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Supplier Registration
System
Supplier User Guide
Copyright 2006-2008 by CVM Solutions, Inc.
All Rights Reserved.
The material contained in this document is proprietary data and is the intellectual
property of CVM Solutions, Inc. This document shall not be reproduced in whole or in
part, or disclosed to any persons without the express written consent of CVM Solutions,
Inc.
<<Client Name>> Supplier Registration System Supplier User Guide
CVM Solutions Page 2 of 19
Table of Contents
Introduction ................................................................................................................................. 3
Introduction ................................................................................................................................. 3
What do I need? ........................................................................................................................... 3
How do I get started?.................................................................................................................. 4
Getting familiar with the <<Client Name>> Supplier Registration System.................. 10
Updating your Company Profile............................................................................................ 11
Supplier Diversity Certifications........................................................................................... 12
Updating Your Contact Information ..................................................................................... 14
Sign out of the application ...................................................................................................... 14
APPENDIX A-Basic Supplier Information .......................................................................... 15
<<Client Name>> Supplier Registration System Supplier User Guide
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Introduction Welcome to <<Client Name>> new Supplier Registration System which will be used to
track information about current and potential suppliers. With this new system, you will
be able to submit your information to <<Client Name>> quickly, easily and efficiently.
You will have the convenience of accessing the system online from any computer and at
any time. Furthermore, you will now be able to update your information at any time,
upload your certification information and ensure that your information with <<Client
Name>> is accurate and current.
This document will walk you through the steps to register and update your information
using this system.
What do I need? In order to register and maintain your information in the <<Client Name>> Supplier
Registration System, you need a computer and access to the internet. For best
performance, it is recommended that you use Internet Explorer 5.5 or higher.
You will also need the information and supporting documentation that you need to
provide to <<Client Name>>. This includes the following:
• General Company Information including Company Name, Former Company
Name(s) Used, Internet Address, Fed Tax ID, Dun and Bradstreet Number,
Parent Company Name and Fed Tax ID, Currently Doing Business With <<Client
Name>> (Yes/No) and Diverse Supplier ( Yes/No), Headquarters Address,
Executive and Primary Contact Information.
• Business/Financial Information including Year Established, Gross Annual Sales
for the last 3 years, number of employees and Legal Structure (Last 3 years Sales
figures)
• Product/Services Information including <<Client Name>> Specific Commodities,
NAICS and SIC Codes, Product/Service Description.& Geographical Service Area
• Diversity Information (only applicable if a diverse company) including Ethnicity,
Gender, Diversity Category Certification Details, % of Minority and Women
Ownership
• Documentation: Upload of Supplier Documents including Diversity
Certifications and other documents
• Reference Information: One business reference is required. A total three
references can be recorded in the system.
For details of the information required, please refer to Appendix A.
<<Client Name>> Supplier Registration System Supplier User Guide
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How do I get started? You can access the application at <<XYZ>>.cvmsolutions.com .Type in this address in the
Address window of your browser, and press enter. This will take you to the login page
below:
Figure 1: Login Dialog Box
If you have an existing username and password, use them to access the <<Client
Name>> Supplier Registration System. If you have forgotten your password, please
enter your user name and click on the ‘Forgot Password?’ button to have a system
generated password sent to your registered email address.
If you do not have an account on the <<Client Name>> Supplier Registration System,
click on the links “Click Here” to register your company to do business with <<Client
Name>>. This will take you to the ‘New Supplier Registration’ page. Based on the type
of system (SM Professional or Advanced) deployed for the <<Client Name>>, either one
of the following two images will show up.
Enter username and password
<<Client Name>> Supplier Registration System Supplier User Guide
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Figure 2: Information from Registering Supplier (SMPro)
Please enter your Company Name, Zip Code, Tax ID No, and Contact Name, Contact
Phone and Contact Email and click on the Submit button.
Figure 3: Information from Registering Supplier (SMAdv)
For the advanced product, Please enter your Company Name, Headquarter Country,
Postal Code, Tax ID No, and Contact Name, Contact Phone and Contact Email and click
on the Submit button.
<<Client Name>> Supplier Registration System Supplier User Guide
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The <<Client Name>> Supplier Registration System allows only one user logon per
supplier. The following table lists out the way the system processes the information
entered in the previous step:
S.No Condition Action
1 There is no match on Fed Tax Id Allows supplier to create
a user and proceed with
the registration process
2 There are matches on Fed Tax Id. The Supplier
Selects the appropriate supplier. There is no
existing user account for the selected supplier
Allows supplier to create
a user and update the
existing supplier profile
3 There are matches on Fed Tax Id. The Supplier
Selects the appropriate supplier. There is an
existing user account for the selected supplier
Does not allow supplier
to create a user account.
System sends email to
the registered user for the
supplier with the contact
information entered in
the previous step. It is up
to the registered user to
provide access
4 There are matches on Fed Tax Id. However the
supplier indicates that none of the matches
returned is their company
Email sent to <<Client
Name>> Supplier
Diversity Administrator
to take appropriate
action
5 There are no matches on Fed Tax Id. However
there are matches on the Company Name and
Zip Code. The Supplier Selects the appropriate
supplier. There is no existing user account for
the selected supplier
Email sent to <<Client
Name>> Supplier
Diversity Manager to
take appropriate action
6 There are no matches on Fed Tax Id. However
there are matches on the Company Name and
Zip Code. The Supplier Selects the appropriate
supplier. There is an existing user account for
the selected supplier
Does not allow supplier
to create a user account.
System sends email to
the registered user for the
supplier with the contact
information entered in
the previous step. It is up
to the registered user to
provide access
<<Client Name>> Supplier Registration System Supplier User Guide
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7 There are no matches on Fed Tax Id. However
there are matches on the Company Name and
Zip Code. However the supplier indicates that
none of the matches returned is their company
Allows supplier to create
a user and proceed with
the registration process
8 No matches on Fed Tax ID, Company Name or
Zip Code
Allows supplier to create
a user and proceed with
the registration process
The next step in the supplier registration process is to create a user for the supplier
Figure 4: Create a Login Id
The system automatically creates a username. You will be asked to enter a password.
If your company profile already exists in the <<Client Name>> Supplier Registration
System, you will be asked to update the profile. If your company profile does not exist
in the <<Client Name>> Supplier Registration System, you will be asked to input the
supplier details. All suppliers will be asked to enter multiple pages of information.
Diverse suppliers will be asked to provide diversity information. For details on the
information asked during registration process, please refer to Appendix A.
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Figure 5: First Screen of Registration
Some Sections Show up as
Disabled. These will become
enabled when the required
information on the previous
sections is completed
<<Client Name>> Supplier Registration System Supplier User Guide
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Figure 6: The registration process where "Company Profile" section is completed.
Once you have created a registration profile in the <<Client Name>> Supplier
Registration System, you can log in to update your company’s information.
<<Client Name>> Supplier Registration System Supplier User Guide
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Getting familiar with the <<Client Name>> Supplier
Registration System
Once you log into the application, you will be directed to your company’s default page.
The navigation layout through the application is essentially the same and you should
get to know these features so that you will be able to move about the <<Client Name>>
Supplier Registration System effectively.
Page View and Next Links
6. Save and proceed to next step
5. Go to the next page without saving changes
3. * Red asterisk indicates required field
Summary View
Indicates that the Insurance and
Corporate Sections of the
provide are not completed
<<Client Name>> Supplier Registration System Supplier User Guide
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Number Description Purpose
1. Main
Navigation
Menu
Displays the main headings for user functions. When you
click on a heading, you will see several subheadings that
belong to that category. You can then click on a subheading
to use that particular feature.
2. Log Out Signs you out of the system and returns you to the login
screen.
3. * (Red
asterisk)
Indicates that field is mandatory
4. Summary
View and
Next Links
Takes you to the Summary Link or to the Next step
5. Next Click this button to proceed to the next step without saving
any changes that may have been made.
6. Save and Next Click this button to save all changes on the current page and
proceed to the next step.
7. Field label in
red and
underlined
Field has help text. To access help, click on underlined field
label
Note: If your session is idle for more than 40 minutes, your session will time out and
you will need to log in again.
Updating your Company Profile
Once you login to the <<Client Name>> Supplier Registration System, you will
automatically be taken to your company’s profile. You may also access this page by
clicking the ‘Profile Maintenance’ link in the left navigation menu, and then selecting
the ‘Update Company Profile’ link.
Please ensure that you have all the information and documentation necessary to update
your company’s profile. Suppliers who provide certain products or services will be
<<Client Name>> Supplier Registration System Supplier User Guide
CVM Solutions Page 12 of 19
asked to enter additional information about their capability, currently only firms
providing training services and materials are required to complete the additional
questions. For details on the 2 pages of information, please refer to Appendix A.
Supplier Diversity Certifications
You will be required to upload supporting documentation on page 2 of your company’s
profile. This section describes how to upload documents.
You may upload documents in the following formats – GIF, BMP, JPG, JPEG, DOC,
POSTAL CODE, or PDF. There is a size limitation of 1 MB for the documents being
uploaded.
To upload a document, click the “Click Here to Upload…” button.
This will display the upload documents form.
Click to upload supporting documentation
Click to select your file
Provide a brief description of the upload file.
<<Client Name>> Supplier Registration System Supplier User Guide
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Click the ‘Browse’ button to open the file selection box, and select the file to upload.
Add a short description for the uploaded file. After you have selected all the files that
you wish to upload, click the ‘Upload’ button. After a few moments (as the file
uploads), the upload confirmation dialog is displayed.
Click ‘OK’ to close the dialog. Your files will be saved to your company’s profile when
you click ‘Save and Next’.
<<Client Name>> Supplier Registration System Supplier User Guide
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Updating Your Contact Information You can access the page to update your contact information by clicking the ‘Profile
Maintenance’ link in the left navigation menu, and then selecting the ‘Update My
Contact Info’ link.
This will bring up your Contact Information page. Please complete any missing
information, and change your password, if required. Once you are satisfied with the
updates, click ‘OK’ to save your changes.
Sign out of the application Once you have completed your updates, you should log out of the <<Client Name>>
Supplier Registration System before closing your browser. This will ensure the
maximum security of your information. To exit from the <<Client Name>> Supplier
Registration System, click on the ‘Log Out’ link on the left menu.
Update information
Sign out of Suppplier
Registration System
<<Client Name>> Supplier Registration System Supplier User Guide
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APPENDIX A-Basic Supplier Information
Profile Pages for SM Professional Version
All suppliers are required to fill out the following 3 pages of information.
Note : * indicates mandatory field
Page 1 General Company Information
1. Company Name* (Mandatory must match the name filed with the Federal
Government associated with the Taxpayer Identification Number)
2. Former Company Name
3. Doing Business As
4. Website
5. Federal Tax ID*
6. Dun & Bradstreet Number
7. Parent Company Name
8. Parent Federal Tax ID
9. Currently Doing Business with <<Client Name>>? (Yes/No)*
10. If yes, enter the GSK contact
11. Are you a Diverse Supplier or Small Business? (Yes/No)*
Headquarters Information
1. Address 1*
2. Address 2
3. City*
4. State*
5. Country*
6. Zip Code*
7. Phone Number*
8. FAX Number
Primary Contact
1. Name *
2. Title *
3. Email *
4. Phone Number*
5. FAX Number
<<Client Name>> Supplier Registration System Supplier User Guide
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Executive Contact
Same as Primary Contact (Checkbox – If checked it will populate the information
below with the data entered in the Primary Contact section)
1. Name*
2. Title*
3. Email*
4. Phone*
5. FAX
Page 2
Business and Financial Information
1. Year Established *
2. Gross Annual Sales for last 3 years * (Last year sales is mandatory)
3. Number of Employees *
Legal Structure
1. What is the Legal Status of your Business? (Example: Corporation, Partnership,
etc.)
Product/Service Information
1. Select <<Client Name>> Commodity * (Select at least one commodity)
2. Select NAICS Codes (Select at least one NAICS code)
3. Select SIC Codes* (Select at least one SIC code)
4. Specific Product(s)/Service(s) Description
Geographical Service Areas and Qualification/Certification Information
1. Geographical Areas Served (Local/Regional/National)
2. Specific Areas Served
3. Government and/or International Qualifications or Certifications: (ISO,
Cgmp, ICC, etc.)
4. Do you have experience in a regulated environment? (Knowledge of cGmps)
Yes/no
Diversity Information
1. Diversity Categories and Certifications * (If you are a Diverse or Small
Business check all that apply. At least one is required)
2. Gender of Majority Ownership*
3. Ethnicity of Majority Ownership *
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4. Supplier Documents (Upload documents)
5. % of Minority Ownership
6. % of Women Ownership
Page 3
References: (One business reference is required; you may enter a total of three)
1. Company *
2. Product/Service Provided*
3. Contact Name*
4. Phone Number*
5. Email*
Profile Pages for SM Advanced Version
1. Profile1 page: will have the following sections:
a. <<Client>> Supplier ID
b. General Company Information
i. Company Name
ii. Former Company Name
iii. Doing Business As
iv. Website
v. Federal Tax ID
vi. DUNS Number
vii. Legal Structure radio box list
viii. Upload document link for W9
ix. Year Established
x. Number of Employees
xi. Annual Sales for last 3 years
c. Headquarters Information
i. Address1, Address2 (can also leave Address3 if easiest to leave it)
ii. City
iii. Country
iv. State/Province/County – three text boxes
v. Postal Code
vi. Phone (3 text boxes- Country code, Area code, Phone)
vii. Fax (3 text boxes- Country code, Area code, Phone)
2. Profile2 page: will have the following sections:
a. Product/Service Profile
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i. Client Commodity
ii. SIC Commodity
iii. NAICS Commodity
iv. UNSPSC Family-Level Commodity
v. Specific Product Description
b. Geographical Service Area Options box
c. Specific Areas Served text box
3. Profile3 Page: Diversity Information section
4. Profile4 Page: References Section
5. Profile5 Page: List of Surveys
a. Required Forms: Search form showing:
i. List of Commodity-specific screening form(s) (based on whether
forms for only primary commodity should be shown or all
commodities shown- actual list will be based on this flag as well as
what forms have been defined)
ii. List of “General Forms” (new Survey Type – Vendor-centric, single
response, updateable) – this is shown if “General Forms” flag is set
6. Profile6 Page:
a. Detailed Financials
i. Annual Sales for last 3 years
ii. Current D&B Rating
iii. Upload document link for “Please submit your D&B Summary
Report”
iv. Upload document link for “If D&B is unavailable, please upload
your latest audited financials for the most recent full financial
year”)
b. Key Ratios for most recent fiscal year
i. Financial Ratios label/subheading
ii. Most recent financial year (text box)
iii. Current Ratio (Current Assets/Current Liabilities)
iv. Quick Ratio (Liquid Assets/Current Liabilities)
v. Profit Margin Ratio (Revenue-COGS/Revenue)
vi. Net Profit Margin Ratio (Net Profit/Revenue)
7. Profile7 Page
a. Insurance
i. Commerical General Liability
1. Limits met? – Yes/No
2. Provider Name text box
3. Expiration Date text box
<<Client Name>> Supplier Registration System Supplier User Guide
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4. Upload COI
ii. Automobile Coverage
1. Limits met? – Yes/No
2. Provider Name text box
3. Expiration Date text box
4. Upload COI
iii. Excess/Umbrella Coverage
1. Limits met? – Yes/No
2. Provider Name text box
3. Expiration Date text box
4. Upload COI
iv. Errors & Omissions/Professional Liability
1. Limits met? – Yes/No
2. Provider Name text box
3. Expiration Date text box
4. Upload COI
v. Workers Compensation limits met? – Yes/No
1. Limits met? – Yes/No
2. Provider Name text box
3. Expiration Date text box
4. Upload COI
vi. Name <<client>> as Additional Insured? Yes/No
vii. Grant waiver of subrogation to <<client>>? Yes/No
viii. Self-Insured? Yes/No
ix. Insurance Waiver Yes/No
x. Insurance Waiver document upload
8. Profile8 Page: Corporate & Executive Profile