North America Supplier Information Management (SIM) Novartis Supplier Directory - Supplier Guide

Transcription

1 North America Supplier Information Management (SIM) Novartis Supplier Directory - Supplier Guide Page: 1 / 14

2 Table of Contents 1.0 INTRODUCTION INSTRUCTIONS NOVARTIS SUPPLIER DIRECTORY FAQS SUPPORT 14 Page: 2 / 14

3 1.0 INTRODUCTION This training document is intended as a user guide to help facilitate suppliers in completing the Novartis Supplier Directory supplier registration process. 2.0 INSTRUCTIONS 2.1 Once invited to register with the Novartis Supplier Directory, you will receive an from Reply, No (Gen) entitled Novartis Supplier Invitation to Register with the Novartis Supplier Directory link and your temporary registration id and password. Please see example of below invitation. Page: 3 / 14

4 2.2 The first time you access the Novartis Supplier Directory link from the Novartis Supplier Directory system , please log in using the temporary log in id and password provided in the . The log-in screen is shown below. At any time, if you misplace or forget your password, you can reset it by clicking on the option shown below entitled Forgotten Your Password? 2.3. After you log-in with the temporary id and password, for your security and privacy, you will need to change your Id and Password to one of your choosing. Page: 4 / 14

5 2.4 Upon providing a new ID and Password click on Submit to change your system access credentials. If successful, you will get the below pop-up message. 2.5 Now you will be directed to the Novartis Supplier Directory Welcome screen. Please read all the information, as well as, review the support contact information and click Continue at the bottom of the screen 2.6 At this time, you can begin to complete your profile in the Novartis Supplier Directory. You will notice throughout the registration process, all REQUIRED fields are mark with a RED * ASTERISK. 2.7 The first section to complete is the General Information tab. In this section, you will need to provide the following information: Whether you are a US based Entity or Non-US Based Entity. This will determine if you need to complete a W9 or one of the various W8 US Federal tax forms. If your organization operates with a US Federal Tax ID or US Social Security Number Your organizational type Page: 5 / 14

6 The Novartis Commodity Code. This is a Novartis internal purchasing code used to categorize the goods or services you are providing Novartis. Select your organization type (see below) Note: At the bottom of each tab or screen you can save your work. Also, to go from one screen to the next, simply select Continue. 2.8 The second section to complete is the Company Information tab. In this section, you will provide the following: Your Federal Tax or Social Security Number Validate your Legal Company Name Detailed Company Address Phone Number General Fax Number Fax Number for Purchase Order distribution Company Website Company Legal Structure Option to indicate if you would like to receive payments from Novartis via Electronic Funds Transfer. If yes, you will need to provide detailed bank information Primary and Secondary Contact details Page: 6 / 14

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8 2.9 The third section to complete is the Business Information tab. This tab will help Novartis determine if you are a Small vs. Large Business In this section, you will provide the following: Sales revenue from the past 3 years NAICS Code Number of full time employees The total number of other employees in your company 2.10 The fourth section to complete is the Supplier Affiliate tab. This tab is to provide details specific to the Novartis Business Unit you are registering to do business with. In this example, it is Novartis Pharma. To complete this section click on the affiliate icon in red. In this case, click on Pharma- East Hanover. Page: 8 / 14

9 2.11 In the Supplier Affiliate Information section, you will provide the following: Phone Number General Fax Number PO communication Fax number Contact Details Novartis Commodity Code Optional : EFT Details Please note: If all the affiliate details are the same as the main information already entered, please click on copy data from Default/Corporate registration. This will auto-populate all the fields based on data you previously entered. Once you complete all fields, please select Update at the bottom of the screen. You will then get the message Updated Successfully Page: 9 / 14

10 2.12 Now you need to click on the fifth tab or section called Diversity Information. If you are a diverse supplier, you have to ability in this section to provide your diversity status and credentials. If you are not a diverse supplier, please click Continue to simply bypass this section The sixth section is the Supplier Classification Form tab. To complete this section, simply download the supplier classification form, sign-it and fax to the specified number on the form. Page: 10 / 14

11 2.14 The seventh section to complete is the Tax Document tab. To complete this section, simply download the provided W9 or W8 form, sign it and fax to the specified number on the form The eighth section to complete is the Data Privacy questionnaire. Upon completion of this questionnaire, please click Continue. Page: 11 / 14

12 2.16 After reviewing each section, you will get the below confirmation screen. PLEASE BE ADVISED UNTIL YOU COMPLETE ALL REQUIRED FIELDS AND FAX YOUR TAX FORM, YOUR REGISTRATION IS NOT FULLY COMPLETE! 3.0 NOVARTIS SUPPLIER DIRECTORY FAQS Question I only have a Tax ID or Social Security Number, but not the other one. Do I need to provide both numbers? What is an NAICS Code? None of these NAICS codes or Core Competencies applies to my company. Which one am I supposed to pick? I can add a core competency but I cannot remove it. How do I remove it? I have more than one primary NAICS code. How do I pick more than one? I clicked the number (NAICS Page: 12 / 14 Answer Only one of these fields is required. You can enter either a Tax ID or a Social Security Number, but you don't have to enter both. The North American Industry Classification System (NAICS) is used to categorize what type of service/product a vendor provides. Pick a best match for NAICS & Core Competency. There will be an opportunity in the registration form to further define the service/product your company can provide to Novartis This is a known bug. Finish the registration process and call tech. support at , Option 3 to remove the undesired items from the list. Unfortunately, Novartis only allows one primary NAICS code. Please select the one that best represents your company, or that is most suited to the pharmaceutical company. If your company has several primary core competencies which cannot be covered by a single NAICS code, pick the code that is best suited to Novartis' needs. There will be an opportunity in the registration form to further define the service/product your company can provide to Novartis. If you didn't click on a 6-digit code, you might have just expanded the list for

13 Code), and nothing happened. What's wrong? Why can't I type in the box (NAICS Code or Core Competency/Business Specialty)? what you did click. If you scroll down, you should see this list. If you did click a 6-digit code, it should have been entered into the box on the main form. Click the "NAICS Code" or "Core Competency/Business Specialty" link to get a pop-up window. You can click on the links to branch down to the 6-digit number (NAICS Code) or the red wording (Core Competency). You didn't tell me where to fax The fax number listed in step 3 of the directions on the final page is this classification form. What's the fax number? I can't download the classification form. This is a common problem for many individuals. Many of these errors can be resolved by downloading the latest build of Adobe Reader. Download/Update Adobe Reader... The classification form downloads but is blank. I can't get through on the fax number. What should I do now? My company is privatelyowned, and we don't give out our annual sales. Why does Novartis require this? If you use an Apple workstation, you must download a plug-in to view the PDF in Safari (not compatible with Internet Explorer for Mac). Follow the link below to download and install the plug-in. This is not for PC users (Dell, Compaq, Gateway, etc.) If you still have problems, please contact tech. support at , Option 3. This occurs when the settings for your Adobe Reader are not correct to download this version of PDF file. It is simple to correct. Open the Adobe Reader program and select the 'Edit' tab on the main navigation. Then, select the 'Preferences' option. In the preferences window drill down to the 'internet' tab. Within the internet tab check that each of options under 'Web Browser Options' is enabled. If your internet options are configured correctly, but you are still unable to open the classification form, please contact technical support at , Option 3. The receiving fax can handle multiple connections, but it sometimes gets full. Please try again in a few minutes. This number is used to determine whether you are qualified as a small or large business. If you prefer not to disclose this information: 1. Visit 2. Use the table provided to determine your qualification. 3. Based on your status, input "1" for a small business or " " for a large business into the Annual Sales Field. I'm filling out this registration form, and it's telling me my address or tax ID is already in use. There are two possibilities. The first is that someone at your company has already registered with Novartis, or that your company is already in Novartis' database. In this case, go to the Supplier Login page and click the "Forgotten Your Password?" link. Enter the address in the box in the pop-up window and clicks submit. The password will be sent to the address. Page: 13 / 14

14 The other possibility is that you have just registered, and you're trying to submit the registration form again. Please go to the supplier login page and click the "Forgotten Your Password?" link. Enter the address in the box in the pop-up window and click submits. The password will be sent to the address. If you still have problems, please contact tech. support at , Option SUPPORT If you need assistance in completing the registration process, please contact the Supplier Directory Helpline at , Option 3 or send an to technicalsupport@sciquest.com. Page: 14 / 14