0. GeM – User Enablement
Procurement Module

1. Buyer Workflow Creation of Organization (Buyer Account)
Annual Procurement Plan
Demand Aggregation
Registration of Secondary Users
Browse Products
Plain Buy
L1 Buy
eTendering & RA
Supplier Evaluation
Contract Management
Order Placement
Goods Receipt Confirmation
Goods Inspection
Payment Processing
Goods Returns

2. GeM 2.0 – Functional Blocks
User Management
GeM – What does it offer to Buyers
Ease of Procurement
Single window for purchasing all types of goods – from stationary to automobiles
Makes available search, compare, select and buy facility
Offers rich listing of products for individual categories of Goods/Services
Enables buying Goods and Services online, as and when required.
Efficient processes
Online processes driven by procurement policies
Ensures continuous vendor rating system
Easy online returns management
Ease of Monitoring
Online order tracking &
Realtime dashboards, detailed analytics & reports
Anywhere access
Buyer Registration & Onboarding
Supplier Registration & Onboarding
User Self Service
Catalog Management
Product Registration
Service Registration
Procurement
Direct Buy
Compare & Buy
E-Tendering & RA
Bid Management
Order Management
PO Issuance
Contract Management
Order Fulfillment
Goods Delivery
GRN & Inspection
Order Returns Processing
Invoicing & Payments
Invoicing
Payments Processing

3. GeM 2.0 – Training Coverage
User Management
Important
Before you proceed with procurement,
Have your user ID created & appropriate privileges assigned
Have all the details of the products to be procured
Have the details of the approving authority
Have e-Sign details handy and registered mobile number accessible for OTP verification and authorization
Happy Purchasing!!
Buyer Registration & Onboarding
Supplier Registration & Onboarding
User Self Service
Catalog Management
Product Registration
Service Registration
Procurement
Direct Buy
Compare & Buy
E-Tendering & RA
Bid Management
Order Management
PO Issuance
Contract Management
Order Fulfillment
Goods Delivery
GRN & Inspection
Order Returns Processing
Invoicing & Payments
Invoicing
Payments Processing

4. Home Page of GeM Portal Step 1 Screen 1 **** Process Flow
Registered users visit
Click on Login link
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Users can use the Products & Services links to surf through all the products and services registered on the portal
Users can also view a list suppliers by clicking on “All Suppliers” link

5. Login : User Logs In as Buyer
Step 2
Login : User Logs In as Buyer
Screen 2
Process Flow
Enter the appropriate User ID & Password to login to the GeM
An added layer of security prevents unauthorized fake logins using automated login scripts
Click on “Login” to enter the next generation e-Procurement portal
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Passwords are case sensitive
Use Forgot Password link to recover lost passwords
For users who login for the first time, the portal will ask user to enter additional user details while returning users will be taken to the buyer dashboard

6. Buyer Dashboard Step 3 Screen 3 **** Process Flow
Users land on the dashboard once authorized on the login page in previous step
Summary of buyer activity for the logged in user is available on the page
Important messages and notifications for the user are available on the right side of the page
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The landing page also facilitates users to sign up for DigiLocker, which can be used for storing important documents
Clicking on summary displayed on the page navigates users to detailed view page of each item
Other important links are available at the top of the page

7. Navigation to e-Marketplace
Step 4
Navigation to e-Marketplace
Screen 4
Process Flow
User clicks on “Market” link available on the dashboard
e-Marketplace page displays Newly Added Products at the center, Top Selling Products on the left and Popular Products at the bottom
Products images are displayed for ease of understanding the product
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Users can click on “Cart” to view products & services already added in the cart
For quick access to online demo, users can use the “Demo” link

8. Search Products by Category
Step 5
Search Products by Category
Screen 5
Process Flow
User enters the search text in the “Predictive Search” box at the top of the page
Best matches to the search criteria get populated alongwith the categories
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Make sure appropriate category is selected for accurate search results
Enter all mandatory filter parameters for generating the Search Results
Use “Add to Compare” checkbox for comparing multiple products displayed in Search Results

9. Apply Filters given in the Left Pane
Step 6.1
Apply Filters given in the Left Pane
Screen 6.1
Process Flow
Additional Search Parameters can be entered in the “Filters” section on the left
Filter parameters like “Location” & “Quantity” are mandatory as these parameters qualify the vendors for supplying the selected product
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The filter parameters available for selection would change as per the product selected

10. Select the Delivery Location & Enter the Quantity Required
Step 6.2
Select the Delivery Location & Enter the Quantity Required
Screen 6.2
Process Flow
User selects the “Delivery Location” and enters the “Quantity” to be purchased
User clicks on “Search” refine the results based on selected Filter Criteria
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Users can enter multiple Delivery Locations and different Quantities for each Location in case of Centralized Procurement

11. Select the No. of Years of Experience (Supplier)
Step 6.3
Select the No. of Years of Experience (Supplier)
Screen 6.3
Process Flow
User enters the number of years of experience in working with Government Departments the supplier is expected to have
Search results would be refined based on every filter parameter applied
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Years of Experience is an important Filter Parameter for supplier selection
Use this parameter effectively, especially in case of procurement of high value, complex products & services
Effective combination of different Filter Parameters helps in selecting the appropriate product & supplier combination

12. Click on Add to Cart Step 7 Screen 7 Process Flow
User selects the most suitable product from the Search Results matching the Filter Criteria
User clicks on “Add to Cart” to proceed with the procurement
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The user also has the option to compare multiple products
In case of further refining the Search Results, the user can use the Product Specifications section

13. STEP 8
Product Remains in the Cart for 5 Days (Price of the Product is locked for 5 Days)
Screen 8
Process Flow
On clicking “Add to Cart”, the selected product is added to Shopping Cart of the User & User is navigated to “Shopping Cart” page
The price of the selected product is locked for a period of 5 days
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The 5 day lock period is available for users to seek internal approvals before proceeding with the purchase
Any change in product parameter requirement would necessitate removing the product from the Shopping Cart & re-starting the product selection process

14. Shopping Cart Checkout
STEP 9
Shopping Cart Checkout
Screen 9
Process Flow
User clicks on “Proceed to Checkout” to complete the purchase
User has the option to directly purchase the selected product or setup a tender or Reverse Auction for the procurement
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The selection of procurement method i.e. Direct Purchase, Tender/RFP or Reverse Auction is defined by Governement Procurement Policies defined from time to time
Refer to the latest procurement policy document for the same

15. Procurement by Direct Purchase

16. Procurement by Direct Purchase
STEP 9.1
Procurement by Direct Purchase
Screen 9.1
Process Flow
User clicks on “Direct Purchase” option on the Proceed to Checkout page
Portal displays Order Summary & request user for Delivery Period
User clicks on “Continue” after entering the desired “Delivery Period” in days
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On clicking “Continue”, the portal creates demand and records it on the current date
Please note down the “Demand No.” displayed in top right corner for tracking the demand

17. Demand Generation STEP 9.1.1 Screen 9.1.1 **** Process Flow
Portal confirms successful generation of Demand with the Demand No.
Order Summary with requesting user details are displayed on the page
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Users can click on “Item Description” to view the details of the item selected for procurement

18. Financial Details for the Demand
STEP 9.1.2
Financial Details for the Demand
Screen 9.1.2
Process Flow
User enters the financial details for the demand created
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Ensure selection of appropriate approving authorities for quick processing of demand
All fields are mandatory

19. E-signing the Financial Approval
STEP 9.1.3
E-signing the Financial Approval
Screen 9.1.3
Process Flow
Once User submits the demand with financial details, the demand is saved
The portal prompts user to e-sign the demand PDF file generated for approval
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E-Signing of the demand PDF is mandatory for further processing

20. E-signing the Contract Order
STEP 9.1.4
E-signing the Contract Order
Screen 9.1.4
Process Flow
User is prompted to e-sign the Contract Order PDF
The Sanction Order is available for review
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All documents – Sanction Order, Contract Order and Financial Approval can be downloaded in PDF format
The order summary page displays the Expected Delivery Date based on demand creation date & Delivery Period mentioned on Demand Creation Page

21. Contract Order PDF STEP 9.1.5 Screen 9.1.5 **** Process Flow
The portal generates the Contract Order PDF
All details of the buyer, supplier and the buying organization are included
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Users can download the PDF on local machine for offline reference

22. Procurement by Bidding Process

23. Procurement by Bidding
STEP 9.2
Procurement by Bidding
Screen 9.2
Process Flow
User refines product search results by entering the desired filter parameter values
All products matching filter parameters are displayed
User clicks on compare check box to select products to compare
Click “Compare” button at bottom right of the page to compare selected products
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The process of searching for products is similar to the one followed for “Direct Purchase”
Please refer Step 5 & Step 6 for the product search process

24. Product Comparison Sheet
STEP 9.2.1
Product Comparison Sheet
Screen 9.2.1
Process Flow
On clicking “Compare”, the product comparison page is displayed
User can compare values of product selection parameters for each product selected
Page also lists out number of vendors supplying the product
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Users can use help links like “Last Procurement Prices” as reference for price benchmarking
Clicking on numbers displayed against “Sellers” lists out the suppliers who are supplying the selected products

25. Addition of Selected Product to Shopping Cart
STEP 9.2.2
Addition of Selected Product to Shopping Cart
Screen 9.2.2
Process Flow
User clicks on “Add to Cart” on Product Comparison page to proceed with the product procurement
Shopping Cart page is opened which displays Order Summary
User clicks on “Proceed to Checkout”
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User can remove the product from the shopping cart by clicking “Remove” to cancel the procurement activity
User can go back to product comparison page by clicking “Comparison Sheet” link to select another product under the same category

26. Proceed with Bidding Option
STEP 9.2.3
Proceed with Bidding Option
Screen 9.2.3
Process Flow
Clicking on “Proceed to Checkout” takes the user to the procurement page
User clicks on “Bidding” to proceed with tender/RFP process of procurement
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The selection of procurement method i.e. Direct Purchase, Tender/RFP or Reverse Auction is defined by Governement Procurement Policies defined from time to time
Refer to the latest procurement policy document for the same

27. Creation of Bid STEP 9.2.4 Screen 9.2.4 **** Process Flow
On clicking “Bidding” button on previous page, user lands on Bid Creation page
User can review product specifications here based on the product selected
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Buyer can view product comparison sheet by clicking on “Show Comparison Sheet”

28. Creation of Bid – Adding Details
STEP 9.2.5
Creation of Bid – Adding Details
Screen 9.2.5
Process Flow
Page allows user to add more details to the product specifications
Details related to product testing & certification etc. can be requested here
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Adding these details helps defining product quality standards

29. Creation of Bid – Defining Bid Calendar
STEP 9.2.6
Creation of Bid – Defining Bid Calendar
Screen 9.2.6
Process Flow
User enters the “Bid Start Time & Date” and the “Bid End Time & Date”
User also “Enter Quantity” and “Terms of Delivery” for the procurement
User can enter additional specifications with desired values, if required
Click on “Create Bid” button
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Verify all details entered before clicking on “Create Bid”
Details entered here will form a part of the final bid
Please refer procurement policies document for guidelines pertaining to bid duration

30. Creation of Bid – Review Bid
STEP 9.2.7
Creation of Bid – Review Bid
Screen 9.2.7
Process Flow
On clicking “Create Bid” the bid review screen is displayed
User reviews all the bid details and checks the “Terms & Conditions” checkbox confirming acceptance
Click “Finalize Bid” button to confirm bid creation
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For new users – please ensure you have read the terms & conditions of GeM portal before confirming acceptance of the same

31. Creation of Bid – Authorization Using e-Sign
STEP 9.2.8
Creation of Bid – Authorization Using e-Sign
Screen 9.2.8
Process Flow
On clicking “Finalize Bid” the portal prompts for authorizing the bid using eSign
An OTP is sent to registered mobile number of the logged in user
User enters OTP and clicks on eSign to finalize the bid
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Ensure your registered mobile number is accessible
In case users don’t receive OTP, they can use “Resend OTP” link for regenerating it
In case of Resend OTP request, the old OTP, in case received, will no longer be valid

32. Creation of Bid – Bid Created Successfully
STEP 9.2.9
Creation of Bid – Bid Created Successfully
Screen 9.2.9
Process Flow
On clicking “eSign”, the bid is created and a bid number is generated
The status of the bid is displayed in graphic form
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Note down the bid number for further tracking

33. Creation of Bid – Supplier Notifications
STEP
Creation of Bid – Supplier Notifications
Screen
Process Flow
Once bid is finalized, notifications would be sent to all qualifying suppliers
The list of suppliers to whom notifications have been sent can be seen by clicking on “Notifications” link
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The date and time of delivery of notifications is displayed in the list

34. Bid Evaluation STEP 9.2.11 Screen 9.2.11 **** Process Flow
Buyer logs into the GeM portal and navigates to the “Bid-Products” page
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The bid under evaluation will be visible only to the buyer who has created it

35. Bid Evaluation – Selecting Bid to be Evaluated
STEP
Bid Evaluation – Selecting Bid to be Evaluated
Screen
Process Flow
A list of all open bids is displayed
Bidder clicks on the bid number to open the bid to be evaluated
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The option of bid opening would be available only if the bid end date is over
The buyer also has the option to cancel the bid if he desires to terminate the procurement of the product

36. Bid Evaluation – Opening Technical Bid
STEP
Bid Evaluation – Opening Technical Bid
Screen
Process Flow
List of supplier who have submitted bids is displayed
User clicks on “Verify Specifications” to evaluate the technical bid
User has the option to qualify or disqualify a supplier on the basis of the technical bid
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Users are requested to verify all product specifications in detail before qualifying/disqualifying a supplier

37. Bid Evaluation – Financial Bid Opening
STEP
Bid Evaluation – Financial Bid Opening
Screen
Process Flow
The list of suppliers qualifying the technical evaluation stage are available for financial bid opening
User clicks on “Open Financial Bid”
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Only suppliers qualifying the technical evaluation are available for commercial evaluation

38. Order Issuance STEP 9.2.15 Screen 9.2.15 **** Process Flow
On clicking “Open Financial Bid”, the portal displays the supplier financial bid list in ascending order of quote
L1 supplier is displayed at the top
User can create the PO using “Create Order” button
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User can view offered products and the bid document before placing the order
User can also view the list of suppliers rejected at the technical bid stage
User cannot reject the financially L1 supplier

39. Procurement by Reverse Auction

40. Procurement by Reverse Auction
STEP 9.3
Procurement by Reverse Auction
Screen 9.3
Process Flow
Use the process described in earlier sections to search, select and compare products
Add selected product to cart and proceed to checkout
Click on “Reverse Auction” to proceed with procurement by Reverse Auction method
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Users can view the compared products by clicking on “Comparison Sheet” before proceeding to the next stage

41. Procurement by Reverse Auction – Configuration
STEP 9.3.1
Procurement by Reverse Auction – Configuration
Screen 9.3.1
Process Flow
The product specifications carried forward from product search are displayed
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Users are requested to confirm the product specifications here before proceeding to the next stage

42. Procurement by Reverse Auction – RA Schedule
STEP 9.3.2
Procurement by Reverse Auction – RA Schedule
Screen 9.3.2
Process Flow
User defines the RA schedule i.e. date and time for start and end of RA
In addition to RA schedule, the step decrement value is also defined here
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User can change quantity and specify “Terms of Delivery” on this page

43. Procurement by Reverse Auction – Create RA
STEP 9.3.3
Procurement by Reverse Auction – Create RA
Screen 9.3.3
Process Flow
User verifies all details entered and clicks “Create RA” to confirm creation of Reverse Auction
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If desired, user may add more specifications with the desired parameter values

44. Procurement by Reverse Auction – Verification
STEP 9.3.4
Procurement by Reverse Auction – Verification
Screen 9.3.4
Process Flow
On clicking “Create RA” on previous page, the user lands on the page with all RA details
User verifies all RA details before proceeding with finalizing RA
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Users are requested to verify all the details with respect to product specifications and RA process at this stage

45. Procurement by Reverse Auction – Verification
STEP 9.3.5
Procurement by Reverse Auction – Verification
Screen 9.3.5
Process Flow
User checks the “Terms & Conditions” checkbox to confirm acceptance
Once all the RA details are verified, user clicks on Finalize RA
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Users are requested to read through the Terms & Conditions of GeM before proceeding

46. Creation of Bid – Authorization Using e-Sign
STEP 9.3.6
Creation of Bid – Authorization Using e-Sign
Screen 9.3.6
Process Flow
On clicking “Finalize RA” the portal prompts for authorizing the RA using eSign
An OTP is sent to registered mobile number of the logged in user
User enters OTP and clicks on eSign to finalize the RA
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Ensure your registered mobile number is accessible
In case users don’t receive OTP, they can use “Resend OTP” link for regenerating it
In case of Resend OTP request, the old OTP, in case received, will no more be valid