Admin for more details.

Company Profile

• When uploading documents to the Company Profile, documents will now be uploaded immediately after they are selected, instead of waiting for users to click on the Save button.

e-Tender

• For Open Tenders, if your company does not match the Tender’s Product/Service Category, you will only be able to view but not bid for the Tender.
• If a new Open Tender is available, you will now receive invitation emails to participate in the Tender if your company matches the Tender’s Product/Service Category.
• If you wish to clear discounts from all Tender line items, you can now do so by inserting the value “0” into the lump sum discount field.
• Tender Closing Date notification emails have been updated to include more information.

e-Quotation

• If you wish to clear discounts from all Quotation line items, you can now do so by inserting the value “0” into the lump sum discount field.

Reverse Auction

• Reverse Auction Closing Date notification emails have now been added.

Service Update 1.17.0

Released on 3 August 2023.

Updates for Buyer Accounts

General

• The Vendor registration approval workflow is now configurable. By default, the Procurement Officer role will be set as the approver.
• Reminder Email Settings now allow Buyer Admins to configure reminder emails for Vendor Performance Evaluations. Reminder emails can be sent up to 2 times, and can be configured to be sent a specified number of days after a Vendor Performance Evaluation is generated, or before a specific date. If the latter option is chosen, Admins can choose to combine multiple performance evaluation records into a single email per evaluator to avoid spam.

Quotation

• Currency has been added as a required field in the Quotation Header. All Quotation Items will share the same currency as specified in the Quotation Header.
• Adds a restriction such that Quotations cannot be created from Approved Purchase Requisition Items that have already been sourced in another Quotation, Tender or Direct Negotiation.

Tender

• The Approved PR listing tab is now added in the Tender and Direct Negotiation modules.
• You can now create Tenders and Direct Negotiations from Approved Purchase Requisitions (PR). Some of the fields, such as the title and pricing summary items, will be auto-filled based on the linked PR. Note that only 1 Quotation, Tender or Direct Negotiation can be conducted for each approved PR item.
• For Tenders and Direct Negotiations, Currency has been added as a required field in the Tender Brief tab. All Pricing Summary Items will share the same currency as specified in the Tender Brief.
• Fixes an issue in the Pricing Summary tab where uploaded BOM templates only display the standard default columns, but not any additional custom columns and their values.
• Open Tenders will now display the Bidder List tab during the Invitation to Bid stage. All registered Vendors who match the Tender’s Product/Service Category will be listed along with their bid status (draft / submitted / no response).
• If Application Settings allow Vendors to request tender resubmissions subject to the Buyer’s approval, these resubmission request approvals including remarks will now be logged as part of each Tender’s Activity Log and Approval Log.

Reverse Auction

• Currency has been added as a required field in the Tender Brief tab. The Pricing Summary Item will share the same currency as specified in the Tender Brief.

Purchase Order

• The PO Items tab now displays the Available Quantity for each item, indicating the balance quantity that has not been fulfilled yet as part of a Delivery Order.

Invoice

• If the delivery order(s) linked to an invoice are not approved yet, an error message will now be displayed during invoice approval to inform the approver that invoice approval cannot be performed as the linked delivery orders are not approved yet.

Updates for Vendor Accounts

e-Tender

• Fixes an issue where lump sum discounts could not be given if ITB = ‘no’ for one or more items.
• Fixes an issue where after a percentage lump sum discount is given for an e-Tender conducted in a foreign currency, the equivalent discount amount is displayed in MYR instead of in the foreign currency.
• Improves the clarity and user-friendliness of discount calculations.
• After submitting a request for tender resubmission, the request and the reason submitted will now also be displayed in the tender activity log.
• Fixes an issue where Vendors were limited to just 1 tender resubmission request per tender if Buyers required approval before resubmission. Vendors can now request to make further amendments to their tender bid after the 1st tender resubmission is completed as long as the Tender Closing Date has not passed, subject to the Buyer’s approval.

e-Quotation

• Fixes an issue where lump sum discounts could not be given if ITB = ‘no’ for one or more items.
• Fixes an issue where after a percentage lump sum discount is given for an e-Quotation conducted in a foreign currency, the equivalent discount amount is displayed in MYR instead of in the foreign currency.
• Improves the clarity and user-friendliness of discount calculations.

e-Invoice

• Email notifications for invoice rework or rejection will now include the approver’s remarks.

Service Update 1.16.0

Released on 10 July 2023.

Updates for Buyer Accounts

General

• You can now deactivate Vendor Accounts that are associated with your company. Once deactivated, the Vendor and their records (bids, POs, DOs, etc) can no longer be selected when creating new records.
• Fixes an issue where attached documents were not supported if the file extension contained uppercase characters.

Quotation

• Vendor discounts are now supported in Quotations. Vendors can give discounts as a percentage or as a fixed amount, which can be applied as a lump sum or to individual line items. Purchase orders, contracts and price comparison reports created from Quotations that include discounts will also display the discount values as read-only fields.
• Fixes an issue where the Clarification tab became hidden after the Quotation Opening Stage.

Tender

• Vendor discounts are now supported in Tenders. Vendors can give discounts as a percentage or as a fixed amount, which can be applied as a lump sum or to individual line items. Purchase orders and price comparison reports created from Tenders that include discounts will also display the discount values as read-only fields.
• The Tender Committee tab now includes an info (i) icon which displays a popup describing the roles and responsibilities of the various tender committee members.
• When Tenders are extended during the Tender Opening stage, the status for bidders who have already submitted their bids will be updated to ‘To Resubmit’. Bidders will be notified via email and are allowed to resubmit their bids up till the extended deadline.
• During Tender Evaluation, unanswered questions will now be outlined in red to help evaluators identify which evaluation questions have yet to be answered.
• When Tenders are pending approval to proceed to the award stage (after Bidder Recommendations have been submitted), approvers can now click on the ‘View Evaluation Score Sheet’ button to view the detailed breakdown of the evaluation scores for all bidders.

Reverse Auction

• Fixes an issue in Reverse Auctions which use a foreign currency, in which the base currency was always displayed, even when a foreign currency had been selected as the bidding currency.

Purchase Order

• Restrictions have been added to the PO Target Delivery Date. The target delivery date must be after the PO Start Date, and cannot be after the PO End Date.

Invoice

• Fixes an issue in Invoices created from Contracts, which previously did not allow users to add delivery orders to the invoices.

Updates for Vendor Accounts

General

• Fixes an issue where attached documents were not supported if the file extension contained uppercase characters.
• The Sales and Finance roles are now discontinued. All Vendor users will now have the same access permissions equivalent to a Vendor Admin.

e-Tender

• Discounts are now supported in e-Tenders. You can choose to give discounts as a percentage or as a fixed amount, which can be applied as a lump sum or to individual line items.
• During the Pending Negotiation stage, notification emails for tender resubmission have been updated to include more detailed action items. You will also be allowed to upload revised tender documents in the Document Submission tab during tender resubmission.
• In the event that you have submitted a bid for an e-Tender, and the e-Tender is extended during the Tender Opening stage, your status will be updated to ‘To Resubmit’ instead of remaining as ‘Submitted’. You will be notified via email and are allowed to resubmit their bids up till the extended deadline.

e-Quotation

• Discounts are now supported in e-Quotations. You can choose to give discounts as a percentage or as a fixed amount, which can be applied as a lump sum or to individual line items. Fixes an issue where Vendors failed to receive notification emails when their clarification question is answered privately, or when a clarification has been published publicly in a Quotation they are participating in.

e-Fulfilment

• You can now create Delivery Orders based on published Contracts that are awarded to you.

Service Update 1.15.0

Released on 12 June 2023.

Updates for Buyer Accounts

General

• In all modules, the 'Quantity' field now supports up to 2 decimal places. This is to support UOMs such as kilograms, litres, etc.
• In the login page, registration page and forgot password page, the following special characters are no longer allowed due to security reasons: < > { }

Vendor

• In the Vendor Listing page, you can now view, sort and filter Vendors by Sub-Categories.
• Each time a vendor's company profile is returned or rejected, any remarks inserted will be logged in the Vendor's Company Profile under the Activities Log.

Quotation

• In the Quotation Header section, the 'Currency' field is now removed.
• In the Quotation Items section, the following fields have been added for each line item: 'Currency', 'Unit Price'.
• When viewing the Material Price Bank by Material Items, the Quotation Listing will now filter for only the quotations where ITB = 'Yes' or 'Alternative'. The listings can be further filtered by ITB status.
• Price Charts will now display only the data points for quotations where ITB = 'Yes' for the specific material item.
• Fixes an issue where new quotation plans could not be created if approval workflows were not required.

e-Bidding

• During the Negotiation stage, users now have the option to request for the recommended bidder to resubmit their bid.

Updates for Vendor Accounts

General

• In all modules, the 'Quantity' field now supports up to 2 decimal places. This is to support UOMs such as kilograms, litres, etc.
• In the login page, registration page and forgot password page, the following special characters are no longer allowed due to security reasons: < > { }

e-Quotation

• In the Quotation Header section, the 'Currency' field is now removed.
• In the Quotation Item section, the following fields have been added for each line item: 'Intent to Bid', 'Justification', 'Currency'.

e-Bidding

• Buyers now have the option to request you to resubmit your bid if you are one of the recommended bidders during the Negotiation stage. If this occurs, you will be notified via email.
• The number of e-Bidding pending resubmission will be displayed on your Dashboard.
• The e-Bidding listing will allow you to filter by status = 'Pending Negotiation'. Clicking on the e-Bidding record will allow you to resubmit your bid by editing your bid amount, tax amount and justification in the Pricing Summary tab.

Service Update 1.14.0

Released on 22 May 2023.

Updates for Buyer Accounts

General

• Fixes several issues with notification emails for multi-level approval tasks and delegation tasks in the following modules: Tender, Purchase Order, Delivery Order, Invoice, and Vendor Performance. The errors fixed include approver names not displaying properly, approval delegatees not receiving notification emails, approval group members not receiving task cancellation emails when the approval task has been completed, and approvers receiving duplicated emails.
• For tasks with multi-level approval, the Activity Log now shows the approver name for each approval group, instead of just the final approver. This only applies to new approval tasks created after this Service Update.
• For tasks with Approval Logs, the approval history sub-tabs have been merged into a single Approval History Log for a more consolidated view. This applies to the following modules: Purchase Requisition, Tender, Direct Negotiation, Quotation, e-Bidding, Purchase Order, Delivery Order, Invoice, and Vendor Performance.
• For Quotations, Purchase Orders, Contracts, and Invoices, the position of the sub-tabs in the Document section will be adjusted so that ‘Attachments (External)’ appears first, followed by ‘Supporting Documents (Internal)’.
• Several error messages have been updated to be more descriptive and user-friendly.

Quotation

• Notification emails will now be sent to invited Vendors on the Quotation Start Date and 1 day before the Quotation End Date. This can be further configured in Application Settings.
• The Quotation Opening workflow will now be implemented once the Quotation End Date has been reached. This allows Quotation requestors to recommend Vendors, extend the Quotation, or cancel the Quotation. This also allows approver(s) to review and approve recommended Vendors for Quotations.
• During the 'Pending Recommendation' stage, Buyer users can now request Vendors to resubmit their e-Quotation. If the Vendor fails to resubmit by the due date, the prior Quotation will be regarded as the final submission.
• Quotation statuses have been revamped to reflect the new workflows described above. The updated statuses include Draft, Pending Quotation Plan Approved, Quotation Plan Reworked, Quotation Plan Approved, Quotation Plan Rejected, In Progress, Cancelled, Opening, Pending Recommendation, Pending Recommendation Request Approval, Pending Recommendation Approval, Awarded.

Tender

• Amended the formula used to calculate cost savings in the Award tab. The updated formula is Savings = Initial Price – Award Price.
• The ‘Supporting Document (Internal)’ sub-tab has been moved out of the Tender Document section to become an independent standalone section. This section allows users to upload supporting documents for internal reference (not visible to bidders).
• When Tender status is Awaiting Shortlisting Approval, delegatees can now approve shortlisting on behalf of delegators.
• During the Negotiation stage, Buyer users will no longer be able to submit price changes on behalf of vendors due to compliance reasons.
• In the Negotiation stage and Award stage, the ‘Total Added Values’ field has been renamed to ‘Intangible Value Adding.’ The ‘Total Added Values Amount (MYR)’ field is removed.
• Fixes an issue in the Award section where the Awarded Value and Savings (%) were displayed incorrectly if there was a price negotiation. Fixes an issue with Tender Extension where the extension of Tender Closing Date/Time was required to be at least 24 hours or more. This restriction has been removed. The Tender Approval Date in the Tender Brief will also be extended accordingly.

Purchase Order

• Purchase Orders and Contracts can now be raised from approved Quotations. When doing so, certain fields such as the Quotation Items will be auto-populated in the new PO or Contract.
• The ‘PO Date’ field has been replaced with ‘PO Start Date’. The ‘PO End Date’ field has also been added.
• In the Document tab, users can now choose whether to upload attachments for external viewing by Vendors, or for internal reference only. Users can also view attachments uploaded by Vendors.
• Fixes an issue in the PO submission section where the percentage allocated for each COA is calculated incorrectly. The ‘Original Budget’ field has also been removed.

Settings

• In Reminder Email Settings, admins can now customize when notification emails will be sent to Vendors regarding the end of the Invitation to Quotation stage (N days before Quotation End Date).
• In Application Settings for Quotations, Admins can now configure the minimum number of bidders and minimum number of submissions required per Quotation exercise. Admins can also configure whether approval is required for Quotation Plan submissions, extensions, cancellations, and recommendations.
• In Workflow Templates, Admins can now customize the approval workflows for Quotations.

Updates for Vendor Accounts

Tender

• When responding to an Invitation to Bid, instructions have been amended to make it easier to respond to the invitation (Accept/Decline).
• During the Negotiation stage, the ‘Intangible Value Adding’ is added to allow Vendors to describe any non-monetary benefits offered during negotiation.

Purchase Order

• Vendors can now view supporting documents uploaded by Buyers. Vendors can also upload attachments to share with Buyers.

Service Update 1.13.0

Released on 20 March 2023.

Updates for Buyer Accounts

General

• Certain attached documents can now be previewed in the web browser without first being downloaded. The document formats that are supported for the browser preview include "docx", "doc", "pdf", "txt", "xls", "xlsx", "ods", "bmp", "png", "gif", "jpg", "jpeg", "wmf", "emf", "tiff".
• In Tenders, Quotations, Contracts and Invoices, buyer users can now categorize attached documents as internal (for buyer users only) or external (for buyer and vendor users). Existing documents will be categorized as external by default. Buyers can preview, download, delete or switch the categorization of documents, while vendors can only preview or download documents.

Vendor

• When Vendors fill up their Financial Statement in their Company Profile, they now have the option to specify their financial statement type, select the financial year up to 5 years prior to the current year, as well as specify a reason if the financial statement type is stated to be ‘not applicable’. For existing Vendor Profiles, all Financial Statement Types will default to ‘Audited Financial Report’, and the Year field will be auto-populated based on the previously entered data.

Tender

• In the Pricing Summary tab, a link has been added to the Bill of Materials (BOM) Template Listing to make it easier for the Tender Requester or Tender Members to download and customize a BOM template for each Tender.

Invoice

• Invoices can now be created based on Contracts, not just based on Purchase Orders.

Settings

• In Approval Groups, Admins can now configure multi-level approval for vendor performance evaluations.

Updates for Vendor Accounts

General

• Attached documents can now be previewed in the web browser without first being downloaded. The supported document formats include "docx", "doc", "pdf", "txt", "xls", "xlsx", "ods", "bmp", "png", "gif", "jpg", "jpeg", "wmf", "emf", "tiff".

Company Profile

• When filling up your company’s Financial Statement in the Financial Information section, you now have the option to specify your financial statement type, select the financial year up to 5 years prior to the current year, as well as specify a reason if the financial statement type is stated to be ‘not applicable’.

Service Update 1.12.0

Released on 20 February 2023.

Updates for Buyer Accounts

Vendor Performance

• Fixes an issue where the status of Vendor Performance Evaluations did not update correctly after they were successfully submitted.

Purchase Requisition

• Fixes an issue where Purchase Requisitions raised from published Contracts did not allow users to add new PR items.

Tender & e-Bidding

• In the Tender Committee tab, users can now specify the name and email address of the Tender Secretariat.

Purchase Order

• Fixes an issue where Purchase Orders could not be created from approved Purchase Requisitions.

Contract

• When performing changes to a Published Contract, the ‘Items’ checkbox has been renamed as ‘Contract Items’, and a tool tip has been added to guide users.

Settings

• In Application Settings, Admins can now specify the maximum file size and blocked file extensions for all documents uploaded by their users and Vendors. These restrictions will be applied across all modules in the WeManage system.
• Fixes an Issue in Evaluation Score Sheet Template where existing Evaluation Section Templates could not be imported into new Evaluation Score Sheet Templates.

Updates for Vendor Accounts

Tender & e-Bidding

• In the Tender Details tab, you can now view the name and email address of the Tender Secretariat, who will be the main contact person for a specific Tender or e-Bidding exercise.

Service Update 1.11.0

Released on 9 January 2023.

Updates for Buyer Accounts

General

• After clicking on the App Launcher (top left corner), the design of the navigation bar is now more compact to improve the organization of module.

Vendor Performance

• If multiple levels of approval are required for Vendor Performance Evaluation, 2nd level approvers and above will be able to view comments submitted by previous approvers.

Settings

• In Application Settings, Admins can now specify the weekends observed (I.e. Friday-Saturday or Saturday-Sunday). This will influence the appearance of calendars throughout the system, which will grey out the weekend.
• In Application Settings, Admin can now set how many levels of approval will be required for vendor performance evaluation.

Updates for Vendor Accounts

Home

• In the Help section, the tutorial videos have been updated and expanded to cover the entire end-to-end procurement process from signing up to submitting invoices.

Service Update 1.10.0

Released on 5 December 2022.

Updates for Buyer Accounts

Quotation

• When creating new Quotations, the system will validate that the Quotation End Date comes after the Clarification End Date.
• In the Vendor List tab, you are now required to invite at least one Vendor before the Quotation can be submitted.

Contract

• Fixes a previous issue in the Contract Execution tab where users were unable to apply Contract Execution Plan Templates.
• The Contract Items and Billing Milestone tabs will now display the sum for the following fields: Gross Amount, Tax Amount, Total Amount, Base Gross Amount, Base Tax Amount, Base Total Amount, Base Payment, Base Tax, and Base Total Payment.

Settings

• You can now download templates, create new records and upload data using Batch Import for the following settings – Material Category, Material Sub-Category, Evaluation Criteria Category/Sub-Category Template, Evaluation Section Template, and Evaluation Score Sheet Template.

General

• Documents uploaded into the system can no longer contain the following characters in the filename: # % & * : < > ? \ / { } ~ | ' + =. If these characters are detected in the filename, you will be prompted to rename and re-upload the document.

Updates for Vendor Accounts

Contract

• The Contract Items and Billing Milestone tabs now will now display the sum for the following fields: Gross Amount, Tax Amount, Total Amount, Base Gross Amount, Base Tax Amount, Base Total Amount, Base Payment, Base Tax, and Base Total Payment.

General

• Documents uploaded into the system can no longer contain the following characters in the filename: # % & * : < > ? \ / { } ~ | ' + =. If these characters are detected in the filename, you will be prompted to rename and re-upload the document.

Service Update 1.9.0

Released on 4 November 2022.

Updates for Buyer Accounts

Tender

• New Tenders will no longer include the sourcing method (RFI, RFP, RFQ, DN, EB, OT, RT) in the Tender No.. The new Tender No. format will be WM-xxxx-yyyy, where x is a running number, and y is the year the Tender is created in. Existing Tenders will not be affected.
• Open Tender and Restricted Tender are now merged as subsets of RFQ, RFP and RFI, and can be selected in the Tender Brief for new Tenders. The Open Tender and Restricted Tender tabs are now removed from the Tender Listing and Pending Tasks pages. NOTE: This change will not take effect if you have existing Open Tenders or Restricted Tenders submitted.
• eBidding and Direct Negotiation are no longer parked within the Tender module. They are now independent modules and can be accessed directly from the App Launcher.

Settings

• In Application Setting – Sourcing, Admins can now customize the Bidder Resubmission Method for Tenders. The settings supported include:
  • allowing only Buyers to trigger Tender Resubmission (default)
  • allowing Vendors to directly amend and resubmit Tenders
  • allowing Vendors to trigger a Tender Resubmission Request that requires approval
• In Application Setting – Sourcing, Admins can customize the people in charge (PIC) for Tender Resubmissions. The options include Chairperson, Procurement Officer, Tender Initiator, and Tender Opening Committee.
• Bill of Materials (BOM) Templates have received the following adjustments:
  • Column widths have been resized to improve readability
  • Default name of the Excel template has been changed to BOMTemplate_yyyymmddhhmm
  • The ‘Intent to Bid’ and ‘Justification’ columns have been moved to the right of the UOM column

Updates for Vendor Accounts

e-Tender

• In Tender Pricing Summary, if there are child items parked under parent items, the total price for each parent item will be auto summed based on the price of its child items.
• In the Bill of Materials (BOM) Template, you are no longer required to fill in the Quantity, UOM and Intent to Bid fields for Parent Items (I.e. items with Parent ID = 0)
• After submitting a Tender, you may be allowed to directly amend and resubmit the Tender, or raise a Tender Resubmission Request to the Buyer. These options depend on the Buyer’s settings, and are not available by default.

Service Update 1.8.0

Released on 15 October 2022.

Updates for Buyer Accounts

Home

• The landing page has been redesigned to be more intuitive, including a Getting Started Section with quick links to key areas for setup.

Purchase Requisition (PR)

• You can now duplicate existing PRs by clicking on the Clone button in the PR Header, as long as PR duplication has been allowed in Application Settings.

Tender

• You can now duplicate existing Tender Plans for RFI, RFP and RFQ by clicking on the Clone button in the Tender Brief, as long as Tender duplication has been allowed in Application Settings.
• In the Tender Brief, there is now a limit of 4000 characters for the Description and Objective field.
• For Tender Committees, the 'Project Manager' field has been replaced with 'Tender Requester'. By default, this field is assigned to the user who created the Tender, but this can be reassigned by a System Admin.
• During Tender Preparation, the Evaluation Selection tab now display a hyperlink after an Evaluation Score Sheet is selected and saved. This allows you to edit the score sheet directly.
• For Tenders that are pending approval for extension or cancellation, the status in the Pending Task Listing will now be displayed as 'Pending Extension Approval' and 'Pending Cancellation Approval'. Previously, this was not reflected in the tender status and pending task list.
• In the Negotiation tab, shortcut buttons have been added to easily view each Vendors' Technical, Commercial and Compliance documents.
• In the Reports Tab, the Pricing Comparison Summary is now available. This allows users to compare overall bids for each Tender, in contrast to the Pricing Comparison report which compares prices for each material item.

Quotation

• You can now duplicate existing Quotations by clicking on the Clone button in the Quotation Header, as long as Quotation duplication has been allowed in Application Settings.
• In the Quotation Header, a tooltip has been added for the 'Product / Service Category' field.
• In the Documents tab, attachments can no longer be uploaded or removed unless the Quotation status is 'Draft'.

Purchase Order (PO)

• In the PO Listing, you can now filter for POs by status.
• In the PO Listing, all approved Purchase Requisitions (PR) will now be listed, including those without a Vendor.
• You can now create POs by selecting multiple PR Items, as long as they share the same PR No., currency and Vendor. PR Items without a Vendor can also be selected if they share the same PR No. and currency.
• In the PO Listing, the Published Contract tab now accurately displays the price for each item, instead of the overall contract price.
• In the PO Items tab, you can now edit the Material Item Code and UOM for each Material Item.
• When creating a PO from a PR, you are now allowed to edit the Unit Price and Quantity for each Material Item.
• You can now create standalone POs that are not linked to a PR, Tender or Contract by selecting 'Standalone' as the PO Creation Source in the PO Header.
• Once a PO is approved, you can no longer upload attachments in the Document tab.
• Before Vendors respond to an awarded PO, they can now upload supporting documents. You can view the Vendor’s attachments in the PO’s Document tab.

Contract

• In the Contract Items tab, you can now update the Material Item Code, UOM and Delivery Location for each item.

Invoice

• New Invoices will no longer require approval if 'Require Invoice Approval' is not selected in Application Settings.
• Invoice date is now a mandatory field. For existing invoices without an Invoice date, this field will be auto-filled with the creation date.

Vendor Performance

• In the Vendor Performance Listing, vendor evaluation rating will now be displayed as a percentage score instead of points.

Vendor Profile

• Vendor Profile now includes a 360 View, which summarises the Vendor’s performance by year. The placement of modules has also been rearranged to be more user friendly.
• When a Vendor is blacklisted, this information is now displayed in the Vendor’s Background tab, including details such as the date, reason and user who initiated the blacklist.
• When a creating one-off Vendor, a help message will be displayed if the username does not comply with the required format (must be more than 4 characters long and contain only letters and numbers).
• Once a Vendor connects with your company using your invitation link, they will appear in the Vendor Profile Listing. If Vendor Pre-Qualification Evaluation or Approval was turned on in Application Settings, they will be also added to the Task module for your further action.

Settings

• Breadcrumbs have been added to Settings pages to improve navigation.
• In Application Settings, Admins now have the option to allow certain user roles to duplicate sourcing exercises (Purchase Requisitions, Tenders and Quotations).
• You can now download templates, create new records and upload data using Batch Import for the following settings - Business Unit, User, Cost Center, Compliance Matrix Template, Evaluation Criteria Template, UOM, Tax Code, Material, COA, Calendar, Briefing Location, Project Code, Delivery Location, Forex.
• When editing a Bill of Materials (BOM) Template that has an Uploaded Template, you can now successfully upload a file to replace the previously uploaded template.
• When creating a Compliance Matrix Template, the 'Select Template' field has been removed.
• You are now able to clone Compliance Matrix Templates if the status is Draft or Inactive.

Updates for Vendor Accounts

e-Award

• When a Purchase Order is awarded to you, you can now upload documents before you submit a response. You can still view and download the documents even after submitting your response.
• You will now be notified via email when a Buyer publishes a new Contract awarded to you.
• You can now view details of Contracts that have been awarded, including the contract profile, contract items, billing milestone, document, guarantee, insurance, terms and order.

e-Invoice

• Invoice date is now a mandatory field. For existing invoices without an Invoice date, this field will be auto-filled with the creation date.

Company Profile

• The Dashboard page now displays Company Profile as a pending task if the profile has not been submitted yet.
• Bank Account Information no longer requires the bank address.
• The Document Upload tab now displays the maximum allowed size for uploading documents.