Question 1

What is eProcurement?

Accepted Answer

eProcurement is the process of requisitioning, sourcing, and purchasing goods and services online. Unlike eCommerce, eProcurement is more than just purchasing of goods online. It allows buyers to build relationships with their network of trusted vendors, negotiate for the best price and value, and manage the entire procurement lifecycle digitally.

Question 2

How do I choose a good eProcurement system?

Accepted Answer

A good eProcurement system should support end-to-end procurement workflows, offer vendor self-service capabilities, integrate with your existing ERP or financial systems, provide configurable approval workflows, and deliver real-time dashboards and reporting. WeManage covers all these areas out of the box.

Question 3

What can I do as a WeManage Buyer?

Accepted Answer

As a WeManage Buyer, you can create and manage purchase requisitions, evaluate tenders, manage vendor relationships, track order fulfillment, process invoices, and access comprehensive dashboards — all from a single platform accessible on any device.

Question 4

How secure is my Vendor information in WeManage?

Accepted Answer

WeManage maintains strict security controls including full audit trails, access logs, encrypted document storage, and hidden commercial bids to protect sensitive vendor information. Role-based access ensures only authorized users can view or act on specific data.

Question 5

How will I know about service updates or maintenance?

Accepted Answer

WeManage provides service update communications to keep customers informed about planned maintenance, enhancements, and important platform announcements.

Question 6

Can WeManage help improve procurement efficiency?

Accepted Answer

WeManage improves procurement efficiency by automating procurement workflows, centralizing procurement data, and reducing manual administrative tasks. This enables organizations to process requests faster, improve visibility across purchasing activities, and maintain better control over procurement operations.

Question 7

How do I get started with WeManage?

Accepted Answer

Getting started is simple. Request a demo or contact our team to discuss your procurement requirements. Our team will help you explore WeManage's features and recommend the most suitable approach for your organization.

Question 8

Does WeManage support integration with ERP systems?

Accepted Answer

Yes. WeManage e-Procurement has a standard connector with Microsoft Dynamics 365 Business Central and supports integration with other ERP and financial systems. Custom integration projects are available for organizations with specific system requirements.

Question 9

Could you help me change the Quotation Requestor name?

Accepted Answer

If the Quotation status is still 'In Progress', you can request your procurement officer to change the quotation requestor name.

Question 10

Do I need to approve all registered vendors manually?

Accepted Answer

You have two options for vendor registration approval.

Option 1 requires all vendor profiles to be reviewed. In this case, one of your admin users should go to Application Settings and set 'Require Vendor Profile Approval' as YES.

Option 2 auto-approves all vendors that submit their company profile. In this case, your admin user should unselect the 'Require Vendor Approval' setting.

Question 11

How can I invite my Vendors to participate in a Quotation, Tender or Reverse Auction?

Accepted Answer

If your vendor is not already a WeManage user, go to your Home page and share the Vendor Registration Invite Link to your vendor. They can use that link to create a self-service account and associate with your company.

Once they register for an account and their company profile is approved by your organization, they can be invited to participate in sourcing activities.

Question 12

How do I access my former Administrator's account?

Accepted Answer

If the Administrator is still with your company, the Administrator can reassign the role to other user(s).

However, if the Administrator is no longer with your company, please send us an email at enquiry@wemanage.cloud, and we will contact you to verify your information.

Question 13

How do I choose a good eProcurement system?

Accepted Answer

Adopting a new system can be a daunting decision. When choosing the eProcurement system that's right for you, consider the following criteria:

Understands the industry - does the system employ experienced Procurement consultants to advise their design and development based on industry best practices?

User-friendly interface - is the system easy to use and able to be rolled out quickly?

Information security - is the system certified with international standards for IT security such as ISO 27001?

Customizability - can the system be customized in line with your company's workflow and approval processes?

Integration - does the system offer integration with your existing ERP or finance systems?

Customer support - does the system provide helpful and responsive support for onboarding and routine use?

Try WeManage eProcurement and sign up for a Buyer account to see how we can help you digitalise and streamline your procurement processes.

Question 14

How do I create a material code?

Accepted Answer

This can only be done by Admin users. You will need to first setup a Material Category and Material Sub-Category in the Settings page. Then, you can proceed to create the material code.

Question 15

How do I raise a Quotation?

Accepted Answer

Go to the menu and select 'Strategic Sourcing', followed by 'Quotation'. You can click on 'Add New Record' to create a new quotation and fill in all the required details. This includes the Vendor List tab, where you can invite your vendors to respond to your quotation request.

Question 16

How do I search for a specific vendor instead of going through the Vendor List page by page?

Accepted Answer

In the Vendor Listing page, you can click on the column headers to filter or search for vendors based on fields such as their company name, category, etc.

Question 17

How do I see the list of all vendors that are pending for approval?

Accepted Answer

Go to the Task page and select the Vendor tab. Use the status column to filter for vendors who are 'Pending Vendor Profile Approval'. You can click on each vendor's Reference No. to view their details and approve or reject them as needed.

Question 18

I am not able to add my bank account details. What should I do?

Accepted Answer

Check if the name of your bank account is in the system. If the bank you wish to add is not in the system, you may contact us via LiveChat or email us at support@wemanage.cloud to add your bank into the system.

Question 19

I am not able to proceed with recommendation for my Quotation. What should I do?

Accepted Answer

This may be due to the Minimum No. of Quotation Submission. If the no. of quotations submitted by vendors is fewer than the minimum required, you may need to wait until the minimum no. of submissions is reached before you can proceed with the recommendation.

Question 20

I could not register as a Buyer as it said that the Registration No./Organization No. already exists.

Accepted Answer

The Registration No./Organization No. is a unique identifier for each company. If you see this message, it is likely that your Administrator has already registered the number with us as a Buyer. Do reach out to your Administrator or send us an email at enquiry@wemanage.cloud, and we will be happy to assist.

Question 21

What can I do as a WeManage Buyer?

Accepted Answer

Once you register for a Buyer account in WeManage, you will be able to use the following features:

Tender, Request for Quotation/Proposal/Information, Direct Negotiation

Purchase Requisition, Quotation and Purchase Order Management

Contract Management

Delivery Order and Invoice Management

Vendor Management and Evaluation

Question 22

What is eProcurement?

Accepted Answer

eProcurement is the process of requisitioning, sourcing, and purchasing goods and services online.

Unlike eCommerce, eProcurement is more than just purchasing of goods online. It allows buyers to build relationships with their network of trusted vendors, negotiate for the best price and value, as well as automate tedious tasks involved in tendering.

Question 23

Why am I unable to invite Vendor(s) for a Tender/RFQ/RFP/Direct Negotiation?

Accepted Answer

You need to ensure that the Vendor(s) you want to invite to your Tender/RFQ/RFP/Direct Negotiation has already been associated with your company.

To do so, login to your account and click on your 'Home' page. You will see your 'Vendor Registration Invitation Link' in the top right corner. Copy the link and send it to the Vendors you wish to associate with. Once they click on the link, create a WeManage account and submit their company profile, you will be able to invite them to bid on Quotations and Tenders.

Question 24

Why am I unable to search for a specific vendor in the Vendor Listing?

Accepted Answer

First, you should clear any filters that have been applied in any of the column headers. Then, click on the 3 dot icon on the 'Full Name of Company' column. Select Filter and use the space given to search for the Vendor.

Question 25

Why am I unable to see Tender Settings?

Accepted Answer

Only users who have been given the Procurement Officer access role will be able to see and access Tender Settings. Procurement Users will only be able to initiate tenders. Please check with your Administrator with regards to your role in the WeManage system.

Question 26

Why do I need to white-label my company?

Accepted Answer

The white-label is used to set up your company's short URL and differentiate your company from other Buyers.

Question 27

Are Vendor accounts always free?

Accepted Answer

Yes. Vendors do not need to pay to create and use their WeManage accounts.

Question 28

Can I register as a Vendor using an old SSM Registration ID?

Accepted Answer

To register for a vendor account, you will need a new SSM registration ID with a 12 digit number. Old registration IDs will not be able to proceed with the process.

Question 29

Can I select more than one account type when registering for an account?

Accepted Answer

Yes, vendors can select one or more account types when registering for an account.

Question 30

How can I join a Tender or Quotation?

Accepted Answer

Vendors are only able to join a tender or quotation after they have been invited by the buyer. They may also participate in open tenders without a specific invitation.

Contact your buyer if you would like to enquire about participating in a specific tender or quotation.

Question 31

How can I know whether my Company Profile has been completed?

Accepted Answer

Your dashboard will show a completion bar indicating your profile completion. Once it shows 100%, this means that your profile is complete and the associated buyer will be able to validate your profile.

Question 32

How can we know whether our application as a Vendor has been approved?

Accepted Answer

Once approved, you will be able to see that your application status on your dashboard has been changed to 'Approved'.

Question 33

How do I register as a Vendor?

Accepted Answer

Step 1: Submit account registration using the Buyer's link or https://wemanage.cloud/Account/Registration

Step 2: Set a password

Step 3: Log in to the vendor self-service portal https://wemanage.cloud/Account/Login

Step 4: Submit your company profile to buyers

Once your profile as a vendor has been approved, you can be invited to participate in key procurement activities.

Question 34

How do I register as a Vendor under a specific Buyer?

Accepted Answer

You may request for a registration link from the Buyer.

After clicking on the link, you can register as a new Vendor under the Buyer, or login with your existing account to associate with them.

Question 35

I could not register as a Vendor as it said that the Registration No./Organization No. already exists.

Accepted Answer

The Registration No./Organization No. is a unique identifier for each company. If you see this message, it is likely that your Administrator has already registered the number with us as a Vendor. Do reach out to your Administrator or send us an email at enquiry@wemanage.cloud, and we will be happy to assist.

Question 36

I have completed my company's Vendor Profile. Why does the completion bar for Profile Completeness only show 99%?

Accepted Answer

The completion bar for Profile Completeness will only show 100% once you click on the Submit button. Once your profile is submitted, Buyers that you have associated with will be able to validate your profile.

Question 37

I received an error message stating that 'Vendor is unable to proceed for registration due to Registration No. already existing'. What should I do?

Accepted Answer

This may occur if an account already exists for your organization. In this case, you may need to contact our support team in order to reset the account password. You will need to verify that your email is correct before we proceed with this action.

Question 38

I received the error 'An error occurred while processing your request' when submitting my registration profile.

Accepted Answer

This could be a bug in the system. Please report this issue via LiveChat or email us at support@wemanage.cloud so that we can check further.

Question 39

Is it compulsory to fill up the Nature of Business field in the Company Profile?

Accepted Answer

It is advisable to indicate at least 1 nature of business to assist Buyers in understanding the products and services offered by your company. Otherwise, the Background tab in your Company Profile will remain incomplete (the green tick will not appear on the tab) and you will be unable to submit your Company Profile to Buyers.

Question 40

What can I do as a WeManage Vendor?

Accepted Answer

Once you register for a Vendor account in WeManage, you will be able to:

Advertise your company profile on the Marketplace

Associate with Buyers as their trusted Vendor

Respond to requests for eQuotations, eTenders and eBidding

Respond to Awarded Contracts and Purchase Orders

Manage Delivery Orders and Invoices

Question 41

What is e-Tender?

Accepted Answer

e-Tender is a web-based portal that allows vendors to respond (Accept/Decline) to tender invitations online. Vendors can submit their tender proposals (technical / commercial proposal) as well as pricing via the online platform. Moreover, Vendors can also ask clarification questions, submit supporting documents, as well as manage Awards, Delivery Orders and Invoices in the same system.

Question 42

When will my Vendor Profile be available to Buyer(s) that I have associated with?

Accepted Answer

Once there is an association between a Vendor and a Buyer, the Buyer will be able to view the Vendor's Profile, regardless of whether the Vendor Profile has been submitted or otherwise.

Question 43

Where can I find the Type of Registration for my company?

Accepted Answer

You can find the Type of Registration information in your Company Profile by clicking on the Business Details tab.

Question 44

Who is considered as a Vendor?

Accepted Answer

Vendors are companies that wish to supply Goods and/or Services to Buyers via the WeManage e-Procurement platform. Please create an account in WeManage so Buyers can connect with you for any type of tender.

Question 45

Who is considered a Vendor?

Accepted Answer

Vendors are companies that wish to supply Goods and/or Services to Buyers via the WeManage e-Procurement platform. Please create an account in WeManage so Buyers can connect with you for any type of tender.

Question 46

Why am I unable to upload a document in my Company Profile?

Accepted Answer

Please check if there are any special characters in the filename, and remove them so that the file can be uploaded successfully. You may also check if your file exceeds the maximum allowed size.

Question 47

Why can't I see the Submit button after completing my Company Profile?

Accepted Answer

Make sure all of the required information is completed in each tab, which is indicated by a green checkmark at the top of the page. You will be able to submit your profile once all tabs display the green checkmark.

Question 48

Why didn't I receive a notification email from my Buyer to associate with them?

Accepted Answer

Notification emails regarding invitations to associate with Buyers will only be sent to users with the Admin role. If you are a user with only the Finance and/or Sales' role, you will not receive the notification emails.

Question 49

Why didn't I receive a notification email to respond to an invitation to bid?

Accepted Answer

Notification emails regarding invitations to bid will only be sent to users with the Admin and/or Sales role. If you are a user with only the Finance role, you will not receive notification emails for invitations to bid.

Question 50

Why is my status displayed as 'NULL'?

Accepted Answer

Please check whether the status of your user account is active or inactive. If the status is inactive, please contact WeManage support to activate your account.

Question 51

How secure is my tender information?

Accepted Answer

WeManage has SSL encryption for general access.

Company Admins can manage access controls based on user roles. Hence only the people in charge / users granted with the appropriate access authority will be able to access tender information.

Audit trails and access logs are available in the system.

All uploaded documents are encrypted, such as tender documents prepared by Buyers and documents submitted by bidders.

Commercial bids are hidden and protected prior to the completion of technical evaluations by the Buyer (depending on the evaluation method).

Question 52

What are the password setting requirements?

Accepted Answer

The minimum characters for a Password are 8 characters.

Below are some suggested rules for setting a Password:

- Password length is more than 8 characters
- Contains lowercase and/or uppercase characters
- Contains a combination of characters and numbers
- Contains 1 special character
- Contains at least 2 special characters

Below are the definitions of Password strength:

- Weak: The Password meets 1 or none of the above rules
- Medium: The Password meets 2 of the above rules
- Strong: The Password meets 3 or more of the above rules

Frequently Asked Questions

What is eProcurement?