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(Compressed) KPJ-e-Procurement-Platform - -Supplier-Functional-User-Guide

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0% found this document useful (0 votes)

120 views

(Compressed) KPJ-e-Procurement-Platform - -Supplier-Functional-User-Guide

Uploaded by

Saiful Ahmad SD 190 17

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Download as PDF, TXT or read online on Scribd

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Supplier User guide for

SAP Ariba
Supplier Registration until Invoice
IMPORTANT (To Be Read by Suppliers)

For inquiries and assistance on:

• Facing difficulties in registering (Unable to login, Request change of email address, etc.)
• Facing technical difficulties (System error, Locked account, Unable to view tender, etc.)
• Inquiries on the Supplier Registration Questionnaire

Please reach out to us through the provided Helpline Form (Microsoft Form) click here

Any inquiries on tender details, kindly communicate directly with the owner of the tender.

DISCLAIMER
*Please be advised we will prioritize suppliers through a queue “first come first serve” basis.
**Any complaints or issue submissions through email or phone calls WILL NOT be prioritized and has a HIGH
chance of being overlooked due to high volumes of email/phone calls.
KPJ Supplier Registration
Supplier Registration & Questionaire
Overview Process of KPJ Supplier Registration

STEP 1
Supplier Self-Registration Request
Referring to this form (click
here)

STEP 2 Note for Suppliers:

Supplier Registration Questionnaire • STEP 1 ≠ Registered to SAP Ariba (only completed

STEP 1 to move to STEP 2)

• Suppliers MUST complete STEP 2 to be a Registered

STEP 3 KPJ Supplier
Evaluation on Registration Failure to complete STEP 2 will result in you being
Questionnaire UNREGISTERED and UNABLE to participate in our
tender exercises and sales purchase transaction

APPROVED & SUCCESSFULLY Action by Suppliers

REGISTERED TO KPJ SAP ARIBA
BUSINESS NETWORK Action by KPJ Supplier Management Team

For any questions, please refer to the FAQ section [Click here] Page 4
Overview Process of KPJ Supplier Registration:
Completing STEP 2 (Supplier Registration Questionnaire)
Click on “A” or “B” below which is applicable to you to redirect to your next step,

New Supplier to SAP Business

A
Network

How to "Sign Up" and create

your account in KPJHB Ariba?
Supplier Registration
Questionnaire
OR
C • Register your company and
submit your company details
• Update and submit your
company information
Existing Supplier to SAP

B
Business Network

How to “Log In" to your

account

For any questions, please refer to the FAQ section [Click here] Page 5
A. New Supplier to SAP
Business Network
A. New Supplier to SAP Business Network
A1. Supplier will receive an email invitation to register to become a supplier with KPJ. Open the email invitation
and click the link to create an account

You are required to click on the link

provided, which will redirect you to the
Ariba website for registration. Without
completing this process, you will be
unable to access the system

For any questions, please refer to the FAQ section [Click here] Page 7
A. New Supplier to SAP Business Network
A2. For new suppliers, select Sign Up to start the registration process.

For any questions, please refer to the FAQ section [Click here] Page 8
A. New Supplier to SAP Business Network
A3. First, create an SAP Ariba supplier account, fill out the required basic information about your company. Click
Create account and continue.

1
Fields marked with an
asterisk (*) are mandatory

Company Name

2 Referring to the owner of

the registered email

3 This email section is locked as

it will be synced automatically
from “Self Registration
Request Form”

For any questions, please refer to the FAQ section [Click here] Page 9
A. New Supplier to SAP Business Network
A4. Complete your company profile by providing detailed information about your products/services and locations.
Click Create account and continue.
1 Click “Enter Product and Service Categories” and
select based on your company supplies or Click
“Browse” to search manually → 𝐂𝐥𝐢𝐜𝐤 "Add" → Recheck
if the Product and Service has been saved

2 Click “Enter Ship-to or Service Location” and select

based on your company supplies or Click “Browse” to
search manually → 𝐂𝐥𝐢𝐜𝐤 "Add" → Recheck if the
Ship−to or Service Location has been saved

Remark:
3 *If suppliers ship to few states, select only the states
Optional
required e.g Johor-Malaysia, Perak-Malaysia and Kuala
Lumpur-Malaysia.
**If suppliers ship to all states e.g Malaysia

Make sure ticked on these

4
5
two Terms of Use and SAP
Business Network Privacy
Statement

For any questions, please refer to the FAQ section [Click here] Page 10
B. Existing Supplier to SAP
Business Network
B. Existing Supplier to SAP Business Network
B1. To login with your existing account, click Log in proceed with next step.

For any questions, please refer to the FAQ section [Click here] Page 12
B. Existing Supplier to SAP Business Network
B2. Provide your account information and click continue.

Enter the username e.g ([email protected]) and

password or account previously registered with
Ariba

For any questions, please refer to the FAQ section [Click here] Page 13
C. Supplier Registration
Questionnaire
Special Note to Supplier
1) Please complete and submit the Supplier Registration questionnaire responses within 10
days starting from the date of receiving Registration invitation email.

2) In the event of you already have an account, you can choose to “Log in” with your existing
credentials without creating a new account with new ANID.

3) Your response is required in all the mandatory fields with the asterisk symbol (*).

4) Please provide and attach the necessary supporting documents as per request in the Supplier
Registration questionnaire. Any sensitive or confidential information may be redacted as
appropriate.

5) Supplier is responsible to provide the updated Company information by filling up the Supplier
Registration questionnaire. If there is any change of Company’s information and update is
required, kindly update the Registration questionnaire by revising the relevant responses as
soon as possible.

For any questions, please refer to the FAQ section [Click here] Page 15
Special Note to Supplier
6) Attention in all the Addresses related fields:
• Do not expand the “Show More” link;

• Please refer to below table for details

Address Fields Mandatory / Optional Remarks

House Number Optional Unit / Building number

Street Mandatory
30 characters
Street 2 Mandatory (including alphanumeric characters, symbol and spacing)

Street 3 Optional

District Optional

Postal Code Mandatory

City Mandatory
Country/Region Mandatory Select from the dropdown listing

State/Province/Region Mandatory Select from the dropdown listing

For any questions, please refer to the FAQ section [Click here] Page 16
STATUS: IN REGISTRATION

C. Supplier Supplier needs to complete

questionnaire within 10 days of
Registration receiving the email invitation

Questionnaire: STATUS: PENDING APPROVAL

Once supplier’s questionnaire is
Overview Process by Status submitted

The evaluator will check your

supporting documents is complete or
incomplete
Suppliers must resubmit the
revised response within 3
days upon receiving the email
Complete Incomplete

KPJMY will send a notification request through email

STATUS: VERIFIED from Ariba titled
Verified by Lead of Division “Requested More Information” Click here on
Guideline
Remark: Please look into spam folder if necessary “Revise Response”

STATUS: APPROVED
Approved by Senior Manager STATUS: PENDING RESUBMISSION
Suppliers must search from the email and revise by
clicking the link given through email → Supplier will
be redirected to Ariba website → Click “Revise
Response” button.

For any questions, please refer to the FAQ section [Click here] Page 17
C. Supplier Registration Questionnaire
C1. After logging in, navigate to Registration Questionnaire section and click Supplier registration questionnaire to
proceed with the information update.

For any questions, please refer to the FAQ section [Click here] Page 18
C. Supplier Registration Questionnaire
C2. Supplier registration questionnaire page is directed, and provide relevant information for the registration.
Asterisk (*) mark on the response box indicates it as “mandatory“.

Company Name
Referring to the Person In Charge
managing the tender/sales purchase Contact Person

transactions

e.g. Sales Executive, Admin Executive

etc

For any questions, please refer to the FAQ section [Click here] Page 19
C. Supplier Registration Questionnaire
C3. Supplier to ensure to fill in with correct information as specified in the question.

e.g +6012… (PIC’s number)

(PIC’s name)

(PIC’s position)

For any questions, please refer to the FAQ section [Click here] Page 20
C. Supplier Registration Questionnaire
C4. There are some questions in the questionnaire required to ENTER VALUE ONLY (without RM);
example shown as below.

(Value ONLY)

For any questions, please refer to the FAQ section [Click here] Page 21
C. Supplier Registration Questionnaire
C5. There are some questions in the questionnaire requiring to provide supporting document(s). Upload the document /
file by clicking “Attach a file”, you will be directed to a Add Attachment window for attachment upload.

1
Please note the ‘‘Attach a File’’ button and
remember to click it to upload all supporting
documents, which will help avoid the need
for resubmission in the future → Click “Ok”
→ Ensure all the files attached has been
saved
2
4

For any questions, please refer to the FAQ section [Click here] Page 22
C. Supplier Registration Questionnaire
C6. Review and Submit. Click Submit Entire Response to submit your supplier registration.

Before submitting, carefully review all the information you have

entered.
Make sure all the mandatory fields are completed, and all
uploaded documents are accurate

For any questions, please refer to the FAQ section [Click here] Page 23
C. Supplier Registration Questionnaire
C7. After Submission, you will receive a confirmation that your response has been submitted. The information provided
will undergo verification and approval of the organization.

For any questions, please refer to the FAQ section [Click here] Page 24
D. Updating Supplier
Registration
D. Updating Supplier Registration
D1. Suppliers must search from the email and revise the questionnaire by clicking the link given through email

For any questions, please refer to the FAQ section [Click here] Page 26
D. Updating Supplier Registration
D2. Click Revise Response to initiate the information update process.

Company Name

Contact Person

For any questions, please refer to the FAQ section [Click here] Page 27
D. Updating Supplier Registration
D3. Click Submit Entire Response to update the questionnaire

For any questions, please refer to the FAQ section [Click here] Page 28
Responding to Event
Supplier Tender Submission
Overview of SAP Ariba Onboarding – Responding to Event

Responding to
⚬ Guide on how to respond to RFx
Events
sourcing events.

Participate in
⚬ Take part & bid in sourcing
Auction
auctions.