Sime Darby eprocurement Portal Frequently Asked Questions (FAQs)

Transcription

1 Sime Darby eprocurement Portal Frequently Asked Questions (FAQs) 1

2 Online Vendor Registration (OVR) Frequently Asked Questions Contents Pre-Application Questions... 3 Password / Login Matters... 4 Registration Fee Payment Matters... 6 VLOD Matters... 8 OVR Application Forms... 9 Checking Application Status Request for Info related questions Other Issues

3 Pre-Application Questions 1. How to apply? You can register online at Please download the Vendor Application Guidelines for details of the application. 2. How can I get my login ID? Please log-on to the system ( and click vendor application to sign up for new account. Once you submit the new account creation application, the systems will send you the user log-in ID and password. 3. I cannot open the application page. When click on 'Apply', nothing happened. Have you done one time setup? Please click on Vendor Application and run the One Time Setup file. This setup is to be done on each PC used for this registration. Kindly refer to Vendor Application Guidelines under item 3.2 for further information. Have you checked that your PC meets the system requirements? Please have alook at the website under Site Requirements tab. 4. Can I use Mac Book to do the registration? Yes, our system now supports Internet Explorer, Mozilla Firefox, Google Chrome and Safari. 3

4 Password / Login Matters 1. My account is locked and it says my password is invalid what to do? Please remember that the password is case sensitive. Is your account locked? Please check the address you provided during account creation. The system will send instructions on how to self-unlock account. Click on the link provided in the to unlock account, and try to log in using the old password. If you cannot remember the password, click on Forgot Password and a temporary password will be ed to the vendor. Kindly refer to Vendor Application Guidelines under item for further information. 2. I forgot my password, what do I do? You may click on Forgot Password and the password will be re-sent to your address that you provided during the account creation. Kindly refer to the Vendor Application Guidelines under item for further information 4

5 3. The system is not allowing me to change my password; the password I choose is not accepted. Your password must be changed every 60 days, and contain the following: 1. Capital Alphabet Letters (e.g. A, B, C) 2. Small Alphabet Letters (e.g. a, b, c) 3. Numbers (e.g. 1, 2, 3) 4. Special Characters %) Kindly refer to the Vendor Application Guidelines under item 3.4 for further information 4. I did not receive my password via yet Can you reset my password? How long have you waited for a response? It usually takes about 5-10 minutes to reach your mailbox. Have you checked your inbox recently? If it is not in the inbox, you could also check the Spam mail as it is sometimes sent there. If all fails, the helpdesk will be able to assist you. Please refer to Contact Us page for details. 5

6 Registration Fee Payment Matters 1. How to pay the OVR Registration/Renewal Fees? The payment may be made either via: a. Internet Banking transfers to Citibank, or b. Cheque deposit to Citibank You can refer to your assigned Virtual Account Number in the OVR application to make the payment. You will then need to upload the scanned receipt into the system prior to submitting your application. Kindly refer to Vendor Application Guidelines under item 2.2 for payment details and further information. 2. When should I make the payment for the registration processing fees, before/after application? It is recommended that you make the payment while completing the online registration / renewal form. Please ensure you have entered the following minimum information before you generate the Payment Advice in the Payment Information Page of the online form, namely: a. Your company s country of tax residency and Goods & Services Tax (GST) registration identification no., if applicable. This is found in the Company Information page. b. Your company s complete correspondence address. This is in the Company Address page. The correct amount to be paid and detailed steps for making payment can be seen in the Payment Information page of the online application form. Actual payment must be done before submitting the application as you are required to attach the payment receipt / bank-in slip to the Company Documentation section of the application under item Proof of Payment. Kindly refer to the Vendor Application Guidelines under Section 2.2 for further information on payment methods. 6

7 3. My company is not based in Malaysia, can I bank in the fee payment in a different currency? Yes, this is possible as long as the amount is equivalent to correct registration/renewal fee. Please make direct payment to our bank account all details such as swift code etc. can be found in the Vendor Application Guidelines under item

8 VLOD Matters 1. Where to get the VLOD? The VLOD may be downloaded from the link (blue) provided under item number 1 at the Company Documentation page of the application. You are first required to have a valid Login name and password to access the application please proceed to create an account if you have not already done so. Kindly refer to the Vendor Application Guidelines under item 3.3 for further information 2. I have concerns regarding signing the VLOD. What should I do? Please route your concerns to the Procurement team kindly refer to the Contact Us page for details. Please leave your company name and contact number, and they will be in touch with you. 3. Why must only director sign the VLOD? If my director is based outside of Malaysia, what should I do? Only Registered Company director or equivalent is authorized to sign the VLOD on behalf of the company because VLOD is a formal affirmation by vendor who intended to conduct business transaction(s) with Sime Darby Group. It is one of Sime Darby Group s procedures for the prevention of corruption that applies specifically to vendors. If your director of company is based outside of Malaysia, kindly get the Head Of Business unit in Malaysia to sign the VLOD his position must be clearly visible to be in charge of the Malaysia operation in your organization chart. Otherwise, please also attach an correspondences / formal letter from your company director acknowledging the authorization to sign any legal document given to the person signing the VLOD. 8

9 OVR Application Forms Company Information section 1. When entering the Company Registration number, got error. Why? Please check that your ROC only contains numbers and letters. The system won t allow you to enter any special characters. In case you have any in your ROC, just ignore them and only input the numbers and letters. Kindly refer to Vendor Application Guidelines under item for further information. 2. How to use calendar - cannot key in inception date? You cannot enter the dates manually, and you are required to choose from the available calendar. Click on the space and a calendar will come up. To change the month / years, click on the month and year displayed on top and choose the desired month / year. Kindly refer to Vendor Application Guidelines under item for further information. 3. What is the withholding tax field for, and what should I choose? 9

10 The withholding tax field is mainly for the use of overseas companies. Not to worry, you may choose to ignore that field and leave it as the default choice. Contact Information section 1. I wanted to delete the existing contact details and add new contact information. How can I go about it? You need to key in the new contact information first before you can delete the existing contact details Company Category section 1. Which company category to choose? You are advised to browse through the available categories, and choose the categories as specific as you can. This will be useful for Sime Darby when searching for suppliers to be called for specific quotations / tenders. In order to browse through the categories, click on Insert Additional Category at the Company Category page. This will bring up a pop-up on your screen. Choose the Drill Down menu and view all categories by expanding those relevant to you through clicking on the + sign. 2. Why it doesn t work when I click on the link to insert the company category. You will need to enable popups in your Internet Explorer settings. Financial Information section 10

11 1. New / young company - how to complete financial info since it is a mandatory field? Should any of the information is not yet available to you; please put 0.1 in the Financial Info section. Bank Information section 1. My company have more than one account bank, which account bank details and bank statement should I provide to Sime Darby? Kindly provide your active bank details and statement where payment is made with Sime Darby Track Record and Work Experience section 1. What is sustainability project in Track Record? Sustainability project is a project that promotes healthy ecosystems. If the project that you are involved in takes these factors into consideration, then you may indicate Yes for the sustainability. Otherwise, please choose No. 2. How many Track Record items should I provide, and how many Letters of Award (LOA) to submit together with the application? You must provide at least one track record as it is a mandatory field. However, it is highly encouraged for you to provide as many as possible as this serves to validate your past experience and the 'Company Category' that you will be registered to. For each track record that you 11

12 provided in the Track Record page, kindly provide the associated LOA for validation Kindly refer to the Vendor Application Guidelines under item for further information 3. I can t provide the actual project amount as per my company policies in the track record section, what should I do? You can provide a good estimate for the value of services / products provided within the period mentioned. Certificates section 1. How to enter MOF certificate codes? The MOF certificate codes can be seen as a string of 6 numbers e.g The first two numbers (12) will be the field, the middle two (34) will be the sub field, and the last two (56) will be the sub-field breakdown. If, for example the number is , then you should choose 12 for the field, 4 for the sub field and 0 for the sub-field breakdown. Kindly refer to the Vendor Application Guidelines under item for further information 12

13 2. My certificate has expired, what should I do? If your certificate has expired, please renew it. A certificate which is expired is no longer valid for use and will be ignored by Sime Darby personnel during application evaluation if it is submitted. Company Documentation section 1. Where to upload documents? Each required documents are to be uploaded into the system under Company Documentation page. Kindly refer to Vendor Application Guidelines under item for further information. 2. I could not provide some of the documents requested by Sime Darby for the OVR registration. The documents requested are P&C. What should I do? Please provide us the list of the documents and the proof of exemption letter. We will highlight the concern to our OVR Committee 3. Cannot upload documents? Have you done One Time Setup? Please sign out, click on One Time Setup and run the One Time Setup file. This setup is to be done on each PC used for this registration. Kindly refer to Vendor Application Guidelines under item 3.2 for further information. What error message did the system give you? Filename is invalid? The scanned files must be named according to the criteria visible at the top page of the Company Documentation page. Kindly refer to Vendor Application Guidelines under item 2.5 for further information. 13

14 File cannot be found / not accessible? Please ensure that the files that you wish to upload are not stored in a shared drive. It is advised for you to copy the files into your local before uploading. Kindly refer to Vendor Application Guidelines under item for further information. File size exceeded 10 MB? The system has a size restriction of 10MB per file. Please break down the files into smaller sizes to upload successfully. Kindly refer to Vendor Application Guidelines under item 2.5 for further information. 4. I have lost my bank statement. What should I do? Please get the copy from your Bank and request your bank to Certified True Copy (CTC) the statement at the page showing the ending balance for each month 5. What type of documents should Overseas Company provide? Please provide documents that are equivalent to the documents required by Sime Darby. Please refer to the Vendor Application Guidelines under item 2.3 for further information. 6. What is a resume, and whose do you require? The resume that we require is that of the technical / key personnel of the company. A simple resume outlining the individual s background, education, work experience, accreditation, awards etc is expected. Kindly refer to the Vendor Application Guidelines under item for further information 7. Who should certify the documents? There are a number of bodies who can certify your documents. For inhouse certification, you may get either your Company Secretary or the Company Director to certify the documents. Please be reminded that certification is required on certain pages depending on the type of document, and the certification will only be accepted if there is the 14

15 signature, name and designation clearly stated. Kindly refer to the Vendor application Guidelines under item and 2.4 for further information 15

16 Checking Application Status 1. How do I check my application status? You may log in and check the status at top right corner of the screen. Status Draft: Vendor is still filling up application and has yet to submit. Please complete your application and submit accordingly, and check that your status will change to New after submission. Status New: Vendor has submitted application, but Sime Darby has not processed the application yet. Status Processing: Sime Darby is in the midst of processing application. This will take 6-12 weeks if the application is completed, or Sime Darby will send a Request for Info should there be any missing documents / information. Status Active: Application has been approved. Vendor should have gotten an stating this approval. Vendor can also check that they have obtained a Vendor Code, viewable in the Company Information section, as proof of approval. Status Rejected: Application has been rejected. Should vendor wish to request for appeal, please write a formal letter and send to details in Contact Us page for further action. 2. My application status still shows draft although I have already submitted the application? There are two reasons why this may be the case: 1. You did not complete your submission the first time after clicking on Submit at the Company Documentation page, you are 16

17 required to fill in the Supplier Declaration that follows (just a few yes/no questions). Once the supplier declaration is completed, you need to click on Submit again. To ensure that your application submission has gone through, please double check that the Status has changed from Draft to New. Kindly refer to the Vendor Application Guidelines under item 3.6 for further information 2. When you submitted the application, it was processed by our personnel and was found to be incomplete (missing some information or some documentation). You may view the missing documents / information list under the Company Information page Request For Information. Please double check all your documentation / information, ensure it is complete and proceed to resubmit the application. Kindly refer to the Vendor Application Guidelines under item 3.7 for further information 17

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19 Request for Info related questions 1. I received an saying there are documents missing, what are the documents? The list of missing documents is listed in the , as well as in the system. You may view the missing documents / information list under the Company Information page Request For Information. Please double check all your documentation / information, ensure it is complete and proceed to resubmit the application. Kindly refer to the Vendor Application Guidelines under item 3.7 for further information 2. I have given the documents already, why are you asking for it again? Did you provide soft copy / hardcopy documents? If you have provided hardcopy documents, you are required still to provide the soft copies as this is a centralized registration system and all divisions require access to your documents. If you claim to have already provided the soft copies, kindly double check your application maybe it is missing certain pages or requires certification for validity. Kindly refer to the Vendor Application Guidelines under item 2.3, 2.4 and 2.5 for further information 19

20 Other Issues 1. I have saved all my information at each page but when I checked again, the information keyed in earlier is not there. Why? Please make sure that your internet connection is stable when you save the information. To save information on one page, all the mandatory fields on that page must be filled. 2. Is my information safe? Yes. All information s provided by the vendors will be stored safely in the systems and can only be access by licensed users. 3. My Company does not have any scanner, what should I do? Can I provide the hardcopy documents? You need to find scanner and scan all the documents. We do not accept any hardcopy documents for the registration. 4. I received Script Error 1001 message when uploading the documents. What should I do? Please print screen the error message and to our helpdesk please refer to the Contact Us page for details. 5. How to print application? The application cannot be printed out by the system. If you really need a printed copy, you may use the Internet Explorer print page tool or you can print screen your application as an image and proceed from there. 20

21 6. My director has a relationship with Sime Darby Top Management. Can you expedite my application? Have you submitted a complete application? We will evaluate your application based on the submitted documents, and your application will then be brought for deliberation. This is our standard procedure. 7. I am an approved vendor, so now how do I go about showing my services / products to Sime Darby Property? What are your services / products about? Please contact the operator to be connected to the related departments that might be interested in using your services. 8. Have I been approved? Processing normally takes 6-12 weeks upon complete submission. You can always check your status at the top right corner of your screen. A notification from the system will be sent once the final result of deliberation is finalized. Kindly refer to Vendor Application Guidelines under item 3.8 for further information. 9. How long do we have to wait to get approval? Processing will take 6-12 weeks from the day you complete application. Kindly refer to Vendor Application Guidelines under item 1.3 for further information. 21