Registration Steps. BNY Mellon Suppliers Registration Guide

Transcription

1 Registration Steps BNY Mellon Suppliers Registration Guide

2 Table of Contents Table of Contents... 2 Introduction... 3 General Instructions... 3 Registration Steps... 4 Pre-Registration Screen... 4 Step 1 - Create User... 7 Step 2 Enter Basic Company Information... 8 How to Attach/Replace File: How to Fax a Document: Step 3 Enter Locations for the Company Step 4 Enter Product/Service Details & Business Information Step 5 Enter Diversity Details (if Diverse Supplier) Step 6 Review Documents Section Step 7 Enter Business References. Reference #1 is Mandatory Step 8 Review Summary Page and Submit Step 9 Complete Survey (If Applicable) Page 2 of 25

3 Introduction This guide will assist suppliers to register with the Supplier Management System of BNY Mellon, detailing the steps with screenshots and pointers highlighting the action items on a screen. General Instructions 1. Scrolling: situated on the extreme right hand side of the window and also at the extreme right hand side of sections of screens when the content exceeds the length of the section. 2. Call outs: Pointers to action items on screens 3. CAPITALIZED words in this document refer to actual items (usually buttons or links) on the screen with the same text. 4. SAVE button: clicking this button saves changes made in the data fields on that screen and remains on the same page. 5. SAVE & NEXT button: clicking this saves changes and loads the next step. Where ever this button exists, it is important to click this before moving away from the page or else any changes that were made to data fields will be lost. 6. SUBMIT buttons: signifies the end of a process and sends the entire set of changes to the system for processing. 7. Use of browser Back buttons: should be avoided during registration as the steps are sequential and need to be completed and saved in that order. Wherever such action is necessary, use the BACK or PREVIOUS buttons within the page. If no such buttons exist, then it means that the current page needs to be completed and saved to move to any other step. 8. Red Asterisk *: signifies that the data element is mandatory and that the user cannot proceed without entering data into it. 9., : These are two states of a button the first indicating that the section is expandable and the second indicating that the section is expanded. When the symbol + appears on the button to the left of a section heading, then clicking on it will expand the section to show additional data/information and the symbol will change to -. The - symbol, when clicked collapses the section, hiding the information and the symbol again changes to a The button allows the user to browse his/her computer for files to upload. 11. The button is a calendar tool. When a user clicks on it, a calendar showing the current month is displayed. Arrows on the calendar can be used to move forward or backward through the months. Clicking on a date in the calendar fills the corresponding field on the page with that date. Page 3 of 25

4 12. Help is available either by context and can be availed using the buttons next to the fields, or by page using the HELP buttons. Registration Steps The following screenshots illustrate the steps you need to follow to complete your company s profile in the Supplier Management System for BNY Mellon. Click here to start the Registration Click here to start the Registration The default page for BNY Mellon allows registered suppliers to log in to the system to update their profile information. It also allows new suppliers to register with BNY Mellon by providing the necessary details about their company, products and services, diversity status, and upload diversity certificates into the system. New suppliers should click on the CLICK HERE link on the page to start the registration process. Pre-Registration Screen Access to the system is governed by the SYSTEM ACCESS AGREEMENT. Read the terms and accept to start filling in the registration information. Page 4 of 25

5 The I ACCEPT button is disabled cannot be clicked 1. Scroll all the way down to activate the I ACCEPT Button 2. Read and Accept terms Click on I ACCEPT When you scroll all the way down the SYSTEM ACCESS AGREEMENT, the I ACCEPT button will be enabled. Enabled button ready to click Click on the I ACCEPT button after reading the agreement carefully. To prevent duplicate registration, fill in the basic details in the following screen. The system displays all previous registrations with similar details so that the user can verify whether he/she is already registered in the system. If you find that there is a previous registration, then all you need to do is to update the details in the system no fresh registration is required. If on the other hand the list does not show any previous registration by the company, then the user can start the process of registration. Accepting terms will direct you to the following page where the Company name, location, Address, Federal Tax Id etc should be filled in. the system will use this information to check for duplicate records. Page 5 of 25

6 Enter the information in the fields provided. Anything with a red asterisk (*) is a mandatory field. NOTE: Any field with a red asterisk (*) is a mandatory field. Without filling information in these fields you will not be able to go to the next step of registration. If you have received an invitation with the invitation key from BNY Mellon, please enter the invitation key and your address to begin registering. If you do not have an invitation from BNY Mellon, please fill the details as shown in the section below. Based on the information provided here, one or more similar companies that match your details are pulled up and displayed by the system. If your company is already registered in the portal, you may select the supplier link to complete your profile. If your company is not shown in the list, use the CLICK HERE link on the page to continue with supplier registration. Page 6 of 25

7 Click here if you do not find your company name in the list below List of suppliers already registered in the system with names similar to the company name provided in the previous section. Step 1 - Create User This screen is meant to capture contact details and for the user to create a password. Page 7 of 25

8 Rules for creating a User Name and Password Create your password All fields on this screen are mandatory. User names and password rules are detailed here. Please read them carefully and fill in all the fields. Note: Remember to make a note of your username and password before you proceed. Step 2 Enter Basic Company Information This screen involves two sets of actions attaching / replacing file, and sending a fax. Page 8 of 25

9 To Attach/Replace File Step 1: Click here to search for the file Step 2: Attach the file To Fax a W8/W9 Form Step 1: Click here to view the fax cover sheet Step 2: Print the fax cover sheet Step 3: Fax the cover sheet and W8/W9 Document to the fax number provided on the fax cover sheet Page 9 of 25

10 All the relevant information from the previous screen gets carried over and automatically appears in some of the fields. How to Attach/Replace File: Step 1: Click on the ATTACH/REPLACE link. Step 2: Restrictions for upload of files are listed on the screen. BROWSE for the File to be attached. Step 3: Once you have identified the file to be attached, click on ATTACH. Click on OK in the next screen. How to Fax a Document: Step 1: Click on FAX COVER SHEET link. Step 2: Print the fax cover sheet. (Shown below) Page 10 of 25

11 Fax number will appear here Step 3: Fax the cover sheet along with the document/documents to the fax number provided on the fax cover sheet. NOTE: If you do not attach the fax cover sheet, your document will not be visible under your profile. All the documents that have been attached/uploaded/faxed can be viewed (under VIEW) in the DOCUMENTS section described later in this guide. Please make sure all the documents to be sent (attached/uploaded/faxed) are visible in this section. Click SAVE & NEXT to go to the next step. Step 3 Enter Locations for the Company As soon as all the details in the GENERAL tab are completed, the next tab LOCATIONS gets enabled. Clicking on SAVE & NEXT in GENERAL tab loads the LOCATIONS tab. The location entered in the first step of registration can be accessed by clicking on the links under the ID or the NAME column. Page 11 of 25

12 Click here to add a new contact Click here to add a new location Number of existing contacts and link to view them The CONTACTS column has a VIEW(#) link that can be clicked to view existing contact information. The number in the parenthesis indicates the number of contacts currently registered for that location. Clicking on VIEW(1) opens this section showing contact details This screen allows the user to 1. Add a new location; 2. Add a new contact. Clicking on the ADD NEW LOCATION link on the left and the ADD NEW link under CONTACTS loads new sections on the same page. By filling the mandatory fields you can create additional locations and new or additional contacts for these locations. Page 12 of 25

13 Clicking on SAVE will add the new location to the summary and close the CREATE LOCATION RECORD section. NOTE: Each additional location will appear as a new row and will have the summary displayed just like the first location and will also contain the links to view and add contacts. Page 13 of 25

14 Clicking on SAVE will add the new contact to the location and close the CREATE SUPPLIER CONTACT section. Click on NEXT in the UPDATE COMPANY PROFILE section after adding all locations and contacts to go to the next step. You will be able to come back to this section to edit or update the information by clicking on the LOCATIONS tab on your home page. Step 4 Enter Product/Service Details & Business Information This step involves selecting the commodity categories, NAICS codes, product and service description and geographical service area and other applicable details. The list boxes on the left have all the available answers for that section. Click on the one(s) most appropriate for your Page 14 of 25

15 business and then the arrow pointing to the right to select the option. The selected item will move to the blank box on the right. If more than one option is selected for any section, use the up and down arrows to the right of that box to change the order of the selected items. The primary selection for each section should be the first in that list. If at any stage you want to remove a previously selected option, click on that option in the selected list and then click on the arrow pointing left; the option will move back to the box on the left. Select at least one client commodity. It is mandatory. Use these arrows to move items up or down. The primary commodity should be the first in the list Use this button to remove a selection from the right hand side box. Click on the commodity first and then this button to select it and move it to the box on the right hand side The screenshot above shows only a section of this page. There are several other sections where the same steps will be used to make your selections. After completing all the mandatory fields and any others that apply to your product, click on SAVE & NEXT to go to the next step. Step 5 Enter Diversity Details (if Diverse Supplier) This tab captures diversity details of the supplier. This is a long page and for convenience is being shown here in sections. The first section pertains to the diversity status of the supplier. By default, the system selects NO and displays the relevant details collected in the previous screen. Page 15 of 25

16 Non-diverse Suppliers should check the box to certify that the information provided in this form is complete and accurate then click on SAVE & NEXT to go to the next tab. Page 16 of 25

17 Diverse Suppliers should change the default answer to YES for the diversity status question. This will displace the BUSINESS SIZE section with two new sections 1. Diversity Information Select all the categories that apply to your company by clicking on the check boxes next to the category name. Check box 2. Diversity Certification / SBE Registration on SBA's site The steps involved for each of these actions are displayed in the callouts on the screenshot. Page 17 of 25

18 Click here to upload diversity certificate documents Click here to upload additional diversity certificate documents To Fax a Diversity Certification Document Step 1: Click here to view the fax cover sheet Step 2: Print the fax cover sheet as shown on the next page Step 3: Fax the cover sheet and the diversity certification document to the fax number provided on the fax cover sheet In this section, all documents relating to diversity status can be uploaded and stored in the system. Clicking on any of the upload icons ( ) as well as on the CLICK HERE TO UPLOAD ADDITIONAL CERTIFICATIONS will open a new window like the one shown below. NOTE: Certificates are uploaded one at a time. Upload of additional documents allows five (5) documents at a time. Page 18 of 25

19 BROWSE to the appropriate files on your computer and select the document to upload. Add a short description of what the file contains in the DESCRIPTION fields. You can send five documents at a time. Successful upload will bring you this message; Click on OK to go to the next step. Page 19 of 25

20 NOTE: When faxing documents, if you do not attach the cover sheet, your document will not be seen under your profile. When all documents have been uploaded and mandatory fields filled in, certify the information provided by clicking on the check box. This is mandatory. Proceed to the next step by clicking on SAVE & NEXT. Check box Step 6 Review Documents Section Please make sure all the documents attached/uploaded/faxed sent are visible in this section. Click to upload documents Clicking on upload will open a new window that will allow the user to browse his/her computer for the relevant file, fill in the issue date of the certificate and upload save the document. This operation will add a document icon to the above screen and it will look like this: Click on the ICON to view the document Page 20 of 25

21 The uploaded document can be viewed by clicking on the document icon. Click on the SAVE & NEXT button to go to the last step of registration. Step 7 Enter Business References. Reference #1 is Mandatory At least one reference needs to be supplied to complete the registration process. Page 21 of 25

22 This is the last step and clicking on the SAVE & NEXT takes you to the summary of all the information collected during the registration process. Page 22 of 25

23 Step 8 Review Summary Page and Submit Page 23 of 25

24 Click on Submit to complete the registration. You will receive an with the registration details, user name and password and see a message like the one below. Please keep your profile and certifications updated at all times. Clicking on the RETURN TO PROFILE button takes you back to your profile GENERAL tab. Step 9 Complete Survey (If Applicable) This section is a SURVEY and would be applicable only for those commodities that have a survey attached to them. The first screenshot shows the page when there are no surveys attached and the second when you click on the SURVEY tab that has pending surveys. If a survey is not available please click on Log Out. Page 24 of 25

25 If a survey is associated with the selected commodity, it is shown in List of Surveys. Click on the survey name, complete the survey. After you complete the survey section of the registration, you may log off the system. After you log out, you will receive an with the registration details, username and password. If you get an incomplete registration notification, please log back into your profile and ensure all mandatory fields are filled out properly, and that you clicked save and next at the bottom of each tab. If you still experience difficulty completing your registration, please supplier.info@bnymellon.com. NOTE: If you have no other information to enter, click on Log Out to exit the system. Please make a note of the user name and password for future use. When you log into the system after completing the registration or did not complete the registration the first time, the system will ask you to update the password. Please enter the new password and click update. Click on update Enter the password Page 25 of 25