Using the FCRM Systemto Register Buyer and Inquiry Information

(Last Updated:January17, 2014)

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Introduction:

As a result of feedback and recommendations received from various overseas offices, in 2014 the FCRM system (the "System") revised and simplifiedthe "Buyer and inquiry maintenance (Company Profile)" and “Reply Management”functions to increase its efficiency of use.

This document describes how to use the new "Buyer and inquiry maintenance (Company Profile)"functionto carry out the following tasks:

  1. Create and update buyer's basic information. (Including TP magazines’ dispatching records)
  2. Submit procurement inquiries and make remarks pertaining to the project or business unit it belongs to.
  3. Edit buyer's contact person information.
  4. Complete inquiry submission.
  5. Make use of "Reply Management" to search for suitable suppliers and recommend them to the buyer.
  6. Make use of "Marketing Search” to search local buyers and send them EDMs
  7. Assist buyers in registering for Taiwantrade membership (refer to Appendix 1).
  8. Submit iMatch/iMeeting project inquiry (refer to Appendix 2).

I.New version FCRM's "Buyer and inquiry maintenance (Company Profile)" function

  1. Create and update buyer's basic information

(1)After logging into the System, refer to Fig. 1 below and expand "Company Management" under the "Function List"; click on "Company Profile " to launch the page as shown in Fig. 2:

Fig. 1: Execution path

Fig. 2: Execution page

(2)Use the "Search" function to inquire whether the buyer's basic information currently exists in the System:

By default, the system’s search criteria are "Country" and"Department"; other criteria may be entered by the user as needed.The following is an example which shows how to determine whether "ABC Company" exists in the System:

Fig. 3: Company Profile search page

(3)Create (Add New) or update existing record:

According to the search result in step (2), if the buyer record exists in the System, click on the icon on the left of Company ID to edit the record.


Fig. 4: Edit existing buyer record

If the buyer record does not exist in the System, click to create new buyer information.

Fig. 5: Create new buyer information

(4)Edit buyer information:

At the edit page, add or edit buyer's company name, address, email, etc. (Fig. 6) as required and click Save to proceed to edit buyer's advanced information such as Inquiries, Contact Person, etc. (Fig. 7). If the buyer information already exists in the System, you may directly edit the advanced information fields upon entering the edit page.

Fig. 6: Edit buyer information (basic informationfields)

Fig. 7: After saving the record, advanced information fields such as Inquiries and TP Magazine will appear

  1. Submit an inquiry and add remarks pertaining to the project.

Click "Add" at the "Inquiries" block to submit the inquiry, as shown in the following diagram:


Fig. 8: Edit procurement inquiry

For inquiriesgathered through various projects and exhibitions, "Group Information" has to be assigned when creating the record.

(1)For example, if the inquiry is obtained through overseas exhibition, select "2-Overseas Show Visitor" for Source Category and the appropriate year, continent, country, and Source Group fields respectively.

(2)For example, if it is a "Trade Pioneers and GMP" project, then select "5-Trade Pioneers and GMP" for Source Category.

(A)Overseas Show Visitor

(B) The Source Group to be selected for "Trade Pioneers and GMP" projects.

Fig. 9: Select Project Category

After assigning the Group information, the following details are required:

(1)Purpose: Default value is "Buy".

(2)Product Category: Provide the corresponding 4-digit TAITRA Code of the product intended to be procured by the buyer; may use 2 methods to enter the code:

Enter the 4-digit code directly and click "Set".

From the dropdown menu, select the 2-digit and 4-digit categories.

(3)Product Name, Specification: Provide the complete product name and detailed specifications to be procured by the buyer.

Fig. 10: Enter the procurement information

  1. Edit buyer's contact information.

(1)If acontact person already exists, select an inquiry contact person from the Default column.

(2)If there are no contact persons or if the inquiry contact person is not in the existing records, click "Add" to enter the contact person's information. Click "Save" to save the record and "Close" to exit the editing. Set this contact person as the inquiry's contact person.

Fig. 11: Edit buyer's contact person information

  1. Assist buyers in registering for Taiwantrade membership:

If the buyer requests assistance to register as Taiwantrade's buyer member, check "Register as Taiwantrade Member" on buyer's Contact Person page; refer to Appendix 1 for the steps.

  1. Making a record of the category of TP given to buyer: When a TP is given to a buyer, make a record of the category of the TP by using the "Company Profile" advanced field. Go to the advanced field of "Taiwan products (TP) Magazine", and on the right hand side click "Edit" to bring up the TP category selection window (shown below). Once you have finished ticking the boxes, select a Date and a Contact Person. After which, click "close" to go back to the upper screen.

Fig. 12: Ticking the category of TPs given to buyer

  1. Complete inquiry submission:

After editing, click "Save" to save the record and "Close" to close the page, thereby completing an inquiry submission. If the buyer has other procurement requirements, click "Add" from Inquiries and repeat steps 2 through 4, or start from step 1 to add another new buyer information and inquiry.

II."Inquiry Reply Management" function

  1. Search for pending inquiries:

Enter criteria such as "Date of Record" or Inquiry ID, and click "Search" to execute the search; the default criteria are inquiries setup within the week and pending reply.

  1. Select an inquiry from the search result and click Edit to start the reply.
  2. To search by supplier, enter the criteria and execute the supplier search:

The system caters for 4 methods of supplier search:

(1)TAITRA Code: May search by the 2, 4, or 6-digits TAITRA Code; the default value is the TAITRA Code of the inquiry.

(2)HSCODE: Uses importable and exportable product as search criteria.

(3)Company Name: May use company's Chinese or English name.

(4)Product Name: Uses the product description of the TAITRA Code; may search by Chinese or English description.

  1. Select the supplier to be recommended.
  2. Confirm the content of the recommendation letter and send it to the buyer and supplier.

The following is the supplier search page with default search criteria as the TAITRA Code:

(A)Select TAITRA Code as the search criteria and the TAITRA Code recorded in the original inquiry record is displayed:

(B)Upon clicking Search, suppliers and their products that meet the criteria are listed:

(C)Select the item to be recommended and click "Step 3 Reply to Buyer" to send the recommendation letter. (You can only recommend 6 products.)

(D)Select the language for the letter and pick from two scenario templates: "Default" or "No matches found". Profiles of recommended suppliers will be automatically added into the chosen template.

(E)Click Preview to confirm the content and Sendto send the letter. If the "Also send copies to suppliers" box is ticked, then the letter will be sent to both the buyer and the supplier, and you can skip Step 4.

(F)If you choose not to skip Step 4, then proceed to Send Message to Supplier. Click Preview to review the content, and then hit Send.

III.Checking and transferring buyer profile data to eMarketer to send EDMs

  1. Go to Marketing Search, then go to Company Search, and then set your search conditions (the default setting for Country is set according to where your office is).
  1. To search for data entered by your office, go to the "Originating Dept" field and click on the "+" sign to add your office to the search condition.
  1. If Group Information was entered at the time of data entry, then you can go to "Group Information" and set conditions for "Group Category" (Year, Continent, Country) and "Group Name".
  1. At the bottom of the page, click .
  2. Transferring buyer profile data to eMarketer: At the search result screen, set these conditions: eMarketer ID, Table Name, News Service, Purpose. Then, click "Sure" to begin the transfer. The time taken may vary depending on the size of the data. A message window will appear when the transfer is completed. You may then log into eMarketer to edit the EDM template and set the delivery settings.

(Message window indicating transfer completion)

  1. Using the transferred buyer profile data for EDM delivery: Once you have logged into eMarketer, choose the default template. You can edit the template and set a scheduled delivery time. (Template Management -> Download Template)

Appendix 1: Assist buyer in registering for Taiwantrade membership:

If the buyer requests for assistance to register as Taiwantrade's buyer member, the buyer's company basic information has to be created first. At the Buyer's Contact Person page, check "Register as Taiwantrade Member”. The following information has to be provided:

  1. Contact person's basic information such as name and country.
  2. Buyer's industry category: Select an item from Product Category and check "Set as TT Product Category" to set it as the buyer's industry category.

Fig. 1: Setup buyer's industry category

  1. Buyer's contact email
  2. Confirm buyer's account, Email: Check "Register as Taiwantrade Member" and enter a login account at Taiwantrade Login ID; click "Check" to check if the Email and ID entered have already been registered at Taiwantrade's website. The record can only be saved upon verification.

Fig. 2: Verify if the buyer's account can be registered

  1. Buyer's account activation letter: Upon verification, click Save to save the record. The system will automatically send out the account password and activation letter to the buyer.

Fig. 3: Buyer's account activation letter.

Appendix 2:Submit iMatch/iMeeting project inquiry

Refer to the following path to launch this function:

Fig. 1:Execution path and start screen

Steps for submitting the event:

  1. Enquire/Create (Add New Event - Query):

(1)Enter the buyer's email or company name and click "Search" to search for buyers with event information, as shown in Fig. 2.

(2)Having selected the company, click Next Step to add new event record or click Next Step to add new buyer and procurement information.

(Fig. 2)

(3)Enter the buyer's basic information and procurement information (Add New Event):As per the screen, provide the buyer and procurement information, and "Save" to save the record. Upon confirming there are no errors, click "Confirm" to send the event to the center.

  1. Amend Event Content (Modify Event - Edit):

(1)This function can be used to inquire previously created event information and edit the content or submit for approval. Refer to Fig. 3; enter the buyer's email or company name and click "Search" to inquire buyers who have events information previously created.

(Fig. 3)

(2)After clicking , events belonging to the buyer company will be listed and the records may be modified. Having edited the record, the following actions can be carried out:

Save: Save the event

Confirm: Submit the event to Taiwan Trade for confirmation

Back: Return to enquiry page

Delete: Delete the event record.

  1. Information confirmation and processing:

(1)Data processing of iMatch and iMeeting (Fig. 4), and event's status description (Table 1):

(Fig. 4)

Status / Description
Editing / Editing by Overseas Branches
Confirming / Information has been edited and will be sent to Taiwan Trade for confirmation.
Revising / Taiwan Trade has requested a revision; the editing request is currently being handled by Overseas Branches.
Reconfirming / Overseas Brancheshave amended and submitted the record.
Rejected / The record has been rejected. Please delete it.
Verified / The record has been verified and will be sent to the procurement information network.

(Table 1)

(2)Supplement/ amend procurement information (Unclear Trade Meeting Revision): Refer to the following diagram to launch the "Unclear Event Revision" page, and proceed to amend the information. Having amended the record, refer to Table 1 to save the record or send back to Taiwan Trade.

(Fig. 5)