ADNOC Distribution. Prospective Supplier Registration User Manual Version 1.0

Transcription

1 ADNOC Distribution Prospective Supplier Registration User Manual Version 1.0 1

2 Document Control Change Record 37 Date Author Version Change Reference 21-Feb-2015 Anil Nair 1.0 No Previous Document Reviewers Name Jumaa Ali Al-Haj Mohd Mahmoud Manoj Kumar Abdul Nazar Position ADNOC IT Lead Capgemini SCM Lead ADNOC Distribution IT Project Manager Note to Holders: If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes. If you receive a hard copy of this document, please write your name on the front cover, for document control purposes. 2

3 Contents 1.1 Document Control Access to isupplier System Navigation in isupplier System General Navigation Icons in the page Managing Preferences (Supplier already registered with ADNOC Dist.) Basic Information Page Company Details Page Additional Information Page Attachments Review /Update Supplier Profile Details

4 OVERVIEW This User Guide describes how Suppliers must complete and submit a Prospective Supplier Registration Form online. HOW TO USE THIS USER GUIDE The User Guide has the following 10 sections. All Suppliers are expected to follow the instructions provided in each of these sections. 1. Access to isupplier System 2. Navigation in isupplier System 3. General Navigation 4. Icons used in user Manual 5. Managing Preferences (For Supplier Already registered with ADNOC Distribution) 6. Basic Information 7. Company Details 8. Additional Information Page 9. Attachments 10. Review /Update Supplier Profile Details PROCESS OVERVIEW Any Supplier interested in working with ADNOC Distribution needs to go through the prospective supplier registration process by following the steps outlined below when they are initiating the process themselves. 1. For new suppliers who are not yet registered: The information provided by the Supplier in this process will be available to the ADNOC Distribution. If there is interest from ADNOC Distribution, based on your initial registration, you will receive an automatic notification asking you to fill a detailed form online. Once you have completed that form, ADNOC distribution will review and if it meets the requirement and application is complete, you will get a notification that your company has been registered as a Supplier and given access to the isupplier Portal/Profile Management with further instructions. 2. For suppliers who are registered/approved: You will get your username and password from ADNOC Distribution to access your account. You may update, and once approved it will be in effect. 4

5 3. Access to isupplier System Step 1: Access isupplier System using the URL received from ADNOC Distribution in . Click on the isupplier URL in the . Step 2: Enter the ADNOC Distribution Application Number and press Tab. Step 3: The following details are defaulted with the information entered in stage 1 registration. Company Details Company Name: Country: Contact Information First Name: Last Name: Phone Number: 5

6 The same is described in details in subsequent section in this document. 6

7 4. Navigation in isupplier System The navigation in the Prospective Supplier Registration page is designed to allow users to access different pages from the same view. This happens with a simple click of button at each page. Once the Supplier is registered and Supplier users have access to Oracle Supplier Management System.The Supplier user will have access to update the Supplier Profile using Oracle System as detailed in further sections.the below steps (1-3) are applicable if you are a registered supplier with ADNOC Distributions. Step 1: Login with username and password.select the desired Responsibility by single click on the responsibility name ADNOC Supplier Profile Manager (Supplier User). Note: A responsibility will generally have list of Menus and further each Menu will have list of functions.in case of isupplier system, you will directly have access to Oracle page. In case you just have one responsibility assigned to your username, 7

8 you will be directly navigated to responsibility related Oracle page instead of Navigator screen (shown above). Step 2: Single click on the ADNOC Supplier Profile Manager (Supplier User) opens the Oracle page. Step 3: Supplier Administration page is opened. 8

9 5. General Navigation General Navigation By selecting Next in each page you are taken to the different sections within the isupplier system. Each section contains records which are mandatory (*) and non-mandatory. Each section is described in-detail in this document. a) Basic Information b) Company Details c) Additional Information d) Attachments Train Navigation View of each section Navigation Buttons Save for Later Use this to save the entered records to submit the registration later. This button auto-generates a web URL which should be used to continue registration next time the supplier logs in to complete the registration. Note: - Remember to save this new URL everytime the Save for Later button is used.this is important as once the Save for Later button is clicked, the previous URL is deactivated.you have to use the new URL to continue with the registration. Back Navigates the user back to the previous page Next Navigates the user to the next page. Global Buttons in Oracle E-Business Suite System (Applicable to Registered Suppliers only) 9

10 Home (A) - Returns you to the main portal where you can select another responsibility or application. Navigator (B) - Allows the user to directly access the responsibility without going to the home page. Favourites (C) This option allows the user to directly add and manage the favourite menus/functions. Settings (D) - Displays the Preferences page. Allows Setting Up User Preferences. My worklist (E) - User has access to all the notifications which are part of the individual worklist. Help (F) - Accesses the help index page. Logout (G) - System logout options logs out the user completely from the application. 10

11 6. Icons in the page Detach Table: Detaching tables from the base page allows you to see just one table in a popup window that sits over the page. Refresh: Use this to refresh the records in the table. Reset Table Settings: This button resets the table layout back to the default table layout. Table Settings: Allows hide/unhide the columns in the table. 11

12 7. Managing Preferences (Supplier already registered with ADNOC Dist.) You can change your user settings or preferences at any time using the Preferences icon. This can be used to change language or password if needed. Click on the Preferences on upper right hand as shown above. You can change the following preferences: General - You can select your language, territory, time zone, client character encoding (the character set that s used in your page display), visual and accessibility features. Notification - You can select how you want to receive your notifications (for Example, in HTML or plain text ). Formatting - You can define your date format and number format. Password - You can reset or change your password. A valid password must be at least 7 characters, but no more than 30, characters. Passwords can be numeric, alphanumeric, or special characters. It must contain at least 1 numeric, 1 special character, and no repeating characters. 12

13 General Preferences Languages, Accessibility and Visual By default, the following fields are populated. 1. Languages will have Current Session Language shown as American Language And Default Application Language showed as American Language. 2. The Accessibility Features option will be set to None by default. 13

14 3. Visual will have Page header display style with 3 options to select from in the list of values. Default is Icons only. Icons Only Both Links and Icons Links Only Access keys By default, the check box will be disabled. Regional The user can choose to default the fields in Regional as shown below. Change Password Enter the username along with old password.the new password needs to be entered twice for confirmation. 14

15 Start Page You can choose to default the responsibility and related page upon login. Notifications It is recommended that you use the value HTML mail with attachments as shown below. Access Requests This is applicable if you need more responsibilities to be added to your username such as Sourcing Supplier Responsibility. 15

16 8. Basic Information Page This is the first page the Prospective Supplier will see once the supplier opens the Prospective Supplier Registration link. The page has only one enterable field ADNOC Distribution Application Number Steps 1: Enter the Application Number in the field - ADNOC Distribution Application Number. Press Tab in your keyboard. Steps 2: Review all the field values which are defaulted automatically based on the Application Number. Steps 3: Click Next to navigate to the next page. Note: The ADNOC Distribution Application Number is a unique request number provided to the user in the notification after the acceptance of the Stage-1 registration by ADNOC Distributions.It is important to retain this Application number till the registration is completed and accepted by ADNOC distributions. 16

17 9. Company Details Page This section covers the supplier company details and has the following sub-sections. 7.1 Additional Details 7.2 Address Book 7.3 Contact Directory 7.4 Business Classifications 7.5 Products and Services 7.6 Banking Details 7.1 Additional Details The fields Company Name, Country and ADNOC Distribution Application Number is defaulted from the previous page (Basic Information). Optionally, you can input the Supplier Short Name short code for the supplier and Note to ADNOC Distributions - instructions for ADNOC Distributions supplier management team. 17

18 7.2 Address Book Every new supplier will have to create atleast one address which should be the primary address.the address name will be used to create Supplier Site (location) in the Oracle system. Steps to Create Address. Step 1: Click on Create New Row button. Step 2: Create Address page is opened. Step 3: Enter the Supplier Address Name with the primary name as per the format Specified in the tip message provided next to the field 18

19 Step 4: Enter the Country of the Supplier Company Step 5: Enter the Street details Step 6: Enter the City/Town Step 7: Enter the State/Emirate name Step 8: Input the Postal Code Step 9: Click Apply 7.3 Contact Directory The contact directory section already has the defaulted contact from the Basic Information Page. Enter the basic details along with mandatory field Last Name. All the remaining fields are optional. 19

20 The supplier can associate the Address Name created in the previous section (Address Book) with this contact. This is optional. Click on the + sign to add a row in the Addresses for the Contact section in contact directory. 7.4 Business Classifications Business classification section in Company Details page shows the defaulted Classifications selected in the stage-1 registration.suppliers can review whether they are Classified correctly. 20

21 7.5 Products In the Products region, supplier should enter the correct Products/Workgroups details. Click on View Sub-Categories on each page till you reach the final segment for selection. 21

22 Select the correct Product Group No. by selecting the check box under Applicable. Click Apply.The screen will be returned to the previous page. 22

23 7.6 Banking Details In the banking details page, the prospective supplier enters the banking details (Bank Name, Branch Name, Account Number, IBAN, etc).the same bank details will be used by ADNOC Distributions for payment to the suppliers. 23

24 Steps to Create Banking Details. Step 1: Click on the Create button in the company details page. Step 2: Select the Existing Bank radio button and check if your bank is already defined, if not then use the New Bank and New Branch radio button option to create your bank.by default the New Bank radio button will be selected. The currency is by default UAE Dirhams, which can be changed by selecting the drop down list of values. If you have selected the New Bank option you can enter additional Bank/Branch details. 24

25 Step 3: Once all the bank details are entered.click Apply. The screen is returned to the previous page. Click Next to navigate to the next page Additional Information 25

26 10. Additional Information Page In this page, the supplier enters the additional details based on their business classification. Classification - Vendor, Manufacturer, Contractor and Overseas Manufacturer/Overseas Contractor.The supplier will have to enter all the details relevant to their profile for completion/submission of the registration process. Steps to enter Additional Information Step 1: Click on Click to Add Additional Information link as shown above. Step 2: New page opens with different tabs depending on your Business classification Basic Details Vendor Contractor Overseas Contractor Overseas Manufacturer Step 3: Enter the Basic Details tab (mandatory information to be entered) 1) License Details 2) Owner Details 26

27 3) Sponsor Details 4) Financials 5) Quality & HSE Questionaire Each section has Add button to add a new row in each section. Everytime a new row is added; click on Save button to save the entered record. Similarly if you are deleting any row, remember to click on Save button again. Everytime a record is added in Financials section, it is mandatory to add attachments for the record added.while adding the attachments, select only the value BalanceSheet- Financial Balance Sheets/ Audited Annual Reports from the Title list of values button provided in the attachment page. 27

28 28

29 Attachments in Additional Information page Each section (Basic Details/Vendor/Contractor/Manufacturer) in the Additional Information page has the Attachments column where the supplier can attach documents relevant to the supplier registration such as License documents, Manufacturer/Vendor/Contractor Questionaire, etc. + Click on this symbol for addition of new attachments for the specific line. - Click on this symbol to view the already attached documents for review. 29

30 The attachment column is only enabled if you click on Add button provided in each section. Steps to Add attachments Step 1: Click on + sign in the attachment column. Step 2: Attachment page is opened. Step 3: Click on the Title List of Values button.title Lov page shows all the titles relevant for attachments.select the appropriate title and select Go. 30

31 Step 4: Enter the description (optional) Step 5: Define Attachment with types File/URL/Short Text/Long Text In case the attachment type is File, select the radio button next to File option. Step 6: Click on Browse and select the file from your local system. Step 7: Click on Apply.The page is returned to the previous page. Step 8: To view the attachment file, you can click on If the supplier is classified as Vendor Tab, enter the following sections. 31

32 1) Principal This section needs to be entered/saved mandatorily for entering subsequent sections in the Vendor section. 2) Agency Link 3) Principal Product 4) Principal Address 5) Principal Contact 6) Stockiest 7) Sourcer Links 8) Experience Each section in Vendor tab has Add button to add a new row. Everytime a new row is added; click on Save button to save the entered record. Similarly if you are deleting any row, remember to click on Save button again. 32

33 If the supplier is classified as Manufacturer Tab, enter the following sections. 1) Products 2) Experience Note: The same above screen will be displayed if supplier is classified as Overseas Manufacturer. Each section in Manufacturer tab has Add button to add a new row. Everytime a new row is added; click on Save button to save the entered record. Similarly if you are deleting any row, remember to click on Save button again. 33

34 If the supplier is classified as Contractor Tab, enter the following sections. 1) Associates - This section needs to be defined mandatorily for entering subsequent sections in the Contractor tab. 2) Associates Work Group and Services 3) Associate Address 4) Associate Contact 5) Associate Experience 6) Associate Quality & HSE Questionaire 7) Non Associated Work Group and Services 8) Non Associated Experience Note: The same above screen will be displayed if supplier is classified as Overseas Contractor. Each section in the Contractor tab has Add button to add a new row. Everytime a new row is added; click on Save button to save the entered record. Similarly if you are deleting any row, remember to click on Save button again. 34

35 11. Attachments The attachments section is the last section before the registration is submitted for approval. This section shows all the attachments from the Additional Information page of supplier profile. In addition, the supplier can add additional attachments in this page.the size of the attachment should Be less than 1 MB. Click on Submit button.the supplier will see the below Supplier Registration Confirmation Message. 35

36 12. Review /Update Supplier Profile Details Once the supplier is approved, the new supplier is notified via along with the login and password to access Supplier Profile responsibility (ADNOC Supplier Profile Manager (Supplier User)) for profile management. Steps to access the Supplier Profile Step 1: Supplier to access the Oracle link from the confirmation. Enter the User Name and Password.Click Login. Step 2: The supplier profile page opened. 36

37 Step 3: Review the Supplier Profile details Supplier Name, Attachments, Contact Directory, Address, Etc as shown above. Step 4: Click on Click to Update Additional Information to review/modify the additional information entered by the supplier during registration. Step 5: Additional Information page is opened. This section will show all the supplier profile details entered by Supplier during registration. 37

38 Step 6: To update the fields in the supplier profile, supplier will modify the fields directly. After the supplier modifies the fields, save the record and click on Submit button at the botton of the page. 38

39 Once the changes are submitted, the workflow gets started for approval as shown below. The line status changes to SUBMITTED status. 39

40 The ADNOC Distributions approvers approves/rejects the changes made by supplier user. The approvers will receive information of the old data and the new changes made. If the approvers approve the changes, the changes will reflect in the supplier profile with status APPROVED. 40