E-Procurement Solution Vendor Portal User Manual

eThekwini MunicipalityE-Procurement SolutionVendor PortalUser ManualVendor Portal User Manual v.2Page 1 of 32

Table of ContentsPurpose of the document . 3How to access the Vendor Portal . 4The Landing Page of the Vendor Portal . 5Searching as a non-registered user . 5User registration on the eThekwini Portal (Vendor process flow) . 7Steps for registering a user . 8Verification for user registration .10How to log in . 11Resetting password . 11Supplier registration process flow . 14Steps for registering a supplier . 146Editing an Existing Supplier.18Confirm the Code of Conduct . 29Validate the information captured .30Submitting application .31Require Help? . 32Vendor Portal User Manual v.2Page 2 of 32

Purpose of the documentThe purpose of this user manual is to provide a comprehensive guide for understanding and utilizingthe Vendor Portal module.e-Procurement is a South African application to computerise the supply chain managementprocesses within the rules of the PFMA, MFMA and associated regulations. The solution consists ofmodules for vendor registration, vendor compliance, purchasing using 3 quotes, and limited tenderand full tender process.Vendor compliance is supported by automatic integration to National Treasury’s Central SupplierDatabase with auditing and analysis are built into the application.This manual includes a description of the system functions and capabilities, and step-by-stepprocedures for system access and use. Graphics and screenshots are included.Vendor Portal User Manual v.2Page 3 of 32

How to access the Vendor PortalType in the address http://www.ethekwinivendor.durban.gov.za/.Address Bar: Type in the address onthis filed to access eThekwiniVendor PortalThe eThekwini Terms and Conditions for use of this website will appear. This must be read andagreed with and then accepted.Click on the box to acknowledgethe Terms and ConditionsClick on the Accept Button toaccept the terms and conditionNB: These T&C’s will appear every time the browser is re-launched.Vendor Portal User Manual v.2Page 4 of 32

The Landing Page of the Vendor PortalThe supplier is welcomed and can access information on how to register as a supplier.eThekwini Municipal HomepageSearching as a non-registered userA supplier can also access a search function as a non-registered participant.Click on the ‘Supplier Search’ tabSearch on any component of asuppliers details.Vendor Portal User Manual v.2Page 5 of 32

The search results finds thefollowing informationData that is available on hand is Supplier name Company registration number PR number BBBEE code based on their submitted certificate National Treasury’s Central Supplier Database (CSD) assigned numberThe status of thesupplierVendor Portal User Manual v.2Page 6 of 32

User registration on the eThekwini Portal (Vendor process flow)User RegistrationProcess FlowS t ar tHome PageR e g i s t erC o m p l et e f o r mNoVerify by emailH o m e Pa g eYe sAccess the portalS to pVendor Portal User Manual v.2Page 7 of 32

Steps for registering a user1. Click “Register”2. Complete the registrationformNB: The password should be 7characters in length, contain specialcharacters:example:P@ssword#1233. Click the check box next toSecurityVendor Portal User Manual v.2Page 8 of 32

N.B Read the instructions displayed once you click on the small box next to security.Select the images appearing as per the instruction.4. Click on “Verify”5. Click “Register”Vendor Portal User Manual v.2Page 9 of 32

NB: After clicking on register, the Vendor Portal will send you a verification email, on the verificationemail follow the link provided to verify your account. If you do not do this you will NOT be able tologin to the Vendor Portal.6. Click on the link on your emailUpon verifying your account, you will then have access to the pages of the Vendor Portal that anun-registered user does not have, i.e. the Welcome, Tenders, Supplier and User profile page.Vendor Portal User Manual v.2Page 10 of 32

How to log inFrom the Welcome or landing page of Vendor portal, please Click Login at the top right corner,as illustrated below:1. Click on “Login2. Enter Username and passwordthen click on loginResetting password1. Click “Forgot Password”Vendor Portal User Manual v.2Page 11 of 32

Search by the following fields,your username for example3. Click on “Reset Password” You will be presented with the message on page 13; Click “Close”; Check the registered email account for the email;Vendor Portal User Manual v.2Page 12 of 32

Follow the link on the email received; Capture the new password, the click “Change Password”;Vendor Portal User Manual v.2Page 13 of 32

Supplier registration process flowSteps for registering a supplierBefore you register on the Vendor Portal, a supplier should have registered with National Treasuryon their CSD database. CSD website: https://secure.csd.gov.za/. Suppliers who have done this CSDregistration will link their CSD number to their data in the Vendor Portal where it will update.Vendors who have not registered with the CSD can still register and capture their data in the VendorPortal. Their fields are editable and will remain so until they register with the CSD. It is our aim toeventually have all suppliers registered with the CSD but we will not penalise those SMME’s whodon’t for now.Vendor Portal User Manual v.2Page 14 of 32

The supplier will register and access the eThekwini vendor portal to register their business orconnect to the data that we have imported from JDE, Ellipse and FPLite. Login to user account;Read the Home page to find out the benefits of being an eThekwini supplier; The process the supplier follows to register is shown below; As well as information regarding support;Vendor Portal User Manual v.2Page 15 of 32

1. On the Menu bar click“Suppliers”2. Select “Register New Supplier”Vendor Portal User Manual v.2Page 16 of 32

3. Click on the check box andaccept declaration Upon rejecting of the Declaration, the Vendor Portal will then redirect you to the Homepage and you will not be able to register a supplier;If you accept the Declaration you will agree to import the CSD data that you havecaptured with National Treasury.4. Enter the CSD and Uniqueregistration numberVendor Portal User Manual v.2Page 17 of 32

5. Click on “Register”6. Click “Edit Existing SupplierVendor Portal User Manual v.2Page 18 of 32

7. Click on “click to open”Company InformationRead the CSD status. If there is a fail on the result, please contact the CSD for assistance;All should be on pass on CSD Status. Ifnot, please contact the CSD helpline1. Click on “Company Information”Vendor Portal User Manual v.2Page 19 of 32

On the Company Registration tab, read through the entire registration and if you find informationthat is not correct, please go and update it on the CSD database. CSD will then update theinformation on the portal.2. Click on the dropdown arrow onclassification and select “Normal”3. Click on the dropdown list on BEE Ratingand select your applicable BEE levelVendor Portal User Manual v.2Page 20 of 32

4. Click on “Save & Next”The only information is what you can edit or add: Adding extra contacts Entering additional information (if any) ; Uploading your BEE/Sworn Affidavit Entering Shareholder race and ownership percentage Selecting commodities Confirming the Code of ConductNB: Everything else must be edited on the CSD.Vendor Portal User Manual v.2Page 21 of 32

Banking DetailsNB: make sure your banking details appear as they are on CSD. If they don’t appear kindly contactCSD Support for assistance. If the banking verification fails on CSD they will not appear on theVendor Portal. If the status of banking details is still on “pending” on CSD, your banking details willnot appear on the Vendor Portal.1. Click on Save & NextContact Details1. Click on Edit if you have additionalcontact, or click on Save & Next to continueVendor Portal User Manual v.2Page 22 of 32

Additional Information1. On Additional Information Read thequestions and answer them whereapplicable then click on “Save and Next”Declaration of InterestOn “Declaration of Interest “tabAnswer all the questions15. Select the applicable answers then click on”Save and Next” on the bottom of the pageVendor Portal User Manual v.2Page 23 of 32

Owner/Director Information16. On “Owner Information “tabClick on “click to edit”17. Select the applicable race, gender andshareholder percentages then click on “Save”Vendor Portal User Manual v.2Page 24 of 32

NB: Shareholder percentages should add up to a total of 100 percent. If you have more than onedirector you need to divide the 100 percent by the number of Directors/ Owners. The System willnot allow your application to be submitted if the shareholder percentages add up to a total of morethan 100 percent or less.For each Director you need to click on “Click to edit” to add their applicable gender, Race andshareholder percentages then click on Save and Next.Commodities18. Type the name of the services or itemyou provide and select it from the list thatappearsVendor Portal User Manual v.2Page 25 of 32

NB: The supplier will be able to check 5 product categories and service types displayed. The CSDallows unlimited product selection and is not aligned to the categories in JDE, thus the supplier isrequired to select these on the vendor portal.To facilitate the correct selection of services/products based on purchasing category, a searchfunction is available.On the commodity screen, the supplier can enter an item to search for. The system has added the“sub classes” as inventory items. Once the supplier selects a sub class, the commodity will beselected. An example is when the supplier searches for and selects ‘seeds’ in the dropdown, thecorrect commodity is assigned in the tree.19. Click the item provided on the list thatappears in-order to select it. Or selectCommodities by buttons on the leftVendor Portal User Manual v.2Page 26 of 32

20. A message with the relevant commoditywill appear. Click “OK” A pop-up message informs the supplier of the category that has now been assigned. A ribbon on the Purchasing Category tab lists the categories that a supplier has chosen.The below message displays the number of commodities that the supplier has selected. The numberchanges every time the supplier selects a commodity. If you select more than 5 commodities you willhave to unselect the extras until you have a maximum of 5.System will not allow you to save morethan five commodities. Purchasing categories which have been selected and saved are shown in BOLD, Greenfont while categories which have been selected but not saved yet, are shown in BOLDorange font. Once you done viewing the page, click “Save & Next” at the bottom of the page;Vendor Portal User Manual v.2Page 27 of 32

Attachments21. On attachments click on “Choose file” toupload BEE.22. Navigate to the location where you havesaved the BEE then click on it. Click “open”to select your BBBEEAfter Uploading the BEE and capturing the BEE expiry date click on Save and Next.Vendor Portal User Manual v.2Page 28 of 32

Code of Conduct The Code of Conduct tab must be read through and then confirmed;1. On the Code of Conduct tab click on the“checkbox “next to I confirm. Without confirming, the supplier will not be able to submit his data to the database.Click on Save and NextVendor Portal User Manual v.2Page 29 of 32

Validate On the Validate tab, ensure that everything required is captured before attempting tosubmit.NB: All outstanding information that requires your attention will be highlighted in red on theregistration summary under validate tab.All highlighted in red requiresyour attention A registration summary for a complete registration will look like the below:Vendor Portal User Manual v.2Page 30 of 32