Philippine Government Electronic Procurement System Guide

VOLUME 1
PHILGEPS USER GUIDE

Using the Splash Page
PHILGEPS version 1.0

November 2005
AYALA SYSTEMS TECHNOLOGY INC.

SINGAPORE COMPUTER SYSTEMS LTD.
VOLUME 1 – GEPS USER GUIDE USING THE SPLASH PAGE Table of Contents
Table of Contents
ABOUT THIS GUIDE ............................................................................................................................. 3

1. PURPOSE ..........................................................................................................................................................3
2. HOW TO USE THIS GUIDE ..............................................................................................................................3
CHAPTER 1 - THE PHILGEPS SPLASH PAGE ..................................................................................... 4
SECTION 1.1 - ACCESSING THE PHILGEPS.........................................................................................................4
SECTION 1.2 - DATA DISPLAY .............................................................................................................................6
CHAPTER 2 - USER LOG-IN ................................................................................................................. 8
SECTION 2.1 - LOGIN PAGE..................................................................................................................................8
SECTION 2.2 - FIRST TIME LOG-IN ................................................................................................................... 10
SECTION 2.3 - FORGOT PASSWORD .................................................................................................................. 11
CHAPTER 3 - ON-LINE REGISTRATION............................................................................................. 12
SECTION 3.1 - ACCESS ON-LINE REGISTRATION ............................................................................................ 12
SECTION 3.2 - TERMS AND CONDITIONS.......................................................................................................... 13
SECTION 3.3 - ON-LINE REGISTRATION FORM ................................................................................................ 15
CHAPTER 4 - ABOUT GEPS ............................................................................................................... 25
SECTION 4.1 - ACCESSING THE ABOUT GEPS................................................................................................. 25
SECTION 4.2 - MESSAGES ................................................................................................................................. 26
SECTION 4.3 - PROCUREMENT RULES AND REGULATIONS ............................................................................ 27
SECTION 4.4 - HISTORY..................................................................................................................................... 28
SECTION 4.5 - FAQS.......................................................................................................................................... 29
SECTION 4.6 - USEFUL DOWNLOADS ............................................................................................................... 29
SECTION 4.7 - GEPS ORGANIZATION .............................................................................................................. 31
CHAPTER 5 - ANNOUNCEMENTS..................................................................................................... 33
SECTION 5.1 - ACCESSING THE ANNOUNCEMENTS......................................................................................... 33
SECTION 5.2 - VIEWING THE ANNOUNCEMENTS............................................................................................. 34
CHAPTER 6 - CATALOGUE................................................................................................................. 35
SECTION 6.1 - ACCESSING THE CATALOGUE ................................................................................................... 35
SECTION 6.2 - VIEW BY PRODUCT NAME........................................................................................................ 35
6.2.1 - View Product Details ...........................................................................................................................37
6.2.2 - Search Product.....................................................................................................................................38
SECTION 6.3 - VIEW BY PRODUCT CATEGORY ............................................................................................... 39
CHAPTER 7 - GOVERNMENT LINKS................................................................................................. 41
CHAPTER 8 - CONTACT PHILGEPS...................................................................................................42
AYALA SYSTEMS TECHNOLOGY INC.

VOLUME 1 – GEPS USER GUIDE USING THE SPLASH PAGE About This Guide
About This Guide

1. Purpose
This guide covers the features available at the home page of the Philippine Government Electronic
Procurement System (PhilGEPS) web application. The page is available for both registered and non-
registered users of the application.

2. How to Use This Guide

This guide assumes that readers are familiar with the following:
• Use of Internet Explorer
• Procurement system in the Philippine government context, including terminology

For ease of navigation, this guide is divided into seven (7) chapters as follows:
• Chapter 1 –The PhilGEPS Splash Page
• Chapter 2 – User Log-In
• Chapter 3 – On-Line Registration
• Chapter 4 – About PhilGEPS
• Chapter 5 – Announcements
• Chapter 6 – Catalogue
• Chapter 7 – Government Links
• Chapter 8 – Contact PhilGEPS
If you require information on any specific feature, you may use any of the following methods:
• Refer to the Table of Contents.
• Read the introductory paragraph at the beginning of each chapter and section for an
overview of the subjects covered.
AYALA SYSTEMS TECHNOLOGY INC. 3 - 44

VOLUME 1 – GEPS USER GUIDE USING THE SPLASH PAGE Chapter 1 – The GEPS Splash Page
CHAPTER 1 - THE PhilGEPS SPLASH PAGE

This guide discusses how to access the PhilGEPS application and describes the contents of the Splash
page.
Section 1.1 - Accessing the PhilGEPS
To access the PhilGEPS web application,

1. Launch the web browser from your computer.
2. At the Address section of your web browser, type in www.philgeps.net. Then, click Enter on
your keyboard. The PhilGEPS Splash Page is displayed (see Figure 1.1.1).

Welcome Message
Special
Announcements
Announcements
Click to view the list of opportunities Click to view Award Notice Abstract.
under the category.
Figure 1.1.1 The PhilGEPS Splash Page

Section 1.2 - Data Display

The table below describes the different information found in the PhilGEPS Splash page:
" NOTE: A data field may include special instructions as described.
DATA FIELD DESCRIPTION

LOGIN This allows registered user to access other functionalities available
in the PhilGEPS system. Please refer to Chapter 2 - USER LOG-IN.
REGISTER NOW Users who are not yet registered to PhilGEPS as either buyers or
suppliers can click this link to register. Please refer to Chapter 3 -
ON-LINE REGISTRATION.
ABOUT GEPS This provides the user with general information about PhilGEPS. It
includes Messages, Procurement Rules & Regulations, the
PhilGEPS History, FAQs, Useful Downloads and the PhilGEPS
Organization. Please refer to Chapter 4 - ABOUT GEPS.
CATALOGUE The Catalogue illustrates the products that are currently available
at the DBM-Procurement Service and Regional Depots. Please refer
to Chapter 5 - CATALOGUE.
GOVERNMENT LINKS This feature provides links to the websites of the different
government agencies. Please refer to Chapter 6 - GOVERNMENT
LINKS.
CONTACT GEPS This feature provides a link to the PhilGEPS Administrator via email.
Please refer to Chapter 7 - CONTACT GEPS.
WELCOME MESSAGE A brief message about the new PhilGEPS.
SPECIAL MESSAGE The message is displayed in sliding text inside a box right below the
Welcome Message. The message that will appear includes
announcements related to bid schedules and maintenance of the
system.
PhilGEPS STATISTICS Displays the Total Number of Registered Agencies, Registered

Suppliers, Opportunities Processed and Current Opportunities
automatically updated on a daily basis.
OPEN OPPORTUNITIES Displays the current open opportunities grouped by category. This
list only displays the first 20 categories in alphabetical order. A
user can click on the No. of Opportunities hyperlink opposite the
category to see the list of opportunities under the selected
category. You can click on the More … link to display the remaining
categories.
RECENT AWARD NOTICES Lists the recent award notices. Only the 100 most recent awards
are displayed. You can click on the Title hyperlink to view the Award


Notice Abstract. You can click on the More … link to display the
remaining award notices.
ANNOUNCEMENTS Displays the 2 latest announcements published by the PhilGEPS

administrator. You can click the Full Story link to display the entire
announcement message. You can click on the More … link to
display the other announcements.
CALENDAR OF EVENTS Displays the monthly calendar and highlights the days with special
events. Clicking the highlighted days will display a pop-up window
containing the list of event(s) on that day.
CALENDAR OF EVENTS Once clicked, a pop-up window will be displayed showing the
(<<<) Link events of the previous month.
CALENDAR OF EVENTS Once clicked, a pop-up window will be displayed showing the
(>>>) Link events of the next month.

VOLUME 1 – GEPS USER GUIDE USING THE SPLASH PAGE Chapter 2 –User Log-In
CHAPTER 2 - USER LOG-IN

This chapter illustrates how a registered user can login to the PhilGEPS. Registered users include
Auditors, Super Administrators, Administrators, Buyer Coordinators, Buyers, Suppliers and Supplier
Coordinators.
Section 2.1 - Login Page

To login to the PhilGEPS application, please follow the steps below:
1. At the PhilGEPS Splash Page (see Figure 2.1.1), click on the Login link. The Login page
appears (see Figure 2.1.2).
Click to access
the Login page.
Figure 2.1.1 Accessing the Log-In Page
2. At the Log-in page (see Figure 2.1.2), enter your PhilGEPS User ID and Password.

Figure 2.1.2 Log-In Page
The table below lists the data fields displayed in the Log-in page:

GEPS User ID A User ID is system generated. The system will display an error
message when a User enters an ID which does not exist in the
database.
Password A user has to enter a minimum of six (6) alphanumeric characters.
Users must make sure to enter the correct password as originally
entered as these are case-sensitive. System displays an error
message for a password which does not match the one stored in the
database.
3. Click the Login button. If a User entered a valid User ID and Password, the system displays
the My GEPS menu default page.
" NOTE: If a User fails to enter the correct User ID and/or Password after five (5) attempts,
the system will lock the account. He/She will have to contact the Systems
Administrator to unlock his/her account.

Section 2.2 - First Time Log-In

When a User logs-in to the system for the first time, GEPS will require the information specified in
the First Time Log-in Page (see Figure 2.2.1) which will serve as security measure to validate a
User's identity. The information will also be used to validate his/her identity in case he/she needs to
contact the GEPS Administrator.
1. After entering your User ID and Password at the Log-in page, the First Time Log-in page
appears (see Figure 2.2.1).
Figure 2.2.1 First Time Log-In Page
2. Enter the required fields. The table below lists the data fields displayed in the First Time Log-In
page:

Phone Support ID This is similar to Personal Identification of the User. In
the event that he/she contacts the GEPS
Administrators for assistance, he/she will be asked to
provide this information to enable the Administrators
to determine the authenticity of the person who is
calling. The ID consists, at the minimum, of eight (8)
characters.
Date of Birth Date Format: DD/MM/YYYY
Mother's Full Maiden Name First Name and Last Name
Old Password Refers to the Old password that was originally
generated by the system all written in lower case
New Password This refers to the password typed-in as replacement
to the old password that was generated by the
system. It should consist of a minimum of 6
alphanumeric characters.


Re-enter New Password Requires the user to re-type the new password. This
will allow the system to validate the new password
entered.
Terms and Conditions To read, click the Terms and Conditions link. The
Terms and Conditions page appears. This contains
the rules, stipulations and limitations that a User
agrees to abide with when using the system. Click
Close button to close the page. Then click the
checkbox to accept the Terms and Conditions.
3. Click the Submit button to save or the Cancel button to discard the entries.
Section 2.3 - Forgot Password

In case a User forgets his/her password, the system provides this function where he/she will be able
to retrieve his/her current password.
1. Go to the Log-In page.
2. At the Log-In page (see Figure 2.1.2), click the Forgot Password? link. The Forgot
Password page appears (see Figure 2.3.1).
Figure 2.3.1 Forgot Password Page
3. Enter the required fields. Then, click the Submit button.
" NOTE: If all the data entered in the required fields matched the user profile information
stored in the system, the system will retrieve the existing password of the user and
send it to the user’s email address.

VOLUME 1 – GEPS USER GUIDE USING THE SPLASH PAGE Chapter 3 –On-Line Registration
CHAPTER 3 - ON-LINE REGISTRATION

This function allows the interested organizations to register as a Buyer or Supplier in PhilGEPS
Section 3.1 - Access On-Line Registration

1. In the GEPS Splash page (see Figure 3.1.1), click on the Register Now link. The Online
Registration page appears (see Figure 3.1.2.).
Click to access on-

line registration.
Figure 3.1.1 Accessing the On-Line Registration
2. In the Online Registration page, a User selects the type of his/her organization, either a
Government Agency or Supplier, by clicking on the appropriate link.
Figure 3.1.2 Online Registration Page

Section 3.2 - Terms and Conditions

3. After selecting the type of organization, the appropriate Terms & Conditions page is displayed
(see Figure 3.2.1 for the Government Agencies’ Terms and Conditions).

Figure 3.2.1 Terms and Conditions (Government Agencies) Page

" NOTE: Government agency and supplier will each have different Terms and Conditions
when registering in PhilGEPS. Click the I accept button after reading and
accepting the Terms and Conditions. Otherwise, click the I do not accept
button.
Section 3.3 - On-Line Registration Form

4. Upon accepting the Terms and Conditions, the Organization Registration Form page
appears. The system has provided three (3) different registration forms for the following
(see Figure 3.3.1):
• Buyers or Government Agencies
• Local Suppliers
• Foreign Suppliers

(For Government Agencies)

(For Local Suppliers)

(For Foreign Suppliers)

Figure 3.2.1 Organization Registration Form Page

5. On the Organization Registration Form page, enter the required information. The table
below lists all the data fields displayed in the Organization Registration Form page:
(All fields with * asterisk are mandatory).
(For Buyers)
Organization Information
Organization Name * Complete name of the agency.
Acronym Acronym of the Agency (if any).
Former Name Former Name of the Agency (if any).
Government Branch * Refers to the different branches of government where

agencies are under. Select from the dropdown list containing
valid values. Valid values are maintained by System
Administrators.
Organization Type * Select from the dropdown list containing valid values. Valid
values are maintained by System Administrators.
Sector * Select from the dropdown list containing valid values. Valid
values are maintained by System Administrators.
Agency Tax Identification The Tax Identification Number of the Agency.

Number *
Website Address * URL or the Buyer Organization’s Website.
Brief Description of the Description of the Buyer Organization and its main function.
Organization
Organization Address
Country For agencies, the default value is “Philippines”. Not allowed
to be changed.
Region * These are the 17 regions comprising the Philippine

archipelago. An organization shall select from the dropdown
list containing all the valid regions in the Philippines, where it
is located.
Province * The Organization shall select the appropriate province

contained in the dropdown list under the Region that was
previously chosen.
City/Municipality * The Organization shall select the appropriate city or

municipality contained in the dropdown list under the
Province that was previously chosen.
Street Address * The Organization enters the complete number and street


address of the Agency.
Zip Code The Organization supplies the appropriate ZIP Code in the
text box.
Philippine Supplier / Foreign A Supplier Organization that wishes to register with the GEPS
Supplier shall choose from the two Option Buttons. Once the
appropriate location is chosen, the system will load or display
the appropriate Organization Registration Form.
(For Local Suppliers)
Organization Name * Refers to the complete Name of the Supplier Organization.
Acronym Acronym of the Supplier Organization Name (if any).
Former Name Former name of Supplier Organization (if any).
Form of Organization * The Supplier Organization shall select the appropriate form of
organization from the dropdown list containing the following
values:
• Cooperative
• Corporation
• Individual
• Partnership
• Single Proprietorship
Organization Type * The Supplier Organization shall select the appropriate type
from the dropdown list containing valid values. Valid values
are maintained by System Administrators.
Business Category * The Supplier Organization shall select the appropriate

Business Category from the dropdown list box containing
Administrators. A Supplier Organization may select multiple
values in this field.
TIP: To select/deselect multiple entries in the list box, press

the CTRL-key and click the chosen category or categories.
Business Tax Identification The Supplier Organization enters its Business Tax
Number * Identification Number. This field only accepts numeric
entries.
DTI Registration Number Refers to the registration number of the Supplier

Organization with the Department of Trade and Industry.
Applicable to Suppliers that are single proprietorship in


nature.
SEC Registration Number Refers to the registration number of the Supplier

Organization with the Securities and Exchange Commission.
Applicable to corporations.
CDA Registration number Refers to registration number of the Supplier Organization

with the Cooperative Development Authority. Applicable to
Cooperatives.
Incorporation Date * Refers to the date the Supplier Organization was

incorporated. Date in DD/MM/YYYY format
Number of Employees * Refers to the number of employees presently employed by

the Supplier Organization.
Previous Year’s Revenues * Refers to the immediately preceding year's Gross Revenues
of the Supplier Organization at the time of its registration with
the GEPS.
Web Site Address URL or the Supplier Organization's web site, if applicable.
Brief Description of the A Description of the Local Supplier's line of business.

Organization
Country For Local Suppliers, the Default value is “Philippines” after it
chooses to register as a Local Supplier.
Region * These are the 17 regions comprising the Philippine

archipelago. A Supplier Organization shall select from the
dropdown list containing all the valid regions in the
Philippines, where it is located.
Province * The Supplier Organization shall select the appropriate

province contained in the dropdown list under the Region
that was previously chosen.
City/Municipality * The Supplier Organization shall select the appropriate city or

municipality contained in the dropdown list under the
Province that was previously chosen.
Street Address * The Supplier Organization enters the complete number and
street address of the Agency.
Zip Code The Supplier Organization supplies the appropriate ZIP Code
in the text box.
(For Foreign Suppliers)
Organization Name * Refers to the complete name of the Supplier Organization.


Acronym Acronym or abbreviated name of the Supplier Organization
name (if any).
Former Name Former name of the organization (if any).
Form of Organization * The Supplier Organization shall select the appropriate form of
organization from the dropdown list containing the following
values:
• Cooperative
• Corporation
• Individual
• Partnership
• Single Proprietorship
Organization Type * The Organization shall select the appropriate type from the
dropdown list containing valid values. Valid values are
maintained by System Administrators.
Business Category * The Supplier Organization shall select the appropriate

Business Category from the dropdown list box containing
Administrators. A Supplier Organization may select multiple
values in this field.
TIP: To select/deselect multiple entries in the list box, press

the CTRL-key and click the chosen category or categories.
Business Registration Refers to the appropriate Business Registration Number of

Number * the Foreign Supplier.
Incorporation Date * Refers to the date the Supplier Organization was

incorporated. Date in DD/MM/YYYY format
Number of Employees * Refers to the number of employees presently employed by

the Supplier Organization.
Previous Year’s Revenues* Refers to the immediately preceding year's Gross Revenues
of the Supplier Organization at the time of its registration with
the GEPS.
Web Site Address URL or the Supplier Organization's web site, if applicable.
Brief Description of your A Description of what kind of business or businesses the

Organization Foreign Supplier is engaged in.
Country * Refers to the Country where the Foreign Supplier
Organization is based. This is a dropdown list containing all


the recognized countries in the world except the
“Philippines”.
Province / State * Refers to the Province or State where the Supplier

Organization is based.
City/Municipality * Refers to the City or Municipality under the Country where the
Foreign Supplier Organization is based.
Street Address * The Foreign Supplier Organization enters the complete

number and street address of the organization.
Zip Code Refers to the appropriate Foreign Supplier Organization ZIP

Code where it is located.
Contact Information (For Both BUYERS and SUPPLIERS)

Role Refers to the type of responsibility and access rights of the
applicant in the system. If registering as buyer, the default
value is “Buyer Coordinator”. If supplier, the default value is
“Supplier Coordinator”.
Salutation Title * Refers to the conventional title of either a male or female

applicant from an Organization. Select from the dropdown list
containing salutation titles (Mr. or Ms.).
First Name * Refers to the Given Name of the applicant
Middle Name Refers to the Maternal Name or Maiden Surname of the

applicant, if married
Last Name * Refers to the Surname of the applicant.
Designation * Official Position Title of the representative in the

Organization.
Telephone Number * This field allows the user to enter country code, area code,
telephone number and extension number.
For applicants of buyers and local suppliers, the default

telephone country code is 063.
For applicants of foreign suppliers, the code will appear

according to the country after the applicant selects a value at
the country drop-down list.
Fax Number * This field allows the user to enter country code, area code
and FAX telephone number.
For applicants of buyers and local suppliers, the default

telephone country code is 063.
For applicants of foreign suppliers, the code will appear

according to the country after the applicants select a value at


the country drop-down list.
Email Address * Email address of the applicant.
) LEGEND: * Input is required for these fields.
6. After completing the form, click the Submit button.
" NOTE: The registration will be processed and sent to the PhilGEPS Super Administrator
or Administrator for approval. Upon approval, the system will send an email
notification containing the GEPS User ID and Password, to the applicant.

VOLUME 1 – GEPS USER GUIDE USING THE SPLASH PAGE Chapter 4 – About GEPS
CHAPTER 4 - ABOUT GEPS

This menu option provides general information about the PhilGEPS application. This includes the
following:
• Messages from different government officers and/or authorities
• Rules and Regulations regarding the Philippine Government Procurement process
• History of the PhilGEPS
• Frequently Asked Questions about PhilGEPS (should appear on the page like this: FAQs)
• Forms and Documents about PhilGEPS for display and download
• Organizational chart and functions of the PhilGEPS Organization under the DBM-PS
Section 4.1 - Accessing the About GEPS

1. To access the About GEPS, click on the About GEPS link in the GEPS Splash page (see
Figure 4.1.1.).
Click to access
the About GEPS.
Figure 4.1.1 Accessing the About GEPS
" NOTE: When logged-in, the About GEPS feature is also found in the main menus of the
different users of PhilGEPS.
2. Upon clicking the About GEPS link, the About GEPS main page is displayed (see Figure
4.1.2). The About GEPS main page shows you the general information about the GEPS
application.

Figure 4.1.2 About GEPS Main Page
3. Figure 4.1.3 shows the About GEPS Menu which consists of the different information links in
the GEPS application. To view the specific information, just click on the appropriate link.
Figure 4.1.3 About GEPS Menu Bar
Section 4.2 - Messages

1. Click on the Messages link under the About GEPS menu. The Messages from
Officers page is displayed (see Figure 4.2.1).
Click to view the entire message.
Figure 4.2.1 Messages from Officers Page
2. The Messages from Officers page lists all the messages posted in GEPS. To view the
entire message, click on the Title link. The Message from Officers (Details) page is
displayed (see Figure 4.2.2).

Figure 4.2.2 Message from Officers (Details) Page
Section 4.3 - Procurement Rules and Regulations

1. To view the rules and regulations of Philippine government procurement, click on
Procurement Rules and Regulations link under the About GEPS menu. The
Procurement Rules and Regulations page is displayed (see Figure 4.3.1).
Click to view the entire procurement rule or regulation.
Figure 4.3.1 Procurement Rules and Regulations Page
2. The Procurement Rules and Regulations page lists all the procurement rules and
regulations posted in GEPS. To view an entire rule or regulation, click on the Title link.
The Procurement Rules and Regulations (Details) page appears (see Figure 4.3.2).

Figure 4.3.2 Procurement Rules and Regulations Page
3. If there are associated documents included, you may click on the document link and a popup
prompt appears (see Figure 4.3.3). Click Open button to view the document or Save button to
save the document to your local drive. Otherwise, click Cancel button.
Figure 4.3.3 Procurement Rules and Regulations View Associated Document Prompt
Section 4.4 - History

1. To view the history of GEPS, click on the History link under the About GEPS menu. The
History page is displayed (see Figure 4.4.1).

Figure 4.4.1History Page
Section 4.5 - FAQs

1. To view the frequently asked questions about GEPS, click on FAQs link under the About
GEPS menu. The Frequently Asked Questions page is displayed (see Figure 4.5.1).
Figure 4.5.1Frequently Asked Questions Page
2. The Frequently Asked Questions page lists all the frequently asked questions and
answers posted in GEPS.
Section 4.6 - Useful Downloads

1. To view the forms and documents for download, click on Useful Downloads link under the
About GEPS menu. The Useful Downloads page is displayed (see Figure 4.6.1).

Click to view or download the document.
Figure 4.6.1Useful Downloads Page
2. The Useful Downloads page lists all the GEPS forms and documents available for
download. To view or download the form or document, click on the Document Title link.
The File Download box appears (see Figure 4.6.2).
Figure 4.6.2 File Download Box
3. To view the document,

a. In the File Download box, click the Open button. You may now view the document.
b. Close the window to return to previous page.
4. To download the document,

a. In the File Download box, click the Save button. The Save As box appears (see
Figure 4.7.3).
Click to save in
another folder.
Figure 4.6.3 Save As Box
b. In the Save As box, enter a name for the document.

c. Click the Save button.
TIP: To save the document in a different folder, click a different location in the Save in
list or a different folder in the folder list, or both. To save the copy in a new folder,
click Create New Folder.
Section 4.7 - GEPS Organization

To view information about the GEPS Organization, click on the GEPS Organization link
under the About GEPS menu. The GEPS Organization page is displayed (see Figure 4.7.1).

Figure 4.7.1PhilGEPS Organization Page

VOLUME 1 – GEPS USER GUIDE USING THE SPLASH PAGE Chapter 5 – Announcements
CHAPTER 5 - Announcements
This menu option allows the user to view the announcements posted by the DBM-PS GEPS
Administrators.
Section 5.1 - Accessing the Announcements

1. To access the Announcements, click on either the About GEPS, Catalogue or
Government Links hyperlink in the GEPS Splash page (see Figure 5.1.1.).
Click any of these

links to access the
Announcements.
Figure 5.1.1 Accessing the About GEPS
2. Upon clicking any of the hyperlinks, the Splash Page menu bar is displayed. Click the
Announcements menu option. The Announcements page is displayed (see Figure 5.1.2).
The Announcements page displays all the announcements currently published in GEPS
Click title link to view the

entire announcement.
Figure 5.1.2 Announcements Page

VOLUME 1 – GEPS USER GUIDE USING THE SPLASH PAGE Chapter 5 – Announcements
Section 5.2 - Viewing the Announcements
1. In the Announcements page, click on the title link to view the entire announcement
message. The Announcements (Details) page is displayed (see Figure 5.2.1).
Figure 5.2.1 Announcements (Details) Page
2. Click Back button to go back to Announcements page.

VOLUME 1 – GEPS USER GUIDE USING THE SPLASH PAGE Chapter 5 – Catalogue
CHAPTER 6 - CATALOGUE
This menu option allows a User to view the items or products in the PhilGEPS Catalogue.
Section 6.1 - Accessing the Catalogue

1. To access the Catalogue, click on the Catalogue link in the GEPS Splash page (see Figure
6.1.1.). Upon clicking the Catalogue link, the Catalogue (By Product Name) page is
displayed (see Figure 6.2.1).
Click to access
the Catalogue.
Figure 6.1.1 Accessing the Catalogue
" NOTE: When logged-in, the Catalogue feature is also found in the main menu of the
different users of GEPS.
2. The GEPS Catalogue is viewed in two (2) ways – by Product Name and by Product
Category. To view by Product Name, click the Product Name link in the Catalogue
Menu (see Figure 6.1.2). To view by Product Category, click the Product Category link.
Figure 6.1.2 Catalogue Menu Bar
Section 6.2 - View By Product Name

1. Upon clicking the Product Name in the Catalogue Menu (see Figure 6.1.2), the Catalogue
(By Product Name) page is displayed (see Figure 6.2.1).

You may use the

following methods to
search for particular
product(s).
Click Product Name to

view product details.
Figure 6.2.1 Catalogue (By Product Name) Page
The table below lists all the data fields displayed on the Catalogue (By Product Name) page:

Sequence Number Auto-generated by the system; A maximum of twenty (20) items
are displayed per page.
Thumb Nail Picture Thumbnail picture of the product.
Item Code Product code defined by DBM Procurement Service for the
product
Product Description Click the hyperlink to view details of the product. Displays short
description of the product
FOB Manila Price Indicates the Selling Price of the items in Manila Depot.
2. In the Catalogue (By Product Name) page, you may perform the following:
• View details of a product
• Search for product(s) using the Page Index, Simple Search or Detailed Search

6.2.1 - View Product Details
1. Click on the Product Name link. (The Product Name link is displayed in blue-
underlined before the Product Description.) The Product Details page is displayed
(see Figure 6.2.2).
Figure 6.2.1.1 Product Details Page
The table below lists all the data fields displayed on the Product Details page:

Picture Displays a bigger picture of the product.
Item Code Item code of the product or services defined by DBM
Procurement Service
Product Category Displays the product’s UNSPC category
Product Description Description or specification of the product
Unit of Measure Unit of measurement of the product
Minimum Order Minimum order quantity of the product
Quantity
Date Listed The date when the product info was updated.
Depot Name Location of PS Depot where the products are available
Price Price of the Product corresponding to the depot.

2. Click the Back button to return to previous page.
6.2.2 - Search Product
1. To search for a product using the Page Index, click on the page number,
<Previous> or <Next> links to go from one page to another.
2. To search for a product using Simple Search,
a. In the Catalogue (By Product Name) page (see Figure 6.2.1), select the search
criteria in the Search By field. Available values are Product Name and Product
Description.
b. Based on the selected criteria, enter a value in the field next to the Search By
field.
c. To enhance your search, you may want to specify among Contain, Start With or
Exact Match by clicking on the appropriate radio button.
d. Click the Search button. You will be redirected to the page where the products
matching the criteria specified are displayed.
3. To search for a product using Detailed Search,
a. In the Catalogue (By Product Name) page (see Figure 6.2.1), click on the
Detailed Search link. The Catalogue (Detailed Search) page appears (see
Figure 62.2.1).
Figure 6.2.2.1 Catalogue (Detailed Search) Page

b. Fill in the search criteria fields. Then, click the Search button. You will be redirected
to the page where the matching products are displayed.
Section 6.3 - View By Product Category

1. In Catalogue menu (see Figure 6.1.2), click the Product Category link. The Catalogue
(By Product Category) page is displayed (see Figure 6.3.1).
UNSPSC Code
Product Category
Click to view the

product(s) under
the category
Click the (+/-) sign to

drill down lower/higher
product category levels.
Figure 6.3.1 Catalogue (By Product Category) Page
2. The Catalogue (By Product Category) page lists all with product categories with
corresponding UNSPSC code. The UNSPSC code is displayed on the left of the Product
Category. The product categories are classified into four (4) levels. To drill down and up the
different levels, click the plus (+) and minus (-) signs respectively.
3. The products are identified with the 4th level of the product category. To view the products under
a particular category, click on the 4th level product category. The Catalogue (Selected
Product Category) page appears (see Figure 6.3.2).
" NOTE: UNSPSC® stands for United Nations Standard Products and Services Code®.

Figure 6.3.2 Catalogue (Selected Product Category) Page
4. Click Back to return to previous page.

VOLUME 1 – GEPS USER GUIDE USING THE SPLASH PAGE Chapter 7 – Government Links
CHAPTER 7 - GOVERNMENT LINKS

This feature provides links to the websites of the different government agencies of the Philippines.
1. To access the Government Links, click on the Government Links link in the GEPS Splash
page (see Figure 7.1) and the Government Links page is displayed (see Figure 7.2).
Click to access the

Government Links
Figure 7.1 Accessing the Government Links
2. At the Government Links page, click on the URL name opposite the name of the government
agency to access its website. The website of the particular government agency is then launched.
Click to access
the website of
the government
agency.
Figure 7.2 Government Links Page
The table below lists all the data fields displayed on the Government Links page:
Government Agency Name The name of the government agency
The URL address Contains a hyperlink to the respective agency’s website.
" NOTE: The user leaves the GEPS application upon clicking the URL of the agency.

VOLUME 1 – GEPS USER GUIDE USING THE SPLASH PAGE Chapter 8 – Contact PhilGEPS
CHAPTER 8 - CONTACT PhilGEPS

This feature allows any user to send a message to the PhilGEPS Administrator via email. The message
may either be a feedback or a query.
1. To access the Contact GEPS, click on the Contact GEPS link in the GEPS Splash page (see
Figure 8.1) and the Contact GEPS page is displayed (see Figure 8.2).
Click to access the

Contact GEPS
Figure 8.1 Accessing the Contact GEPS
" NOTE: The Contact GEPS feature is available in all the pages of the application. To access,
click on the Contact Us link.
2. At the Contact GEPS page, enter the required information. The table below lists all the data
fields displayed on the Contact GEPS page:

Your Name Refers to the name of the message sender.
Your Email Address Refers to the E-mail address of the sender.
Subject Subject of the message.
Message Enter message as text. The message can be feedback or query.

No limit to the content or length.

Figure 8.2 Contact GEPS Page
" NOTE: If a User is logged-in to PhilGEPS, the system shall automatically fill-in the Your
Name and Your Email Address fields.
3. After entry, click the Send button. The system then validates the entered information. If valid, a
message will be displayed (see Figure 8.3) and you will have to click the OK button to go back
to GEPS Splash page
Figure 8.3 Contact GEPS Page
" NOTE: If a User does not complete the required entries or enters an invalid data, the system
will display the following message (see Figure 8.4) and you will have to click the
OK button to re-enter data.

Figure 8.4 Invalid Entries Message


Philippine Government Electronic Procurement System Guide

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Philippine Government Electronic Procurement System Guide

Uploaded by

Copyright:

Available Formats

VOLUME 1

PHILGEPS USER GUIDE

PHILGEPS version 1.0

AYALA SYSTEMS TECHNOLOGY INC.

ABOUT THIS GUIDE ............................................................................................................................. 3

CHAPTER 8 - CONTACT PHILGEPS...................................................................................................42

AYALA SYSTEMS TECHNOLOGY INC.

About This Guide

2. How to Use This Guide

AYALA SYSTEMS TECHNOLOGY INC. 3 - 44

CHAPTER 1 - THE PhilGEPS SPLASH PAGE

Section 1.1 - Accessing the PhilGEPS

To access the PhilGEPS web application,

AYALA SYSTEMS TECHNOLOGY INC. 4 - 44

Figure 1.1.1 The PhilGEPS Splash Page

AYALA SYSTEMS TECHNOLOGY INC. 5 - 44

Section 1.2 - Data Display

" NOTE: A data field may include special instructions as described.

DATA FIELD DESCRIPTION

WELCOME MESSAGE A brief message about the new PhilGEPS.

PhilGEPS STATISTICS Displays the Total Number of Registered Agencies, Registered

AYALA SYSTEMS TECHNOLOGY INC. 6 - 44

DATA FIELD DESCRIPTION

ANNOUNCEMENTS Displays the 2 latest announcements published by the PhilGEPS

AYALA SYSTEMS TECHNOLOGY INC. 7 - 44

CHAPTER 2 - USER LOG-IN

Section 2.1 - Login Page

Figure 2.1.1 Accessing the Log-In Page

AYALA SYSTEMS TECHNOLOGY INC. 8 - 44

Figure 2.1.2 Log-In Page

DATA FIELD DESCRIPTION

AYALA SYSTEMS TECHNOLOGY INC. 9 - 44

Section 2.2 - First Time Log-In

Figure 2.2.1 First Time Log-In Page

DATA FIELD DESCRIPTION

AYALA SYSTEMS TECHNOLOGY INC. 10 - 44

DATA FIELD DESCRIPTION

Section 2.3 - Forgot Password

Figure 2.3.1 Forgot Password Page

3. Enter the required fields. Then, click the Submit button.

AYALA SYSTEMS TECHNOLOGY INC. 11 - 44

CHAPTER 3 - ON-LINE REGISTRATION

Section 3.1 - Access On-Line Registration

Click to access on-

Figure 3.1.1 Accessing the On-Line Registration

Figure 3.1.2 Online Registration Page

AYALA SYSTEMS TECHNOLOGY INC. 12 - 44

Section 3.2 - Terms and Conditions

AYALA SYSTEMS TECHNOLOGY INC. 13 - 44

Figure 3.2.1 Terms and Conditions (Government Agencies) Page

AYALA SYSTEMS TECHNOLOGY INC. 14 - 44

Section 3.3 - On-Line Registration Form

AYALA SYSTEMS TECHNOLOGY INC. 15 - 44

(For Government Agencies)

AYALA SYSTEMS TECHNOLOGY INC. 16 - 44

(For Local Suppliers)

AYALA SYSTEMS TECHNOLOGY INC. 17 - 44

(For Foreign Suppliers)

AYALA SYSTEMS TECHNOLOGY INC. 18 - 44

DATA FIELD DESCRIPTION

Acronym Acronym of the Agency (if any).

Former Name Former Name of the Agency (if any).

Government Branch * Refers to the different branches of government where

Agency Tax Identification The Tax Identification Number of the Agency.