Supplier Onboarding System Quick Reference Guide for New Suppliers Registration

Transcription

1 Supplier Onboarding System Quick Reference Guide for New Suppliers Registration

2 Revision History: Version Date Revision History Author May 2014 Initial Release Zycus Infotech P. Ltd 02 November 1, 2015 Update MP&SD

3 Supplier Registration Guide 1 Introduction: This registration guide will provide you step by step instructions to complete the registration process. Here we have covered new Supplier registration process and assistance to existing suppliers to edit their profile information. As per your line of Business whether you are Vendor or Manufacturer you have to follow the instructions mentioned in this document to swiftly complete the registration process. This document will be useful in following processes. 1. New Supplier Registration Process Manufacturer 2. New Supplier Registration Process Vendor 3. Existing Supplier Profile Edit Process Manufacturer 4. Existing Supplier Profile Edit Process Vendor

4 Once you have credential via initial sign-up, enter user id and password to login to supplier portal and start the registration process.

5 Following page will be opened post you click on Sign In. This is your dash board. You have to click New Registration to start registration process.

6 Following page will be opened post you click on New Registration on earlier screen. You have to fill the Company Information and click on Create. You have to fill the Phone and Fax format as instructed on this form. Select Supplier Type as per your line of business. Following are Definitions of Supplier Type. Manufacturer: A plant, factory, business, or service organization which has been granted a formal Government approval to transform the received materials and, or, components into finished or semi-finished products. Vendor: A business, or organizations which has been granted a formal Government approval to trade or sell or manufacturer or distribute goods and products Please select Supplier Type as Vendor in case of Vendor

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8 Following page will be opened post you click on Create on earlier screen. You have to read Saudi Aramco Supplier Code of Conduct and select check box I have read and I agree to the above then click Continue.

9 Following page will be opened post you select check box I have read and I agree to the above then click Continue on earlier screen. You have to read and provide necessary information mentioned in respective field. Fields marked with * are mandatory fields and you will not able to proceed unless and until you will fill the information for those fields. Please click on next tab (Address / Ownership / Product Categories / Quality Questionnaire) once you complete the mandatory information mentioned in each Sub View (General Information, Commercial Requirement, Manufacturer Information, Industrial License Details, SAGIA Details) on earlier tab. During this process keep click on Save & Exit to save filled information. Following Screen Available for Manufacturer: Following Screen Available for Vendor:

10 If you click on Save & Exit button on previous screen you will be taken to following screen. In such case if you want to continue the registration process then click on Edit button. You will be taken again to registration form. There are few Hijri date fields in Commercial Registeration view. You hve to just click in that text box next to the lable mentioning the Hijri date. The Hijri Claendar will automaticlay Pop Up. Once you complete the Company Details you can start with Address view. In Address view you

11 have to provide Location Details and Contact details for each Location. Select Location Details and then Click on Add New to start filling the Location Address. You have to select the Address Type while filling the Location Details. By default Sales Office Address will be copied from initial registration screen. As a Manufacturer you have to fill Manufacturing Plant Address. If you Sales Office and Plant Address is same then also you have to fill same address information in Manufacturing Plant Address.

12 In case of Vendor as a Stockiest or possessing a Warehouse then you have to select Address Type as Warehouse and to fill address information of Warehouse. Once you fill the Warehouse address then navigate through tabs. Example; click on Product Categories tab and then click again on Address tab. Now you can see Warehouse Details as sub view under Address tab. Warehouse Details Sub View is available. Click Add New to fill Warehouse Details. Select (WA) Warehouse Address from For Address drop down list and fill Warehouse information.

13 Once you complete the Location Details you have to add Contact Details for each location. Please click on Contact Details then click Add New Once you click on Add New the following screen will be displayed. For each location address you have to provide contact information. Select Plant Address (PA) from For Address drop down list and proceed with filling the other contact information fields.

14 Please select Yes and select my profile (SIM) to get access of Supplier Performance module while filling information of Supplier Portal

15 Post completion of Address details you can start filling Ownership information. Please click on Add New Direct Owners and follow the information on pop up window. Different ownership based on combination of Individual/Organization and Saudi Arabia or other will have to be filled as applicable to your organization.

16 Post completion of Ownership information you have to fill Product Categories supplied by your organization. Select Commodity from the Drop Down list. Then select value in next Drop Down list. Do not skip any of the Drop Down list. Please follow the sequence.

17 In case of Manufacturer: Remember to Select Plant Address (PA) for each Product Category. This information is very essential for Saudi Aramco to evaluate the Plant as per supplied Commodities. In case of Vendor: Remember to Select Sales Address (SA) for each Product Category.

18 In case of Manufacturer: You have to fill the Quality Questionnaire. Click on Add New to start filling the Quality information. In case of Manufacturer: You have select Plant Address and to fill Quality System information for that plant. In case of multiple plants you have to click Add New again and need to fill another form for that plant.

19 In case of Vendor with Warehouse or Vendor as a Stockiest: You have to fill the Stockiest Questionnaire under Quality Questionnaire tab. Click on Add New to start filling the Quality information. In case of Vendor with Warehouse or Vendor as a Stockiest: You have select Warehouse Address (WA) and to fill the Stockiest Questionnaire for that Warehouse. In case of multiple Warehouses you have to click Add New again and need to fill another form for that Warehouse.

20 In case of Manufacturer: You have to fill the Technical Questionnaire as per the Commodity selected. Click Add New to start filling the Technical Questionnaire. In case of Manufacturer: Select appropriate Plant address where this commodity being manufacture.

21 Post completion of all the required information in each view. Please click on Save & Exit. Post click on save and exit you will be taken to My Request tab where you have option to Edit / Submit request.

22 How to edit? In case you fill that some information need to be edited prior to Submission of request then click on Edit button. Following is the example of Edit. In case of Add New type views there will be edit button under Actions for each record. Click on Edit button to edit the information. For views other than Add New you can directly edit the information. Please click on Save & Exit post you complete the information edit.

23 When you are ready to submit a request then click on Submit button. Post click on Submit you will see change in status from Saved to Pending Approval. Also there is Requested On date and Total Elapsed Time from submission.

24 If any mandatory filed is not filled then you will receive an error message. This will indicate which view and sub view where mandatory field information is pending. Please click on Edit button to get back in to Main Views and Sub views. Go to the appropriate view (in case indicated in following example, user has to go to Quality Questionnaire Main view and Quality Attachment Sub view). If view is Add New type and you want to edit the existing information then click Edit button available under Actions column and edit the required information. In case of other views where Add New button is not there where you can edit in the view directly. Post completion of edit/addition of missing information click Save & Exit button. Please fill the indicated information in the error message and agin click on Submit

25 How to track status of your request? Click on Pending Approval text under Status Column of your request. Following pop up will open which will give you current status of your request at Saudi Aramco.

26 How to collaborate with Saudi Aramco? In case of queries or to provide some additional information you can collaborate with Saudi Aramco. You have to click on Forum icon under actions. Once you click on forum icon under Actions on Supplier Portal following screen will pop up. You have to click Post New Thread button to initiate communication with Saudi Aramco.

27 Once you click on Post New Thread button you have to select Thread Name and post your message in that thread. You can upload supporting file in this thread and then click on Create Thread to send this message to Saudi Aramco. You also receive an notification post this thread or any updates sent by Saudi Aramco You can click on View Document to view your profile in read only format.

28 In case of View Document, You can view your profile in read only mode. Once you click Back you will back to forum. Please click Close on forum to go back to My Request Page.

29 How to Change Password? This process is Applicable to those Suppliers or New Suppliers who yet not received Saudi Aramco Supplier Identification Number. Click on Help text and then Click on Settings. Following Page will be opened when you click on Settings. Click on My Account and then Click on Password

30 Following Page will be opened when you click on Password. Enter New Password and click on Save button. Following Page will be opened when you click on Save button. Now click Back to Vendor to go back to Supplier profile.

31 How to get new password? This process is Applicable to those Suppliers or New Suppliers who yet not received Saudi Aramco Supplier Identification Number. Click on Forgot Password. Following Page will be opened when you click on Forgot Password. Now fill your address and text verification message and click on Send New Password button. You will receive new password via system .

32 How to download Supplier Code of Conduct document? Click on Supplier Code of Conduct under Supplier Resources. Another pop up window will open. Then click on Save document on that window. How to know my request is approved/rejected? If you did not found your request under My Requests then your request would be approved/rejected by Saudi Aramco. Such request moved under Completed Requests tab. Status would reflect the approve/reject status of the request. In case of Approved requests and your SAP ID being created by Saudi Aramco then only you can see your Company Name created under My Companies.

33 Existing Suppliers/ Registered Suppliers Profile Edit: Once your request is approved you will receive approval from Saudi Aramco along with new set of user name and password. You have to use following link to access your Profile on Saudi Aramco Vendor Portal.

34 Log into the supplier portal and go to the Supplier Profile tab. You will see following screen. Click on My Company to see your company name, Status and option to Edit Company information. Edit icon available under Actions

35 Post click on Edit icon you can view following screen. There is option to Edit Company Details / Address / Ownership Information Click on Commercial Requirement. You will see all information related to commercial aspects, Please update the required information

36 Click on Commercial Requirement. Click on box next to Comm. Registration Expiry Date (Hijri). You will see Hijri Calendar will pop up. Select the appropriate CR Expiry date

37 In case of submission of revised GOSI certificate just click on Browse button and upload file from pop up window.

38 You can Edit your company address location. Click on Address tab and then select Location Details. Click on Edit icon under Actions to Edit Contact information

39 Click on Edit icon under Actions to Edit Contact information. Following pop up will open. Edit Phone number if revised.

40 Click on Save & Exit post you complete the changes. You will be taken to Supplier Profile page. New request will be created under my request. Click on Submit button under action then Saudi Aramco will receive this request. Request Status will be displayed as Pending Approval How to track status of your request? Click on Pending Approval text under Status Column of your request. Following pop up will open which will give you current status of your request at Saudi Aramco.

41 How to collaborate with Saudi Aramco? In case of queries or to provide some additional information you can collaborate with Saudi Aramco. You have to click on Forum icon under actions. Once you click on forum icon under Actions on Supplier Portal following screen will pop up. You have to click Post New Thread button to initiate communication with Saudi Aramco.

42 Once you click on Post New Thread button you have to select Thread Name and post your message in that thread. You can upload supporting file in this thread and then click on Create Thread to send this message to Saudi Aramco. You also receive an notification post this thread or any updates sent by Saudi Aramco You can click on View Document to view your profile in read only format.

43 In case of View Document, You can view your profile in read only mode. Once you click Back you will back to forum. Please click Close on forum to go back to My Request Page.

44 Appendix: Suppliers Check List for Registration Introduction Saudi Aramco is pleased to offer opportunities to all businesses and welcomes your application to become one of our suppliers. All companies supplying goods for Saudi Aramco are required to be registered. The following procedure will guide you through the process for applying to be registered. You will be required to complete the online application and upon our notification shall provide a number of documents, some certified, and mail to us via courier. The online application and submission of documents provides Saudi Aramco with current contact and other basic information about your company, it is not in itself registration. Companies are registered only if after a review of the documents and inspection of premises they are found to be satisfactory. This procedure relates to companies from the Middle East region, who are administered by Saudi Aramco in Saudi Arabia, and who are applying for registration. Companies from outside this region will be automatically directed to alternative sites to register with our overseas offices. Note: Application for, or acceptance of supplier registration does not guarantee any business with Saudi Aramco. Application for Registration is Performed in Two Steps: 1: Online Registration Application: All applicants shall access the online registration system and provide the information required in the following online screens: 1. Company General Information 2. Ownership Information 3. Authorized Signatories

45 2: Submission of Required Documentation All Applications: After initial review of your online application, to ensure validity and completeness, applicants shall be requested to submit hard copies of additional documentation, for further review and to support their application, by courier to: Saudi Arabian Oil Company Purchasing Department Supplier Registration Unit, Room A-119 North Park 1 (Building 3300), Dhahran Saudi Arabia The Supplier Registration Unit (SRU) is the single point of contact for managing Saudi Aramco s relationships with material suppliers and manufacturers in the Middle East region. 2.1 Note: 1. Do not send any documents until requested to do so. 2. All documents shall be marked with your Application Reference Key given during online application. 3. Company letter head paper shall match the official name on the commercial registration. 4. Notify the Supplier Registration Unit immediately by of any changes in the information submitted. 2.2 Questions/Contact: Should you need to follow-up your application or have any questions please the appropriate unit: Vendor Registration Manufacturer Registration Website Technical Issues Vendor-registration@aramco.com Manufacturer-registration@aramco.com ITHelpDesk@aramco.com

46 Saudi Arabian Vendors - Documentation requirements: (Manufacturers go to Section 2.2) Saudi Arabian companies applying to be registered as vendors, after verifying their online application, shall be requested by SRU to submit the following documentation, via mail courier, to the Supplier Registration Unit at the address given in Step 2 above: No. Document Authentication Copies Required 1 Acknowledgement form of Saudi Aramco s Supplier Code of Conduct. 1. Signed by authorized company s representative. 2. Stamped with company s stamp. One original. 2 A letter of identification detailing company information, including range of products provided. 1. Company 3. Authenticated letterhead. by One original.

47 No. Document Authentication Copies Required 3 Valid Commercial Registration Authenticated by the One copy. certificate for the city in which the company is to be registered, allowing the company to trade the goods offered. Ministry of Commerce and Industry (MOCI). 4 Valid Zakat payment certificate. Authenticated by the Department of Zakat and Income Tax. One copy. 5 Company owners identification cards/iqamas and where there is more than one owner (shareholders) a copy of the Articles of Association. 6 A sketch showing the location of the company offices and warehouses, giving reference to a street, road, or known building. 7 A letter from your company s bank that details: 1. The length of time your company has maintained an account with that bank. 2. A description of the type of services that the bank normally provides to your company. 3. A confirmation that the bank is willing to extend credit if your company is successful in obtaining purchase orders or purchase agreements with Saudi Aramco. Authenticated by the company stamp. On company headed paper. Original bank document. 8 Valid General Organization of Social Insurance (GOSI) certificate showing distribution of Saudi and non-saudi employees. Authenticated by GOSI. 9 Valid Civil Defense License. Authenticated by the Department of Civil Defense. 10 For each system user 1, print and sign each page of the following: a) Computer Use Agreement 1. Signed by the applicable person. 2. Company Stamp on each One copy. One copy. One original. One copy. One copy. One original of each form and one copy of each ID or Iqama. 1 Saudi Aramco prefers all Saudi Arabian suppliers to use the Saudi Aramco Supplier Portal for collaboration on purchasing matters, including requests for quotation (RFQ) and purchase orders (PO). Each system user for the supplier shall have individual access to Saudi Aramco systems.

48 No. Document Authentication Copies Required (either Arabic or English) Form Copy of Government ID or Iqama for each user. 2. IT User Access Request Extranet Users (Non-Saudi Aramco) page. 1. The form shall be authenticated by the Chamber of Commerce. 2. Copy of ID or Iqama to be 2.3: Saudi Arabian Manufacturers - Documentation Requirements: Saudi Arabian companies applying to be registered as local manufacturers, after verifying their online application, shall be requested by SRU to submit the following documentation, via mail courier, to the Supplier Registration Unit at the address given in Step 2 above: Your manufacturing plant shall already be fully operational and meet the appropriate International Standards Organization (ISO) standards before your application can be accepted. No. Document Authentication Copies Required 1 Acknowledgement form of Saudi Aramco s Supplier Code of Conduct. 1. Signed by authorized company s representative. 2. Stamped with company s stamp. 3. Authenticated by the Chamber of Commerce. One original of each form and one copy of each ID or Iqama. 2 Factory location map. 1. Company letterhead. One soft copy and one hard copy. 3 Industrial License and any other Government Permits. Authenticated by the Ministry of Commerce and Industry (MOCI). One soft copy and one hard copy. 4 Valid Commercial Registration. Authenticated by the Ministry of Commerce and Industry (MOCI). 5 National ID or Iqama (if applicable) Authenticated by the for all owners/partners. 6 Articles of Association (For companies only). company stamp. Authenticated by the Ministry of Commerce and Industry (MOCI). One soft copy and one hard copy. One soft copy and one hard copy. One soft copy and one hard copy. 7 A letter from your company s bank that details: Original bank document. One soft copy and one hard copy.

49 No. Document Authentication Copies Required 1. The length of time your company has maintained an account with that bank. 2. A description of the type of services that the bank normally provides to your company A confirmation that the bank is willing to extend credit if your company is successful in obtaining purchase orders or purchase agreements with Valid Saudi Zakat Aramco. certificate. Authenticated by the Department of Zakat and Income Tax. One soft copy and one hard copy. 9 GOSI certificate. Authenticated by GOSI. One soft copy and one hard copy. 10 Civil Defense License. Authenticated by the Department of Civil Defense. One soft copy and one hard copy. 11 For each system user 2, print and sign each page of the following: 1. Computer Use Agreement (either Arabic or English) Form Copy of Government ID or Iqama for each user. 3. IT User Access Request Extranet Users (Non-Saudi Aramco) 1. Signed by the applicable person. 2. Company Stamp on each page. 3. The form shall be authenticated by the Chamber of Commerce. 4. Copy of ID or Iqama to be One original of each form. 12 Emergency and Fire Response Plan. Company Stamp. 4 CDs and 4 hard 13 Uncontrolled copy of the Quality Management System Manual as per latest ISO9001 year 2000 requirements. copies. 14 List of Quality Control Procedures. 15 Organization Chart including QA/QC Department. 16 Brochures, technical data, 2 Saudi Aramco prefers all Saudi Arabian suppliers to use the Saudi Aramco Supplier Portal for collaboration on purchasing matters, including requests for quotation (RFQ) and purchase orders (PO). Each system user for the supplier shall have individual access to Saudi systems.

50 No. Document Authentication Copies Required specification for each of the products. 17 List of major equipment installed at your plant. 18 List of major users of the products with address, contact name and phone number. Non-Saudi Arabian Manufacturers - Documentation Requirements: (Non-Saudi Arabian Vendors go to section 2.4) Non-Saudi Arabian companies applying to be registered as manufacturers, after verifying their online application, shall be requested by SRU to submit the following documentation, via mail courier, to the Supplier Registration Unit at the address given in Step 2 above: A. General 1. Original Acknowledgement form of Saudi Aramco s Supplier Code of Conduct, must be signed by authorized company s representative, stamped with the company s stamp and authenticated by the Chamber of Commerce. 2. Product Certifications. 3. Plant capacity for each product. 4. Sales brochures/product catalog. 5. Company Organization Chart. 6. A letter of introduction identifying the Manufacturer Company and detailing business activity and full information about their agency. If any, in Saudi Arabia, including name, address and contact. 7. A sketch showing the location of the vendor's office and warehouse facilities. B. Commercial a. Last two years financial statement. b. Ownership profile. c. Acquisition and mergers (if applicable). d. Major customers. e. Major sub-suppliers. f. Plant total capacity per year. g. A copy of a valid Commercial Registration Certificate authenticated by Chamber of Commerce in the country of origin (if applicable).

51 h. A copy of a valid Industrial License Certificate authenticated by Chamber of Commerce in the country of origin (if applicable). i. Article of Association, which shows the ownership and percentage authenticated by the Chamber of Commerce in the country of origin (This applies only to companies). j. Bank information indicating bank name, address and account number. C. Quality a. Uncontrolled copy of Quality Management System Manual. b. Quality Organization Chart. c. ISO 9001 certification (if available). d. List of quality procedures. D. Technical a. Technical Organization Chart. b. Patents/Manufacturing Licenses. c. Code Stamps/Certification and experience (Provided by the Technology/Product Owner). d. List of major equipment installed at the plant. e. Technical data/specifications for each product. f. List of major users (with contact person address) for each product. g. List of sub-vendors with itemized supply scope. h. List of all products with full description/technical data/specifications for each product. i. Product Data Sheet, Materials Safety Data Sheet. NOTE: 1. A Plant visit may follow to assess implementation and effectiveness of your quality system in accordance with the identified ISO 9000 standard, and to evaluate the capability of your manufacturing facility to produce materials/equipment that meet Saudi Aramco applicable specifications. 2. All information to be provided must be relevant to the subject manufacturing plant to be evaluated. 3. This questionnaire has been designed to cover the manufacture of broad spectrum of materials and equipment. As a result, some of the questions may not apply to your particular product range. If so, please mark those questions as N/A (Not Applicable). 4. The documents required for update of your already registered details are: A-1, A-7, B-7, B-8, and B-9. They should be submitted as one CD and one hard copy.

52 Supplier Onboarding System Quick Reference Guide for Suppliers 2.4: Non-Saudi Arabian Vendors - Documentation Requirements: Non-Saudi Arabian companies applying to be registered as vendors, after verifying their online application, shall be requested by SRU to submit the documentation described below, via mail courier, to the Supplier Registration Unit at the address given in Step 2 above: 1. General 1. Original Acknowledgement form of Saudi Aramco s Supplier Code of Conduct, which must be signed by authorized company s representative, stamped with the company s stamp and authenticated by the Chamber of Commerce. 2. A letter of identification detailing company information, including range of products provided, on the Company letter head and must be signed by authorized company s representative, stamped with the company s stamp and authenticated by the Chamber of Commerce. 3. A sketch showing the location of the vendor's office and warehouse facilities. 2. Commercial 1. Ownership profile. 2. A copy of a valid Commercial Registration Certificate authenticated by Chamber of Commerce in the country of origin (if applicable). 3. Articles of Association, which shows the ownership and percentage authenticated by the Chamber of Commerce in the country of origin (This applies only to companies). 4. Bank information indicating bank name, address and account number. Only For Internal Use Page 52 of 52