AE JiBe Supplier Manual - How to Use the Magic Link

AE JiBe Supplier
Manual-Magic Link
Version 2

ANGLO-EASTERN AE JiBe Supplier Manual
Version 2 Page 1 of 12 Internal Use
NOTE: Printed copies of this document are for reference only and cannot be distributed outside the company.
Table of Contents
1. Overview of JiBe Web Portal............................................................................................ 3
1.1 System Requirements...............................................................................................................3
1.2 Updates to the Supplier Web Portal.......................................................................................... 3
2. Web Portal Access, Magic Link & Expired Link.............................................................. 4
2.1 Email Addresses to be whitelisted ............................................................................................ 4
2.2 The Email ..................................................................................................................................4
2.3 Renew Expired ‘Magic Link’ ......................................................................................................4
3. Request for Quotation (RFQ) ........................................................................................... 5
3.1 Supplier Account Main Page.....................................................................................................5
3.2 Web Quotation .......................................................................................................................... 5
3.3 Vessel/Machinery/Maker/Sub-Catalogue Details......................................................................7
3.4 Submitting a Quotation..............................................................................................................8
3.5 Changing Unit of Measurement ................................................................................................ 8
3.6 Adding a Line Item ....................................................................................................................9
4. Rework Quotation............................................................................................................10
5. Purchase Order (PO)........................................................................................................11
5.1 Important Information ..............................................................................................................11
5.2 How to Confirm a Purchase Order ..........................................................................................11
5.3 Cancelled POs ........................................................................................................................11

Important Confidentiality Notice
The information (data) contained on all sheets of this document constitutes confidential information of
Anglo-Eastern Ship Management Ltd. or its affiliates (collectively hereinafter “AESM”) and is labeled as
Confidential. This document is only meant for distribution within Anglo-Eastern Ship Management Ltd,
unless specifically mentioned otherwise.
In consideration of receipt of this document, the recipient agrees to maintain such information in confidence
and to not plagiarize or reproduce or otherwise disclose any part this document to any person outside the
intended distribution mentioned above, unless otherwise authorized by the authors or the document owners
in writing. There is no obligation to maintain the confidentiality of any such information that was known to
recipient without restriction prior to receipt of this document as evidenced by written business records;
which becomes publicly known through no fault of recipient; or which is rightfully received by recipient from
a third party without restriction.
This document includes information about current Anglo-Eastern Ship Management Ltd., processes, and
service programs that may be enhanced or discontinued at AESM's sole discretion. Anglo-Eastern Ship
Management Ltd. has endeavored to include in this document the materials that are believed to be reliable
and relevant for the purpose of recipient's use. Neither Anglo-Eastern Ship Management Ltd. nor its
representatives make any warranties as to the accuracy or completeness of the information.
This document will be stored electronically at Anglo-Eastern Ship Management Ltd. managed storage sites.
Printed copies should be used only be used for reference. Should the content differ between the hard copy
and soft copy, ONLY the content of the storage (SharePoint) site will be deemed original and all other
copies as either plagiarized or null & void.
If there are any concerns, questions, or issues regarding this Confidentiality Notice, please contact the
document authors.

1. Overview of JiBe Web Portal
Anglo-Eastern is rolling out a new procurement system as part of its new and improved ERP
system. For suppliers there will be two methods to submit quotations & receive POs. The first
methods is via a Direct Integration between JiBe and the suppliers system (please contact
jibe@angloeastern.com if you would like to explore the Direct API integration). The other is
through the Supplier Web Portal, for which the you (the supplier) will receive a link each time a
Request for Quotation, Rework Quotation or Purchase Order is issued. Our approved suppliers
are presently going through the integration process. Suppliers who want to use the ‘Magic Link’
to submit quotation are provided with access to the online AE JiBe Portal (AE JiBe Supplier
Page).
On this page, each supplier can view and reply to Requests for Quotation (RFQs) and view and
confirm a Purchase Orders (POs). Every supplier has an individual “user profile” in JiBe, for
which they need to register (to register your company - if you have not registered - request for
the: How to Register Manual).
To access the specific supplier portal, a one-time link is sent via email, each time an RfQ or PO
is issued.
Video tutorials of the system can be found here.
1.1 System Requirements
• Windows 7 or higher operating system
• Google Chrome web browser
1.2 Updates to the Supplier Web Portal
The JiBe supplier interface has gone through some changes, listed below.
1. You can ADD line items from or to our catalog. (See section 3.6)
2. You can CHANGE QUANTITIES of line items by providing the new conversion ratio and unit of
measure.
3. You can CHANGE UNIT OF MEASURE by providing the new conversion ratio and unit of
measure. (See section 3.5)
4. The header details have been reorganized with some new information included (i.e. Hull number,
Yard number and the purchaser’s name, email, and phone number.)

2. Web Portal Access, Magic Link & Expired Link
2.1 Email Addresses to be whitelisted
To ensure that you receive the link on time and your system does not flag it as JUNK, please
ensure your IT department has whitelisted these email addresses in your firewalls and e-mail.
You will also have to whitelist the email for containing hyperlinks. Additionally, you need to allow
popups on your browser.
2.2 The Email
You will receive an email like the image below. To access the online portal press ‘Click Here’
(you will need to allow popups for this link).
2.3 Renew Expired ‘Magic Link’
After a pre-set time, which is currently set to 1 week, the ‘Magic Link’ does expire. To get a new
link just click on the ‘Click here to get a new magic link’ button (Blue button) and you should
receive a new link by email within 2 minutes.
jibe-notifier@angloeastern.com
jibe-noreply@angloeastern.com
It’s recommended that each supplier saves one of the Supplier Authentication Links
(do not bookmark the url, but copy and paste from the email to a bookmark) it receives
to its browser in order to access your specific JiBe Supplier page at any time
Commented [H-ADM1]: Yes, recently we have added
one more, I have updated the email to the sheet please
check the grammar.

3. Request for Quotation (RFQ)
3.1 Supplier Account Main Page
In the main page, the supplier can view all the RFQs, submitted quotations, issued POs &
confirmed POs that have been processed by the supplier.
They can search for any RFQ/PO by applying the respective filters, as shown below:
The bottom part of supplier’s login page displays details of all the requisitions/Purchase Order
under the respective Procurement stages. The three main action buttons for of each RFQ/PO
are displayed and highlighted in the following image:
The supplier can take the following actions:
1. View : To view the full details of an RFQ and submit a quotation
2. PO Preview: To preview a PO that has been received from the client
3. Accept PO: To accept a received PO
3.2 Web Quotation
A quotation can be submitted by clicking the “View” action button, as mentioned above, that
redirects the supplier to the Web Quotation page. Under the “Web Quotation Entry” section, the
RFQ’s details are displayed, as shown below:

On the top of the page, the supplier can find the following action buttons:
1. Browse: To select a quotation in JiBe’s excel format from the local computer, instead of
submitting it manually through this webpage. The quotation can be exported in Excel by
clicking the “Export Quotation To Excel” button
2. Upload: To upload the selected excel format from the previous step
3. Export To PDF: To export the quotation in PDF format
4. Export Quotation to Excel: To export the quotation in JiBe’s excel format
5. Click to View Vessel/Machinery/Maker/Sub-Catalogue Details: To view more
extensive details of the items listed in RFQ. (See section 3.3)
Fields in “Details” section are required to be filled by the supplier, as shown below:
Note 1: All the fields that are marked with red asterisk (*) are mandatory, thus cannot remain
empty
Note 2: The percentage that is entered in the “Discount on quotation” cell will be applied to the
total amount of the quotation
It is possible to attach any file that is relevant to the requisition from the fields Attachments. This
can be accomplished by clicking the “Browse” button and selecting the file from the computer.
Then it can be uploaded by clicking “Upload”, as shown below:
Subsequently, the supplier is requested to review the items that are listed in the RFQ and enter
all the necessary information. The “Unit Price” cell is mandatory.

The Supplier can specify the type of the item that is quoting for, by selecting it from the
dropdown menu under the “Item Type” column, as shown below:
The available Item types are:
• Original – If the part comes from the machinery system maker
• OEM – If the part is Original Equipment Manufacturer
• Replacement - This type is for any item which is not OEM certified or an Original maker
This is done manually for each item. Alternatively, the supplier has the option to quote for
multiple types of items, by clicking the “Option” button, under the “Item Type” column. A pop-up
with all the three types appears, next to which the unit price must be entered.
Some information can be item specific. A different discount can be added for each of the items,
instead of a total percentage for the whole quotation. Additionally, there is an option to add a
separate lead time for each item under the respective column or enter a specific amount of time
for all items by clicking “Add Lead Time for All”.
3.3 Vessel/Machinery/Maker/Sub-Catalogue Details
You can view the vessel machinery details of the main and sub machinery by selecting “Click To
View Vessel/Machinery/Maker/SubCatalogue Details” at the top of the page.
This will open a window which lists the vessel information on the top, the main machinery
information, and the sub machinery information.
Commented [H-EC2]: would it be necessary to update
this screenshot with the UOM change fields?
Commented [H-ADM3R2]: Yes, please have look at
all the screen shots and update them.
Commented [H-ADM4]: cn youplease use a email frm
spare parts with numbrous machinry details, ask me if
youhav trouble.
Commented [H-ADM5]:

The main machinery details will be shown under “Machinery/Maker Details”, highlighted in
green. Any details of individual sub-machinery parts requested in the quotation will be shown
under “Requisition Type” at the bottom, highlighted in blue.
3.4 Submitting a Quotation
After filling in all the necessary fields from the previous section, the quotation can be submitted.
To complete the process, the “Quotation Creator” field must be updated, and the supplier can
also add “Delivery Terms”, “Legal Terms” as shown below:
On the right of the above image, the sum of all the charges submitted can be viewed.
In case the supplier does not wish to quote, it is possible to reject the RFQ by clicking the
“Decline to Quote” button. Additionally, it is possible to save the quotation by clicking the “Save
Quotation” button and also close the page with the intention to return later to rework by clicking
the “Close” button.
Once the quotation is complete, it can be finalized by clicking “Submit”. Finally, a pop-up will
appear, verifying that the quotation has been submitted successfully.
3.5 Changing Unit of Measurement
In case the unit of measurement (UOM) of any of the items in the incoming RFQ is different
from what the seller sells by, it is possible to change it. For instance, in this example, the
purchaser requests 10 kg of asparagus. However, the supplier sells the asparagus in 2kg bags.
The steps are as follows:
1. Open the drop-down menu under “supplier UOM” and select the new UOM. In this example,
BAG is selected.
2. Enter the conversion rate between the RFQ UoM and the new UOM under “Unit Conversion
Rate”. This is the quantity of requested UOM per unit of supplier UOM. In this example, this is 2
kg per bag.

3. Enter the new quantity of the item under “Supplier Quantity”. This can be calculated by
dividing the original quantity by the conversion rate. In this example, it is equal to 10/2=5 bags.
4. Click on “Submit” if the quotation is finished, otherwise click on “Save Quotation”
3.6 Adding a Line Item
If the supplier wishes to add an item to the quotation, they can do so by clicking “Add new Item”,
located above the item list, which opens a dialogue box.
Entering the part number of the new item will
automatically fill out the description box if it
exists within the current catalogue. If it does
not, the description box can be manually
updated. Additionally, the UOM will update
too, however this cannot be changed in this
stage. To change the UOM, follow the steps
above. Add in the requested quantity and
then click “save” to add it to the quotation.
Supplier-added items will be highlighted in
orange, with the option to edit or delete the
item on the right end.
Note: If more than one item needs to be added to the same quotation, click on “Save Quotation”
between adding each additional item. If not, any subsequent item addition will overwrite the
previous item.

4. Rework Quotation
After submitting a quotation, a quotation can be resent to be REWORKED by the purchaser,
maybe due to additional items or changes that you have suggested to the supplier. You will
receive an email that the purchaser has requested that the quotation needs to be reworked with
remarks of what changers he or she has requested, in the email.
Follow the same steps above to rework the quotation:
Rework the quotation: Web Quotation
Submit the quotation: Submit a Quotation
Commented [H-EC6]: not sure who this should refer
to (purchaser? Supplier?)
Commented [H-ADM7R6]: yes

5. Purchase Order (PO)
Once a Purchase Order is issued for your quotation, an email with a PDF copy will be sent to
the registered email. In that email a URL will be included that needs to be followed to the web
portal (it’s the same portal used in the sections above). In this portal, you need to confirm the
Purchase Order.
5.1 Important Information
1. The Supplier needs to CONFIRM all Purchase Orders they are going to supply.
2. If there are line items that are out of stock or need longer lead times, they have to inform
the purchaser by email and follow their instructions.
5.2 How to Confirm a Purchase Order
Received POs In the top grey box, you can see the ‘Received POs’ by
selecting
PO Preview To view the PO, click on , which will open a pdf
of the PO. This is the same pdf as is attached to the PO
acceptance email sent to the supplier.
Accept PO To Accept the PO click the ‘Accept PO’ gray button next
to the respective PO. You will get a popup where you
press ‘OK’ to accept the PO. After which it will move to
‘Confirmed POs’.
NOTE: The “view” button on this page opens up the quotation, not the purchase
order. To view a purchase order click on “PO Preview”.
5.3 Cancelled POs
The POs can be cancelled due to various reason. In the event the purchaser cancels the PO
you will receive an email notification that the Purchase Order is cancelled. Once a PO is
Commented [H-ADM9R8]: Yes
Commented [H-EC8]: I guess this should be the
purchaser
Commented [H-ADM10]: can yo add section on
viewin PO and te differece betwee vie quotatonand
PO previe

cancelled, it will move to Cancelled PO header in your web portal.
End of Document

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