FAQs

1. How can I know whether I am already a supplier of the participating B/Ds or GLD?

You can contact our hotline service to check out whether you are already a supplier of the participating B/Ds or GLD.

e-Procurement Hotline

2. I am a supplier of other departments, on top of participating B/Ds. Will my updated profile provided to these participating B/Ds be shared with other parts of Government as well?

Supplier profiles will be shared among the participating B/Ds only. If you have dealings with other Government Departments, you are advised to separately provide any necessary updated information to these other Departments under existing established channels.

3. What is the difference between the e-services rolled out by the e-Procurement Programme and the e-Tender Box (ETB) being used by the Government Logistics Department (GLD)?

The e-services under the e-Procurement Programme are to transact with suppliers in participating B/Ds through electronic means for departmental purchase value not exceeding HK$1.36 million for goods and non-construction services and HK$3 million for consultancy services. The e-Tender Box (ETB) is mainly designed for tenders processed by GLD.

4. I want to know more about UNSPSC.

UNSPSC is a global, open e-commerce standard that provides cross-industry standard for efficient, accurate classification and identification of products and services. It helps to standardize market information and organize procurement statistics in an effective and meaningful way thereby facilitating business analysis on procurement trend and requirements. You may wish to visit their website for details.

UNSPSC website

5. How secure is the e-services under the e-Procurement Programme?

The e-services implemented under the e-Procurement Programme will comply with the standing and established security guidelines and authentication framework for Government IT systems. Transmission and storage of sensitive data are encrypted, protected and controlled according to the prescribed guidelines and procedures. Other measures such as access right control and authorisation, audit logging are in place and periodic system security audit will be carried out to ensure system and data security.

6. Can other suppliers/contractors access or view my quotation submitted through the e-Procurement system?

The e-Procurement system complies with the Government's security guidelines and authentication framework so that only authorized persons of the Government will be given the right to access quotations from suppliers/contractors. In addition, suppliers/contractors should properly keep their own data (such as encrypt softcopies or protect it with password) and ensure security on their side in order to minimize the risk of security being compromised. For more information about information security, please refer to InfoSec website.

InfoSec website

7. What are the system requirements for using the e-services under the e-Procurement Programme?

You can access the e-services through a web browser on a personal computer. Please refer to System Requirements for Using GovHK for details of minimum requirements.

System Requirements for Using GovHK

8. What can I do if I have any question or want to know more about the e-Procurement Programme and its related e-services?

For any enquiries, please contact our hotline.

e-Procurement Hotline

1. Is it compulsory to change the Activation ID and PIN upon first login?

For security reasons, the system will prompt supplier to create a new user ID and password for the Master Account holder upon first time login.

2. Can I have more than one Logon ID for receiving Invitation to Quotation?

If you are a master account holder, you can create up to 20 sub-accounts for receiving Invitation to Quotation and performing submission.

3. How to reset the password if I forget it?

If you are a sub-account holder, you can ask your master account holder to reset your password. If you are a master account holder, then you need to submit the “Application form for reissuing Master Account User ID and password” to e-Procurement Programme Office for resetting password.

Online submit application form for reissuing Master Account User ID and password

or

Download Application form for reissuing Master Account User ID and password

4. What can I do if I forget my account name and password?

If you are a sub-account holder, you may seek help from your master account holder. If you are a master account holder, then you can submit the “Application form for reissuing Master Account User ID and password” to e-Procurement Programme Office for resetting password.

Online submit application form for reissuing Master Account User ID and password

or

Download Application form for reissuing Master Account User ID and password

5. If I cannot login the e-Procurement System, then what can I do?

If you cannot login to the system, please ensure you type in the correct User ID and password. If you are using Digital Certificate, please upload the registered Digital Certificate with the correct PIN. You may also check the FAQ online or contact our hotline service.

e-Procurement Hotline

Problem in login?

6. Our Company was re-named. How can we update it in the system?

For change of company name, you are required to fill in the “Alteration Request Form” and submit to e-Procurement Programme Office for amendment.

Online submit Alteration Request Form

or

Download Alteration Request Form

7. The master account holder was no longer working in our Company, how can we change the account information?

You need to fill in the “Application form for reissuing Master Account User ID and password” and submit to e-Procurement Programme Office for re-issuing a new account ID and password to the new master account holder, and disabling the old master account.

Online submit application form for reissuing Master Account User ID and password

or

Download Application form for reissuing Master Account User ID and password

8. If my sub-account staff leaves the position, what should I do?

When a sub-account user leaves the position, the e-service of the user account should be disabled promptly by the master account holder. (For details, please refer to the user manual of "Update Company Details and Contacts").

9. How can I ensure that I can receive all related information through the Invitation to Quotation?

You should always keep your company profile up-to-date using the “Profile Maintenance” function and update your valid email contact for all user accounts using the “Account Management” function.

10. What different privileges the master account and sub-account have?

Please refer to the table below:

1. What is "iAM Smart"?

"iAM Smart" provides one-stop personalised digital services platform, which enables users to log in and use online services by their personal mobile phone. For details, please go to
"www.iamsmart.gov.hk".

2. How can I use “iAM Smart” to log in e-Procurement System?

You should first bind your e-Procurement System account with "iAM Smart" before you can use it to log in to the e-Procurement System. For procedure of binding with "iAM Smart", please refer to the user manual of "For Non-works Procurement" -> "Login to e-PS".

3. Who can use "iAM Smart" in e-Procurement?

An "iAM Smart" user who is non-works supplier and has e-Procurement e-service account with the permission of master account holder can use "iAM Smart" to login the System.

4. I have registered "iAM Smart", why can’t I bind my e-Procurement account with "iAM Smart"?

"iAM Smart" can only be bound with the e-service account of non-works procurement supplier with permission of master account holder.

5. I have bound my account with “iAM Smart”, why can’t I log in with "iAM Smart"?

Master account holder can unbind "iAM Smart" from sub-account user without prior notice. "iAM Smart" is also unbound from an account when resetting password, disabling or deleting the sub-account.

6. How to grant permission to sub-account user to use "iAM Smart" to login e-Procurement System?

Sub-account user can use "iAM Smart" to login e-Procurement System only master account holder grants the permission through the function of "Company Profile" -> "List of Contact Person". For details, please refer to the user manual of "For Non-works Procurement" -> "User Manual - Update Company Details and Contacts".

1. How much is the cost of a Digital Certificate?

Different service providers will have different price schedule but the cost is relatively low. For details, please check with Hong Kong Post or Digi-Sign.

Hong Kong Post

Digi-Sign

2. Is the Digital Certificate issued on a company level or do I need to apply it personally?

It is on both company and individual levels. The system accepts both organizational and personal certificates for login purpose.

3. Will the existing paper-based submission be replaced by this electronic means? If yes, when?

No, the e-Procurement Programme allows both manual and electronic procurement means. However, we encourage you to use e-services as this can help you to improve your “e-commerce” capabilities.

1. What are the required software and settings for accessing the e-services provided by the e-Procurement System?

The following is the required software and settings:

System Requirements for GovHK Online Services

2. What authentication methods do e-Procurement System use?

The e-Procurement System supports the following authentication methods:

(a) User ID and password; and

(b) User ID and Digital certificate; and

(c) "iAM Smart".

3. Which types of digital certificates can e-Procurement System support?

The following digital certificates are supported by e-Procurement System for login purpose:

Personal Digital Certificates

- Hongkong Post e-Cert (Personal)

- Digi-Sign Personal ID-Cert Class 1

Organisational Digital Certificates

- Hongkong Post e-Cert (Organisational)

- Digi-Sign Organisational ID-Cert Class 2

- Digi-Sign Organisational ID-Cert Class 5

4. When viewing the digital signature of the Purchase Order in Adobe Reader, I got a message saying "Validity is Unknown". What should I do?

The Adobe Reader does not recognize certificates issued by the Hongkong Post, and hence it displays the message. The following illustrates the steps for viewing the details of the digital signature and certificate:

1. Right-click on the "Signed by" and select Validate Signature;

2. Press the "Signature Properties" button;

3. Press the "Show Certificate" button;

4. The words "Hongkong Post e-Cert CA 1" are displayed in the "Issued by"

To avoid re-occurrence, you can configure your Adobe Reader to recognize certificates issued by the Hongkong Post. The following illustrates the steps for configuring Adobe Reader version 8.x, and similar arrangement may be required for higher version.

1. Please visit the following page to download the Hongkong Post Root CA Certificates as illustrated below:

Hongkong Post Root CA Certificates

2. Open Adobe Reader. (version 8.x); and select menu item "Document -> Manage Trusted Identities";

3. Press the "Add Contacts" button and then the "Browse" button;

4. Select the certificate file downloaded from HKPost and then press the "Open" button;

5. Select "Hongkong Post e-Cert CA1" in the Contact block;

6. Select "Hongkong Post e-Cert CA1" in the Certificates block and then press the "Trust" button;

7. Tick the first two options, "Signatures and as a trusted root" and "Certified documents" in the Trust block, and then press the "OK" button;

8. Press the "Import" button and then the "OK" button to complete the setting;

9. Repeat steps 3 to 8 for trusting the "Hongkong Post Root CA1".

1. What kind of quotation documents can I download and bid in the e-Procurement System?

When you are invited for a particular quotation, you will receive electronic notification from the system. The e-Procurement System will allow you to view the quotation notice and download the quotation specification. You can also submit your response and quotation online.

2. How can I search for an Invitation to Quotation?

You may click the hyperlink in the email notification for invitation to quotation and then login the e-Procurement System; or login directly to the e-Procurement System via this web site

3. Why can't I search an Invitation to Quotation?

You cannot search an Invitation to Quotation if you are not invited for the quotation submission or the invitation has been closed over 12 months ago.

1. Is there a limit for the file size of a quotation offer for submission through the e-Procurement System?

The total file size of all documents attached to your quotation offer is limited to 12 MB. The e-Procurement System will not accept any quotation offer exceeding this limit. The e-Procurement Programme Office will review this limit with reference to the requirement for electronic transaction from time to time.

2. What are the file types accepted by the e-submission function for quotation?

The file types accepted by the e-submission function at this stage include – Adobe Acrobat (.pdf) and Microsoft Office documents (.doc, .docx, .xls and .xlsx) only. The e-Procurement Programme Office will review file types to be accepted with reference to the requirement for electronic transaction from time to time. You must ensure that the files submitted through the e-Procurement System are free of computer viruses, not embedded with any macros, not set as read only and not protected by password.

3. If any files attached to my quotation offer have virus, will the e-Procurement System clean the virus or notice us to send a virus-free document again?

The e-Procurement System will neither open any documents with virus nor inform suppliers about such problem. It is the responsibility of suppliers to ensure that the documents submitted are virus-free. In the event of quotation offer and material are found contaminated with virus, the quotation offer submitted will be treated as invalidated and will not be further processed.

4. I am a master account holder and have 20 sub-accounts, will all of us receive the same secret code for the e-submission?

No, each account will receive a unique secret code for each invitation. Please be reminded account holder must use his/her own account and secret code for e-submission.

5. I am a master account holder, will I be notified if my sub-account has submitted quotations online?

Yes, the system will send email acknowledgement to the master account if any of his/her sub-account has submitted quotation online.

1. How can I enable e-Invoice function?

If you are a master account holder, you can login the e-Procurement System and assign e-Invoice access right under the submenu “Account Management” > “Sub-account Management”.

2. What kinds of e-Invoice acknowledgement will be received?

E-mail acknowledgement will be sent to the account who submitted the e-Invoice and whose sub-accounts with “Receive e-Invoice acknowledgment” access right enabled when e-Invoice has been successfully submitted or e-Invoice has been rejected by the Government User.

3. What is the limit of maximum sub-accounts for e-Invoice?

e-Invoice is one of the modules in the e-Procurement System, it shares the same set of accounts with e-Procurement System. The maximum number of sub-accounts in e-Procurement System is 20.

4. Is there any limit for the file size of attachment for e-Invoice submission?

It is the same as that of quotation submission (e-submission), the total file size of all documents attached to your e-Invoice is limited to 12MB. The e-Procurement System will not accept any e-Invoice exceeding this limit. The e-Procurement Programme Office will review this limit with reference to the requirement for electronic transaction from time to time.

5. What are the file types accepted by the e-Invoice submission?

It is the same as that of quotation submission (e-submission), the file types accepted at this stage include Adobe Acrobat (.pdf) and Microsoft Office documents (.doc, .docx, .xls and .xlsx) only. The e-Procurement Programme Office will review file types to be accepted with reference to the requirement for electronic transaction from time to time. You must ensure that the files submitted through the e-Procurement System are free of computer viruses, not embedded with any macros, not set as read only and not protected by password.

6. How can I know if the e-Invoice has been rejected by the Government User?

E-mail acknowledgement will be sent to the account who submitted the e-Invoice and whose sub-accounts with “Receive e-Invoice acknowledgment” enabled when e-Invoice has been rejected by the Government User. Moreover, you can login the e-Procurement System to check the e-Invoice status.

7. How can I submit e-Invoice for partial payment?

When e-Invoice was created from a particular Purchase Order, the system will automatically prepare the e-Invoice by copying the data (outstanding quantity and amount) from the Purchase Order. For partial payment, you can adjust the quantity and amount of the e-Invoice items based on your requirement.

8. Is there any format of the invoice number?

The system accepts 30 alphanumeric characters for the invoice number. Since the e-Procurement System has reserved the prefix “EPS-EINV-” for internal use, please do not use this prefix for your invoice number. Apart from these, there is no other restriction.

9. Can I reuse the invoice number if the e-Invoice has been rejected?

Yes.

10. How to handle P-card payment by using e-Invoice?

As long as you can locate the Purchase Order in e-Procurement System, you can submit e-Invoice to us. After that you can follow your existing procedure on handling P-card payment.

11. What is the data standard for the structured message of e-Invoice?

It follows the UBL 2.0 standard with minor modifications.

12. What is the transmission protocol supported by the structured message of e-Invoice?

It supports the standard of OASIS ebXML Messaging Services Specification Version 2.0. Please visit below web site for details  or contact our hotline service.

PDF document of OASIS ebXML Messaging Services Specification Version 2.0

e-Procurement Hotline

13. What hardware and software are required for setting up the structured message channel?

One of the options is to use the Hermes Messaging Gateway 2.0 (H2O) (which is an open source software implemented by the University of Hong Kong). Please visit the web site for hardware and software requirement of H2O or contact our hotline service.

Hermes Messaging Gateway 2.0 (H2O) website

e-Procurement Hotline

1. What kind of the Brief documents can I download and bid in the e-Procurement System?

When you are invited for a particular proposal, you will receive electronic notification from the system. The e-Procurement System will allow you to view the invitation to proposal notice and download the Brief. You have to submit your response and proposal online.

2. How can I search for an Invitation to Proposal?

You may click the hyperlink in the email notification for invitation to proposal and then login the e-Procurement System; or login directly to the e-Procurement System via this web site.

3. Why can't I search an Invitation to Proposal?

You cannot search an Invitation to Proposal if you are not invited for the proposals submission or the invitation has been closed over 12 months ago.

1. Is there a limit for the file size of a proposal offer for submission through the e-Procurement System?

The total file size of all documents attached to your proposal offer is limited to 60 MB. The e-Procurement System will not accept any proposals offer exceeding this limit. The e-Procurement Programme Office will review this limit with reference to the requirement for electronic transaction from time to time.

2. What are the file types accepted by the e-submission function for proposal?

The file types accepted by the e-submission function at this stage include – Adobe Acrobat (.pdf) and Microsoft Office documents (.doc, .docx, .xls and .xlsx) only. The e-Procurement Programme Office will review file types to be accepted with reference to the requirement for electronic transaction from time to time. You must ensure that the files submitted through the e-Procurement System are free of computer viruses, not embedded with any macros, not set as read only and not protected by password.

3. If any files attached to my proposal offer have virus, will the e-Procurement System clean the virus or notice us to send a virus-free document again?

The e-Procurement System will neither open any documents with virus nor inform contractors about such problem. It is the responsibility of contractors to ensure that the documents submitted are virus-free. In the event of proposals offer and material are found contaminated with virus, the proposals offer submitted will be treated as invalidated and will not be further processed.

4. I am a master account holder and have 30 sub-accounts, will all of us receive the same secret code for the e-submission?

No, each account will receive a unique secret code for each invitation. Please be reminded account holder must use his/her own account and secret code for e-submission.

5. I am a master account holder, will I be notified if my sub-account has submitted proposals online?

No, the system only sends email acknowledgement to the relevant account(s) (including master and sub-account) of Category or Group for the SOA-QPS.