Hewlett Packard Enterprise Supplier Setup Instructions: How to Register Your Company in Hewlett Packard Enterprise s Supplier Database Global Procurement Last Updated: 1 November 2015 1
Contents Topic 1 Why Hewlett Packard Enterprise Needs Your Company Details?...3 Topic 2 E-mail Notification Sent Out from Secure Vendor Administration Tool...3 What to do if the e-mail notification goes to your junk e-mail folder... 3 Topic 3 Accessing the Secure Vendor Administration Tool (SVAT)...4 Topic 4 Completing the Supplier Update Form...5 Physical Address Information...5 Vendor Remit To/Head Office Contact Details...6 Vendor Bank and Accounting Details...7 Vendor Classification Details...9 Additional Information, Notes, Comments...9 Attachments Section...10 2
Topic 1 Why Hewlett Packard Enterprise Needs Your Company Details? Hewlett Packard Enterprise needs your business information in order to do business with your company and to ensure accurate payments against future orders. The information transmitted is secured with data encryption through the Secure Vendor Administration Tool (SVAT). All information provided will be kept confidential and used only to facilitate business between Hewlett Packard Enterprise and your company. Topic 2 E-mail Notification Sent Out from Secure Vendor Administration Tool To add or update your business information in Hewlett Packard Enterprise s Supplier Database you will receive an automated e-mail notification from the Secure Vendor Administration Tool. The e-mail notification will be sent from Hewlett Packard Enterprise email address: Suppliersetuphpe@hpe.com. Note: This e-mail is used only for initiation of the registration process for Hewlett Packard Enterprise suppliers. This mailbox is not monitored so please do not respond to this email address. 1. In the e-mail message there is a brief explanation why your business information is needed and how this secure information would be used and transmitted. 2. You will also have a short description of the actions you need to take to submit your business information 1 2 What to do if the e-mail notification goes to your junk e-mail folder In some cases the e-mail notification may go to your junk e-mail folder, in order to prevent this from occurring please ensure the email address Suppliersetuphpe@hpe.com is not blocked by your Spam/Junk rules. 3
Topic 3 Accessing the Secure Vendor Administration Tool (SVAT) Secure Vendor Administration Tool (SVAT) is a web based application that is used to collect the required information and approvals in order to setup a supplier into the Hewlett Packard Enterprise s Supplier Database. All the information transmitted is secured with data encryption. There is a link to the SVAT tool and Supplier Setup Request Key in the e-mail notification which you receive from Hewlett Packard Enterprise. 1. Go to provided link to the SVAT in the e-mail notification you have received. 1 2 2. Enter Supplier Setup Request Key which is stated in the e-mail notification Note: The Supplier Setup Request Key is for "one time use" only. If you require additional or future updates, you will need to request a new key by contacting Hewlett Packard Enterprise at Suppliersetupsupporthpe@hpe.com 3. Click on the Go>> Button and you will access Supplier Update Form 3 4
Topic 4 Completing the Supplier Update Form The Supplier Update Form contains six sections; Physical Address Information, Vendor Remit To/Head Office Contact Details, Vendor Bank and Accounting Details, Vendor Classification Details, Additional Information, Notes, Comments, and Attachments. The fields marked with an asterisk (*) are mandatory and you will not be able to submit the form until you fill in the information in these fields. Physical Address Information The first section of the Supplier Update Form contains information about the physical address of your company. 1. Enter full legal name of your company in the Legal Vendor Name field 2. Complete the physical address of your company in the Vendor Address field 3. Enter the physical address in the City field 4. Enter Region, District, State or Province if applicable 5. Complete Zip or Postal Code 6. Fill in PO Box number, PO Box Postal code and PO Box City if applicable 7. Select the Country from the drop down list 8. Enter your company phone number in the Vendor Phone number field. Please, use the international format e.g. +3312345678 5
The following four fields are required if a Hewlett Packard Enterprise representative will contact your company via fax, phone or e-mail. 9. Fill in Vendor Fax number if applicable 10. Provide Vendor Contact Name of the person from your company whom we should contact in future correspondence 11. Vendor Contact Phone is the phone number of the person whom Hewlett Packard Enterprise should contact 12. Vendor Contact Email is the e-mail address at which the contact person can be reached Vendor Remit To/Head Office Contact Details The second section of the Supplier Update Form contains information about your company Remit To/Head Office Contact Details. These are the details which will be used when Hewlett Packard Enterprise is arranging payments to your company. 13. If the Remit To/Head Office Contact Details are the same as the ones which you have just filled in the previous section then place a check in the Same checkbox. The address details which you have completed in Physical Address Information section will be automatically populated. 14. If the Remit To/Head Office information is different then you will have to fill in your head office company address and contact details in this section. The information required is the same as in the previous section. 6
Vendor Bank and Accounting Details The fields in this section are required to complete the setup of your company accounting details in our supplier database and to ensure payments against future orders. Hewlett Packard Enterprise will follow up with you if necessary to capture this data prior to completing the update to the Hewlett Packard Enterprise s Supplier Database; therefore, it is important that you provide this information at the time of submission in order to expedite the setup time. The person or function in your organization that manages Accounts Receivable will have the information outlined below. 15. Field Bank Name should contain the name of the bank in which you want the payments made 16. In the field Sucursal, you should enter any branch information if applicable this may be BIZ code, internal code etc. but if the information is important for correct payments, please ensure you add it in this field. For example Sucursal number is used to generate the Bank key in Mexico. The following four fields are the address details of the bank which you are using. 17. Address of the bank, City, State/Region/Other and Country, select the country from the drop down menu 18. Bank Branch if applicable 7
19. Bank Key (IFSC code for India) the bank key has different format (only numbers, combination of numbers and letters) and length depending on the country. For example for US vendors the Bank key is called the ABA routing number. If you are not sure for your bank key you should contact your bank. 20. Bank Account Number the account number which you want to be used when payments are arranged to your company. 21. Account Holder in most cases the account holder is your company 22. Control Key fill in this information if applicable. For US Suppliers enter Account Type Savings 01/Checking 02. 23. SWIFT Code enter bank SWIFT (Society for Worldwide Inter-bank Financial Telecommunication) code uniquely identifies a bank throughout the world. The SWIFT code is used for identifying banks in international payment transactions. The swift code should be either 8 or 11 digits long and the 5th and 6th digits should represent the country code. 24. IBAN Code - International Bank Account Number. It is required for country to country transactions and is mandatory for European bank countries. The last four groups of fields in the Vendor Bank and Accounting Details section are dedicated to the company tax information. These groups are a combination of a drop down menu in which you have to select the appropriate country specific numbers and a free entry field where you have to enter the number under which your company is registered. These numbers are specific for the different countries. For example VAT ID for European countries and Federal Tax ID for US. 8
25. Tax/VAT #1 - from the drop down menu you have to select the specific number that is applicable for your country. 26. Country Specific Numbers in the Tax/VAT #1 drop down list you will be able to choose among different country specific numbers. The selection should be based on the country in which your company is registered and the tax specific numbers and information which is used in this country 27. In the Tax/VAT #1/2/3/4 you have to select the country specific number and in the field next to it you enter the number under which your company is registered. You have at your disposal four group of fields for the company tax information. Vendor Classification Details This section requires some additional information about your company. 28. Select the Company Classification Code/Vendor Tax Type/Vendor Situation, Recipient Type etc. - you have predefined codes and selections in the drop down. For example if your company is outside of US you have to select A01 Foreign Owned. 9
29. In the next drop down you should answer whether your company is incorporated. 30. In the Comments field you can enter any information which you require to be considered when your company is set up as supplier in Hewlett Packard Enterprise supplier database. Attachments Section In the attachments section you can attach any document which is required for the proper setup of your company in Hewlett Packard Enterprise s supplier database or which is legally required from the country laws and regulations. 31. Click on the Browse button and navigate to the file stored on your computer 32. Enter short Description of the document you are attaching 33. Click on the Attach file Note: The size of each attached file is limited to 10MB. Uploading any file over 10MB will result in a system error and the file is not uploaded or saved. 34. Once attached, the file will appear in a table above. 35. If you want to delete any of the already attached files you can click on the Delete option on the left side. 36. Click on the Submit button once you have completed all the required information. 10