Vendor Guide for for Online Self-Registration. egistration

Transcription

1 Vendor Guide for for Online Self-Registration egistration Vendors Manual Compiled By: Bayajula (PTY) LTD Issue No: 1 ( )

2 Table of Contents 1. COURSE OVERVIEW Purpose Self-Registration Process s HOW TO SELF-REGISTER AS A POTENTIAL VENDOR Enter General Company Information Enter Contact Details Select Product Categories Read SANBS Data Privacy Statement Submit Registration Form Create Own Admin UserID and Password

3 1. Course Overview 1.1. Purpose Vendors who are currently not on the SANBS vendor database and want to register must do so via the SANBS vendor self-registration online form. Once the vendor has selfregistered successfully they become a potential vendor on the SANBS database and they can respond to SANBS RFQs and tenders online should they be sent these documents. Vendors can also update some of their company data online and respond to SANBS additional information requests, also online. Should the vendor win business with SANBS, they will then be qualified and will become an approved vendor on the SANBS database. This process will simplify and automate the vendor registration and procurement processes Self-Registration Process s Below are the process steps to be followed by new vendors who want to register as potential suppliers on the SANBS vendor database: 1. Vendor accesses the SANBS website and completes the initial self-registration online form and submits to SANBS. 2. The SANBS SAP system auto approves the self-registration form if all fields are populated correctly, and sends a userid, a system link and a password to the vendor. 3. Vendor clicks on system link provided and will input the provided initial userid and password and will submit. 4. Vendor gets a follow on screen where they create their own userid and password that they will use going forward. 5. Once the vendor s own userid has been created, they are provided with a logon link that they click on and are taken into the SANBS Vendor Portal and can start responding to a SANBS RFQs or tenders online immediately 6. Vendor can then create other users within their organisation, and can maintain own vendor basic information, e.g. addresses and s

4 2. How to Self-Register as a Potential Vendor 2.1. Enter General Company Information To self-register as a potential vendor, access the SANBS website The click on the Tenders menu option as shown in the screen below: (1) Click on the word Tenders marked above You will get the screen shown below:

5 (1) Click on the link Supplier Self-Registration marked above to get the online supplier registration page. You get the self-registration online form as shown below. Information required on the registration page is grouped into 5 sections: General Company Information, Contact Details, Product Categories and Data Privacy Statement. This section focuses on General Company Information, the other parts of the registration page are covered in the sections that follow. Enter your information on the registration page. A red asterisk (*) on a field name denotes that it is a mandatory field. The table below explains what must be entered in each field:

6 Field Name Company Name Trading Name Language What to enter Enter your registered company name (e.g.: Nomakhosi Consulting Services) Enter your Trading Name (e.g.: Nomakhosi Consulting Services) Select English as the Language Currency Company Founded Select your Currency from the drop down list box Select Company Founded date from the calendar (e.g.: 01/03/2009) Company Registration Enter your Company Registration number (e.g.: 2010/041134/08) VAT Number Enter your company Vat Number (e.g.: ) Homepage Company Type Company Size Enter your company Homepage website address (e.g.: Select Company Type from the drop down list (e.g.: Private company) Select Company Size from the drop down list (e.g.: Small) Company Address Company Communication Enter your Company Address details Enter your Company Communication details 2.2. Enter Contact Details Now you enter your contact details on the online registration form

7 Field Name Title First Name Last Name Academic Title Department Phone Number Fax Number What to enter Select your Title from the drop down list box (e.g.: Mr). Enter your First Name (e.g.: Johan). Enter your Last Name (e.g.: Ncube). Enter your Academic Title from the drop down list box (e.g.: Master of Business Administration). Enter your Department (e.g.: Human Resources). Enter your Phone Number (e.g.: ) and the Extension Enter your Fax Number (e.g.: ) and the Extension Enter your address (e.g.: Country Select your Country from the drop down list box (e.g.: South Africa). Product Categories Click to select Product categories Select Product Categories Here you select the product categories that you supply as a vendor: (1) Click

8 (1) Click to select product categories then scroll down. (1) Click

9 (1) Enter your answer to the Security Question then click on Read SANBS Data Privacy Statement Before submitting your online registration form you must read and confirm the SANBS Data Privacy Statement. (1) Click Data Privacy Statement

10 2.5. Submit Registration Form (1) Click Send button to submit your completed registration form to SANBS. All vendor registrations will be processed on the SANBS SAP system and once successfully registered vendors will became potential vendors on the SANBS vendor database. The potential vendor will then receive two notifications informing them about their temporary username, login-link and password on separate s

11 2.6. Create Own Admin UserID and Password

12 Upon receipt of your completed registration, you will receive two s, the first one contains your "User ID and URL link" and the second contains your Password. Example: User ID and URL link Dear Mr. Randy Thoko, We are pleased to welcome you as vendor RT Solutions. The user ID A2DZNW1HBWJO has been generated for you. Please click the following URL to log on to the system with this user ID within the next 2 days: You can then create an Employee Administrator user. With this user you have access to all vendor qualification functions and to the user administration. Best regards, Your Vendor Registration Team You will receive your password for registration in a separate . Example: Password Within the next 2 days you can log on as vendor RT Solutions with the user ID you have already received and the following password: Yac7DL)}Mg (1) Enter the URL received from the in your browser to activate your account

13 (1) Enter your password from the Password then click on Log On. By using temporary username and password you will have access to the page given below, which enables you to create your own userid and password on the SANBS Vendor Portal as the Administrator of you company. (1) Enter your Password (2) Confirm Password (3) Scroll down

14 (1) Read SANBS Data Privacy statement then Click on terms. to accept the (1) Scroll down

15 (1) Click on Create to create your Admin UserID and Password. (1) Click on credentials. to access the SANBS Vendor Portal with your newly created

16 (1) Enter your newly created User ID. (2) Enter your new Password. You have login successfully to SANBS Vendor Portal. You can now maintain own vendor data, respond to RFQs and Tenders should you have any sent to you. To perform these further activities please refer to the Vendor Guide for Online Collaboration, also available on the SANBS website. THIS IS THE END OF THIS MANUAL