New Supplier Online Registration User Manual Reference: OS-HCSC-M001 Version: V01

Transcription

1 1 of 8 New Supplier Online Registration User Reference: OS-HCSC-M001 Version: V01 Document Control Issue Date: 09-Jun-15 Owner: Supply Chain Author: Analyn Barretto Reviewer: Nouman Akbar, Claudia Approver: George Browning

2 2 of 8 1. INTRODUCTION This document will provide guides to potential Suppliers to register their company with OiLSERV through the SharePoint E-Procurement Supplier portal. If approved by OiLSERV after reviewing all the necessary pre-qualification requirements according to OiLSERV policy and procedure, OiLSERV will be able to transact with the Supplier. 2. SCOPE This user manual is applicable to all Suppliers invited by OiLSERV team to participate in the registration exercise. A part of the OiLSERV internal process use to pre-qualify Suppliers for upcoming contracts. It provides a standard and streamlined approach to the pre-qualification process and ensures that Suppliers complete relevant assessments. Registration does not guarantee any business with OiLSERV and Suppliers register at their own cost. 3. DEFINITION The E-Procurement New Supplier Registration portal are used to help the Supplier through a selfregistration process as described in OS-HCSC-Pr ABBREVIATIONS Registration registration@oilserv.com 5. PROCEDURE 5.1 The Supplier will be invited by OiLSERV s Supply Chain Sourcing Specialists or Registration Department via to participate with the self-registration process. Subject OiLSERV e-procurement New Supplier Registration Dear Supplier, For the purpose of registering your company as an approved supplier of OiLSERV, the following steps will guide you through our registration process: 1. Click on the below links to register on OiLSERV s E-procurement Supplier Portal; Click here to Start the Registration Click here to read the New Supplier Registration User 2. Complete the attached questionnaire and supporting documents 3. Upload the completed questionnaire and supporting documents in your company profile online Important Information: The registration process consist of two stages: (1) user account creation (2) registration submission. After completing the registration process (stage 1 and 2) your submission will be sent for review and approval by OiLSERV. You will receive a confirmation once your submission has been reviewed and approved by OiLSERV. This confirmation will be sent to the provided by you in your submission. Please kindly note that we currently have a load of supplier registration submissions and that we will get back to you as soon as we possibly can. In the event that further details are required to be provided by you, a representative of OiLSERV will contact you on the contact details provided in your submission.

3 3 of 8 After having received the confirmation that your company is successfully registered, you will be able to receive requests for price quotations and invitations to tender online through OiLSERV s E-Procurement Supplier Portal. The aim of this initiative is for OiLSERV to create more effective way of procurement and communication between OiLSERV and its approved suppliers. Please be noted: In the event that you have previously submitted qualification documents and/or supplier registration documents, you are receiving this request to register due to one of the below reasons; Your company is requested to renew its submission for Supplier Registration; Your company is requested to re-submit its due diligence as part of the annual re-certification of due diligence which is annually required by OiLSERV; OiLSERV may not hold adequate pre-qualification documents/company registration documents or additional supplier documents are required to be submitted; OiLSERV requires to get the most updated information of your company and you are therefore requested to register again but through our E- Procurement Supplier Portal. Disclaimer: OiLSERV reserves the right to select suppliers at its sole discretion based on OiLSERV s criteria s and procedures and OiLSERV is under no obligation whatsoever to provide any explanation or reasons for including or excluding any supplier on OiLSERV s E-Procurement Supplier Portal. We thank you for your time and are looking forward to continuing working with you. For any questions or concerns, please feel free to contact us. Registration Relentless on Service Quality, Experts in our Home Markets T E registration@oilserv.com 2 nd Flr. One Business Bay Tower, PO Box , Dubai, UAE 5.2 The following page will appear after you click on the Click here to Start the Registration. Please accurately fill in the requested information about your company: a. Enter the desired User Name and Password on the Login Details section. a.1 On the Invited by field, enter the address of the OiLSERV staff who invited you participate to the registration process b. On the Company Details section, enter the Company Name (full name of the company as per the trade license or incorporation certificate) c. Contact Information for the company s main contact person

4 4 of 8 a 1 b 2 c d d. Click on Submit to complete the Account Creation (Stage 1) Note: You will receive an confirmation from OiLSERV once your account has been approved. 5.3 Once OiLSERV approves your account registration request, you will receive a confirmation on your address that was entered in step 5.2.

5 5 of 8 Subject OiLSERV Supplier Registration Notification Dear Ali Mahmoud, Thank you for registering your company with OiLSERV. You have been authorized to continue with the registration process. Please check your profile details: Login URL: eprocurement.oilserv.com Login User name: Test_Oilserv_1 Please login with your username above and complete the rest of the information in the registration page: 1. Bank Details 2. Terms and Conditions and Compliance 3. Upload the Supplier Qualification Questionnaire sent earlier along with the required supporting documents/attachments such as: 3.1. Incorporation Certificate 3.2. Trade License 3.3. Ownership Structure (shareholders full name, ID numbers and passport copies) 3.4. Latest Audited Financial Statements 3.5. Copy of Organization Chart 3.6. Copy of the Quality, Safety, Security, Health and Environment Certificates and Inspection Plan 3.7. Copy of the Quality, Safety, Security, Health and Environment Policy or s 3.8. Copy of Anti-bribery and Corruption Policy and Procedure Notes 1. Please follow the instructions and submit the required documents otherwise your application will be rejected. 2. You will receive an notification once your application has been reviewed and approved. Registration Relentless on Service Quality, Experts in our Home Markets T E registration@oilserv.com 2 nd Flr. One Business Bay Tower, PO Box , Dubai, UAE 5.4 Open the web browser again and navigate to Enter the User Name confirmed through step no. 5.3 and Password.

6 6 of Click the Profile tab and continue with the registration process. The below section will be pre-filled with the information you have entered in Stage 1. a. Read and complete the forms Note: Due Diligence Questionnaire & Questionnaire for New Suppliers has been disabled since it s now part of the Supplier Questionnaire.

7 7 of 8 b. Banking Details (it is extremely important that the bank details are accurately filled) c. Attached the requested documents.

8 8 of 8 Note Please follow the instructions exactly otherwise your application will be rejected. 5.5 Click on the Update button and allow 48 hours for OiLSERV Team to review your application. In case of successful or unsuccessful registration, you will receive a Registration Confirmation on the address that was entered in step no In case of any problems, the Supplier should contact registration@oilserv.com.