E-PSR User Manual Training Module 1: Buyer/Organisation ...€¦ · User Manual – Training Module 1 - Registration 3 GLOSSARY OF TERMS Activity Centre: provides access to all functions

User Manual – Training Module 1 - Registration

1

E-PSR User Manual – Training Module 1:

Buyer/Organisation Registration and Account Creation

(www.suppliers.gov.bs)


2

Table of Contents

GLOSSARY OF TERMS .................................................................................................................................... 3

PURPOSE OF TRAINING MODULE 1 .............................................................................................................. 4

REGISTRATION PROCESS FLOWCHART ......................................................................................................... 5

ATTRIBUTION OF SPECIFIC ROLES WITHIN THE BUYER ORGANISATION ...................................................... 6

HOW TO REGISTER AS A BUYER .................................................................................................................... 7

ONLINE FORM ............................................................................................................................................... 8

ERROR MESSAGE ......................................................................................................................................... 10

ONLINE CONFIRMATION ............................................................................................................................. 11

EMAIL REGISTRATION ................................................................................................................................. 12

EMAIL APPROVAL ........................................................................................................................................ 13

LOGGING IN................................................................................................................................................. 14

ACTIVITY CENTRE ........................................................................................................................................ 15


3

GLOSSARY OF TERMS

Activity Centre: provides access to all functions and assets within the electronic procurement system and Supplier Registry. Activity Log: full audit trail of actions created within the website, from inviting users to creating calendar entries. Assets: an asset is anything that is created in the system. This includes a Tender Exercise, Contract Notice, Pre-Qualification Questionnaire, and Tenderbox. Buyer Organisation: any government procuring entity. Document Library: a repository for organisation documents such as terms and conditions, covering letters. The repository can be used within Pre-Qualification and Tenderboxes to upload additional documentation. Hierarchy: a list of all users within your organisation. Roles: a specific role given to each individual user –

Buyer Administrator: has access to all assets created within the Organisation and has the ability to manage all users included. This level of access should be reserved for only one or two users within the Organisation.

Buyer Supervisor: can create, edit and publish assets within the Organisation; however, cannot manage users or assets. Buyer Supervisors can also approve the publication of contract opportunities and awards which are created by the Buyer Registered Users.

Buyer Registered User: can create and edit their own assets. However, it will require Buyer Supervisor or Buyer Administrators to publish any contract opportunities or awards that have been created by the Buyer Registered User.

Buyer Evaluator: this role can only evaluate assets.

Buyer Auditor: this role can view assets in a ‘read-only’ manner. Organisation Profile: the primary Personal and Business Details of the government Buyer Organisation.


4

PURPOSE OF TRAINING MODULE 1

The Buyer Organisation Registry is a key component in the development of the Bahamas’

Government Electronic Procurement and Supplier Registry System (ePSR). Registering with the

system will give a Buyer Organisation (government procuring entity) access to a specific account to

undertake procurement activities online. The main benefits of the Bahamas ePSR are to:

i) consolidate and standardize information across the government;

ii) focus all government procurement in one system;

iii) streamline processes to save time and money;

iv) improve business opportunities;

v) ensure data integrity; and

vi) allow tracking and reporting based on the data available.

Learning Objectives

This training module was created to walk you through the successive steps to become a registered

Buyer Organisation and create an account. By the end of this hands-on training, you will be able to:

i) access the ePSR portal and the registration form;

ii) fill-in the registration form;

iii) get a confirmation of your registration and account approval; and

iv) login onto your newly created Organisation user account.


5

Fields marked with * are mandatory

Start

REGISTRATION PROCESS FLOWCHART

The flowchart summarises the step-by-step process of the registration exercise for your Buyer

Organisation on the government electronic procurement portal (ePSR). This is a simple and

straightforward one-stage process.

The registration is an essential process for your Organisation as it leads to the creation of the

user account for your Organisation that is necessary to use the e-procurement system and

undertake procurement activities online.

Access the ePSR site on

www.suppliers.gov.bs

Click on the

“Register as a

Buyer” link

Click on the

“Login /

Registration”

link

Complete

Buyer

identification

information

Complete

“Personal

Details” of

habilitated

individual

Complete

“Business

Details” of

the Agency

Tick box “Terms

and Conditions”

Receive email

confirming

registration

process Within 2 business

days

Click on the Register button to complete process

Receive email

confirming

account

approval

End

The account created is now accessible

http://www.suppliers.gov.bs/


6

ATTRIBUTION OF SPECIFIC ROLES WITHIN THE BUYER ORGANISATION

Each Organisation should only register once and thus create only one user account to

use for all its electronic procurements.

Before starting the registration process for your Organisation, you must have been assigned the role of “Buyer Administrator” by your management.

The “Buyer Administrator” is the highest level of access to your Organisation user account created

on the ePSR. As Buyer Administrator, you will have access to all the different functions in the

system and the ability to manage all other operational users included in the procurement process.

This level of access should be reserved for only one or two users within the Organisation.

As Buyer Administrator, you can delegate all Administrator privileges to another user, and/or

delegate certain privileges/tasks to selected user(s), such as the Buyer Supervisor.

One of the key tasks of the Buyer Administrator will be to attribute specific roles to other

colleagues/users who will be involved in the procurement operations. Such roles are defined in the

system as being the following:

Buyer Supervisor: can create, edit and publish assets within the Organisation; however,

cannot manage users or assets (anything that is created in the system). Buyer Supervisors can also

approve the publication of contract opportunities and awards created by the Buyer Registered

Users.

Buyer Registered User: can create and edit their own assets. However, it will require a

Buyer Supervisor or Buyer Administrators to publish any contract opportunities or awards that

have been created by the Buyer Registered User.

Buyer Evaluator: can only evaluate assets.

Buyer Auditor: can view assets in a ‘read-only’ manner.


7

Start

HOW TO REGISTER AS A BUYER

Detailed steps

Go to Electronic Government Procurement site at https://suppliers.gov.bs/and click the login

button in the upper right corner.

A new screen will appear. On the right side of the screen under “Register for Free” column halfway

down you will see a blue highlighted statement “Register as a Buyer”. Click this link.

Access the ePSR site on

www.suppliers.gov.bs

Click on the

“Login /

Registration”

link

Click on the

“Register as a

Buyer” link

http://www.suppliers.gov.bs/


8

Fields marked with * are mandatory

ONLINE FORM

Detailed steps

On the new screen, a form will appear (as below). You should fill this online form out with all

requested information, noting the mandatory fields marked with a RED asterisk *.

Complete

Buyer

identification

information

Tick box “Terms

and Conditions”

Complete

“Personal

Details” of

habilitated

individual

Complete

“Business

Details” of

the Agency

Click on the “Register” button to complete process


9

Filling the Form out Instructions

To fill out the form, you must have be given by management the role of Buyer Administrator (see

previous section on Attribution of Roles), the higher level of access to the Organisation user account

that will be created on the ePSR.

The online form must be completed in one time as there is no possibility to save a draft (if

interrupted, the registration process shall be re-started from the beginning)

Regarding the Personal details information:

─ You must have a valid e-mail address to enter in the “Email/Username” field. The field will

only accept an email address that will be used as the Username to access the account once

the registration process is validated;

─ The password is a specific password to be created for accessing the account once created,

and will constitute the second identification element along with the Username.

─ The Personal details information can be modified at any time, and as many times as

necessary, in the Organisation’s account once created (the Buyer Administrator can also be

changed and the related information modified accordingly).

The Business Details information relate to the Procuring Entity itself as an Organisation. This

information can also be modified on the Organisation’s account Profile at any time.

When the online form is complete, click the “Register” button in the lower left-hand corner of the

screen.

Click on the Register button to complete process


10

ERROR MESSAGE

If for any reason you have missed out information this will be displayed in a Red outline on the screen

and you will be given the option to amend your submission.


11

ONLINE CONFIRMATION

When your online form is accepted by the system, you will see an online “Confirmation” notice on

your screen (as below).

You may return to the main site to explore the many aspects (procurement opportunities, training

videos) of the Bahamas eProcurement and Supplier Registry Portal by clicking on the lower left-

hand button.


12

EMAIL REGISTRATION

You will receive an email like the below in your email address that you referenced in the online

form with further instructions on your registration process.

If you have not received this email, please check your “Spam” bucket. You should it within 2

business days. If you do not receive the email confirmation receipt, please contact us through the

email indicated below.

If you experience any registration issues, then please raise a call to the Helpdesk at (242) 604-1049

or via email at [email protected].

mailto:[email protected]


13

EMAIL APPROVAL

After your Buyer Organisation registration has been approved by the Helpdesk, you will receive an

additional email (as below) to confirm that “Your account has been approved”.

Congratulations! You have now successfully registered your Organisation. You can go ahead and login as

described below to access your user account.

Receive email

confirming

account

approval

End

The account created is now accessible


14

LOGGING IN

You must be a registered Buyer Organisation to access your user account on the Electronic

Government Procurement and Supplier Registry https://suppliers.gov.bs/ website. Click the

Login/Registration option on the website.

Enter your Username (your registered email address) and Password (your registered password),

and click on Login to proceed.

https://suppliers.gov.bs/


15

ACTIVITY CENTRE

Once you are logged in, you will be presented with the Activity Centre, which will give you access

to all functions and assets related to procurement operation activities that will be explored over

several additional training modules.

Documents

E-PSR User Manual Training Module 1: Buyer/Organisation ...€¦ · User Manual – Training Module 1 - Registration 3 GLOSSARY OF TERMS Activity Centre: provides access to all functions