SUPPLIER REGISTRATION

FOR PIN CODE SUPPLIERS

for Suppliers who’ve received a unique Pin Code

from the Council

Version 7

IntroductionThis User Guide is intended for suppliers who’ve received a unique Pin Code from the Council.

We strongly suggest you read through this user guide prior to beginning the process.

Supported Browsers

The portal will work best on the following web browsers…

•Microsoft Internet Explorer 11 or above•Google Chrome •Safari •Firefox

If you are operating a web browser other than those stated above you may not be able to utilise the full functionality of the system.

New to the Portal or already a

Registered Supplier?

If you’re a supplier who has never registered on the PROACTIS Supplier Portal before, then please continue with these instructions. If however you’ve previously registered on the PROACTIS Supplier Portal then proceed to Option 2.

Supplier Portal Home Page

Click on Sign up. DO NOT add your Pin Code in the Access Code box. You MUST enter your Pin Code later in the sign up process when you get to page 23.

You will need to click on the link to the PROACTIS Supplier Portal.

What information will I be asked to

provide?

We want to make the registration process easy for you so we’ve created a list of information that you will be asked for so as you can collate this ahead of registration. Information marked with an * is mandatory.

•Company Registration Number (please enter if you have one)•VAT Registration Number (please enter if you are VAT registered)•DUNS Number (please enter if you know it)•Organisation Type*•Other Organisation Categories (please select at least 1)•Company Address(es)*•Users (people from your company)*•What you sell*

Complete your Registration DetailsPopulate the fields on the form – fields marked with an asterisk are mandatory. Once completed, Click Register.

If the above box appears it means your Organisation may already be Registered. Someone else may have registered in the past. If you think this may be the case then go to Option 2 otherwise tick the above box and continue.

Registration being Processed

You should receive a ‘Thank you’ message as well as an email (see below). You will need to click on the link in the email to activate your account.

Step 1 – Organisation Details

•Fields marked with a are mandatory.•Hover your mouse over the•for more information about fields.•Add your Company Registration No. if your company is registered, otherwise tick the Not Applicable box.•Add your VAT No. if your company is VAT Registered, otherwise tick the Not Applicable box.•Add your DUNS No. if you know it, otherwise tick the Not Applicable box.

•If you are part of the Construction Industry scheme (CIS), select your CIS Registration Type.•Tick at least 1 Organisation Type box.•Once all the information has been provided, click on the

Clicking on the link in the email will take you to Step 1 of the Self Registration process.

Step 2 – Address Details

This is the address you added in the initial registration. This should be your main company address. This main company address will default to be your address for the following Address Types :- Ordering, Payment, Invoicing, Delivery & E-Sourcing. If you need to add additional addresses to match these types, then you can do so by clicking on the Add Address button.

Step 3 – User Details

The user you created at initial registration will be shown here, however you may add more users if you wish. It will be your responsibility for the maintenance of any users. If a user leaves your company you will need to ensure you disable their account. By default, this user will be the main General, Sales, Payment & E-Procurement Contact. If this is not the case, then Add additional users.

Step 4 – ClassificationsPlease enter the Product Classification(s) for the Goods / Services that you provide. You MUST select at least one Product Classification; you can always enter more or deselect Classifications within the Supplier Portal later. This information will be used by Buyers to search for Suppliers who can provide the Goods and/or Services they require, therefore try to be as accurate as you can when selecting Product Classifications. You can either click on the small triangle to the left of each main Classification Category to then see sub-categories or you can search for the relevant Classification in the search box. Please be as detailed as possible. N.B. If you click too high a classification, you may receive Opportunities from Buyers which may not be relevant.

Step 4 – Classifications

The following example shows that the supplier has selected Plumbing and heating materials. This was done by ticking the relevant box on the left side followed by clicking in the middle. This then transfers this over to the right side.

Step 5 - BuyersThe next screen shows all Buyers who are available on the PROACTIS Portal. Every Buyer you tick will mean that you will receive Opportunities (e.g. Quotations / Tenders) from them so we recommend you tick as many Buyers as you can potentially supply to. At a minimum, please ensure you tick Flintshire County Council & Denbighshire County Council.

Step 6 – Primary Contact DetailsThis was what you registered during initial registration. Check the details are correct.

Step 7 – Terms & Conditions

This step will give you the opportunity to read over the User Licence. Tick the box if you are happy with it.

If you would like further information on PROACTIS then please visit their website: www.proactis.com

Step 8 - Finish

You’re nearly there! You'll need to set a password. Click on Complete Registration. This will then take you to the Supplier Portal Home page.

You MUST continue the Registration process so as you add your Pin Code, failure to do this will mean your Supplier isn’t recognised by the Council

Supplier Portal Home Page

Click on the Customers icon on the left.

Your CustomersThe ‘Your Customers’ section shows you your Customers. Flintshire & Denbighshire Councils should show along with any other Buyers / Customers you ticked earlier. If you can’t see Flintshire then type ‘Flintshire’ in the search box below& then click Search.

Your Customers

Click on the to expand the customer record.

Click on the to the right of Flintshire County Council.

Your Customers – Expanded View

Click on Edit to edit the Customer details

Customer Information – Geographies

Tick the UK: United Kingdom box followed by

Now click on Additional Data

Customer Information – Additional DataYou now need to add your Pin Code in the appropriate field – this will have been given to you by a Flintshire member of staff. You do not need to fill in any other fields (if they exist) unless there’s a red asterisk. Now click Save. N.B. Failure to fill in the Pin Code field will mean your Supplier will not be recognisable to us

You should see a green pop box showing you’ve successfully made the changes. Click on the Home icon to return to the Supplier Portal Home Page

Supplier Portal Home Page

For a full description of how to use the Supplier Portal, click on the ?

Logging Out of the PortalClick on the down arrow to the right of your company name, followed by Sign out.

What if I have problems?

If you forget your password click here to reset it.

For general issues / problems, please click on the Contact Us link. This will allow you to log a call with PROACTIS.

Option 2 – Already Registered on the

PROACTIS Supplier Portal

Follow these instructions if your organisation has previouslyregistered on the PROACTIS Supplier Portal.

Login to the Supplier PortalIf you’re organisation is already registered on the Supplier Portal, then click

on the link to the PROACTIS Supplier Portal & login using your Username &

Password. If you don’t know your login credentials click on the ‘Cannot access your account?’ link.

Supplier Portal Home Page

Once logged in, click on the Customers icon on the left.

Your CustomersThe ‘Your Customers’ section shows you which Customers you are linked with. In the search box below, search for Flintshire & then click Search.

If Flintshire doesn’t show in the list below you will need to add them as a Customer by clicking on the + Customers button.

Your Customers – Adding a CustomerScroll through the available Customers until you find Flintshire County Council. Tick the box to the right and then click Add.N.B. If you cannot see Flintshire County Council then please email us at procurement@flintshire.gov.uk.

Your CustomersOnce added, or if Flintshire County Council showed in the previous search as already being one of your customers, the following should appear.

Click on the to expand the customer record.

Your Customers – Expanded View

Click on Edit to edit the Customer details

Customer Information – Geographies

Tick the UK: United Kingdom box followed by

Now click on Additional Data

Customer Information – Additional DataYou now need to add your Pin Code in the appropriate field – this will have been given to you by a Flintshire member of staff. You do not need to fill in any other fields (if they exist) unless there’s a red asterisk. Now click Save. N.B. Failure to fill in the Pin Code field will mean your Supplier will not be recognisable to us

You should see a green pop box showing you’ve successfully made the changes. Click on the Home icon to return to the Supplier Portal Home Page

Logging Out of the PortalClick on the down arrow to the right of your company name, followed by Sign out.