Vendor Registration System – Enhanced

Purpose of the Vendor Registration System and Help Document:

The purpose of this system is to allow vendors to register online and furnish all the details from his system instead of sending the physical documents manually. This system is designed to be a user-friendly system so that vendors will be at ease while applying online. This manual enables the vendor to fill the forms with more accuracy and efficiency.

Overview

To register as a vendor with HPCL, vendor has to first sign-up through the system by clicking “New Register” link.

Basic Information:

The first form will open, where-in vendor has to fill Basic Information viz Name, PAN no, Type of Organization etc. Please tick the radio button of ‘Permanent Vendor Registration’ in case you wish to register with HPCL as a vendor.

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For vendor under SSI and MSME category , select ‘Yes’ and fill up the requisite details .

Registered Office Address:

Fill the address, Phone No, email etc. (* marked fields are mandatory)

After filling of information, click on Submit. Review the details & click ‘OK’ on the alert pop up.

The email id is the most important information for the purpose of communication with HPCL. Please provide the correct email id as your user id and password will be activated only after you confirm a link sent to you on this email id

Then Vendor receives e-mail in the submitted email ID, mentioning Application no and Password. There is a link in the email which needs to clicked for confirming the registration. Subsequently the registration id gets activated and vendor can login to the portal for completing the balance registration.

Using this Application no and Password, login to the system for filling Detail information and Payment particulars. Welcome screen will be display the status of the application. On the left hand side various tabs will be displayed which the vendor needs to fill up before submitting the application

Basic Information and Registered Office Address

Detail will populate automatically from submitted data in basic registration. Click on ‘Basic Information’ and Registered Office Address, review the details, edit if required. Save.

Primary Location for Registration

Select Primary Location as the main SBU Purchase office where you wish to get registered. The Demand Draft is required to be submitted in this office. Select from Drop Down. Click Save. Please note that in order to choose specific locations under the SBU you will need to click ‘Click here if you would like to do business in other HPCL locations’. Also you can select other SBU Purchase departments and other job locations for the purpose of registration. It is mandatory to select at least one job location for the purpose of registration in addition to the Primary Purchase department selected.

In case the correspondence address is different from the registered address provided then please click ‘no’. This will open up the page for populating the correspondence address. Factory address is mandatory for

On saving the Form Primary Location of Registration, in left hand exit bar the color changes to Dark Blue which indicates completion of this Form. Click next Form ‘Supply/Contract Categories’. Fill up the details, Save and continue the process till payments details.

Location Selection for registration:

This form enables vendor to select Business Line i.e. concerned SBUs or refineries and location of operation i.e State(s). Press control key and select multiple lines under Business line & State. Click >> Selected lines will move to selected box. Click on Populate Location to save the selected data and display the HPCL locations for the selected States. Multiple HPCL locations can be selected for registration purpose.

HPCL has 7 Strategic Business Units like Retail, LPG, Direct Sales, Visakh Refinery, Mumbai Refinery, P&P and Aviation. Each of these SBUs have a Vendor management Committee. Vendor to choose the SBU with which he wishes to carry out business primarily.

Select Supplier / Contract categories in a similar way. After selection click save

After selecting the secondary business unit, vendor to choose the States where he wishes to execute jobs and subsequently the HPCL locations where he is interested in registering for job execution/supply.

Vendor to click on ‘Click here for secondary locations’ to select other SBUs in addition to primary SBU. It also enables him to select job locations (State wise) where he wishes to execute job

Click on Registered Items to specify the specific item classes under the selected supply/ contract category for which registration is sought for.

This form enable vendor to enter details of items for which vendor want to register with HPCL. First select from drop down the contract / supply category.Select desired item description from the Drop down values in each row and enter the respective details and Save after entry for items under each contract/supply category is completed. Repeat action for multiple categories.

Completed form for Registered Items will appear as under. All selected items will be displayed under ‘Existing Selected Item’

Financial Details:

This form enables Vendor to enter financial details, Select period from drop down, enter net profit & annual turnover. Save the details.

Banker Details:

This form enables vendor to enter Banker’s details. Click the link Update Banker Details, enter Bank name and address etc. Save the details.

Major Contract Details:

The Bank details and the Major contract details are required to be filled up in separate pages.

This form enables vendor to enter details on executed Major contracts. Click on Link Major Contract Details, enter organization name, work location, job description, value etc .Save the details.

License Details:

This form enables vendor to enter details of the statutory Licenses and Registration. From drop down values select the license title and enter the details. Repeat for multiple licenses. Save the details.

Standard Organization:

This form enables vendor to enter details of Registration with Standard Organization like BIS, ISO, DGS&D, PESO, IBR etc. Click on link Update Standard Organization, enter details. Save the details

Other Relevant Details:

Vendor to enter details of resource and experience in brief in box provided. Manpower Status shall be entered in details as per given format. Save the details.

HPCL and Other References:

This form enables vendor to enter details of existing HPCL registration, job executed also for other companies in energy , manufacturing sectors etc . Click on link Update Reference Details / HPCL-Relation details, enter the details .Select next rows to enter multiple data. Save the details.

Vendor to update his previous registration details with HPCL and other corporates here. Also he is required to update in case any of the Directors/Owners are ex-employee of HPCL

Attachment of Soft Copy:

This form enables vendor to upload documents mentioned in above completed forms. The documents shall be Non editable, in Zip format and each shall not exceed 1000KB. Mandatory attachments are denoted with (Required *).

Payment Details:

This form is to enter Payment – DD detail. Save the details.

1. A Demand Draft of Rs.5000/- from a Scheduled Bank [other than Co-operative Banks] payable to “M/s Hindustan Petroleum Corporation Ltd.”, towards the Application Fee to be sent to the ‘Primary Location’ chosen by you. A Covering note to be enclosed along with the DD with details such as Name, address, contacts, Application number of the Vendor. Application Fee is non-refundable.

2. In case previously registered with HPCL then the DD for 5000/- is not required. However vendor to provide the reference of the original registration certificate along with the copy of the same in case registered previously.

Declaration:

Vendor shall fill the relevant data, save the details

FINAL CONFIRMATION:

This form is to confirm the above completed forms. Click on FINAL CONFIRMATION. An alert popup window will open. Click OK to submit.

On clicking the ok button the registration will get submitted to the Vendor Management Officer of the Primary Registering location as mentioned in the application. Please submit you DD to this office in case applicable.

Vendor Management officer will communicate with the registering vendor in the portal system wherein queries will be raised by HPCL and the same can be viewed and responded by the vendor in the tab ‘Communications’. The query will appear as below and vendor needs to click on ‘Reply’ to respond to the query.

After sending his response the vendor can view his response by clicking on ‘Sent Items’ link.

Multiple queries can be raised by the Vendor Management Officer and the vendor is required to respond to these queries. An email alert will be generated to the registered email id of the vendor advising him that a query has been raised against his registration.