Table of Contents - CVM SolutionsThe following screenshots illustrate the steps you need to follow to complete your company’s profile in the Supplier Management System for Federal

Table of Contents

Table of Contents .......................................................................................................................... 1

Introduction ..................................................................................................................................... 2

General Instructions .................................................................................................................... 2

Registration Steps ........................................................................................................................... 3

Pre-Registration Screen .............................................................................................................. 4

Step 1 - Create User .................................................................................................................... 7

Step 2 – Enter Basic Company Information ............................................................................... 8

How to Attach/Replace File: ................................................................................................... 9

How to Fax a Document: ........................................................................................................ 9

Step 3 – Enter Locations for the Company ............................................................................... 10

Step 4 – Enter Product/Service Details & Business Information ............................................. 13

Step 5 – Enter Diversity Details (if Diverse Supplier) ............................................................. 14

Step 6 – Review Documents Section ........................................................................................ 19

Step 7 – Enter Business References. Reference #1 is Mandatory ............................................ 19

Step 8 – Review Summary Page and Submit............................................................................ 21

Step 9 – Complete Survey (If Applicable) ................................................................................ 22

SUPPLIERS REGISTRATION GUIDE

Page 2 of 23

Copyright 2007-2010 by CVM Solutions, LLC.

All Rights Reserved.

Introduction

This guide will assist Suppliers to register with the Supplier Management System of Federal

Home Loan Bank Indianapolis, detailing the steps with screenshots and pointers highlighting the

action items on a screen.

General Instructions

1. Scrolling: situated on the extreme right hand side of the window and also at the extreme

right hand side of sections of screens when the content exceeds the length of the section.

2. Call outs:

3. CAPITALIZED words in this document refer to actual items (usually buttons or links)

on the screen with the same text.

4. SAVE button: clicking this button saves changes made in the data fields on that screen

and remains on the same page.

5. SAVE & NEXT button: clicking this saves changes and loads the next step. Where ever

this button exists, it is important to click this before moving away from the page or else

any changes that were made to data fields will be lost.

6. SUBMIT buttons: signifies the end of a process and sends the entire set of changes to

the system for processing.

7. Use of browser ‘Back’ buttons: should be avoided during registration as the steps are

sequential and need to be completed and saved in that order. Wherever such action is

necessary, use the ‘BACK’ or ‘PREVIOUS’ buttons within the page. If no such buttons

exist, then it means that the current page needs to be completed and saved to move to any

other step.

8. Red Asterisk *: signifies that the data element is mandatory and that the user cannot

proceed without entering data into it.

9. , : These are two states of a button – the first indicating that the section is

expandable and the second indicating that the section is expanded. When the symbol ‘+’

appears on the button to the left of a section heading, then clicking on it will expand the

section to show additional data/information and the symbol will change to ‘-‘. The ‘-‘

symbol, when clicked collapses the section, hiding the information and the symbol again

changes to a ‘+’.

10. The button allows the user to browse his/her computer for files to upload.

11. The button is a calendar tool. When a user clicks on it, a calendar showing the current

month is displayed. Arrows on the calendar can be used to move forward or backward

through the months. Clicking on a date in the calendar fills the corresponding field on the

page with that date.

Pointers to action items on screens


Page 3 of 23



12. Help is available either by context and can be availed using the buttons next to the

fields, or by page using the HELP buttons.

Registration Steps

The following screenshots illustrate the steps you need to follow to complete your company’s

profile in the Supplier Management System for Federal Home Loan Bank Indianapolis.

The default page for Federal Home Loan Bank of Indianapolis allows registered suppliers to log

in to the system to update their profile information. It also allows new Suppliers to register with

Federal Home Loan Bank of Indianapolis by providing the necessary details about their

Click here to start the Registration


Page 4 of 23



company, products and services, diversity status, and upload diversity certificates into the

system.

New Suppliers should click on the CLICK HERE link on the page to start the registration

process.

Pre-Registration Screen

Access to the system is governed by the SYSTEM ACCESS AGREEMENT. Read the terms and

accept to start filling in the registration information.

When you scroll all the way down the SYSTEM ACCESS AGREEMENT, the ‘I

ACCEPT’ button will be enabled.

1. Scroll all the way down to

activate the “ I ACCEPT” Button

2. Read and Accept terms

Click on I ACCEPT

The “I ACCEPT” button is

disabled – cannot be clicked


Page 5 of 23



Click on the ‘I ACCEPT’ button after reading the agreement carefully.

To prevent duplicate registration, fill in the basic details in the following screen. The

system displays all previous registrations with similar details so that the user can verify

whether he/she is already registered in the system. If you find that there is a previous

registration, then all you need to do is to update the details in the system –no fresh

registration is required.

If on the other hand the list does not show any previous registration by the company, then

the user can start the process of registration.

Accepting terms will direct you to the following page where the company name, location,

address, federal tax id etc should be filled in. the system will use this information to

check for duplicate records.

Enabled button – ready to click


Page 6 of 23



NOTE: Any Field with a RED Asterisk (*) is a Mandatory Field. Without filling information

in these fields you will not be able to go to the next step of Registration.

If you have received an E-mail Invitation with the Invitation Key from Federal Home Loan

Bank of Indianapolis, please enter the invitation key and you email address to begin the

Registration.

If you do not have an Invitation Email from Federal Home Loan Bank of Indianapolis, please

fill the details as shown in the section below

Based on the information provided here, one or more similar companies that match your details

are pulled up and displayed by the system. If your company is already registered in the portal,

you may select the supplier link to complete your profile. If your company is not shown in the

list, use the “CLICK HERE” link on the page to continue with supplier registration.

Enter the Information

in the fields provided.

Anything with a RED Asterisk

(*) is a mandatory field.


Page 7 of 23



Step 1 - Create User

This screen is meant to capture contact details and for the user to create a password.

All fields on this screen are mandatory. Usernames and Password rules are detailed here. Please

read them carefully and fill in all the fields.

Create your password

Rules for creating a

Username and Password

Click here if you do not find your

company name in the list below

List of suppliers already registered in

the system with names similar to the

company name provided in the

previous section.


Page 8 of 23



Note: Remember to make a note of your username and password before you proceed.

Step 2 – Enter Basic Company Information

This screen involves two sets of actions – attaching / replacing file, and sending a fax.

All the relevant information from the previous screen gets carried over and automatically appears

in some of the fields.

To Attach/Replace File

Step 1: Click Here to search for the File

Step 2: Attach the File

To Fax a W8/W9 Form

Step 1: Click Here to View the Fax

Cover Sheet

Step 2: Print the Fax Cover Sheet

Step 3: Fax the Cover Sheet and

W8/W9 Document to the Fax number

Provided on the Fax Cover Sheet


Page 9 of 23



How to Attach/Replace File:

Step 1: Click on the ‘ATTACH/REPLACE’ link.

Step 2: Restrictions for upload of files are listed on the screen. ‘BROWSE’ for the File to

be attached.

Step 3: Once you have identified the File to be attached, click on ATTACH. Click on

OK on the next screen.

How to Fax a Document:

Step 1: Click on ‘CLICK HERE TO VIEW THE FAX COVER SHEET’ link.

Step 2: Print the Fax Cover Sheet. (Shown below)


Page 10 of 23



Step 3: Fax the Cover Sheet along with the Document/Documents to the Fax Number

provided on the Fax Cover Sheet.

NOTE: If you do not attach the Fax Cover Sheet, your document will not be visible under

your profile.

All The Documents Attached/Uploaded/Faxed can be viewed (under VIEW) in the

DOCUMENTS Section described later in this guide.

Please make sure all the Documents sent (Attached/Uploaded/Faxed) are visible in this

section.

Click ‘SAVE & NEXT’ to go to the next step.

Step 3 – Enter Locations for the Company

As soon as all the details in the ‘GENERAL’ tab are completed, the next tab ‘LOCATIONS’ gets

enabled. Clicking on ‘SAVE & NEXT’ in ‘GENERAL’ tab loads the ‘LOCATIONS’ tab. The

location entered in the first step of registration can be accessed by clicking on the links under the

‘ID’ or the ‘NAME’ column.

Fax number will appear here


Page 11 of 23



The ‘CONTACTS’ column has a ‘VIEW(#)’ link that can be clicked to view existing contact

information. The number in the parenthesis indicates the number of contacts currently registered

for that location.

This screen allows the user to –

1. Add a New Location;

2. Add a New Contact.

Clicking on the ADD NEW LOCATION link on the left and the ADD NEW link under

CONTACTS loads new sections on the same page. By filling the mandatory fields you can

create additional locations and new or additional contacts for these locations.

Click here to add

a New Location Click here to add a new contact

Number of existing contacts and link to view them

Clicking on VIEW(1)

opens this section

showing contact details


Page 12 of 23



Clicking on ‘SAVE’ will add the new location to the summary and close the .CREATE

LOCATION RECORD’ section.

NOTE: Each additional location will appear as a new row and will have the summary

displayed just like the first location and will also contain the links to view and add contacts.

The ‘ADD NEW’ links for each location can be used to add additional contacts for that location.


Page 13 of 23



Clicking on ‘SAVE’ will add the new contact to the location and close the ‘CREATE

SUPPLIER CONTACT’ section.

Click on ‘NEXT’ in the ‘UPDATE COMPANY PROFILE’ section after adding all locations and

contacts to go to the next step. You will be able to come back to this section to edit or update the

information by clicking on the LOCATIONS tab on your home page.

Step 4 – Enter Product/Service Details & Business Information

This step involves selecting the commodity categories, NAICS codes, product and service

description and geographical service area and other applicable details. The list boxes on the left

have all the available answers for that section. Click on the one(s) most appropriate for your

business and then the arrow pointing to the right to select the option. The selected item will move

to the blank box on the right.

If more than one option is selected for any section, use the up and down arrows to the right of

that box to change the order of the selected items. The Primary selection for each section should

be the first in that list.

If at any stage you want to remove a previously selected option, click on that option in the

selected list and then click on the arrow pointing left; the option will move back to the box on the

left.


Page 14 of 23



The screenshot above shows only a section of this page. There are several other sections where

the same steps will be used to make your selections. After completing all the mandatory fields

and any others that apply to your product, click on ‘SAVE & NEXT’ to go to the next step.

Step 5 – Enter Diversity Details (if Diverse Supplier)

This tab captures Diversity details of the supplier. This is a long page and for convenience is

being shown here in sections. The first section pertains to the diversity status of the Supplier. By

default, the system selects ‘NO’ and displays the relevant details collected in the previous screen.

Non-diverse Suppliers should click on SAVE & NEXT to go to the next tab.

Select at least One Client

Commodity. It is Mandatory.

Click on the Commodity first and

then this button to select it and move

it to the box on the right hand side

Use this button to remove a selection

from the right hand side box.

Use these arrows to move items up or

down. The Primary commodity should

be the first in the list


Page 15 of 23



Diverse Suppliers should change the default answer to YES for the Diversity Status question.

This will displace the BUSINESS SIZE section with two new sections

1. Diversity Information

Select all the categories that apply to your company by clicking on the check boxes next

to the category name.


Page 16 of 23



2. Diversity Certification / SBE Registration on SBA's site

There are several actions that can be performed in this section. The steps involved for

each of these actions are displayed in the callouts on the screenshot.

Check Box


Page 17 of 23



In this section, all documents relating to Diversity status can be uploaded and stored in the

system.

Clicking on any of the upload icons ( ) as well as on the ‘CLICK HERE TO UPLOAD

ADDITIONAL CERTIFICATIONS’ will open a new window like the one shown below.

NOTE: Certificates are uploaded one at a time. Upload of Additional Documents allows five

(5) documents at a time.

Click here to Upload

Diversity Certificate

Documents

Click here to Upload

additional Diversity

Certificate Documents

To Fax a Diversity Certification Document

Step 1: Click Here to View the Fax

Cover Sheet

Step 2: Print the Fax Cover Sheet as

shown on the next page

Step 3: Fax the Cover Sheet and the

Diversity Certification Document to the

Fax number Provided on the Fax Cover

Sheet


Page 18 of 23



‘BROWSE’ to the appropriate files on your computer’ and select the document to upload. Add a

short description of what the file contains in the ‘DESCRIPTION’ fields. You can send five

documents at a time. Successful upload will bring you this message; Click on OK to go to the

next step.

When all documents have been uploaded and mandatory fields filled in, certify the information

provided by clicking on the check box. This is mandatory. Proceed to the next step by clicking

on SAVE & NEXT.


Page 19 of 23



Step 6 – Review Documents Section

Please make sure all the Documents Attached/Uploaded/Faxed sent are visible in this section.

Clicking on upload will open a new window that will allow the user to browse his/her computer

for the relevant file, fill in the Issue date of the certificate and upload save the document. This

operation will add a document icon to the above screen and it will look like this:

The uploaded document can be viewed by clicking on the document icon.

Click on the SAVE & NEXT button to go to the last step of registration.

Step 7 – Enter Business References. Reference #1 is Mandatory

At least one Reference needs to be supplied to complete the registration process.

Click on the ICON to

view the Document

Check Box

Click to upload documents


Page 20 of 23



This is the last step and clicking on the SAVE & NEXT takes you to the Summary of all the

information collected during the registration process.


Page 21 of 23



Step 8 – Review Summary Page and Submit


Page 22 of 23



Please click on Submit to Complete the Registration. You will receive an email with the

registration details, username and password and see a message like the one below. Please keep

your profile and certifications updated at all times.

Clicking on the ‘RETURN TO PROFILE’ button takes you back to your profile GENERAL tab.

Step 9 – Complete Survey (If Applicable)

This section is a SURVEY and would be applicable only for those commodities that have a

survey attached to them. The first screenshot shows the page when there are no surveys attached

and the second when you click on the SURVEY tab that has pending surveys.

If a Survey is not available please click on Log Out.

If a Survey is associated with the selected Commodity, it is shown in List of Surveys. Click on

the Survey Name, complete the Survey.


Page 23 of 23



After you complete the Survey section of the registration, you may log off the system. After you

log out, you will receive an e-mail with the registration details, username and password. If you

get an incomplete registration e-mail notification, please log back into your profile and ensure all

mandatory fields are filled out properly, and that you clicked “save and next” at the bottom of

each tab. If you still experience difficulty completing your registration, please e-mail

[email protected]

NOTE: If you have no other information to enter, click on Log Out to exit the system. Please

make a note of the user name and password for future use.

When you Log into the system after completing the registration or did not complete the

Registration the first time, the system will ask you to update the password. Please enter the

new password and click update.

Click on Update

Enter the password