SAP Implementation

At
Municipal Corporation Greater Mumbai

SAP R3

Online Vendor Registration

Version1.1

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 Flow chart for online vendor registration process

Open MCGM portal.

Fill vendor registration form.
Using link provided in portal

Once vendor registration form

submitted, Vendor transaction
number sends to vendor’s

1.Fill Annexure data

No Annexure is required for
(Partner/Director/Trustee/
below type of organization -
Etc.) Details
1. Individual,
2. Vendors are requested to
2. Govt. Undertaking,
print of Annexure and the
3. MCGM Employee,
same shall be uploaded
4. Foreign Vendor
3. upload annexure
document with sign and
stamp/seal of company

Make registration fee Rs. 100/-

through online payment gateway
Except for Govt. Undertaking,
MCGM Employee/Nagarsevak

After payment made, Vendor

transaction number will assign to
MCGM for approval process.

In Approval process, If MCGM In Approval process, If

approved vendor transaction vendor transaction number is
number then rejected then mail send to
1. Vendor transaction no. is vendor’s registered email id
approved by MCGM then Mail consists of rejection
Vendor Code is generated points and
2. mail sends to vendor’s ‘Change vendor form’ link
registered email id.
3.If SRM link creation option
selected then SRM link mail
send to vendor’s registered email
id
Vendor can make necessary
changes through ‘change form’
link and resubmit and upload all
required documents

After submission, Vendor

transaction number will again
Page 2 of 78 assign to MCGM for approval
process.
 In Approval process, If MCGM
approved vendor transaction
number then
1.Vendor Code generate
2. Mail sends to vendor’s
registered email id.
3.If SRM link creation option
selected yes then SRM link mail
sends to vendor’s registered
email id

After Vendor code creation,

Vendor can make changes in
vendor code application form
through portal’s link
‘for change in vendor’

After making changes in vendor

details, vendor needs to upload
some additional required
documents.

Vendor need to pay charges/fees

through online payment gateway
based on different changes
criteria.

After payment done, Vendor

code will assign to MCGM for
approval process.

In Approval process, vendor

code will approve and mail sends
to vendor’s registered email id

Page 3 of 78
 Online Vendor Registration Form
Case 1: For Vendor Registration with Annexure

Open MCGM Portal to submit Vendor registration form

Path - ONLINE SERVICES
Online Vendor Registration
First page for vendor transaction

Click on first page for vendor transaction creation

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Online Vendor Registration form will display as below. Enter all mandatory details

Enter name which

wants to register for
Please select type
of vendor vendor creation

Select Organization
Type

Attached
necessary
Enter pan card no documents
which is registered
on pan card

Enter GST
number

Enter office
address details

Enter valid
Enter vendor’s mobile no
valid email address Enter bank account
details

Click on submit button.

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 Enter bank MICR
number

Enter bank IFSC

number

Whether vendor wants to create

SRM link or not

If any invalid data entered or any mandatory data is not filled, it will show error message-

Error message will display if

any data is wrongly entered

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If duplicate Pan Card number entered then warning message will show

If duplicate pan card

number entered then
warning message
display

Click on ok button.
After clicking on submit button, Vendor registration form is submitted.
a. It will show acknowledgement.
b. Vendor Transaction number and link for annexure (partner / Director/ Trustee etc. details) will send to vendor
registered email ID

(Vendor can fill Annexure details from Link provided in mail or from below Annexure button.)

Click on
annexure button
to fill Annexure
data

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Mail format will display below and Email consists of Vendor Transaction Number.

This vendor transaction number is valid for 30 days only and it is advised to the vendor to make payment on or
before 20 days, so MCGM can process the online vendor registration application within 30 days.

Vendor will receive Vendor

transaction number through mail
on mentioned valid email id

For fill Annexure data, Vendor

can click on this link also

Once click on Annexure link, Enter Vendor Transaction Number and Pan card number

Enter Transaction number which received from

email ID mail

Enter Pan Card number which mentioned in form

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Click on search button.
Enter number of Partner/Director/Trustee Etc which vendors want to submit details
(suppose vendor wants to submit 2 partner details so enter 2) and click on Enter Names.
Fill Annexure data.

Position/designation/
status will fetch
based on type of
organization

Enter all mandatory partner details.

Enter
partner
details

Enter
Enter partner
partner pan
email id
number

Upload pan
number, Aadhar
card number, din,
Address proof
documents

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Enter another partner details.

Enter 2nd
partner pan Enter 2nd
number partner email id

Upload pan
number, adhar
card number, din,
Address proof
documents

Click on Submit button.

Partner details submit.Take print out of Annexture. sign and stamp then upload the annexture through below
button.

Signed and stamp/seal annexure upload

through this button

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For Annexure upload, enter transaction number and pan card number and click on search button

Enter Transaction number

Enter Pan Card number which mentioned in form

Scanned annexure document with sign and stamp upload through ‘choose file’ button. Once annexure upload click
on continue.

Upload
Scanned
annexure
documents

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Uploaded annexure documents will display as follows.

After uploading annexure, proceed to Payment process.

Click button ‘proceed to payment’

Click for payment process

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Enter vendor transaction number and click on continue button for online payment collection.

Enter vendor transaction

number which needs to
payment.

Click on continue button.

It will show warning message as ‘once making payment vendor cannot do any changes in vendor form.’ Click on ok
button.

Vendor registration fee is Rs. 100/- rupees.

Note-Online vendor registration fee is non Refundable.

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Click on payment button.

Click on payment

It will redirect to payment site. Click on ok button

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Click on I/We agree. Click on pay button

Vendor can payment through credit card, debit card, internet banking by filling all necessary details and click on
make payment button.

Once click on payment button OTP will send to registered mobile number.

Enter received OTP number and click on submit button.

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Once payment successfully done then payment receipt will generate here and also payment receipt send to
vendor’s registered email id.

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Payment receipt shows vendor, bank related details.

Date and time

when payment
done

Vendor name
and address

Vendor transaction
number

Vendor bank
details

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Payment receipt in mail format.

After payment, Vendor is assigned to MCGM for approval process.

For MCGM Approval process,

If MCGM reject the application then vendor will receive Rejection mail to vendor’s registered email id.
a. All rejection points mentioned in this mail
b. Vendor can change form through ‘please click here for change form’ link

Rejection mail format will display as below-

Points for Application form

rejected

Vendor will make changes

through here

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For change form, vendor can click on change form link

Vendor enters transaction number and pan card number and click on search button for change form.

Change form display and vendor can make necessary changes as per rejection list

Change in address

Vendor need to attached all documents.

After all necessary changes and all documents attached then click on continue button

Change in bank branch

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Acknowledgement receive for vendor changes updated successfully.

If vendor wants to add any new partner or change any existing partner or delete any existing partner then vendor
can click on Add Partner/Change partner/Delete partner button.

Suppose Vendor wants to add partner then vendor can click here

For Add Annexure

Enter vendor transaction number and pan card number. Click on add partner and click on annexure button.

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 Vendor transaction
number

Pan card number

Add partner

Enter number of partner for add partner and fill partner details.

Enter partner details

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Fill mandatory data and click on submit button.

Once partner submission, acknowledgement received for Annexure updated successfully.

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Page 23 of 78
For Change Annexure
Suppose vendor wants to change existing vendor then

Enter transaction number and pan card number. Select Change partner option and click on Annexure button

Vendor transaction
number

Pan card number

Change
partner

Suppose vendor changes in middle name

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 Middle name
change

Change middle name and click on submit button .so Annexure changed.

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And click on submit. It will receive acknowledgement for Annexure updated successfully.

Annexure changed with modified middle name

Modified
middle name

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For Delete annexure
Suppose vendor wants to delete any existing annexure then vendor can delete from this option.

Enter transaction id and pan card number. Select delete partner option and click on Annexure button

Vendor transaction
number
Pan card number

Delete partner

For delete it will show annexure.

Select radio button which wants to delete annexure and click on submit button.

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Vendor will receive acknowledgement for annexure updated successfully.

After change form submission, form will send to MCGM for Approval process.

Change form for approval process

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MCGM will verify this form and if all details are proper then accept this application

Vendor transaction number is approved then Vendor code generate and vendor code generation mail send to
vendor’s registered email id.
Vendor code mail format will display

Vendor code generate

If SRM creation link is selected then SRM link creation mail sends to Vendor’s registered email id.Mail format display
below for SRM link creation

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For change in vendor code
After vendor Code creation suppose vendor wants to change any data then vendor can go through here-

Enter vendor code which is created against vendor transaction number.

Vendor can select yes/no option depend on if he/she wants to change type of organization and click on search
button.

Vendor code

If vendor wants to
change type of
organization

For changing form, OTP will send to vendor’s registered email id

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Enter mail received OTP and click on continue button

OTP number
mentioned in
mail

Vendor application form will open for changes.

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Suppose vendor edit name of vendor and street line in address.

Vendor code
name change

Change in street address

Change in street

Click on continue.
For changes vendor need to attached some additional documents eg legal noc, address proof etc
(New attached documents will change depend on ‘which data need to modify’)

Click on upload documents.

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New attached documents can view/remove. Once done click on continue button

After changed done, vendor receive acknowledgement for vendor code application changes has been submitted
successfully.

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Mail format for changes in vendor code application.

After changes done, Vendor need to pay fee. Click on ‘Please click here for pay’

For payment link

This fee id different for different cases:-

If address change and vendor name change then 1000/- rs pay
Enter vendor code for pay charges
Note-Online vendor registration change fee is non Refundable.

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 Enter vendor code for
payment process

Click on continue

Vendor need to pay 1000/- rs for changes in vendor name and address.

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It will redirect to payment site

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Once successful payment done, Payment receipt generate

Vendor name

Vendor code

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Receipt show bank details

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Vendor receive payment receipt through mail on registered email id

Approval process
Once successful payment done, it will go for MCGM approval
MCGM user login for approval process. Vendor code will open for approval process
After approved, Mail received to vendor registered email id

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Case 2- For 5000/- rs for change form

Enter new vendor for another type of organization

Enter vendor details

Enter name which

wants to register for
vendor creation

Select Organization
Type

Enter pan card no

which is registered
on pan card

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 Enter GST
number

Enter office
address details

Enter valid
Enter vendor’s mob no
valid email address

Enter bank details.

Enter bank account

details

Whether vendor wants to create SRM

link or not

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 Error message will display if any
data is wrongly entered

If entered Pan Card number is duplicate then warning message will show

If duplicate pan card

number entered then
warning message
display

Click on ok button.
After click on Submit button, Vendor registration form will submit. It will show form submission acknowledgement
and mail sends to Vendor’s mentioned registered email id which consist of application Transaction number and link
for annexure (partner details)

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 fill Annexure
data

Mail format will display below and Email consists of Vendor Transaction Number:-
This vendor transaction number is valid for 30 days only and it is advised to the vendor to make payment on or
before 20 days, so MCGM can process the online vendor registration application within 30 days.

Vendor will receive Vendor

transaction number through mail
on mentioned valid email id

For fill Annexure data, Vendor

will click on this link also

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Once click on Annexure link, Enter Vendor Transaction Number and Pan card

Enter Transaction number which received from mail

Enter Pan Card number which mentioned in form

Click on search button. Annexure form will display. Enter No of Partner/Director/Trustee and click on Enter Names.
Fill Annexure data.
Position/designation/
status will fetch
Enter based on type of
partner organization
details

Enter partner
Enter email id
partner pan
number

Attached
pan,din,address
proof documents

Click on Submit button.

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Take print out of Annexture. sign and stamp then upload the annexture.

Scanned annexure document with sign and stamp can upload through this link. Once annexure upload click on
continue.

Scanned and
sign with
stamp doc
upload

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Uploaded annexure documents will display as follows. Click Proceed to Payment button for payment.

Click for payment process

For making payment, click on ‘proceed to payment’ button.

Enter vendor transaction number and click on continue button for online payment collection.

Enter vendor transaction

number which needs to
payment.

Click on continue button.

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It will show warning message as ‘once making payment vendor cannot do any changes in vendor form.’ Click on ok
button.

Vendor registration fee is 100/- rupees.

Note-Online vendor registration fee is non Refundable.

Click on payment button.

It will redirect to payment site. Click on ok button

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Click on I/We agree. Click on pay button

Vendor can payment through credit card, debit card, internet banking by fill all necessary details and click on make
payment button.

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Once click on payment button OTP will send to registered mobile number.

Enter received OTP number and click on submit button.

Once payment successfully done then payment receipt will generate here and also payment receipt send to
vendor’s registered email id.

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Payment receipt shows vendor related details.

Date and time

when payment
done

Vendor transaction number

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Receipt display mentioned bank details

Vendor
bank details

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Payment receipt in mail format.

Once payment done, That Vendor is assigned to MCGM for approval process.

After Approval process

Vendor transaction id is approved then Vendor code generates and vendor code generation mail triggered to
vendor’s registered email id.

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Vendor Code Change Form:-

Once vendor code generation if vendor wants to do any changes then vendor will follow this path.

Enter vendor code and select radio button ‘yes’ or ‘no’ radio button depend on change for type of organization.
Click on search button

Enter vendor code for make

changes in vendor form

If vendor wants to change

type of organization then
select yes/no and click on
continue

OTP will send to registered email id. Enter that OTP and click on ok button.

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Mail format for received OTP

Once click on continue vendor form will open for making changes

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 Otp mentioned
in mail

Vendor can change any changes in vendor’s form

Vendor
change in
house
name

Suppose vendor made changes in address, after changes done click on continue.

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It will ask to upload new documents as per changes in vendor form.
Upload documents and click on upload documents button.

As per MCGM Rules, charges for changes

a) Charges for changes

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 1. Name Change for vendor.
2. Constituency changes for vendor (for eg: Partnership to proprietors)
3. Address change for vendor.
4. Pan card and GST number change for vendor.
5. Bank change for vendor.

b) Non Chargeable changes

1.Email ID change R3 and SRM
2.Contact Number change
3.Partners, director or trustee change for vendor.

1. Documents needed to upload for changes in

vendor code Rs.5000/-
a) Charges for changes of Rs.5000/- (if open items are applicable)
1. Name Change for vendor.
a. Legal NOC to be attached (20 mb size)
b. Department NOC tab (20mb size)
2. Constituency changes for vendor (for eg: Partnership to proprietors)
A. Legal NOC to be attached (20 mb size)
B.Department NOC tab (20mb size)
c. Annex to be uploaded as per organization type.
3. Address change for vendor.
a. Department NOC tab
b. Address proof
4. Pan card and GST number change for vendor.
a. Legal NOC to be attached (20 mb size)
b. Department NOC tab (20mb size)
5. Bank change for vendor.
a. Department NOC tab
b. Cancel Cheque

b) Non Chargeable changes

1. Email ID change in R3 and SRM
2. Contact Number change
3. Partners, director or trustee change for vendor.
a. Annex to be uploaded as per organization type.

Vendor can remove or view documents. Click on continue button.

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Once vendor code application changes done, acknowledgement will receive and mail sends to vendor’s registered
email id

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For changes in annexure, add annexure

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Page 60 of 78
Page 61 of 78
For scanned upload documents

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For change in annexure

For Change partner

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Change in address for emp1

Change in name of Emp2 and attched documents proper

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After all necessary changes done, vendor need to pay charges for this vendor code

Mail consists of Vendor code and link for payment.

Click on ‘please click here for pay’ link through received mail and enter vendor code and click on continue button.

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 Vendor code for
making changes
in vendor’s form

Click on continue button

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Depend on Vendor code application changes, fees amount will differ
Purchase order already created for this vendor code so Rs. 5000 is applicable for the open purchase order.
Note-Online vendor registration change fee is non Refundable.

Purchase order
already created
and it is open po
so charge will be
5000/- rs

Payment charges vary depend on condition

Vendor need to be paid rs 5000 for changes
Rs. 5000 is applicable for the open purchase order

Once click on payment button, it will redirect to payment gateway site.

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Once successful payment, receipt will generate and payment receipt mail sends to vendor’s registered email id

Vendor name
and address

Vendor code

Once successful payment done, vendor code is assigned to MCGM Employee for approval process.

Once Approved from MCGM, mail received to Vendor registered email id that vendor code is approved.

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Case 3: for Foreign Vendor Registration (without Annexure )

For Foreign Vendor Registration Form:-

For Foreign Vendor enter swift code instead of pan card.

Swift code

Upload mandatory
documents

Enter foreign vendor office address

Enter bank
details

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MICR and IFSC number are not mandatory for foreign vendor.

MICR and IFSC not

mandatory for
foreign vendor

This selection given whether

foreign vendor wants to create
SRM link or not

Click on submit button.

After click on Submit button foreign Vendor registration form will submit and mail sends to Vendor’s mentioned
email id. This mail consists of Transaction Id.

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Foreign vendor received transaction number and payment link through mail.

Foreign vendor transaction

number

Link for foreign vendor payment

Click on ‘Please click here for pay’ link to make payment.

Enter foreign vendor

transaction number and
click on continue

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It will show warning message as ‘once making payment vendor cannot do any changes in vendor form.’ Click on ok
button.

Foreign vendor registration fee is 100/- rupees

Note-Online vendor registration fee is non Refundable.

Click on payment button

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Click on ok button.

It will redirect to payment gateway site for making payment. Click on I/We agree and click on pay button.

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Vendor can pay by credit card, debit card, internet banking and fill all necessary details. Click on Make Payment
button. OTP number sends to vendor’s registered mobile number

Enter OTP number and click on submit button.

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After successful transaction payment status will display as successful. Payment receipt will generate and also
payment receipt will send to vendors registered emailed.

Foreign vendor name

and address

Foreign vendor
transaction id

After successful payment, vendor’s transaction id is assigned to MCGM for approval process.

In Approval process:-
If vendor’s application form is rejected then vendor received rejection mail with rejected list and mail consist link for
change form.

Approval rejection mail format :-

Vendor application form is

rejected due to these points.

Vendor can make changes in form through this

link after form rejection

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After form rejection, for change form vendor can click on ‘please click here for change form’.
Enter vendor transaction number and pan card number /swift code and click on search button for make changes in
rejected form

Enter foreign vendor transaction number

Enter pan card number or swift code

Click on search button

Vendor Application Form will display for making changes.

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Vendor will make necessary changes and attached documents. Click on continue button for submission the form.

Once submission it will show acknowledgement message.

After submission vendor’s form assigned to MCGM Employee for approval process and once approved then Vendor
code generate and vendor code creation mail sends to vendor’s email id.
If SRM link creation is selected then SRM link creation mail will sends to registered email id

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Mail format for Vendor code generation mail.

SRM creation mail format:-

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