ConocoPhillips Supplier Qualification System Registration Process User Guide January 2015

Transcription

1 Services for professional procurement. Be better informed, make better decisions. ConocoPhillips Supplier Qualification System Registration Process User Guide January

2 How to register in ConocoPhillips Supplier Qualification System (SQS) Step One: Complete the application for ConocoPhillips SQS 1. Open up the you received from Achilles inviting you to register in ConocoPhillips SQS 2. Click on the hyperlink contained in the this takes you to a new screen 3. Enter the registration code as per the this may already be prepopulated 4. Complete the application form some details will be automatically pre-populated based on information provided by ConocoPhillips check and complete as required 5. Enter a username must be at least 8 characters long and may contain letters, numbers, periods, dashes or underscores 6. Enter and confirm a password that will be used to access your account passwords must be at least 8 characters long (maximum 15), with a combination of upper and lower case letters, numbers and special characters (@?%&) with the exception of exclamation mark (!) 7. Once all fields are completed, click on the Create Account button to receive the confirmation and follow the prompts You are advised to use the Google Chrome browser to complete the ConocoPhillips Supplier Qualification System (SQS) 2

3 Understanding Buttons & Icons Navigational buttons Progress Icons Edit buttons Will save the section; and if all questions are completed, will move onto the next section Will move to the next section and save the answers to the current section Will move back to the profile from the subscription and billing section Mandatory questions are marked Required - No mandatory questions were answered - Some mandatory questions were answered - All mandatory questions were answered Will clear the date entered [x] Will remove an unwanted product code or keyword Will cancel any answers to questions that were not saved - Will move to the subscription and billing section 3

4 How to register in ConocoPhillips Supplier Qualification System (SQS) Step Two: Complete the ConocoPhillips Supplier Registration Process To login: Click on the link in the Account Creation Confirmation or copy the link into the address bar at the top of your web browser The link is: Enter your User Name and Password Click on the Login button Complete all sections of the ConocoPhillips Supplier Registration System the sections you need to complete will appear on the left-hand side You are advised to use the Google Chrome browser to complete the ConocoPhillips Supplier Qualification System (SQS) To complete the ConocoPhillips Supplier Registration Process you will need to have the following information and documentation on hand: Sales Tax Number or Valued Added Tax Number (VAT) VAT is equivalent to Goods and Services Tax (Canada and Australia); Sales Tax (USA); and MwST (Germany) Registration or Incorporation Number if your company is registered as a legal entity, you may have been assigned a company registration or incorporation number. This number can be found in any legal registration document that you have been issued. If your company is based in a country where they do not issue registration number, you may in this instance enter your Federal Tax ID Number or Unique Tax Payer Reference Number (UTR) If applicable, you will be required to upload your Company Certificate of Registration/Incorporation e.g. if you are a supplier based in China Annual Turnover for your last financial year this is the same as Annual Gross Revenue or Total Annual Sales Number of employees Annual value of a contract your company plans to tender for Regions where you are able to supply your products 4

5 About You In the box marked Telephone Number, select the Country Dialing Code from the dropdown In the adjacent box, enter the full number i.e. the local dialing code minus the 0 and the local telephone number If the local code is for example for Radolfzell (Germany), and the local telephone number is 12345, you need to enter The Country Dialing Code must not be re-entered in the second text box 5

6 About Your Company In this section, you will be required to provide information about your company. State whether your company is registered for Value Added Tax (VAT) VAT is equivalent to Goods and Services Tax (Canada and Australia); Sales Tax (USA); and MwST (Germany) Enter your Value Added Tax or Sales Tax Number here Enter the date your last financial year (Calendar or Fiscal) ended - please note that Last Financial Year is not the date you submit your questionnaire Please enter the currency in which you are reporting your Annual Turnover Enter your Annual Turnover here please note that this is the same as Annual Gross Revenue or Total Annual Sales it does not mean staff Please enter the full number without using commas or periods e.g. one million = Numbers can be rounded up e.g can be rounded up to Abbreviations must not be used i.e. 100k should be entered as Enter here the total number of employees in your organization 6

7 About Your Company This section should be completed with full address details of the place where your company conducts its business. Please do not enter P.O. Box addresses. This question asks you if your company is registered as a legal entity or legal corporate body Enter your company registration or incorporation number here If your company is registered as a legal entity, you may have been assigned a company registration or incorporation number. This number can be found in any legal registration document that you were issued If your company is based in a country where they do not issue registration number, you may in this instance enter your Federal Tax ID Number or Unique Tax Payer Reference Number (UTR) 7

8 Products and Services In this section, list all of the products and services that you provide to ConocoPhillips. Please note: You can also select all of the products and services that your company is capable of providing to demonstrate the full capabilities of your business. The product/service codes are grouped into three different levels. Select a level one category to reveal its associated level subcategories Continue through the subcategories to select the product/service codes relevant to your organization You can also use the search bar to locate product/service codes. As you select codes, they will appear in the right hand panel. Click on the wastebasket symbol to delete any unwanted codes 8

9 ConocoPhillips Specific Questions You will be required to answer a range of questions that relate to your business relationship with ConocoPhillips Please note that all of these questions are mandatory If you have an Achilles First Point Assessment Limited (FPAL) or a Joint Qualification System (JQS) membership you will need to enter your supplier ID If you have forgotten or lost this number, please contact Achilles Supplier Support via: FPAL: fpal@achilles.com or +44 (0) JQS: aic@achilles.com or

10 Subscription Fee Payment Based on the information you provide during the ConocoPhillips Supplier Registration System, you may be required to provide additional information via the ConocoPhillips Supplier Prequalification process If you are only required to complete the ConocoPhillips Supplier Registration System only, no payment is necessary (USD 0.00) Make sure you select all the subscriptions required by ConocoPhillips in order to be compliant Ensure that you have selected the correct Product Codes Click Next Tick the box to confirm that you are in agreement with the Terms and Conditions To gain immediate access to the ConocoPhillips Supplier Prequalification System, pay by credit card using the Pay Now button. (For payment by AMEX, please call ) To pay by Electronic transfer (BACS or CHAPs) at a later date, click the Pay Later button Please note that you will not be given access to the ConocoPhillips Supplier Pre-qualification System until payment has been received for the subscription fee The subscription fee is valid for one year Credit cards accepted include Visa, Mastercard and Amex 10

11 For suppliers that are only required to complete the ConocoPhillips Registration Process Once you have checked the Terms and Conditions box, you will be presented with a further screen that shows the status of your questionnaires Please note: if you are only required to complete the Registration questionnaire, this will be the only one displayed To complete the questionnaire, click on Complete Declaration In order to complete the ConocoPhillips Supplier Registration System, you will need to complete the Declaration form. Once all fields have been completed, click Submit your questionnaire is now in the data validation process. Please note: you cannot submit your questionnaire for data validation until all Required fields are complete and you will not be able to edit the ConocoPhillips Supplier Registration questionnaire after it is submitted into the data checking process If there are any issues with your data, Achilles will contact you directly. Once your questionnaire has successfully passed the data validation process, it will be made available to ConocoPhillips. If you have any queries about the ConocoPhillips Supplier Registration process, or need more information, please contact Achilles via ConocoPhillips@achilles.com 11

12 For suppliers that are required to complete both the ConocoPhillips Registration and Pre-qualification Process Subscription Fee Payment Pay Now option Review your payment details Click Next Once you have made an online payment you will receive a payment confirmation A link to the ConocoPhillips Supplier Pre-qualification questionnaire will be sent to your inbox Access the and click on the link to commence In order to complete the ConocoPhillips Supplier Registration System, you will now need to go back and complete the Declaration form NB: Due to a technical matter, you are required to log out of the system and log back in again in order to access the Declaration To log out, click on the button with your name Click Log Out 12

13 Once you have logged back in, you will be presented with a further screen that shows the status of your questionnaires Please note: both the Pre-qualification and Registration questionnaires will be displayed as In Progress Please ensure you complete the Registration questionnaire before proceeding to the Pre-qualification questionnaire To complete, click on Complete Declaration In order to complete the ConocoPhillips Supplier Registration Process, you will now need to complete the Declaration form. Once all fields have been completed, click Submit your questionnaire is now in the data validation process. Please note: you cannot submit your questionnaire for data validation until all Required fields are complete and you will not be able to edit the ConocoPhillips Supplier Registration questionnaire after it is submitted into the data checking process If there are any issues with your data, Achilles will contact you directly. Once your questionnaire has successfully passed the data validation process, it will be made available to ConocoPhillips. If you have any questions about the ConocoPhillips Supplier Registration System, or need more information, please contact Achilles via ConocoPhillips@achilles.com 13