PRESENTERS:

Naglaa Fouda Ahmed Mohamed Hassan Rami Othman

Finance Analyst Finance Analyst Business Specialist

• HOUSEKEEPING:

• Microphones and Cameras are Disabled; we will open for Q&A at the end of the session.

• Write your questions in the Q&A Screen

• Please feel to use the chat function during the presentation

• The session will last approximately 90 minutes and is being run in different time zones with different language options

• A recording of the session will be placed in the Quantum training library

 01 02 03
INTRODUCTION MANAGE DUPLICATE SUPPLIER
SUPPLIER

AGENDA 04 05 06
MERGE SUPPLIERS MANAGE BANKS & COUNTRY OFFICE WITH
BRANCHES SPECIFIC REQUIREMENT
SUPPLIER PROFILE CHANGE REQUESTS
Supplier Profile change requests submitted by supplier
through the supplier portal

Changes requiring GSSC L2 approval: Organization details

such as supplier type and changes in the banking details

Changes requiring L1 approval: Contact user account, email

address

Changes requiring no further approval: Address, contacts,

business classification

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02 MANAGE SUPPLIER
SITE MANAGEMENT

• Quantum includes a supplier portal that will manage interaction with suppliers for the solicitation
process and contract management.
• The Quantum supplier database is shared between UNDP, UNFPA, UNWomen, UNCDF, UNV, UNITAR,
UNSSC, and all BUs. This eliminates duplicate suppliers
• COs L1 Supplier Admin can activate a supplier created by other agencies and other COs by adding a
new site for their Procurement unit.
• Under each site the CO can add the supplier banking details and submits proof of banking for review
by GSSC before approval.
• Also, under each site the CO. can add the default pay group and the payment reason code.

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02 MANAGE SUPPLIER
SITE MANAGEMENT

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02 MANAGE SUPPLIER
SITE MANAGEMENT
L1 Supplier admin or L2 Supplier Manager can add a new site – no approval is required, it is auto-approved

The supplier site inactivation/activation can be done by the L1 Supplier admin or L2 Supplier Manager – No
approval is required, it is auto-approved
Select Manage Suppliers – select the supplier, select Site then Click edit then click +

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.
02 MANAGE SUPPLIER
SITE MANAGEMENT

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02 MANAGE SUPPLIER
SITE MANAGEMENT

Select the Procurement BU

Address name: Associate the site with one of the existing Addresses under this supplier
Site Purpose:
Sourcing only: you will not be able to select other options, Indicates whether this site only accepts RFQs.
You can select one or more of the below
Procurement card: Indicates whether the site allows the use of a procurement card.
Pay: Indicates whether payments are allowed to this site.
Primary Pay : Indicates whether this is the default pay site for the supplier

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07 MANAGE SUPPLIER
SITE MANAGEMENT

Adding Site Assignment: Click edit – under one site, you can add multi-site assignment

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02 MANAGE SUPPLIER
SITE MANAGEMENT

Inactivation of existing site: Highlight the site you want to inactivate and click edit

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02 MANAGE SUPPLIER
SITE MANAGEMENT
Inactivation of existing site: Highlight the site you want to inactivate and click edit, Enter the inactivation
date, save and close – No approval is required -it is auto approved

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02 MANAGE SUPPLIER
INACTIVATE SUPPLIER
select Manage Suppliers – select the supplier
Select Profile then Click edit then enter the inactivation date – then save this require L2 approval

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02 MANAGE SUPPLIER
EDIT ADDRESS / ADD A NEW ADDRESS- NO APPROVALS

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02 MANAGE SUPPLIER
AMEND THE BANK ACCOUNT (GSSC)
select Manage Suppliers – select the supplier

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02 MANAGE SUPPLIER
TAX REGISTRATION NUMBER (CO OR GSSC)

select Manage Suppliers – select the supplier

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02 MANAGE SUPPLIER
EDIT CONTACT /ADD A NEW ADDRESS (CO OR GSSC - NO APPROVAL NEEDED)

Go to payment -Payment methods then Click edit, highlight the required payment method then click

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02 MANAGE SUPPLIER
EDIT PAYMENT METHODS

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02 MANAGE SUPPLIER
EDIT CONTACT /ADD A NEW ADDRESS- NO APPROVALS
 Select the magnifying glass and search for the
supplier
 Open contact, select edit then Add( +)
 Update the First name & last name and email
address.
 Select the “Administrative Contact” check box*, then
select the "Create user account” check box
 Select “Supplier Self-Service Administrator” then
complete the pop-up box
 Click save and close. The details entered above will
be shown in the confirmation screen below
 No subsequent approval is required. An email will be
sent to the supplier’s email address with a link for
them to activate their account, set their password,
and log into the system.
*Note: ticking the “Administrative Contact" box will give
full access to the new contact. This person will be able
to prepare/submit bid responses and invoices. They will
also be able to manage the supplier profile, including
adding/removing other contacts from the supplier’s
organization.
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03 DUPLICATE SUPPLIERS
Same Name
Same Tax Registration Number Not allowed by Quantum
Same Bank Account

Potential supplier match results

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04 MERGE SUPPLIERS

Merge Suppliers (oracle.com)

 Merge suppliers are used if a duplicate supplier was created, or another company
acquired the supplier
 You must select a site to copy
 Once Merge suppliers is completed, it can't be undone
 Once all the sites under the supplier is copied ( Merged) to another supplier, the
supplier is made inactive

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05 MANAGE BANKS & BRANCHES

In UNDP, Access to manage banks & branches will be given to some L2 Supplier approvers in GSSC and non-clustered offices. When a
new bank and/or branch is requested by a supplier, the L2 Supplier Manager must add it using the procedures below. Otherwise, the
supplier record cannot be finalized.
Go to My Enterprise then Setup & Maintenance

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05 MANAGE BANKS & BRANCHES
Select Financials Select Cash management and Banking then manage banks branches

Search under manage bank Branches for the bank or the branch with any of the below criteria: Bank name-Branch name- BIC code

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05 MANAGE BANKS & BRANCHES
Search under manage bank Branches for the bank or the branch with any of the below criteria: Bank name-Branch name- BIC code

If the bank does not exist, Select manage banks

Select the Bank name, branch name, branch number, BIC code then add (+), Add the bank country, bank name, bank code. Then save
and close

Then add (+)the branch

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06 COUNTRY OFFICE WITH SPECIFIC REQUIREMENT
• Cyrillic Name: The 5 CO. s using the Cyrillic Name: Ukraine- Belarus- Tajikistan – Kazakhstan- Kyrgyzstan
Suppliers/CO.s are to add the Cyrillic name under the Notes to the approver

• Tax registration number: CO. supplier Admin for all the below 29 CO.s must ensure that the compulsory tax registration/national ID
required for their banking files are entered under the tax registration number
Colombia, Peru, Brazil, Uruguay, Kazakhstan, Moldova, Guatemala, Panama, Bolivia, Chile, Costa Rica, Dominican Republic, Ecuador,
Somalia, Macedonia, Kyrgyzstan, Argentina, El Salvador, Tajikistan, Ukraine, Amman Regional Center, Morocco, Jamaica, Paraguay,
Venezuela, Mexico, Palestine, Cuba, Belarus

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06 COUNTRY OFFICE WITH SPECIFIC REQUIREMENT

• CO.s with specific banking requirements

→ For the CO.s using BBAN, please add the BBAN in the Bank Account instead of IBAN

→ Mexico: Put the clabe in the secondary Account Ref instead of IBAN ( in Atlas)

→ Argentina: Put CBU in the Bank Account number.

→ Venezuela: Bank account ( 10 digits) and in the check digits field ( 2 digits check digits ) - don’t combine the bank account with
the check digits

→ The Gambia: The account number shall be 18 digits = Add the check digit ( 1 digit ) to the Account number ( 17 digits )

→ Morocco: Combine the check digits with the bank account

→ If the bank account includes the currency at the beginning – remove the currency from the beginning of the bank account and
ensure only the numbers remained

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7 WHERE DO I GO FOR SUPPORT ?

Link :
Quantum Deployment Support Te
am to provide first-line help (shar
epoint.com)

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QUESTION AND ANSWER