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General system features

The General System features consists of the Membership Module which involves the process of Registration of various stakeholders like Producers, Brokers, Buyers, Warehouses, Banks, Packers and Transporters entities. It also consists of the creation of Admins for each entities of stakeholders. These Admins will look into every aspect of registration of the respective entities’ users, updating of profile. There are also certain settings which Admin(Producer) will do in their account like “Tagging of Brokers” , “Tagging of Warehouses”, “Tagging of Transporters”.


Member Registration Submit Your Feedback

Description and Process Flow

The following will be the process for Membership Registration

A) Exiting Users:

All existing users’ data will be migrated into the iTTS system. Following which system generated credentials will be provided to them. All existing users will get certain days’ time period to ensure their profile is updated by uploading mandatory certificates.

Following which EATTA super admin will lock their profile account and update the status to “Working”. For those, who have not updated their profile, the status will remain as “Non-Working”.

    Prerequisite:

  • 1. Existing Data of all stakeholders needed to create profile of them and provide user credentials.
  • 2. Structure of existing data
  • 3. Time Period for all stakeholders to update profile.

B) New Users:

On the transparency portal, any new entity who wants to be a part of Tea Auction process can be a part by registering themselves on the Portal. Upon registration, they will receive a temporary credential using which they can update their profile and submit all necessary documentations. An Acknowledgement number of that application will need to be submitted along with Physical documents of the certificates at EATTA. Upon submission, the application will be forwarded to EATTA membership user, who will do the initial verification. Upon confirmation from the Membership user, a request will be send to the registered user to make the payment online. Upon successful receipt of the payment, the application will be send to Board member user to approve the request. Upon approval system will update the status as “Working”.

    Prerequisite:

  • 1. Listing of Mandatory documents for registration.
  • 2. Online integration with Banks through online payment aggregator.

C) Renewal of Users:

EATTA will keep a track of all users Effective and Expiry date. EATTA will thus update the Renewal Costs breakdown and then submit a renewal payment due date. System will also allow EATTA to give the user a grace period for payments (in days). If the user do not pay within the given grace period, system will update the status of the user as “Non-Working member” and block the user from any activity in the system.

If the user pays within the given period then EATTA user to verify the payment and update the status of user as “Working member”. EATTA user also to update the new Effective and Expiry dates for the user.


User Registration

Description and Process Flow

Upon successful registration of Stakeholders’ Entity, each Entity will get a link to register its own users in the system. The Entity will act as an administrator for its users.


User Roles

Description and Process Flow

The Entity will act as an administrator for its users whereby it will assign the various roles and links to the user to perform the daily activities.


Garden Registration

Description and Process Flow

Producers’ Entity Admin can register gardens also known as marks. They can also update or delete them in case they are not used in the system. Upon registration of new gardens, they need to update the production start date of the Garden.


Warehouse & Godown Registration

Description and Process Flow

Warehouses’ Entity Admin can register Warehouse locations and also the godowns for each warehouse. They can also update or delete them incase they are not used in the system. These Warehouse listing will be available to Producer to appoint while dispatch of teas. Subsequently when warehouse receives the Tea, they can update in system , which godown it is allocated to. The information on Warehouse-Godown will be available across catalogues and also on post auction activities like Invoices, TRD, Delivery note as well as on Loading instructions.


Appoint Broker

Description and Process Flow

Producers Entity Admin will appoint brokers with which to sell teas through the auction. They can also enable or disable them


Appoint Warehouse

Description and Process Flow

Producers and buyers will appoint producer warehouses and buyer warehouses respectively to store and handle their teas. They will also enable or disable them.



Pre-Auction Features Submit Your Feedback

The Pre-Auction features consists of the Catalogue Module as well as business module which starts from the Producers dispatching Tea to Warehouse , followed by Producers appointing broker to catalogue the tea. The broker involves tea- tasters to identify and catalogue the teas and derive the final price of the Tea. Brokers also send samples of Tea to Buyers. Once Brokers have settled the price of Tea with Producers, they prepare a final catalogue and submit to EATTA for eAuction.


Dispatch Tea

Description and Process Flow

Tea dispatch is done by the producer. It involves choosing the warehouse where Tea will be dispatched and by entering details of tea being dispatched to that producer warehouse.


Producer Warehouse Tea Receive

Description and Process Flow

Producer warehouse receive tea dispatched from various producer factories. Once received, the tea invoices are weighed and the details entered into the system. The Warehouse men will allocate the particular godown for the arrived stock. Tea arrival advice is generated and is made available to the producer factory.


Tea Allocations

Description and Process Flow

Producers select and offer tea, for auction, to brokers in order for the broker to include the tea in the pre-auction catalogue. This process of Tea Allocation can only happen when the tea is already in the producer warehouse and the Tea weight note is generated through the system.


Pre-Auction Catalogue

Description and Process Flow

Broker creates Pre-Auction Catalogue, otherwise known as closed catalogue, based on tea allocations from the producers. All teas that have been offered to a particular auction sale are given lot numbers. These lot numbers can be reorder based on Broker choice. Once the Pre-Auction Catalogue is closed, no more allocations (new/modification) can be done.


Amend Pre-Auction Catalogue

Description and Process Flow

The broker will carry out any necessary amendments to the closed catalogue. This includes withdrawing and recalling lots to the catalogue.


Add valuations and taster’s comments to Pre-Auction Catalogue

Description and Process Flow

Broker adds valuations to lots in a catalogue. The prices from the preceding auction are a major determinant of the value of each and every lot in the pre-auction catalogue. Broker also adds taster’s comments, in the taster comment field, on lots in the catalogue.


Valuation Catalogue

Description and Process Flow

The broker user shall submit the sale valuation catalogue. Once the valuations and taster’s comments have been entered, the pre-auction catalogue becomes the valuation catalogue. Once submitted, the Auction Admin publishes the sale valuation catalogues and becomes available to members of trade for viewing and comparison purposes. The taster’s comments are not displayed to anyone except the broker.


Buyer Valuations

Description and Process Flow

Buyers shall have an opportunity to enter their own offline valuations on lots in the published Sale valuation Catalogues. These valuations should only be visible to themselves. This will guide them when bidding for the teas at the auction. Buyers shall also enter taster’s comments on various lots tasted. Buyers shall select and create a gallery of teas of interest and this will be displayed on a separate window highlighted to them when bidding.


Auction Features Submit Your Feedback

The Auction features consists of the Auction Module which starts from EATTA admin creating the auction floor. The Methods of Auction will be Sequence Based (for within compound auction) and Timing based (for outside compound auction).

Sequence Based Auction:
A Sequence based Auction is one whereby Auction Admin chooses the sequence or order of Broker based on existing rotation policy. On the day of the auction, the Broker will login to system and click on “START AUCTION”. System will check for his sequence number and then will start the auction. The system will display the list of lots for auction starting with 1st lot in the broker’s catalogue. The time duration for each lot will be 30 seconds (configurable). Buyers can bid during this 30 seconds time period. When a Buyer (say X) bids, the booking period is set at 10 Seconds (configurable). if no bidder bids within that 10 seconds then Buyer (X) wins. Similarly if a bidder (Y) had bid, then system gives another 10 seconds to all buyers. Similarly the auction continues. After Lot 1 is over, auction moves to Lot 2. In cases, where no bidder are showing interest to bid, then Broker can reduce the base price for that lot within the stipulated 30 seconds to attract buyers else as soon as 30 seconds is elapsed, system will update the lot as an OUT lot.

Timing Based Auction:
A timing based Auction is one whereby Auction Admin chooses the start time of the Auction as well as sequence of the brokers. System will then derive the slots of auctions for the broker’s based on a formula as listed below: Ex: Auction admin sets the Auction to start at 7:30 AM with Broker A followed by Broker B (rotation) and system will derive the timing as such.

Broker Lots Count Time needed Auction Start time Auction End Time
Broker A 100 100*30secs = 3000 Secs = 50 Mins + Grace Period 20 mins (20 mins / 100 lots) 7:30 8:40
Broker B 150 150*30Secs = 4500 secs = 75 mins + Grace Period 30 mins (20 mins / 100 lots) 8:45 10:30
Broker C 75 75*30Secs = 2250 secs = 38 mins + Grace Period 15 mins (20 mins / 100 lots) 10:35 11:28

After this on the time as mentioned in the above setting system will auto start auction for the respective buyer (A) catalogue. The system will display the list of lots for auction starting with 1st lot in the broker’s catalogue. The time duration for each lot will be 30 seconds (configurable). Buyers can bid during this 30 seconds time period. When a Buyer (say X) bids, the booking period is set at 10 Seconds (configurable). If no bidder bids within that 10 seconds then Buyer (X) wins.

Similarly if a bidder (Y) had bid, then system gives another 10 seconds to all buyers. Similarly the auction continues. After Lot 1 is over, auction moves to Lot 2. In cases, where no bidder are showing interest to bid, then Broker can reduce the base price for that lot within the stipulated 30 seconds to attract buyers else as soon as 30 seconds is elapsed, system will update the lot as an OUT lot.

If there is a scenario whereby there are few lots left to be auctioned and the time period fixed has elapsed then all the said lots will move to a consolidated Lots (Pending Lots) section. The Pending Lots section will start only after all Brokers sequence has finished. The process of auctions of all Pending Lots will work as explained above.

Split Lot
As per the EATTA rule 34, For CTC Main Grades, the minimum quantity of packages for a lot will be 40, and for Secondary Grades, the minimum quantity of packages for a lot will be 20.There will be no division of lots consisting of for 40 packages, however, lots of 60 packages can be divided between two Buyers and lots of 80 packages or more, among three Buyers.

During eAuction, the system will work in the following manner:

For Lot of 60 packages,
  • 1. If there is a buyer (X) who bids, say 2.5 $ and if no one else bids then Buyer (X) wins the entire 60 packages.
  • 2. If another buyer (Y) also bids the same price, 2.5 $ then system will give Buyer(X) 40 and buyer (Y) 20.
  • 3. If another buyer (Z) also bids the same price, 2.5 $ then system will give Buyer(X) 20 and buyer (Y) 20 and buyer (Z) 20.
  • 4. System will not allow any other bidder to quote 2.5 $. They may bid more than 2.5 $.

  • For Lot of 80 packages,
  • 5. If there is a buyer (X) who bids, say 2.5 $ and if no one else bids then Buyer (X) wins the entire 80 packages.
  • 6. If another buyer (Y) also bids the same price, 2.5 $ then system will give Buyer(X) 60 and buyer (Y) 20.
  • 7. If another buyer (Z) also bids the same price, 2.5 $ then system will give Buyer(X) 40 and buyer (Y) 20 and buyer (Z) 20.
  • 8. If another buyer (A) also bids the same price, 2.5 $ then system will give Buyer(X) 20 and buyer (Y) 20 and buyer (Z) 20 and buyer (A) 20.
  • 9. System will not allow any other bidder to quote 2.5 $. They may bid more than 2.5 $.

Single Sign-on
  • 1. In order to protect from unwanted spikes during the peak period of auction, system will allow only a single session of a user credential to work.
  • 2. If the User (Buyer A) has already logged in and is again trying to login, then system will warn him that there is already an active session of that user.
  • 3. System will then ask him whether he wants to Kill the other session or logout himself.
  • 4. If the user (Buyer A) Kills the other session, then the previous logged in user (Buyer A) will be logged out and the current user will continue to work.
  • 5. If the user (Buyer A) logs out then there will be no effect on the active session of previous logged in user (Buyer A).
  • 6. This feature will not be limited to only Buyer but to EATTA Admin, Producer Admin, Producer User, Broker Admin and Broker User as well during the auction days.
  • 7. The login will also be restricted to OTP based login.


Configurable Settings:
  • 1. Settings in system to start an auction as Sequence based / timing based.
  • 2. Settings in system to display X number of lots to buyers.
  • 3. Settings in system to change each Lot time limit for that day’s auction. Default is 30 seconds.
  • 4. Settings in system to change booking period after a buyer bid. Default is 5 seconds.
  • 5. Settings in system to change grace period. Default is 20 mins per 100 lot or 0.2mins/lot.
  • 6. Settings in system to change GAPS between 2 catalogue auctions. Default is 5 mins.
  • 7. Settings in system to maintain anonymity of Buyer. Default is set as “Not Visible”.
  • 8. Settings in system to set increment / decrement values (+10 cents, +20 cents etc).
  • 9. Settings in system to show 1 lot / multiple lots for auction at certain time.
  • 10. Settings in system to allow multiple buyer users from one entity.

Auction Administration

Description and Process Flow

Auction Admin (AA) will create auctions and allocate them sale numbers and dates. Buyer bidding floors shall also be created by the Auction Admin as well as broker auction floors based on rotation and auction rules. AA will also set auction configurations such as the auction type, auction session time, lot time, booking period, grace period, Gaps between Auction catalogue, Increment and decrement list of values, buyer anonymity/known options.


e-Auction system – Broker floor

Description and Process Flow

Broker shall start the auction based on rotation and auction rules. Broker shall view and monitor the bidding process, adjust ask price either downwards or upwards. Broker can lower price to attract more buyers if no buyer is showing any interest for a Lot. Lots without any bids will automatically become out lots when the Lot time is elapsed.


e-Auction system – Buyer floor

Description and Process Flow

The buyer will log into the bidding floor, view the lots for sale and place bids. The buyer shall adjust the bid upward when he/she is outbid. When bidding, the buyer shall an indicator to display favorite lots. The buyer shall get his share of split lots based on the system logic provided above.

    The Buyer dashboard will be segregated to sections.
  • 1. Live Auction details
  • 2. Favorite Auction List
  • 3. Buyer’s Current auction details
    • a. Total Lots won
    • b. Total Qty Won
    • c. Total Money Spent
    • d. Breakdown by Grade
  • 4. Auction history

The buyers will have 2 to 3 user logins for Auction users. This is based on EATTA setting for each buyer. Based on this the Buyer Entity admin must create the allowed number of users. Once users are created, system shall allow Admin to segregate Lots for upcoming auctions for these users. These can be segregated by Grade, by Brokers, or by lots. Based on this, on the day of auction, the users will see the “Live Auction details” based on the Lots which is assigned to them. If no setting is set by Buyer Admin, then the first user will only see all list of auctions and no other will see the list.


e-Auction system – Producer View

Description and Process Flow

Producers shall log in and view the auction as it happens. They shall view results of their tea immediately after the auction sessions are over.


e-Auction system – Out lots system

Description and Process Flow

When there is no interest shown in a lot during the auction, then upon expiry of the lot time, system will automatically set the lot to be an Out lot. These out lots can be bought to Re-Auction on the following day. The process of auction will still remain the same.


e-Auction system – Auction Results

Description and Process Flow

When the auction is over, members of trade will log in and view auction results. Auction history and statistics will also be available to members. Search criteria based on auction parameters will enable the members search and view auction history in different views. Each Auctioned Lots audit trail report will also be available for view by the Trade.


Auction Administration

Description and Process Flow



Post-Auction Features Submit Your Feedback

The Post-Auction features consists of the business module which starts from the Brokers / Producers/ Buyers / Warehouse / Admin / Bank downloading the result from the auction. The system will provide options for downloading these reports:

  • 1. Sale Catalogue
  • 2. Total Out lots
  • 3. Out Lots per Producer
  • 4. Out Lots per Producer per mark
  • 5. Total Sale Confirmation
  • 6. Sale confirmation per Producer
  • 7. Sale Confirmation per producer per mark

The brokers will also be able to generate Sale invoice from the system by choosing the lot won by the buyer. These invoices will be available to be viewed by the Bank and respective buyers. The invoices will be

  • 1. Broker-Buyer Specific invoice report
  • 2. Buyer Specific consolidated invoice report
Payment:

Once, the Buyer makes the payment through online payment gateway and can check for payment confirmation, once payment is confirmed, a notification will go to respective brokers of that Buyer to check the online status of the payment of the invoice. Once the status of invoice shows as settled (meaning the money is distributed between brokers and producers), system shall allow Broker to generate the TRD document which is based on invoice.

Alternate Solution (Payment):

Once, the Buyer makes the payment to the bank. Bank will need to update status of payment for each invoice. Once the status of invoice shows as settled (meaning the money is distributed between brokers and producers), system shall allow Broker to generate the TRD document which is based on invoice. Once TRD is generated, Broker can generate the Dispatch Order. This dispatch order will be available for buyer’s to generate the Loading Instructions. A Loading Instruction can consist of Multiple Delivery order from the same warehouse-godown. or 1 Dispatch order can generate 1 loading instruction. This loading instruction will be needed to release tea from Producer’s Warehouse to Buyer’s Warehouse. The Producer warehouse will generate a Tea Release Certificate which will be the end of Tea Post Auction Process.

Pre-Requisite
  • 1. Bank to make online payment gateway live.
  • 2. Bank to facilitate APIs for Confirmation of Online payment (thorough Transaction number)
  • 3. Bank to facilitate Settlement APIs to confirm payment done to brokers and producers based on Invoice.
  • 4. Committee to finalize whether the option to check invoice status to be only with broker or can be given to Buyer as well.
  • 5. Committee to finalize whether TRD / Delivery Order be generated by Buyer themselves or need Broker to release.


Sale Confirmation

Description and Process Flow

Sale confirmation is basically producer’s lots results in the auction showing the buyer and the price at which the lots were sold. After auction ends, system will show this report whereby Producer can check all his lots sold or out lot details. This can be segregated Mark/ Garden Wise. A producer can view other Producers sold and out lot details


Sale Invoice

Description and Process Flow

Brokers will generate sale invoices from the system by choosing the lot won by the buyer and submit to buyers to enable them arrange for payment of tea bought in the auction. The invoices are lot wise.


Issue settlement Instructions

Description and Process Flow

The producer will set and issue settlement instructions per Sale Invoice through the system and thereafter the bank will respond to that through payment settlement. Producer can always check status of payment through each Sale Invoice Payment status.


Bank Access and Payment Confirmation

Description and Process Flow

Banks shall log into the iTTS system and access settlement instructions from the producers. Banks shall also access invoices and post-sale catalogue. After buyers have made payments to the Sale Collection Account online, banks will transfer payments as per the settlement instructions and update payment confirmations per Sale Invoice.


Tea Release Document

Description and Process Flow

Once payment has been confirmed, broker shall generate Tea Release Document (TRD). The TRD shall be authenticated and made available to the buyer. TRD will be invoice specific.


Delivery Order

Description and Process Flow

Once TRD is generated, broker shall generate DO against that TRD. The DO shall be Invoice specific and made available to the buyer.


Loading Instructions

Description and Process Flow

Buyer will generate loading instructions by selecting from list of DO and send to the producer warehouses. Loading instructions shall be accompanied by a copy of TRD and DO. 1 Loading instruction can be generated from 1 DO or 1 Loading Instruction can be generated from multiple DO provided all the DO have same warehouse-godown.


Release of Tea – Producer Warehouse

Description and Process Flow

Upon receiving loading instructions, TRD and Delivery Order producer warehouse shall release tea as instructed by the buyer. In cases, where Producer warehouse and Buyer Warehouse are the same entity then the producer warehouse will do a Book transfer. In this case, no weighment of Tea is done and the information from the loading instruction is passed from Producer warehouse to buyer warehouse. Release Certificate will be given to the buyer. This is the end of Tea Post Auction Process.

Modal Example