Vendor e-registration Instruction Manual

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1 Vendor e-registration Instruction Manual Vendor Change Portal Change History Update the following table as necessary when this document is changed: Date Name Change Description Vijayakumar Creation Helpful Hints This document will help you to change the Partner details. Field Description Tables The M/O column of each Field Description table indicates whether the field usage is: M - Required in SAP or in the DEL Business Process O - Optional in SAP or in the DEL Business Process Vendor Change Portal Page 1 of 44

2 Table of Contents Vendor e-registration Instruction Manual...1 Dolphin eregistration Portal login Change Company data Create additional users View, change and delete the additional users Change Own data Vendor Change Portal Page 2 of 44

3 Dolphin eregistration Portal login Purpose You can login to Dolphin eregistration page, if you have a user name and password. a. You are an existing Vendor with Dolphin If you are already a vendor with Dolphin, you will automatically receive a User Id, password and login link from Dolphin to the id that is there in Dolphin s Vendor master record. b. Not already vendor with Dolphin and want to become a Vendor for Dolphin You can visit web site and navigate to Tenders -> eregistration Page. Here you can click New Vendor Registration link and submit your details. Dolphin s Vendor Registration engineers will review your record and generate an User Id and password for you and send to the registered ID. Procedure 1. Change Company data Purpose You can change your company data. Trigger Perform this procedure when you want to change your company data. Procedure 1. Go to the below URL to access vendor portal. Enter your user name and password to log in to the portal. Vendor Change Portal Page 3 of 44

4 Once the user name and pass word entered click on Log on button to log in to the portal. Once the log in is successful, you can see the below screen. Vendor Change Portal Page 4 of 44

5 The below links will be available in the screen. Click on the link to change company data. Your details are displayed in display mode and click on button to edit the company details. Once you clicked on button all company data s will be displayed in edit mode except Bank data. Vendor Change Portal Page 5 of 44

6 2. In section you can change any fields of below fields. Field Name M/O Description Company Name M Enter the Company Name1 in the first box for Company Name Example: XYZ Trading Company Title / Senior Officer s Name O Enter the Company Name2 in the second box for Company Name Example: XYZ Traders Enter the Title for the Senior officer in the first box Example: Mr. Enter the Senior officer s name in the second box Example: Mohammed Vendor Change Portal Page 6 of 44

7 Field Name M/O Description Language O Enter the Language Example: EN Date of Establishment Tax Jurisdiction Code O O Enter the date of establishment of the company Example: Enter the Tax jurisdiction code Example: TJC001 Business Ownership O Select the Business Ownership. Example: 01 Note: Business Ownership is mandatory for business location Qatar Currency M Select the Currency using F4 help Example: QAR Address Data Country O Select the Company s Country using F4 help Example: QA Region O On Pressing F4 help, the regions for the selected country will be listed. Select the Region from the list. Example: Country QA does not have any Region. So, it is left Blank. District O Enter the District Example: Al Khor Postal Code O Enter the Postal code Example: City M Enter the City Example: Doha Company Postal Code O Enter the Company Postal Code Example: Street/House Number O Enter the Street name in the first box Example: Al Corniche Street Enter the House Number in the second box Example: No. 4 Street Prefix O Enter the Street Prefix Example: Al Asmakh mall Vendor Change Portal Page 7 of 44

8 Field Name M/O Description Street Suffix O Enter the Street Suffix Example: Opp. to City Center Building/Floor/Room O Enter the Building Example: Biobil PO Box Address Enter the Floor Example: 3 rd floor Enter the Room Example: No. 302 PO Box O Enter the PO Box Example: Without Number O Check this option if there is no PO Box number. Leave this unchecked as the PO Box number is already given. Country O Select the PO Box - Country using F4 help Example: QA Region O On Pressing F4 help, the regions for the selected country will be listed. Select the Region from the list. Example: Country QA does not have any Region. So, it is left Blank. Postal Code/City O Enter the Postal Code Example: Communication Enter the City Example: Doha Phone Number M Enter the Phone number in the first box without the country code Example: Enter the extension in the second box Example: 595 Fax Number O Enter the Fax number in the first box without the country code Example: Enter the extension in the second box Example: 525 Vendor Change Portal Page 8 of 44

9 Field Name M/O Description Address M Enter the Address Example: admin@xyz.com Web Page O Enter the Company s Web Page Example: Commercial Registration Regn. No/Place of Issue O Enter the Commercial Registration number in the first box Example: Enter the Place of Issue of the Regn. No. in the second box Example: Doha Issue/Expiry Date O Enter the Issue date in the first box Example: Chamber of Commerce & Industry Registration Regn. No/Place of Issue O Enter the Expiry date in the second box Example: Enter the Chamber of Commerce and Industry Registration number in the first box Example: Enter the Place of Issue of the Regn. No. in the second box Example: Doha Issue/Expiry Date O Enter the Issue date in the first box Example: Enter the Expiry date in the second box Example: Vendor Change Portal Page 9 of 44

10 Error Messages and Validations If the Company Name already exists for the specified country, an error message is raised while saving. Let us give the Company Name as ABC Trading Company and save the registration. If the PO Box number already exists, an error message is raised while saving. If the Commercial registration number already exists, an error message is raised while saving. Vendor Change Portal Page 10 of 44

If you want to change your existing bank details or if you want to add additional bank

11 Change the values and then proceed. 3. In the section you can view the existing bank details in display mode. If you want to change your existing bank details or if you want to add additional bank details you can click the button in section. Once the button is clicked below fields will be appeared in the screen. Vendor Change Portal Page 11 of 44

12 In the Text editor you have to enter the reason/comments for the Bank change request. The Bank details also need to be entered in the relevant fields. Also you have to add the attachments related to the bank details. If the Bank related attachments not provided you cannot send the Bank data change request. Enter the reason/comments for bank change request and add the relevant attachments. Then click on to submit the bank data change request. Vendor Change Portal Page 12 of 44

4. In the section, you can maintain your business information s.

13 Select the Yes button from the pop up to send the Bank data change request. If the Yes button is clicked, system will throw the below success pop up message. 4. In the section, you can maintain your business information s. The text box to fill the Others text is in disabled mode initially. Vendor Change Portal Page 13 of 44

The text box below that is enabled. Enter the text for the Others type there.

subcontractor. When the company is not in the available list, select Others.

14 Select the relevant Business types. When the type of business is not in the available list, select Others. The text box below that is enabled. Enter the text for the Others type there. Select the relevant companies for which the Supplier is an approved vendor or contractor or subcontractor. When the company is not in the available list, select Others. The text box below that is enabled. Enter the text for the Others type there. Attach Proof in the Attachments section, if any, once the portal user Id and password were received through mail after registration. Vendor Change Portal Page 14 of 44

15 Enter the Ownership data in the provided table. Field Name M/O Description Sl. No. O The Serial number is automatically generated Example: 1 Name O Enter the Name of the owner, partner or share holder or company Example: Al Jasim Co Nationality O Select the Nationality using F4 Search help. Example: Qatari Share holding % O Enter the share holding percentage Example: 70 Click on Add Lines button to add more data. To delete an entry, select the ownership data and click on Delete. A confirmation message to delete pops up. Click on Yes. The selected entry will be deleted. Enter the Infrastructure/Resources information Field Name M/O Description Office (square meters) O Enter the office area in square meters Example: Rental Value ($) O Enter the rental value of office in $ Example: 1.2 million Workshop (square meters) O Enter the workshop area in square meters Example: Vendor Change Portal Page 15 of 44

16 Field Name M/O Description Rental Value ($) O Enter the rental value of workshop in $ Example: Storage area (square meters) O Enter the workshop area in square meters Example: 5000 Rental Value ($) O Enter the rental value of storage area in $ Example: Manpower (on Payroll) (each) O Enter the number of Manpower on payroll Example: 500 Annual Salaries ($) O Enter the average annual salary in $ Example: Construction Equipment (number) O Enter the number of construction equipments Example: 200 Book Value ($) O Enter the book value of construction equipments in $ Example: IT Equipment (number) O Enter the number of IT equipments Example: 750 Book Value ($) O Enter the book value of IT equipments in $ Example: Stock Material (number) O Enter the number of Stock material Example: 1000 Book Value ($) O Enter the book value of stock materials in $ Example: Vendor Change Portal Page 16 of 44

5. In section you can change any fields of below fields. Field Name M/O Description Product Category M You can add or remove any of product category s.

17 5. In section you can change any fields of below fields. Field Name M/O Description Product Category M You can add or remove any of product category s. But minimum one product category should be tehre. In section, you can add the new product category and also you can remove the already selected product category. If you want to extend the product category, you can select the any product category check box in the displayed product category list. Vendor Change Portal Page 17 of 44

In the you can maintain the Contact person details, additional contact person details, Sponsor details and

18 If you want to remove already registered product category, you can deselect any product category check box in the displayed product category list. 6. In the you can maintain the Contact person details, additional contact person details, Sponsor details and Sponsor s contact person details. Enter the contact details of the Admin user under the Administrator section in Contact Person information Vendor Change Portal Page 18 of 44

19 Field Name M/O Description First Name M Enter the first name of the contact person Example: Louis Last Name M Enter the last name of the contact person Example: Pasteur Title M Select the Title from the dropdown list. Example: Mr. Position O Enter the position of the contact person Example: Sales Head Department O Enter the concerned department Example: Sales Dept Phone Number M Enter the Phone number in the first box Example: Enter the extension in the second box Example: 595 Fax Number O Enter the Fax number in the first box Example: Enter the extension in the second box Example: 525 Address M Enter the Address Example: admin@xyz.com Language M Select the Language using F4 Search help. Example: EN Country M Select the Country using F4 Search help. Example: QA To add more contact persons, enter the data in the Additional Contacts table. Vendor Change Portal Page 19 of 44

20 Field Name M/O Description Title O Select the Title from the dropdown list. Example: Mr. Contact Person Name M Enter the name of the contact person Example: Charles Position O Enter the position of the contact person Example: Purchase Asst. Phone No. M Enter the Phone number Example: Mobile No. O Enter the mobile number Example: Fax No. O Enter the Fax number in the first box Example: Address M Enter the address Example: charles@abc.com To add more than one additional contact click on Add lines button and add the data. Enter the Sponsor information. Vendor Change Portal Page 20 of 44

21 Enter the Sponsor/Local Agents details under the Sponsor/Local Agents section in Sponsor information Field Name M/O Description Ref. No. M Generated automatically Example: 001 Title O Select the Title from the dropdown list. Example: Mr. Sponsor Name M Enter the name of the Sponsor/Sponsor company Example: Al Akram Co.. Street Address O Enter the street address Example: Mattar Qadem City O Enter the city Example: Doha Country M Select the country using F4 help Example: QA Zip Code O Enter the Zip Code Example: PO Box O Enter the PO Box number Example: Web Site O Enter the Sponsor company s website Example: Vendor Change Portal Page 21 of 44

To add more Sponsors, click on Add lines button and add the data. On clicking Add Lines, an additional line with the reference number generated automatically is added to the table.

22 To add more Sponsors, click on Add lines button and add the data. On clicking Add Lines, an additional line with the reference number generated automatically is added to the table. To add contact persons for Sponsors, enter the data in the Contact persons for Sponsors table. Field Name M/O Description Ref. No. M Enter the Sponsor reference number for the contact person Example: 001 Title O Select the Title from the dropdown list. Example: Mr. Name M Enter the name of the contact person Example: Tony Position O Enter the position of the contact person Example: Personal Asst. Phone No. O Enter the Phone number Example: Mobile No. O Enter the mobile number Example: Fax No. O Enter the Fax number Example: Address M Enter the address Example: tony@alakram.com Vendor Change Portal Page 22 of 44

To add contact persons for a sponsor, select the reference number of the Sponsor under the

To add contact person for this sponsor, click on Add lines button in table.

In the section, you can maintain your company attachments.

23 To add contact persons for a sponsor, select the reference number of the Sponsor under the column reference number in. To add contact person for this sponsor, click on Add lines button in table. This will add a line and generate a same reference number in. 7. In the section, you can maintain your company attachments. Use button to add the new attachment and use attachment. button to delete the already added When you add the attachment, if the attachment is related to Bank account then choose the check box. Vendor Change Portal Page 23 of 44

Suppliers have to Attach the below documents once they receive their user logon credentials to portal. Qatar: 1. Certificate of Registration 2. Municipality Permit 3.

24 Suppliers have to Attach the below documents once they receive their user logon credentials to portal. Qatar: 1. Certificate of Registration 2. Municipality Permit 3. ISO certificates or its equivalent (optional) Other GCC and Middle East Countries: 1. Certificate of Registration 2. Business License 3. ISO Certificates or its equivalent (optional) European Countries: 1. Commercial Register 2. Articles of Incorporation 3. Trade License 4. VAT Certificates 5. ISO Certificates or its equivalent (optional) USA: 1. Commercial Register 2. Withholding Tax Certificate 3. Trade License 4. ISO Certificates or its equivalent (optional) Asian Countries: 1. Commercial Register 2. Trade or Business License 3. Certificate of Commercial Registration 4. ISO Certificates or its equivalent (optional) Vendor Change Portal Page 24 of 44

25 ISO Certificates or its equivalent can be submitted by the Supplier but will only be considered as a reference document, not as a confirmation document. 8. Once you have maintained all the required data s, you can click on button to save the data. Now the system will show the success message and all the data s will be displayed in Display mode. If you want add any more data just click on to edit the company data details. 9. Click on button to log off from vendor Portal. 1. Access the below URL to logon to Dolphin vendor eregistration portal. Enter your user name and password that you received to log in to the portal. Vendor Change Portal Page 25 of 44

26 2. Create additional users. After entering the user name and password click on Log on button to log in to the eregistration portal. Once the log in is successful, you will see the below screen. Vendor Change Portal Page 26 of 44

27 The below links will be available in the screen. Click on the link to create additional users. As required, fill in the following fields under the link. Field Name M/O Description User Name M Enter the User ID. Example: DEL1122U02 Vendor Change Portal Page 27 of 44

Field Name M/O Description Password M Enter the Password. Example: dolphin123 Confirm Password M Re-Enter the Password. Example: dolphin123 FormOfAddr M Select the Form of Address from drop down box.

28 Field Name M/O Description Password M Enter the Password. Example: dolphin123 Confirm Password M Re-Enter the Password. Example: dolphin123 FormOfAddr M Select the Form of Address from drop down box. Example: Mr First Name M Enter the First Name. Last Name M Enter the Last Name. Address M Enter the Address of the additonal users. Language O Select the language. Example: English. Vendor Change Portal Page 28 of 44

29 Please note that the user ID should have the below format and it should be upto 12 characters. Prefix : DEL Middle : User ID of new user Suffix : U01, U02, U03 [If you create more than one user ID s then in the Suffix you need to maintain as U02 or U03 respectively]. Example : If you want to create the additional user ID for user VC1122 then you have to enter the user ID as DELVC1122U01. You can assign any of below roles from table to your users. Depending on security and job of your users you can assign one or more roles to your users. a) Role Z_SUPPLIER_ADMINISTRATOR: If you assign this role to your user, they can perform below activities. Create additional users. Maintain passwords for additional users. Lock or unlock the additional users. Maintain company data details. Apply for Bank account change request. Maintain company attachments. b) Role Z_INVOICE_PROCESSOR: If you assign this role to your user, they can perform below activities. Can view the Invoice status. c) Role Z_ORDER_PROCESSOR: If you assign this role to your user, they can perform below activities. Can view the Purchase orders that have been created for this vendor. Vendor Change Portal Page 29 of 44

30 Enter the contact information in section. Field Name M/O Description Telephone O Enter the Telephone. Fax O Enter the Fax. Position O Enter the Position. Department O Enter the Department. In the selection you maintain the specific user settings like date format, decimal format and Time zone. Now click on button to save the additional user. Result You have created the additional users successfully. Vendor Change Portal Page 30 of 44

31 3. View, change and delete the additional users. Purpose You can view, change, copy, delete, lock and unlock the additional users. Trigger Perform this procedure when you want to view, change and delete the additional users. Procedure 1. Go to the below URL to access vendor portal. Enter your user name and password to log in to the portal. Once the user name and pass word entered click on Log on button to log in to the portal. Once the log in is successful, you can see the below screen. Vendor Change Portal Page 31 of 44

32 The below links will be available in the screen. Click on the link to view, change, delete, lock or unlock additional users. Enter any of below selection criteria to find the particular user or directly click on button to view all additional users. Field Name M/O Description First Name O Enter the First Name of the user. Last Name O Enter the Last Name of the user. Vendor Change Portal Page 32 of 44

Enter any of below selection criteria to find the particular user or directly click on button to view all

33 Field Name M/O Description User Name O Enter the User Name of the user. Address O Enter the Address of the user. Enter any of below selection criteria to find the particular user or directly click on button to view all additional users. All the users related to your search will be displayed. Click on to view any of the user details. The selected user details displayed as below. Vendor Change Portal Page 33 of 44

34 Click on button to change the selected user data. All the data s will be displayed in the Edit mode. Vendor Change Portal Page 34 of 44

35 Change any data of the user and click on button. Vendor Change Portal Page 35 of 44

36 The changed data s will be saved. Vendor Change Portal Page 36 of 44

37 To delete the additional user click on icon from the User list section. Vendor Change Portal Page 37 of 44

Once the icon is clicked, system will throw a confirmation message to delete the user. Select the if you want to delete the user or select the button if you want to cancel the deletion process.

38 Once the icon is clicked, system will throw a confirmation message to delete the user. Select the if you want to delete the user or select the button if you want to cancel the deletion process. To lock the particular user click on icon from the User list section. To unlock any of locked users, click on the icon from the User list section. Result You can able to view, change, copy, delete, lock and unlock the additional users successfully. Vendor Change Portal Page 38 of 44

39 4. Change Own data Purpose You can change Own data. Trigger Perform this procedure when you want change your own data. Procedure 1. Go to the below URL to access vendor portal. Enter your user name and password to log in to the portal. Once the user name and pass word entered click on Log on button to log in to the portal. Once the log in is successful, you can see the below screen. Vendor Change Portal Page 39 of 44

40 The below links will be available in the screen. Click on the link to change own data. Your details are displayed in display mode and click on button to edit the details. Vendor Change Portal Page 40 of 44

41 In the Edit mode you can change any of below fields. Field Name M/O Description User Name M Enter the User ID. Example: DELVC1122U01 Password M Enter the Password. Example: dolphin123 Vendor Change Portal Page 41 of 44

Field Name M/O Description Confirm Password M Re-Enter the Password. Example: dolphin123 FormOfAddr M Select the Form of Address from drop down box. Example: Mr First Name M Enter the First Name.

42 Field Name M/O Description Confirm Password M Re-Enter the Password. Example: dolphin123 FormOfAddr M Select the Form of Address from drop down box. Example: Mr First Name M Enter the First Name. Last Name M Enter the Last Name. Address M Enter the Address of the additonal users. Language O Select the language. Example: English. You can change any of below roles from table. Depending on security and job you can assign one or more roles to your user ID. Vendor Change Portal Page 42 of 44

a) Role Z_SUPPLIER_ADMINISTRATOR: If you assign this role to your user, they can perform below activities. Create additional users. Maintain passwords for additional users.

43 a) Role Z_SUPPLIER_ADMINISTRATOR: If you assign this role to your user, they can perform below activities. Create additional users. Maintain passwords for additional users. Lock or unlock the additional users. Maintain company data details. Apply for Bank account change request. Maintain company attachments. b) Role Z_INVOICE_PROCESSOR: If you assign this role to your user, they can perform below activities. Can view the Invoice status. c) Role Z_ORDER_PROCESSOR: If you assign this role to your user, they can perform below activities. Can view the Purchase orders that have been created for this vendor. Enter the contact information in section. Field Name M/O Description Telephone O Enter the Telephone. Fax O Enter the Fax. Position O Enter the Position. Vendor Change Portal Page 43 of 44

44 Field Name M/O Description Department O Enter the Department. In the selection you maintain the specific user settings like date format, decimal format and Time zone. Now click on button to save the own data. Result You have changed your own details successfully. Vendor Change Portal Page 44 of 44

NEW SUPPLIER REGISTRATION GUIDE

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