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GN Supply Chain Mgmt – Overview/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 1 of 3
Supply Chain Management Guidance Note July 2015 | Version 1.0
1. Process Overview
1.1. Introduction
1.1.1. The Supply Chain Management system is used by the Landmarc commercial team to record and manage the approval and accreditation process for all external suppliers and contractors.
1.1.2. It has an external facing portal which allows third party suppliers and contractors to manage their company details via a secure logon, thus ensuring that external third parties retain control over their own data and reducing the effort required by the Landmarc commercial team.
1.1.3. The commercial team use an internal portal to complete the approval and accreditation process.
1.1.4. The accreditation process has five stages:
• Activate Login – Supplier • Submit Basic Details – Supplier • Approval to Proceed - Landmarc • Application - Supplier • Evaluation - Landmarc
1.1.5. Once a supplier or contractor is approved and accredited, the company details are provided to the Landmarc finance management system to permit the raising of purchase orders and invoices.
1.1.6. The Supply Chain Management system is the master data source for all approval and accreditation information.
1.1.7. Notifications are used to alert external partners and the Landmarc commercial team when an application’s status has changed or actions are required on approved partners. An example of this is forthcoming expiry of insurance cover.
1.1.8. Access to the system for external suppliers is controlled via secure logon utilising an email address and unique password, and for Landmarc staff using single sign-on via Active Directory.
1.1.9. This application has been tested with Microsoft Internet Explorer version 8 and 9, and may not function correctly on other browsers or versions.
GN Supply Chain Mgmt – Overview/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 2 of 3
2. Conventions
2.1. System
2.1.1. Throughout the system mandatory fields are marked with a red asterisk.
2.2. Guidance Notes
2.2.1. References to on-screen fields are shown in square brackets e.g. [Registered Company Name].
2.2.2. References to links are shown in single quotation marks e.g. ‘Home’.
2.2.3. References to buttons are shown in parenthesis e.g. (Submit).
2.2.4. Notes are highlighted in bold text e.g. Note that the (Submit) button is not available until an application is complete
3. Glossary
Term Definition Contractor Supplier of services
Supplier Supplier of physical goods
Third Party Supplier of services or physical goods
GN Supply Chain Mgmt – Overview/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 3 of 3
GN Supply Chain Mgmt – Register Supplier/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 1 of 3
Supply Chain Management Guidance Note July 2015 | Version 1.0
1. Activate Login
1.1. Introduction
1.1.1. This document describes the process to activate a login as a supplier in Landmarc’s Supply Chain Management service.
2. Stage 1 – Activation
2.1. Overview
2.1.1. Stage 1 in the 5 stage approval and accreditation process is for a third party to activate a logon, whereby their email address is validated; this process prevents erroneous requests being made.
2.2. Method
2.2.1. Navigate to the Landmarc Supply Chain Portal via the web address as provided by the Landmarc commercial manager.
2.2.2. Click ‘Login/Register’, see figure below.
Login/Register
GN Supply Chain Mgmt – Register Supplier/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 2 of 3
2.2.3. Navigate to the Register New User screen by clicking the ‘Register’ link, see figure below.
2.2.4. Enter requested data, as described in the table below
2.2.5. Click the (Register) button see figure below.
Register
Register
GN Supply Chain Mgmt – Register Supplier/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 3 of 3
2.2.6. The email address provided is then validated via an automated email sent to the user with a link to verify the email address see figure below. Note: If the validation email does not appear in your inbox please check the junk email folder.
2.2.7. Once the email is received and the link is followed the account is activated, see figure below. The third party is then able to request approval to proceed. Note: It is not possible to progress any further in the application process without the email address being validated and the account activated.
2.2.8. The following table lists the available fields, the data types and whether or not they are mandatory.
Field Type Description MandatoryEmail Alpha/Numeric User email address Yes
Confirm Email Alpha/Numeric User email address Yes
First Name Alpha User first name Yes
Last Name Alpha User last name Yes
Password Alpha/Numeric User chosen password Yes
Confirm Password Alpha/Numeric User chosen password Yes
GN Supply Chain Mgmt – Request Approval to Proceed/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 1 of 3
Supply Chain Management Guidance Note July 2015 | Version 1.0
1. Submit Basic Details
1.1. Introduction
1.1.1. This document describes the process for a supplier to submit basic details in Landmarc’s Supply Chain Management service.
2. Stage 2 – Submit Basic Details
2.1. Overview
2.1.1. When a third party user has an activated account they are able to proceed to stage 2 in the approval and accreditation process, and submit basic details to become a supplier, contractor or both. This entails entering minimal information into the system, which is sufficient to provide the commercial team with the ability to vet potential third parties at an early stage and decide if that service is required. If not it enables the process to terminate at an early stage before excessive time or effort has been expended by either party.
2.2. Method
2.2.1. Navigate to the Landmarc Supply Chain Portal, see figure below, via the web address as provided by the Landmarc commercial manager
2.2.2. Click ‘Register Supplier’.
Register Supplier
GN Supply Chain Mgmt – Request Approval to Proceed/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 2 of 3
2.2.3. Enter the required information as described in in the table below.
2.2.4. Click the (Register) button, see figure below. Once this is successfully completed a confirmation message will be displayed, see following figure.
Please ensure you fully describe the Products or Services you offer as Landmarc will use these details to allocate appropriate categories to you on the database.
Register
GN Supply Chain Mgmt – Request Approval to Proceed/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 3 of 3
2.2.5. The following table lists the available fields, data types and whether or not they are mandatory.
Field Type Description Mandatory Business Name Alpha/Numeric Full business name Yes
Product/Services Alpha/Numeric Enter textual description of products or services
offered Yes
Country Drop down list Country of registered business. Note that this
cannot be changed once submitted Yes
Line 1 Alpha/Numeric First line of registered business address Yes
Line 2 Alpha/Numeric Second line of registered business address No
Town Alpha Town of registered business address Yes
County/State Alpha County of registered business address Yes
Postcode/Zip Code Alpha/Numeric Postcode of registered business address Yes
Region(s) Multiple select drop
down list
Select all entries that apply. Note: at least one
selection must be made Yes
Landmarc
Contact/Comment Alpha Landmarc commercial manager name Yes
Website Address Alpha/Numeric Business website address No
Company
Registration No Alpha/Numeric Company registration number No
VAT Registration
No Alpha/Numeric Company VAT registration number No
GN Supply Chain Mgmt – Supplier Landmarc Policies/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 1 of 1
Supply Chain Management Guidance Note July 2015 | Version 1.0
1. Landmarc Policies
1.1. Introduction
1.1.1. All external users of Landmarc IT systems must read and agree to all appropriate policies before access to the systems is permitted. Appropriate policies are checked at logon and any outstanding policies are displayed. Once all appropriate policies are agreed to, or if there are no outstanding policies then the system will automatically navigate to the home page.
1.2. Method
1.2.1. After a user has logged on, but before access to the system is granted, a screen with any outstanding policies is displayed – see figure below.
1.2.2. Click the (View Policy) button for each policy
When satisfied that you agree to be bound by the terms within the policy click the (Accept Policy) button for the appropriate policy.
GN Supply Chain Mgmt – Supplier Logging On/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 1 of 2
Supply Chain Management Guidance Note July 2015 | Version 1.0
1. Logging On
1.1. Introduction
1.1.1. Once you have activated a login you can log on to the system to complete an application and to update and maintain company details.
1.2. Method
1.2.1. Navigate to the Landmarc Supplier Portal.
1.2.2. Click ‘Login/Register’, see figure below.
Login/Register
GN Supply Chain Mgmt – Supplier Logging On/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 2 of 2
1.2.3. Enter registered email address and password, see figure below, and click the (Logon) button.
1.2.4. The following table lists the available fields, the data types and whether or not they are mandatory.
Field Type Description MandatoryEmail Alpha/Numeric User’s registered email address Yes
Password Alpha/Numeric User’s password Yes
Logon
GN Supply Chain Mgmt – Register Supplier/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 1 of 2
Supply Chain Management Guidance Note July 2015 | Version 1.0
1. Manage Logon
1.1. Introduction
1.1.1. Once you have an activated account you can use the ‘My Account’ functionality to manage your contact details.
1.1.2. You can only change details for the existing user, to change the registered user please contact the Landmarc Commercial team.
1.2. Overview
1.2.1. From any screen click ‘My Account’ on the menu bar, see figure below.
1.2.2. Click ‘Edit’ to change any contact information.
1.2.3. Click ‘Change Password’ to change your logon password.
1.2.4. Click the (Update) button to save any changes.
Change Password
Edit My Account
GN Supply Chain Mgmt – Register Supplier/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 2 of 2
1.3. Edit
1.3.1. Information can be updated by overtyping the required fields and then clicking the (Update) button.
1.3.2. The following table lists the available fields, the data types and whether or not they are mandatory.
Field Type Description Mandatory First name Alpha User’s first name Yes
Last Name Alpha User’s last name Yes
Email Alpha/Numeric User’s registered email address Yes
Confirm Email Alpha/Numeric User’s registered email address Yes
1.4. Change Password
1.4.1. To change the current password used to logon to the supplier portal complete all fields.
1.4.2. The following table lists the available fields, the data types and whether or not they are mandatory.
Field Type Description Mandatory Current Password Alpha/Numeric User’s current password Yes
New Password Alpha/Numeric Chosen password Yes
Confirm Password Alpha/Numeric Chosen password Yes
GN Supply Chain Mgmt – Supplier Reset Password/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 1 of 2
Supply Chain Management Guidance Note July 2015 | Version 1.0
1. Reset Password
1.1. Introduction
1.1.1. Provides the ability to reset the supplier’s password.
1.2. Method
1.2.1. Navigate to the Landmarc Supplier Portal.
1.2.2. Click ‘Login/Register’, see figure below.
Login/Register
GN Supply Chain Mgmt – Supplier Reset Password/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 2 of 2
Registered Email
Submit
Reset password
1.2.3. Click the ‘Reset password’ link, see figure below.
1.2.4. Enter the email address that you registered.
1.2.5. Click the (Submit) button, see figure below. You will then receive an automated email. Click the link in the email and it will take you to a screen where you can enter a new password.
1.2.6. The following table lists the available fields, the data types and whether or not they are mandatory.
Field Type Description MandatoryEmail Alpha/Numeric User’s registered email address Yes
GN Supply Chain Mgmt –Supplier Complete Application/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 1 of 13
Supply Chain Management Guidance Note July 2015 | Version 1.0
1. Complete Full Application (Products)
1.1. Introduction
1.1.1. This document describes the process for a Products supplier to complete a full application in Landmarc’s Supply Chain Management service.
2. Stage 4 – Application
2.1. Overview
2.1.1. Stage 4 in the accreditation process is the submission of a full application to become an approved supplier.
2.2. Method
2.2.1. Once informed that you have been approved for accreditation as a Landmarc contractor via an email from Landmarc, full functionality is provided when logging on to the supply chain portal.
2.2.2. Click the ‘Accreditation’ link, see figure below.
Accreditation
GN Supply Chain Mgmt –Supplier Complete Application/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 2 of 13
2.2.3. A tabbed page is presented to allow the completion of all relevant details, with a summary tab at the start to show the current status of the application, see figure below. Once all information has been entered the application can be submitted by clicking the (Submit) button on the summary tab. Note that the (Submit) button is not available until an application is complete.
2.2.4. Two buttons, (Save and Quit) and (Save and Continue) are available on each tab. (Save and Quit) will save entries made to date and navigate to the ‘Home’ page, whilst (Save and Continue) will save all entries made to date and navigate to the next logical tab in the accreditation process. All mandatory fields must be completed along with any optional fields that are relevant. The following tabs are applicable to a supplier of goods:
Supplier Details Contacts/Bank Products Contract Details Documents
GN Supply Chain Mgmt –Supplier Complete Application/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 3 of 13
2.3. Supplier Details
2.3.1. Enter details into the appropriate fields.
2.3.2. The following table lists the available fields, data types and whether or not they are mandatory.
2.3.3. Click either of the (Save) buttons.
Field Type Description Mandatory
Company Details Business Registered
Name Alpha/Numeric Business registered name Yes
Is a Trading Name
used? Checkbox Indicates if a trading name is used No
Trading Name Alpha/Numeric
Trading name if different from business
registered name. Note that this is mandatory
if ‘Is a Trading Name used?’ selected
Conditional
Company Type Drop down list Type of company Yes
Is the company an
SME? Checkbox Is company a Small and Medium Enterprise? No
Is it a Social
Enterprise? Checkbox Is company a social enterprise No
Has Branches? Checkbox Indicates if business has multiple branches No
Branch Specific POs
Required? Checkbox
Indicates if purchase orders must be raised
against each branch. Note only available if
[Has Branches] checked
No
Region(s) Multiple select drop
down list
Select all relevant regions that company
operates in Yes
Registered Office Address
Country Drop down list Country of registered head office address. This
cannot be amended once saved Yes
Line 1 Alpha/Numeric First line of registered head office address Yes
Line 2 Alpha/Numeric Second line of registered head office address if
appropriate No
Town Alpha Town of registered head office address Yes
County/State Alpha County of registered head office address Yes
Postcode/Zip Code Alpha/Numeric Postcode of registered head office address Yes
Head Office Address
Type Address Below Radio button
Select to enter address manually. Note that
these fields are mutually exclusive and only
1 may be selected
Conditional
Copy Registered
Address Radio button
Select to copy registered address. Note that
these fields are mutually exclusive and only
1 may be selected
Conditional
Country Drop down list Country of registered head office address. This
cannot be amended once saved Yes
Line 1 Alpha/Numeric First line of registered head office address Yes
Line 2 Alpha/Numeric Second line of registered head office address if
appropriate No
Town Alpha Town of registered head office address Yes
County/State Alpha County of registered head office address Yes
GN Supply Chain Mgmt –Supplier Complete Application/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 4 of 13
Postcode/Zip Code Alpha/Numeric Postcode of registered head office address Yes
Contact Details
Phone No Numeric Telephone number of registered head office
address Yes
Fax No Numeric Fax number of registered head office address if
appropriate No
Company Email Alpha/Numeric Company email address No
Landmarc
Contact/Comment Alpha Name of contact within Landmarc Yes
Website Address Alpha/Numeric Company website address No
Company
Registration No Text Company registration number if appropriate No
VAT Registration No Text Company VAT registration number if
appropriate No
GN Supply Chain Mgmt –Supplier Complete Application/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 5 of 13
2.4. Contacts/Bank Tab
2.4.1. Enter details into the appropriate fields.
2.4.2. The following table lists the available fields, data types and whether or not they are mandatory.
2.4.3. Click either of the (Save) buttons.
Field Type Description Mandatory
Account Manager First Name Alpha Company account manager first name Yes
Surname Alpha Company account manager surname Yes
Phone No Numeric Company account manager telephone number Yes
Fax No Numeric Company account manager fax number if
applicable No
Email Alpha/numeric Company account manager email address Yes
Bank Details Bank Account
Name Alpha/Numeric Company bank account name Yes
Is this a Factor
Company a/c Checkbox
Bank Account
Country Drop down list Country where bank account is held Yes
UK Bank
Account Number Numeric Company bank account number Yes
Sort Code Numeric
Company bank account sort code nn-nn-nn,
where n represents a digit 0 – 9. Note that the
focus automatically moves to the next box
when 2 digits are entered
Yes
USA Bank
Account Number Numeric Company bank account number Yes
Account Holding
Branch Alpha / Numeric Account holding branch Yes
Bank Identification
Code Yes
ABA Routing
Transit No. Yes
Other Bank
Account Number Numeric Company bank account number Yes
Account Holding
Branch Alpha / Numeric Account holding branch Yes
Bank Identification
Code Yes
IBAN Yes
Accounts Dept Accounts Phone
No Numeric
Company accounts department telephone
number Yes
Accounts Fax No Numeric Company accounts department fax number if
applicable No
Accounts Email Alpha/Numeric Company accounts department email address Yes
Payment Options
GN Supply Chain Mgmt –Supplier Complete Application/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 6 of 13
Payment Currency Drop down list Required payment currency Yes
Payment Address
Type Address
Below Radio button
Select to enter address manually. Note that
these fields are mutually exclusive and only 1
may be selected
Conditional
Use Registered
Address Radio button
Select to copy registered address. Note that
these fields are mutually exclusive and only 1
may be selected
Conditional
Use Head Office
Address Radio button
Select to copy head office address. Note that
these fields are mutually exclusive and only 1
may be selected
Conditional
Country Drop down list Country of registered head office address. This
cannot be amended once saved Yes
Line 1 Alpha/Numeric First line of registered head office address Yes
Line 2 Alpha/Numeric Second line of registered head office address if
appropriate No
Town Alpha Town of registered head office address Yes
GN Supply Chain Mgmt –Supplier Complete Application/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 7 of 13
2.5. Branches Tab
2.5.1. This tab is used to add additional branches. Note that this tab only appears if [Has Branches] is checked on the ‘Supplier Details’ tab.
2.5.2. Branches only need to be added if purchase orders have to be branch specific.
2.5.3. Click the ‘Add a Branch’ link.
2.5.4. Enter details as described in the table below.
2.5.5. Click the (Save) button.
2.5.6. The following table lists the available fields, data types and whether or not they are mandatory.
Field Type Description Mandatory Branch Name Alpha / Numeric Branch Name No
Branch Address
Country Drop down list Country Yes
Address Line 1 Alpha/Numeric Address Line 1 Yes
Address Line 2 Alpha/Numeric Address Line 2 No
Town Alpha Town Yes
County/State Alpha County/State Yes
Postcode/Zip Code Alpha/Numeric Postcode/Zip Code Yes
Contact Details
Branch Contact
First Name Alpha Branch Contact First Name No
Branch Contact
Surname Alpha Branch Contact Surname No
Phone No Numeric Phone No Yes
Fax No Numeric Fax No No
Branch Email Alpha / Numeric Branch email address No
Security Contact
First Name Alpha Security Contact First Name No
Security Contact
Surname Alpha Security Contact Surname No
Security Contact
Phone No Numeric Telephone number No
Security Contact
Email Alpha/Numeric Security Contact Email No
GN Supply Chain Mgmt –Supplier Complete Application/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 8 of 13
2.6. Products Tab
2.6.1. Product categories selected by Landmarc based on the information provided under the Submit Basic Details process are automatically displayed in the Product Categories Supplied section; see guidance note Request Approval to Proceed.
2.6.2. To add Product Categories:
Select the product category from the drop down list Click the (Add) button, see figure below Repeat first 2 steps for any additional categories Click the ‘Continue’ link
Add button Category list
Categories selected
No. of sub-categories
Edit & Edit/Delete
GN Supply Chain Mgmt –Supplier Complete Application/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 9 of 13
2.6.3. The following table lists the available fields, data types and whether or not they are mandatory.
Field Type Description Mandatory New Category Drop down list Product category list Yes
Supplied? Checkbox Checkbox to indicate that selected product is
supplied No
2.6.4. To delete Product Categories:
Product categories that have been added can be deleted if added in error Click the ‘Edit/Delete’ link for the selected category, see figure below. Click the (Delete
All) button on the Product Sub Category screen, see Figure 6 4 Delete Category. Note: Categories selected during the initial request to proceed cannot be deleted
Click the (Save) button.
Delete All
GN Supply Chain Mgmt –Supplier Complete Application/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 10 of 13
2.6.5. To amend Product Sub Categories:
Click the ‘Edit/Delete’ link for the selected category, see figure below Select or deselect the required sub categories. Note: At least one sub category must be
selected for each product category listed Click the (Save) button, see figure below
2.6.6. The number of sub-categories selected for each category listed is shown in the Sub-Cats column on the Products tab, see figure below.
Sub Categories
Save
GN Supply Chain Mgmt –Supplier Complete Application/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 11 of 13
2.7. Contract Details Tab
2.7.1. Suppliers must either agree to the NEC3 framework or provide their own terms for Landmarc’s approval. For those wishing to abide by the NEC3 agreement:
Download the Framework Contract by clicking the ‘Download’ link next to the agreement Download the Contract Information by clicking the ‘Download’ link next to the information Print and sign the Framework Contract which must be uploaded Tick the [NEC3 Framework Agreed?] checkbox
2.7.2. For suppliers wishing to provide their own terms:
Tick the [Credit Term Agreement?] checkbox Click either of the two (Save) buttons. Note: If the data is not saved the option to upload
the supplier Terms and Conditions will not be available Upload own credit terms
GN Supply Chain Mgmt –Supplier Complete Application/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 12 of 13
2.7.3. Click either of the (Save) buttons.
2.7.4. Landmarc will subsequently review, and if agreed, sign and upload the credit terms. Once this has been completed the application will be passed back to the supplier who then needs to complete the following tasks:
Enter the [Credit Limit] Enter the [Payment Terms] Click the (Save) button
2.7.5. The following table lists the available fields, data types and whether or not they are mandatory.
Field Type Description Mandatory
Main Details
NEC3 Framework
Agreed? Checkbox
NEC3 Framework Agreed? Note: either the
[NEC3 Framework Agreed?] or the [Credit
Term Agreement?] must be selected
Conditional
Credit Term
Agreement? Checkbox
Credit Term Agreement? Note: either the [NEC3
Framework Agreed?] or the [Credit Term
Agreement?] must be selected
Conditional
Credit Limit: Numeric Credit Limit Note: Mandatory if [Credit Term
Agreement?] selected Conditional
Payment Term Numeric Payment Terms (Days) Mandatory if [Credit
Term Agreement?] selected Conditional
Landmarc Account
Reference Alpha / Numeric Landmarc account reference number No
Volume Discount Percentages
Level 1 Numeric
Level of discount applied at this level, in the
format n.nn where n is a digit in the range 0 – 9
inclusive
No
Level 2 Numeric
Level of discount applied at this level, in the
format n.nn where n is a digit in the range 0 – 9
inclusive
No
Level 3 Numeric
Level of discount applied at this level, in the
format n.nn where n is a digit in the range 0 – 9
inclusive
No
Level 4 Numeric
Level of discount applied at this level, in the
format n.nn where n is a digit in the range 0 – 9
inclusive
No
Level 5 Numeric
Level of discount applied at this level, in the
format n.nn where n is a digit in the range 0 – 9
inclusive
No
Level 6 Numeric
Level of discount applied at this level, in the
format n.nn where n is a digit in the range 0 – 9
inclusive
No
Level 7 Numeric
Level of discount applied at this level, in the
format n.nn where n is a digit in the range 0 – 9
inclusive
No
GN Supply Chain Mgmt –Supplier Complete Application/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 13 of 13
2.8. Documents Tab
2.8.1. This tab is used to upload required documents. Suppliers must upload either a signed NEC3 Framework Contract or signed copy of their own terms and conditions. Note: the figure below may be different depending on whether the supplier has agreed to the NEC3 Framework Agreement or their own Terms and Conditions.
2.8.2. Select the document type from the drop down list, see figure below.
2.8.3. Click the (Browse) button, see figure below.
2.8.4. Navigate to and select the required file.
2.8.5. Click the (Open) button.
2.8.6. Click the (Upload) button, see figure below.
2.8.7. The following table lists the available fields, data types and whether or not they are mandatory.
Field Type Description Mandatory Document Type Drop down list Type of document to be uploaded Yes
File Name Browse function Enables explorer window to navigate to the
required document Yes
Document Type
Browse Button Upload Button
GN Supply Chain Mgmt –Contractor Complete Application/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 1 of 16
Supply Chain Management Guidance Note July 2015 | Version 1.0
1. Complete Full Application (Services)
1.1. Introduction
1.1.1. This document describes the process for a Service supplier to complete a full application in Landmarc’s Supply Chain Management service.
2. Stage 4 – Application
2.1. Overview
2.1.1. Stage 4 in the accreditation process is the submission of a full application to become an approved contractor.
2.2. Method
2.2.1. Once informed that you have been approved for accreditation as a Landmarc contractor via an email from Landmarc, full functionality is provided when logging on to the supply chain portal.
2.2.2. Click the ‘Accreditation’ link, see figure below.
Accreditation
GN Supply Chain Mgmt –Contractor Complete Application/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 2 of 16
2.2.3. A tabbed page is presented to allow the completion of all relevant details, with a summary tab at the start to show the current status of the application, see figure below. Once all information has been entered the application can be submitted by clicking the (Submit) button on the summary tab. Note that the (Submit) button is not available until an application is complete.
2.2.4. Two buttons, (Save and Quit) and (Save and Continue) are available on each tab. (Save and Quit) will save entries made to date and navigate to the ‘Home’ page, whilst (Save and Continue) will save all entries made to date and navigate to the next logical tab in the accreditation process. All mandatory fields must be completed along with any optional fields that are relevant. The following tabs are applicable to a contractor:
Supplier Details Contacts Contractor Details Services Contract Details Upload Documents Insurances
GN Supply Chain Mgmt –Contractor Complete Application/1.0/Jul 2015 UNCONTROLLED DOCUMENT IF COPIED OR PRINTED | Page 3 of 16
2.3. Supplier Details
2.3.1. Enter details into the appropriate fields.
2.3.2. Click either of the (Save) buttons.
2.3.3. The following table lists the available fields, data types and whether or not they are mandatory.
Field Type Description Mandatory
Company Details Business Registered
Name Alpha/Numeric Business registered name Yes
Is a Trading Name
used? Checkbox Indicates if a trading name is used No
Trading Name Alpha/Numeric
Trading name if different from business
registered name. Note that this is mandatory
if ‘Is a Trading Name used?’ selected
Conditional
Company Type Drop down list Type of company Yes
Is the company an
SME? Checkbox Is company a Small and Medium Enterprise? No
Is it a Social
Enterprise? Checkbox Is company a social enterprise No
Has Branches? Checkbox Indicates if business has multiple branches No
Branch Specific POs
Required? Checkbox
Indicates if purchase orders must be raised
against each branch. Note only available if
[Has Branches] checked
No
Region(s) Multiple select drop
down list
Select all relevant regions that company
operates in Yes
Registered Office Address
Country Drop down list Country of registered head office address. This
cannot be amended once saved Yes
Line 1 Alpha/Numeric First line of registered head office address Yes
Line 2 Alpha/Numeric Second line of registered head office address if
appropriate No
Town Alpha Town of registered head office address Yes
County/State Alpha County of registered head office address Yes
Postcode/Zip Code Alpha/Numeric Postcode of registered head office address Yes
Head Office Address
Type Address Below Radio button
Select to enter address manually. Note that
these fields are mutually exclusive and only
1 may be selected
Conditional
Copy Registered
Address Radio button
Select to copy registered address. Note that
these fields are mutually exclusive and only
1 may be selected
Conditional
Country Drop down list Country of registered head office address. This
cannot be amended once saved Yes
Line 1 Alpha/Numeric First line of registered head office address Yes
Line 2 Alpha/Numeric Second line of registered head office address if
appropriate No
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Town Alpha Town of registered head office address Yes
County/State Alpha County of registered head office address Yes
Postcode/Zip Code Alpha/Numeric Postcode of registered head office address Yes
Contact Details
Phone No Numeric Telephone number of registered head office
address Yes
Fax No Numeric Fax number of registered head office address if
appropriate No
Company Email Alpha/Numeric Company email address No
Landmarc
Contact/Comment Alpha Name of contact within Landmarc Yes
Website Address Alpha/Numeric Company website address No
Company
Registration No Text Company registration number if appropriate No
VAT Registration No Text Company VAT registration number if
appropriate No
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2.4. Contacts Tab
2.4.1. Enter details into the appropriate fields.
2.4.2. Click either of the (Save) buttons.
2.4.3. The following table lists the available fields, data types and whether or not they are mandatory.
Field Type Description Mandatory
Account Manager First Name Alpha Company account manager first name Yes
Surname Alpha Company account manager surname Yes
Phone No Numeric Company account manager telephone number Yes
Fax No Numeric Company account manager fax number if
applicable No
Email Alpha/numeric Company account manager email address Yes
Bank Details Bank Account
Name Alpha/Numeric Company bank account name Yes
Is this a Factor
Company a/c Checkbox
Bank Account
Country Drop down list Country where bank account is held Yes
UK Bank
Account Number Numeric Company bank account number Yes
Sort Code Numeric
Company bank account sort code nn-nn-nn,
where n represents a digit 0 – 9. Note that the
focus automatically moves to the next box
when 2 digits are entered
Yes
USA Bank
Account Number Numeric Company bank account number Yes
Account Holding
Branch Alpha / Numeric Account holding branch Yes
Bank Identification
Code Yes
ABA Routing
Transit No. Yes
Other Bank
Account Number Numeric Company bank account number Yes
Account Holding
Branch Alpha / Numeric Account holding branch Yes
Bank Identification
Code Yes
IBAN Yes
Accounts Dept Accounts Phone
No Numeric
Company accounts department telephone
number Yes
Accounts Fax No Numeric Company accounts department fax number if
applicable No
Accounts Email Alpha/Numeric Company accounts department email address Yes
Payment Options
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Payment Currency Drop down list Required payment currency Yes
Payment Address
Type Address
Below Radio button
Select to enter address manually. Note that
these fields are mutually exclusive and only 1
may be selected
Conditional
Use Registered
Address Radio button
Select to copy registered address. Note that
these fields are mutually exclusive and only 1
may be selected
Conditional
Use Head Office
Address Radio button
Select to copy head office address. Note that
these fields are mutually exclusive and only 1
may be selected
Conditional
Country Drop down list Country of registered head office address. This
cannot be amended once saved Yes
Line 1 Alpha/Numeric First line of registered head office address Yes
Line 2 Alpha/Numeric Second line of registered head office address if
appropriate No
Town Alpha Town of registered head office address Yes
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2.5. Contractor Details Tab
2.5.1. Enter the required information as described in the table below.
2.5.2. Click either of the 2 (Save) buttons, see figure below.
2.5.3. The following table lists the available fields, data types and whether or not they are mandatory.
Field Type Description Mandatory
National Insurance
Number Alpha/Numeric
National insurance number. Note: Only
applicable for companies with a status of sole
traders and partnerships
Conditional
Unique Tax
Reference No Numeric
Unique tax reference number 10 digits with no
space Yes
Security Point of Contact First Name Alpha Point of contact first name Yes
Surname Alpha Point of contact surname Yes
Phone No Numeric Point of contact telephone number Yes
Email Alpha/Numeric Point of contact email address Yes
Save and Quit Save and Continue
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2.6. Branches Tab
2.6.1. This tab is used to add additional branches. Note that this tab only appears if [Has Branches] is checked on the ‘Supplier Details’ tab.
2.6.2. Branches only need to be added if purchase orders have to be branch specific.
2.6.3. Click ‘Add a Branch’ to add a branch
2.6.4. Enter details as described in the table below.
2.6.5. Click the (Save) button.
2.6.6. The following table lists the available fields, data types and whether or not they are mandatory.
Field Type Description Mandatory Branch Name Alpha / Numeric Branch Name No
Branch Address
Country Drop down list Country Yes
Address Line 1 Alpha/Numeric Address Line 1 Yes
Address Line 2 Alpha/Numeric Address Line 2 No
Town Alpha Town Yes
County/State Alpha County/State Yes
Postcode/Zip Code Alpha/Numeric Postcode/Zip Code Yes
Contact Details
Branch Contact
First Name Alpha Branch Contact First Name No
Branch Contact
Surname Alpha Branch Contact Surname No
Phone No Numeric Phone No Yes
Fax No Numeric Fax No No
Branch Email Alpha / Numeric Branch email address No
Security Contact
First Name Alpha Security Contact First Name No
Security Contact
Surname Alpha Security Contact Surname No
Security Contact
Phone No Numeric Telephone number No
Security Contact
Email Alpha/Numeric Security Contact Email No
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2.7. Services Tab
2.7.1. Service categories selected by Landmarc based on the information provided under the Submit Basic Details process are automatically displayed in the Service Categories Supplied section; see guidance note Request Approval to Proceed
2.7.2. To add Service Categories:
Select the service category from the drop down list Click the (Add) button, see figure below Repeat the first 2 steps for any additional categories Click the ‘Continue’ link
The following table lists the available fields, data types and whether or not they are mandatory. Field Type Description Mandatory New Category Drop down list Service category list Yes
Supplied? Checkbox Checkbox to indicate that selected service is
supplied No
Add button Categories No. of sub-categories
Edit & Edit/Delete Categories
selected
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2.7.3. To delete Service Categories:
Service categories that have been added can be deleted if added in error. Click the ‘Edit/Delete’ link for the selected category, see figure below. Click the (Delete
All) button on the Service Sub Category screen, see figure below. Note: Categories selected during the initial request to proceed cannot be deleted.
Click the (Save) button
Delete All
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2.7.4. To amend Service Sub Categories:
Click the ‘Edit/Delete’ link for the selected category, see figure below. Select or deselect the required sub categories. Note: At least one sub category must
be selected for each product category listed. Click the (Save) button, see figure below.
2.7.5. The number of sub-categories selected for each category listed is shown in the Sub-Cats column on the Products tab, see figure below.
Save Sub
Categories
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2.8. Contract Details Tab
2.8.1. Contractors must agree to the NEC3 framework:
Download the Framework Contract by clicking the ‘Download’ link next to the agreement Download the Contract Information by clicking the ‘Download’ link next to the information Print and sign the Framework Contract which must be Tick the [NEC3 Framework
Agreed?] checkbox
2.8.2. Click either of the (Save) buttons.
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2.8.3. The following table lists the available fields, data types and whether or not they are mandatory.
Field Type Description Mandatory
Main Details NEC3 Framework
Agreed? Checkbox NEC3 Framework agreed? Yes
Volume Discount Percentages
Level 1 Numeric
Level of discount applied at this level, in the
format n.nn where n is a digit in the range 0 – 9
inclusive
No
Level 2 Numeric
Level of discount applied at this level, in the
format n.nn where n is a digit in the range 0 – 9
inclusive
No
Level 3 Numeric
Level of discount applied at this level, in the
format n.nn where n is a digit in the range 0 – 9
inclusive
No
Level 4 Numeric
Level of discount applied at this level, in the
format n.nn where n is a digit in the range 0 – 9
inclusive
No
Level 5 Numeric
Level of discount applied at this level, in the
format n.nn where n is a digit in the range 0 – 9
inclusive
No
Level 6 Numeric
Level of discount applied at this level, in the
format n.nn where n is a digit in the range 0 – 9
inclusive
No
Level 7 Numeric
Level of discount applied at this level, in the
format n.nn where n is a digit in the range 0 – 9
inclusive
No
SSIP Details SSIP Categories Multi-select list Categories No
SSIP Expiry Date Date SSIP expiry date Yes
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2.9. Documents Tab
2.9.1. This tab is used to upload required documents.
2.9.2. Select the document type from the drop down list, see figure below.
2.9.3. Click the (Browse) button, see figure below.
2.9.4. Navigate to and select the required file.
2.9.5. Click the (Open) button.
2.9.6. Click the (Upload) button, see figure below.
2.9.7. The following table lists the available fields, data types and whether or not they are mandatory.
Field Type Description Mandatory Document Type Drop down list Type of document to be uploaded Yes
File Name Browse function Enables explorer window to navigate to the
required document Yes
Document Type
Browse Button Upload Button
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2.10. Insurances Tab
2.10.1. Contractors must upload all relevant insurance certificates. Note: Only PDF files can be uploaded.
2.10.2. Select the [Insurance Type], see figure below.
2.10.3. Click the (Browse) button, see figure below.
2.10.4. Click the (Upload) button, see figure below.
2.10.5. Enter the [Level of Cover]
2.10.6. Enter the [Expiry Date.
Document Type
Browse Button Upload Button
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2.10.7. The following table lists the available fields, data types and whether or not they are mandatory.
Field Type Description Mandatory Insurance Type Drop down list Type of insurance Yes
Level of Cover Numeric Level of cover provided by insurance Yes
Expiry Date Date Insurance expiry date Yes
File name Browse function Filename of insurance certificate image Yes
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