Supplier s Guide for Updating Profile inside the MOL ebidding system

Transcription

1 Supplier s Guide for Updating Profile inside the MOL ebidding system Login pages for updating profile by using the username/password you have received in MOL Group Notification (Notification contains only your username because of security reasons. Please generate your password by click on the Forgot password link from the entry page.) Entry pages for suppliers not yet registered inside MOL s ebidding system s database:

2 In the entry pages there are two possibilities : 1. an already registered user can use it to log in to own account for users who received the official MOL letter, please click on the Forgot my password button from the homepage. *** Please enter the same address as on which you have received the profile update request. After you have filled in the address, please click on the Reset password button. You will receive a mail with a link, if you click on the link you will be redirected to a page where you can add a password *** (Page 2 left print screen) 2. an individual Supplier can perform a self registration to MOL Suppliers Database this function can be used by users who click on the New Supplier Registration button from the homepage (page 3 right print screen) 2

3 Main Recommendations during your activity inside the system Do not open the system in two tabs / browsers in the same time! Do not use your browsers Back or Refresh options, because these can result filled data loss. It is recommended, to have another internet connection as a backup, just in case something happens with your current connection. It is recommended to have a mobile internet connection if possible. 3

4 Filling in the data in the forms should be done as soon as possible, then click on the Save button (bottom middle section of the screen where you can find it) or the Next button if you don t have any other possibility. It is suggested to have all necessary data prepared by previously verifying what is needed, logout from the system/close the New supplier registration forms and reopen only when all data are prepared for inserting. 4

5 Please note that the below structure of the Prescreening forms of MOL ebidding system, can differ depending on where are you opening the system from (Login with received credentials (1st screen page 4) or New supplier registration (2nd screen page 4)), but the basic mechanism is that all fields from all Prescreening forms which are marked with a star are mandatory to be filled in. 1. In order to keep your profile up to date, first you need to navigate to Company / Company information menu, where you need to change or update all the mandatory fields marked with a red star and click on the Save button, in order for the information entered by the user, to be saved in the system. 2. In General Data tab, the user has to fill in or modify the cells which contain the data. No mandatory field can be left empty and it will be marked by an exclamation if the user does so. 3. Here the user can give general information about the company, which is asked by the Buying Company, the address of the company, homepage (webpage), user information (who will represent the company), different postal address if the main office can be found elsewhere and application settings on how different data will be displayed in the system. (see print screen above Page 4) 4. In order to do the Bureau Van Dijk ID identification you need to fill in the Name of Company field and select a Country or fill in the Tax ID field and the Country. Please wait until you receive the feedback on the pop-up window to select your company. If you can t find your, you are still able to register as a supplier. 5. If you already have a profile, then please modify your company name by deleting a character and clicking outside the field in order for the triggering process to start. Another option is to select a different Country and select your original Country afterwards in order to start triggering process (Page 6 second print screen) 5

6 6. If during the Bureau Van Dijk triggering process the system will give you a match, please select your company, by clicking on the name of the company, highlighted in the print screen above (only exact match is acceptable). Please wait until the synchronization process is finished, you will receive a feedback message from the system (print screen below). 6

7 7. After the successful BvD Info* harmonization process, next to the information which the user has given, another set of uneditable information will appear. (print screen ->) In Company Material Classification tab, users can add what kind of products or services they can provide for the Purchasing company. Steps for selecting the product or the service: In the Search field you enter a custom material and click on the Search button. If the material is found, you can click on the displayed material name and add it the mandatory field with the help of the arrows in the middle of the screen. * You can search manually by reviewing the categories which was given to the user by the Purchasing company. Click on the Save button, in order for the filled information to be saved by the system. (see print screen below Page 8) *** Please don t forget to click on the Save button if you can find it on the specific page (tab), in general it can be found in the bottom middle section of the mentioned tab. If you don t have any Save button, don t worry, because on the other pages the saving action is automatic or please use the Next button if possible. *** 7

8 *** Additional tabs may appear according, which material was chosen when profile was updated or at New supplier registration process. *** Tabs which may appear are: Scaffolding Services, Static Equipment Maintenance, Heat Exchanger Cleaning, Surface Treatment, Furnace Cleaning, Tank Cleaning, Column Cleaning, Corrosion Protection. Valve Maintenance, etc. 8

9 In Company Company Documents tab, users are asked to upload into their profile the Documents asked by MOL Group. Three main documents are needed in order to be accepted into MOL Groups Supplier database as a Supplier Company: Certificate of bank account, Financial Statement (Expiry date is required ex: - Financial Statements about the FY 2015 are valid until the next year s Financial Statements becomes published: 1 st June 2017.) and Online Bidding Terms and Conditions (bottom of the page below the documents list) (Page 13 last section) 9

10 With the Browse button the user can search the documents on his/hers Computer. It is mandatory to select a Document Type. The users are able to fill in a short Explanation to their uploaded Documents in the Comment field. At the Valid until column, a Calendar will appear and the user can add the Expiration date of a document if it is relevant. The Upload Document button must be clicked in order to save the uploaded Document. With the Preview of Attachment button the user can Preview the uploaded documents in a downloaded version on his/hers Computer. Please download the Online Bidding Terms and Conditions document and upload the scanned version with the same document type (link to the document on the bottom of the page Page 9) 10

11 In Company Regional Presence tab, users are asked to select their presence in the World Selecting a Country to which the company can deliver the desired services, works the same way as the Material Classification tab. Please review on how to select a Service on Material Classification tab (Pages 7-8) During the selection of your companies presence, additional tabs may appear, if certain countries are selected. 11

12 Information is requested in the References tab regarding your business partnership with MOL Group and other partners. The user has to fill in or modify the cells which contains the data. No mandatory field can be left empty and it will be marked by an exclamation if the user does so. For already registered Suppliers, first you need to navigate to Company / Company information menu, where you need to find the References tab. 12

13 In Company information Finance tab, users are asked to provide the financial information about their company In case of New Supplier Registration please click on the Next button, but before taking this action please also click on the Save button, just to be sure that you have saved your answers for the questions. The user has to fill in or modify the cells which contain the data. No mandatory field can be left empty and it will be marked by an exclamation if the user does so. The user has to provide financial information about the registered company. (Please do not provide the consolidated financial data!) The user has to upload Financial Statements from the last financial year. (It is possible to add any further Finance related document.) For already registered Suppliers, first you need to navigate to Company / Company information menu, where you will find the Financial tab. (Page 14) In case of New Supplier Registration please click on the Next button. *** Please don t forget to review information about on how to upload Financial Statement of the last financial year (for ex: - Financial Statements about the FY2015 are valid until the next year s Financial Statements becomes published: 1 st June 2017, please set the correct Expiry Date (at the Valid Until column to this date, when you are uploading the document by selecting the appropriate format from the dropdown menu Calendar) *** (Page 9) 13

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15 In Company information Legal tab, users are asked to provide some legal information 15

16 In case of New Supplier Registration please click on the Next button, but before taking this action please also click on the Save button, just to be sure that you have saved your answers for the questions. The user has to fill in or modify the cells which contain the data. No mandatory field can be left empty and it will be marked by an exclamation if the user does so. Selecting an Answer from drop-down is mandatory, but Comment section is requested in case of the type of answer the user is giving. Please do not forget to upload the signed and scanned version of Online bidding terms and Conditions to Documents tab because this is prerequisite to participate in a tendering process (Page 9). For already registered Suppliers, first you need to navigate to Company / Company Information menu, where you will find the Legal tab. In Company information Ethics tab, users are asked to provide some information regarding company s Ethical behavior In case of New Supplier Registration please click on the Next button, but before taking this action please also click on the Save button, just to be sure that you have saved your answers for the questions. The user has to fill in or modify the cells which contain the data. No mandatory field can be left empty and it will be marked by an exclamation if the user does so. 16

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18 Selecting an Answer from drop-downs are mandatory. If you have a Code of Ethics or Code of Conduct implemented you shall specify its content from the drop-down. If your Code does not cover a topic, Comment field is Optional to explain the gap. If you do not have a Code of Ethics or Code of Conduct, but you have any other type of published management commitment/statement of ethical business conduct, select an Answer from the dropdown menu and upload it to the Documents page. If any of the listed procedures occurred, fill the Comment field with description and upload relevant documents if available. For already registered Suppliers, first you need to navigate to Company / Company information menu, where you will find the Ethics tab. (Page 17) Giving answers to certain questions, can display additional questions concerning the respective topic. In Company information HSE tab, users are asked to provide Health, Safety, Environment information in case of relevant activity. Same steps are required as when you complete information at Legal tab (see information above Page 17). In case of New Supplier Registration please click on the Save button and wait until you are redirected to your profile generated by the system. 18

19 In case of already registered users, please click on the Save button on every tab, in order for the information which were given by the user to be saved on the corresponding page. The user has to fill in or modify the cells which contain the data. No mandatory field can be left empty and it will be marked by an exclamation if the user does so. Selecting an Answer from drop-down is mandatory, but Comment section is optional. For already registered Suppliers, first you need to navigate to Company / Company information menu, where will find the HSE tab. Giving answers to certain questions, can display additional questions concerning the respective topic. Answering Certificate related questions, the system may oblige you to upload Certificates with a Valid Date on Company Documents page (Page 9). This is only Mandatory if you answer with YES to the specific Certificate related questions. 19

20 This is the Mail icon where the User can read unread messages from events, etc (Only after he was invited to at least one event). This is the Contact icon where the User can find contact information for support. This is the Refresh icon where the User can refresh the page in the system. If the icon appears this way, then there is a problem with the internet connection. The refresh icon animates in every 30 seconds. The page can be refreshed manually so User does not need to wait. The Language selection is possible on this page and the menu of the system will be shown in the selected language (This language is only active until the user logs out from the system, in order to change the language permanently, this can be done in Company Company information tab, General Data section). The Back button can be used to navigate back to an earlier page in the system. *** The amount of requested information on the shown tabs may vary depending on the answers given by the users *** 20