Www.denbighshire.gov.uk SUPPLIER REGISTRATION USER GUIDE for New Suppliers

www.denbighshire.gov.ukwww.sirddinbych.gov.uk

SUPPLIER REGISTRATION USER GUIDE

for New Suppliers


Supported Browsers

The portal will work best on the following web browsers… •Microsoft Internet Explorer 9 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.


IntroductionThis User Guide is intended for new suppliers who wish to register on the PROACTIS Supplier Portal. If you’ve received a letter from the Council containing a unique access code then please do not use this guide, instead use the Supplier Registration for Access Code Suppliers guide. If you’ve received a unique pin code from the Council then please use the Supplier Registration for Pin Code Suppliers guide.

You will need to click on the link to the PROACTIS Supplier Portal, which can be accessed from the councils E-Procurement page

https://www.denbighshire.gov.uk/en/business/business-opportunities/current-tenders.aspx

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


Supplier Portal Home Page

Once you’ve reached the Portal (from clicking on the link from the E-Procurement page), you should see the following:-

Click on Sign up.


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 Details

Populate the fields on the form – fields marked with an asterisk are mandatory. Organisation ID can be anything you like, so make it memorable. Login Name defaults to ADMIN. Once completed, Click Register.


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. Please make sure you tick Denbighshire County Council, however you may tick as many Buyers as you like but please make sure if you are a business that can only supply to specific areas of the country you don’t tick Buyers who you won’t be able to supply too.


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 and also make a note of your Organisation ID and Login Name. You will need these to log in to the system following completion of registration. Click on Complete Registration. This will then take you to the Supplier Portal Home page.


Supplier Portal Home PageFor 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 please access the link to reset.

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

Documents

Www.denbighshire.gov.uk SUPPLIER REGISTRATION USER GUIDE for New Suppliers