Adnoc-Distribution Guideline for e-registration

Transcription

1 1. Prequalification Process Flow: Adnoc-Distribution Guideline for e-registration STAGE 1: REQUEST STAGE 2: APPLICATION SUBMIT SUBMITTED CR REVIEW CR REVIEW INCOMPLETE CANDIDATE RESUBMIT SPQC (SUPPLIER PRE-QUALIFICATION COMMITTEE) REJECTED ACCEPTED REJECTED QUALIFIED UPLOAD IN CD (COMMERICAL DIRECTORY) 2. System Requirements: 1- Install JAVA ver. 6 Update 34 on your PC. (kindly check the Java version installed on your PC, it should be Java 6 update 34) To download the required Java 6 Update 34, use the below link: For 32-bit Operating System: For 64-bit Operating System: 1- Install from our website Step 1 and Step 2 for the appropriate Windows that you have. 2- Restart the PC before using e-reg login 3- Ensure using IE ver. 7 or 8. (if IE is version 10, pls activate the Compatibility view button as below picture) 4- Chrome or any other Internet Browsers are not compatible with the e-reg system. 5- Mac or Windows 8 is not compatible with the system. Page 1 of 20

2 3. Introduction: All processes of first registration and profiles update are now performed through the e-registration system. The e-registration Process is divided into two stages: 1. Request for New Registration or Update. 2. Registration/Updating by completing the appropriate application. The following demonstrates all steps required to complete first registration or update processes by using e- Registration System. 4. Request for Registration (RFR) Process e-registration system can be accessed through the following path: Suppliers Registration and by clicking click here. Supplier would be lead to the Request for Registration/Updating form to complete and submit. Once Request for Registration (RFR) is submitted and then accepted by Commercial registrar, the system will generate and send application user name and password to the provided address in the request. Page 2 of 20

3 5. How to complete the RFR Fields marked with an asterisk (*) are mandatory for processing your request. Field Name Action Remarks Request No Automatically generated by the e-registration System, use this as reference for following-up your request. Request Type Click the Select Value Button to choose either First Registration or Update. First Registration: For new suppliers who never approached Adnoc-Dist for registration before. Update: For qualified suppliers with Adnoc-Dist to update their information; Registering As Selection depends on your company type. Click the Select Value Button, check your Company Type and select: 1- VENDOR: UAE Agent / Stockist / Sourcer for Products / Materials with UAE licenses issued by Department of Economy and Chamber of Commerce & Industry. 2- CONTRACTOR: Contractor/Consultant. 3- MANUFACTURER: Manufacturer who has Industrial License in UAE. 4- OVERSEAS MANUFACTURER: Manufacturer who is based overseas and has Abu Dhabi agent/vendor registered with Adnoc Dist. Page 3 of 20 In case the five-digit number is not appearing in this field, then (JVM ) file must be downloaded from the Internet.

4 Adnoc Distribution Code Registration Note: If supplier is a vendor and a contractor or a manufacturer at the same time and wishes to qualify all types, separate RFRs must be submitted for each type. The supplier will receive different username and password for each request. This is not applicable for first Registration. Only Qualified suppliers with Adnoc-Dist who are requesting an Update can fill in this code. Suppliers to provide Trade short name (if applicable) Supplier Short Name Supplier Name in This is your company Trade full name must be stated exactly License Agency as identified in UAE Chamber of Commerce and Industry. Password This is your password once Adnoc Dist approve your request. Same password will To be inserted by suppliers (password restrictions are stated on be sent to suppliers the RFR Form. with the username. Contact Person The staff name from your side to contact with Adnoc Dist. Position Position of the inserted contact person. Phone Official land line of the supplier in international format. Note: Mobile Phone will not be accepted. Official The supplier Company address. It is very important to Must be accurate provide correct & valid address in this form. The system otherwise, suppliers will use this ID to communicate with suppliers and send will not receive the notification s throughout the whole registration process. acceptance of their request which contains username and password. Oil & Gas Oilfield Supplier to choose Y/N as applicable Country Country of the company. A mandatory field Supplier Profile This is general information about your company (History & Activities) eg, Company was established in year 1999 and is dealing with Pumps, Valves etc. Request Objective License Information This is not applicable for First Registration. The selection depends on your company type: 1- MCOC: (for Vendor/Contractor) Chamber of Commerce Membership Certificate. 2- INDL: (for Local Manufacturer Only) Then provide: 1- License No: as exactly stated on the Trade Certificate. 2- Location: from where your license is issued. 3- License Expiry Date: must be stated exactly as identified in the Trade Certificate. 4- Scope of Activity: scope of activities of your company. must be stated exactly as identified in the Trade Certificate The provided license expiry date must be valid for the next 30 days. System will not allow submitting request unless this box is completed. Overseas Manufacturer Contractor or Overseas Manufacturer or Contractor must fill in the Agency details of UAE Agent. System will not allow submitting request unless this box is completed. 6. Submitting the RFR: Page 4 of 20

5 After completing the above required fields, supplier can submit his request. However, if the supplier does not complete the mandatory information and tries to submit the request, the system will generate a pop-up message on the screen to ensure that all mandatory fields are completed. 7. Successful submission of the RFR After successfully submitting the RFR the supplier would be brought back to the main screen with a pop-up message Your request has been successfully submitted to Adnoc Dist, and an is sent to suppliers acknowledging the receipt of the request. Note: If supplier tries to submit a second request for registration for the same company name and type before being informed whether his request has been accepted or rejected; the system will not allow this unless the request is for a different company type. 8. Acceptance/Rejection of RFR: Once an RFR is reviewed by Adnoc Dist staff and accepted, the supplier will receive an containing username and password to login the system and complete the application. On the other hand, if an RFR is rejected, the reason will be provided in the sent to supplier. 9. Completing the e-registration Application Fields: Warning! System Blocks user account after five unsuccessful login attempts. Upon receiving user name & password, supplier will log in the e-registration system and get the following screen: Click on the 'Registration/Updating' button, then you will get the 'Find' screen. Click on 'Find' button to find your application(s); or you can use the different search parameters: Page 5 of 20

6 You will find your application(s), click on the application ID number to open the application to complete. Some of the basic information would be already populated. General Note: All fields that are marked with a red asterisk (*) are mandatory to fill in; the system will validate and will not allow save nor submit unless completed. Supplier can always insert multiple rows as required and need always to click done button after completion. 9.1 Basic Information Tab for (Vendor, Contractor, Manufacturer, Overseas Manufacture): You need to select your Country Origin. Your status is showing ENTERED. This means that the application is still with you and not yet submitted to Adnoc Dist. Page 6 of 20

7 9.1.1 Addresses Sub Tab In Addresses Sub-Tab you have to enter your Company Address by entering a New Row as below: Enter address information here: Page 7 of 20

8 9.1.2 Contact Sub Tab: In the Contact Sub-Tab you have to enter your Company Contact Persons Details by entering a New Row as below: Owner Sub Tab: In the Owner Sub-Tab you have to enter your Company Owners Details by clicking a New Row as below: Note the Total Percentage should be equal to 100%. Page 8 of 20

9 9.1.4 Sponsor Sub Tab: You can enter your company sponsor (if applicable) by clicking new row as below: Quality & HSE Sub Tab: In Quality & HSE sub-tab you can enter your company Quality & HSE (if applicable) by clicking new row as below: Banks Sub Tab: In bank sub-tab you have to enter your company bank details by clicking new row as below: Page 9 of 20

10 9.1.7 Financial Information Sub Tab: You can enter your company Financial Information for the last 3 years (if applicable) by clicking new row as below: 9.2 Licenses Tab for (Vendor, Contractor, Manufacturer): You need to fill the Licenses/Certificates Information in Licenses Tab by clicking New Row. 1- For Vendor & Contractor, 2 Licenses/Certificate are requested: - Commercial License issued by Department of Economic Development (TRDL). - Chamber of Commerce Membership Certificate (MCOC). Page 10 of 20

11 2- For Manufacturers Licenses/Certificate are requested: - Industrial License (INDL). - Chamber of Commerce Membership Certificate (MCOC). 9.3 Vendor Tab: This Tab appears only for Vendors. If you are applying as Contractor or Manufacture, skip this paragraph. Page 11 of 20

12 9.3.1 Principals Sub Tab: You will add your Principals/Manufactures details by clicking on the New Row as below: Add the name of your principals and select the Add Action Agency Sub Tab: You need to fill in the Principal Agency Link by clicking on the New Row as below: There are 3 types of Agencies Link: Note: Please enter the Agency Link information for the Principal and save the Application before entering the Principal Products. Page 12 of 20

13 Principal Products Sub Tab: You need to enter the Principal Products by selecting a New Row You can Search/Select the Product Groups by clicking on the select value button ( ) as below. You can search for Product Group by typing a key word or Product Group number as below: After selecting the Product Group(s) from the list you need to fill in the Principal Addresses and Principal Contacts Sub Tabs Stock List Sub Tab: This can be completed by vendors who store products in their warehouses whether they have their own principals or not. Page 13 of 20

14 9.3.3 Sourcer Links Sub Tab: Can be completed by vendors who are neither agent nor stockiest but are Sourcers with proven connections in certain countries and can benefit Adnoc Distribution in sourcing certain materials which are not easily available Experience: For each selected Product Group from the provided list, vendor can insert one experience. However, in case no experience is available this can be left blank. 9.4 Contractor Tab: This Tab appears only for Contractor. If you are applying as a Manufacturer or Vendor, skip this paragraph. You can select your Work Group(s) from the list by clicking on the select value button ( ) as below: You can search by Work Group No. or Description as below: Associates Sub Tab: Associate Name and Address should be completed under this sub-tab in case Associates exists, otherwise it should be left blank Experience Sub Tab: You have to enter your Work Group Experience by clicking New Row below. It is Mandatory to enter Minimum 3 experiences for the last 5 years OR 1 complete experience with any ADNOC Group of Companies. Page 14 of 20

15 9.5 Manufacturer Tab: This Tab appears only for Manufacturer or Overseas Manufacturers. You need to fill in your Products Tab by clicking on New Row and selecting products from the list. You can search for Product Groups by typing a key word or Product Group number as below: Page 15 of 20

16 Then you need to fill in Major experiences of each selected Product Group by clicking New Row as below: Page 16 of 20

17 10. Linked Documents: This Tab appears for all types of suppliers (Vendor, Contractor, and Manufacturer/Overseas Manufacturer) Attach all required documents (Licenses, Agreements, References, templates, etc.) under Linked Documents tab (above). How to attach a document: The supplier needs to click on the 'Paper Clip' icon which will lead to create attachment screen as below: After selecting the document that supplier would like to attach in the application, supplier need to choose the appropriate folder where this document should be attached as below: Page 17 of 20

18 Once the document is attached under a certain folder the system will generate a document reference which should be used to fill in the 'Evidence Attachment Ref' fields whenever required throughout the application. 11. Templates: Under Linked Documents whenever Templates is mentioned, supplier is expected to download, fill and attach in the appropriate folder. Templates are available under Basic Information Tab for all types of Suppliers: 12. Request for Updating: Qualified suppliers can update their profile whenever required by submitting Request for Update thorough e- Registration system. In the update application there will be no mandatory fields, supplier can insert the updated details only. Page 18 of 20

19 13. How to Submit Application Once all required information is completed and all attachments are attached, the supplier will click on the button Submit Then select New Status to Submitted Status and click Ok as below: Page 19 of 20

20 After that the application status will be changed to Submitted. 14 Communication with Commercial Registration in Adnoc Distribution: For assistance you may call or Commercial Registration: Tel: Tel: Page 20 of 20