USER GUIDE Abu Dhabi Investment Authority · Abu Dhabi Investment Authority . 02-04 Supplier Bank...

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OUM USER GUIDE

Abu Dhabi Investment Authority 02-04 Supplier Bank Account Update and Approval

Author: Abu Dhabi Investment Authority

Creation Date: 29-Jan-17

Last Updated: 29-Jan-17

Document Ref: ADIA/User Guide/2.2.5

Version: V1

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Index

Index ......................................................................................................................................... 2

02-04 Supplier Bank Account Update and Approval ......................................................... 3

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02-04 Supplier Bank Account Update and Approval Requirement – To allow Supplier user to add/create or update bank accounts in ARMS

Pre-Requisite - Supplier is registered in ARMS and has a valid login ID and passwords to access Suitable iSupplier Portal Responsibility to update (add or create a bank account). Supplier profile must have at least one address (site) created. In ADIA business process, a supplier bank account has always an associated address (or site).

External User (Supplier) URL https://supplier.adia.ae/OA_HTML/AppsLocalLogin.jsp

System & Browser Requirement Windows 10, Windows 8.1 & Windows 7 users will require Internet Explorer 11

Windows Vista users will require Internet Explorer 9

In the steps where Supplier has action to click on any favorite icon on his ARMS Homepage, and If supplier is not able to see any favorites functions in his homepage, he should refer to guide “01-01 Supplier Registration” to learn how to add favorites to his homepage.

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Role Supplier

Step Supplier Logins to ARMS

Step Details Supplier Logins to ARMS

Responsibility None

Navigation None

Action Enter user name, password and click on login button

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Role Supplier

Step Supplier access homepage of iSupplier Portal Full Access (ARMS) responsibility

Step Details Supplier access homepage of iSupplier Portal Full Access (ARMS) responsibility

Responsibility None

Navigation Homepage

Action Click on Homepage icon of iSupplier Portal Full Access (ARMS) responsibility

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Role Supplier

Step Supplier clicks on Admin Tab

Step Details On iSupplier homepage, supplier clicks on Admin Tab

Responsibility iSupplier Portal Full Access

Navigation Homepage > admin

Action Click on Admin Tab

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Role Supplier

Step Supplier accesses Banking Details

Step Details Supplier accesses his Banking details section

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details

Action Click on Banking details under profile management

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Role Supplier

Step Supplier views all assignments in Banking details

Step Details Supplier views all assignments in Banking details

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details

Action In View > All Assignments > Click on Go Button

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Role Supplier

Step Supplier navigates to assignment

Step Details Supplier navigates to assignment

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details

Action In Type column, for a desired address (not General), click on Assignments icon

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Role Supplier

Step Supplier clicks on create button to create a new bank account

Step Details Supplier clicks on create button to create a new bank account

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Create

Action Click on Create button to create a new Bank Account.

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Role Supplier

Step Supplier enters details on Create Bank account form

Step Details Supplier enters details on Create Bank account form

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments > Create Bank Account

Action In the country field, United Arab Emirates defaults. Do not change it. Account used for foreign payment is checked by default. Do not uncheck it.

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Role Supplier

Step Supplier enters details on Create Bank account form

Step Details Supplier enters details on Create Bank account form

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments > Create Bank Account

Action Click on radio button Existing bank and click on search icon of bank name

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Role Supplier

Step Supplier enters details on Create Bank account form

Step Details A popup opens up to show the list of all the suppliers.

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments > Create Bank Account

Action Click on Go button to search for all the banks setup in ADIA ARMS system

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Role Supplier

Step Supplier navigates through the list of available banks

Step Details Supplier navigates through the list of available banks

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments > Create Bank Account

Action Click on Next 10 or Previous 10 to browse through all the bank names.

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Role Supplier

Step Supplier navigates through the list of available banks

Step Details Supplier navigates through the list of available banks. If the bank required by supplier is not available in the list, please contact procurement@adia.ae, do not proceed to create bank account in ARMS application further in such case

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments > Create Bank Account

Action Click on Next 10 or Previous 10 to browse through all the bank name.

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Role Supplier

Step Supplier can also query for a specific bank

Step Details Supplier can also query for a specific bank

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments > Create Bank Account

Action To find a specific bank, enter bank name in the Search by Bank name field. If you do not know the full name of bank, search by partial name with % e.g. Abu%Dhabi%Islamic%Bank% and click on Go

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Role Supplier

Step Supplier can also query for a specific bank

Step Details Supplier can also query for a specific bank

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments > Create Bank Account

Action Review the result

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Role Supplier

Step Supplier queries for specific bank.

Step Details Supplier queries for specific bank. If the bank required by supplier does not appear in the results, please contact procurement@adia.ae do not proceed to create bank account in the ARMS application further in such case

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments > Create Bank Account

Action Select a suitable result value

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Role Supplier

Step The bank name is selected

Step Details The bank name is selected

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments > Create Bank Account

Action None

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Role Supplier

Step Supplier queries for the existing bank branch

Step Details Supplier queries for the existing bank branch

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments > Create Bank Account

Action Select the existing branch radio button and click on the branch name search icon

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Role Supplier

Step Supplier clicks on go button without any parameter value to search for all the bank branches

Step Details Supplier clicks on go button without any parameter value to search for all the bank branches

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments > Create Bank Account

Action The branch name search popup opens. Click on GO button to search for bank branches

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Role Supplier

Step Supplier reviews the existing bank branches

Step Details Supplier reviews the existing bank branches. If the bank branch required by supplier is not available, please contact procurement@adia.ae do not proceed further

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments > Create Bank Account

Action Review the results of search

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Role Supplier

Step Supplier selects the desired bank branch

Step Details Supplier selects the desired bank branch

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments > Create Bank Account

Action Select a desired branch and click on Select button

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Role Supplier

Step The bank branch defaults

Step Details The bank branch defaults

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments > Create Bank Account

Action Note that the desired branch is selected as Branch name

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Role Supplier

Step Supplier fill additional details on the bank account form

Step Details Supplier fill additional details on the bank account form

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments > Create Bank Account

Action Enter other details like Account number, IBAN number, Account name (name of account holder)

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Role Supplier

Step To select account currency, supplier clicks on Currency field

Step Details Supplier clicks on currency field to select currency

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments > Create Bank Account

Action Click on Currency LOV and click on More

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Role Supplier

Step Supplier searches for currency of his choice

Step Details Supplier searches for currency of his choice

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments > Create Bank Account

Action Click on Go button on the “Search and select: Currency” popup

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Role Supplier

Step Supplier searches for currency of his choice

Step Details Supplier searches for currency of his choice

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments > Create Bank Account

Action Click on Next 10 to browse across the currency codes

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Role Supplier

Step Supplier selects currency of his choice

Step Details Supplier selects currency of his choice

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments > Create Bank Account

Action Select a suitable currency code and click on Select Button

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Role Supplier

Step Currency is selected.

Step Details If the currency field is kept null, it means the account can hold amount in any currency

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments > Create Bank Account

Action The currency code selected defaults as currency.

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Role Supplier

Step Supplier enters note to buyer

Step Details Supplier enters note to buyer

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments > Create Bank Account

Action Enter note to Buyer as desired. And click on Save button to save the record.

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Role Supplier

Step Supplier gets confirmation that bank account is submitted for approval

Step Details Supplier gets confirmation that bank account is submitted for approval

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > Banking details > Manage Bank Account Assignments

Action None

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Role Supplier

Step Supplier clicks on General link to add bank letter attachment

Step Details Supplier clicks on General link to add bank letter attachment

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > General

Action Click on General link, on general link, click on Add Attachment

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Role Supplier

Step Add Attachment form opens

Step Details Add Attachment form opens

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > General > Add Attachment

Action None

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Role Supplier

Step Supplier enters details of attachment

Step Details Supplier enters details of attachment

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > General > Add Attachment

Action Enter title, description of attachment and click on browse button to browse the files, select file of your choice from your desktop and click on Open

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Role Supplier

Step Supplier saves the record

Step Details Supplier saves the record

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > General > Add Attachment

Action Click on apply button to save the attachment

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Role Supplier

Step The attachment is uploaded to supplier profile

Step Details The attachment is uploaded to supplier profile

Responsibility iSupplier Portal Full Access (ARMS)

Navigation Homepage > Admin > Profile Management > General

Action The bank account letter soft copy is added to supplier s profile attachments. Click on logout to logout of the ARMS system

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Role Supplier

Step Supplier receives the notification of approval

Step Details After account has been approved supplier receives the notification of approval

Responsibility None

Navigation None

Action Check email

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Sub-Scenaio-2: Payables user requests more information from Supplier regarding the bank account

Role Supplier

Step Supplier receives the email

Step Details Supplier receives the email

Responsibility None

Navigation None

Action Check email

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Role Supplier

Step Supplier logs in to ARMS

Step Details Supplier logs in to ARMS

Responsibility None

Navigation None

Action Enter username, password and click on login button

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Role Supplier

Step Supplier navigates to the work list of sourcing supplier (ARMS) responsibility

Step Details Supplier navigates to the work list of sourcing supplier (ARMS) responsibility

Responsibility None

Navigation Homepage

Action Click on Work list icon of Sourcing function of Sourcing Supplier (ARMS) responsibility

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Role Supplier

Step Supplier opens the notification where more information is requested

Step Details Supplier opens the notification where more information is requested

Responsibility Sourcing Supplier (ARMS)

Navigation Work list

Action Click on the notification where more information is requested

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Role Supplier

Step Supplier reviews the information asked by the payables user

Step Details Supplier reviews the information asked by the payables user

Responsibility Sourcing Supplier (ARMS)

Navigation Work list

Action None

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Role Supplier

Step Supplier Scrolls down to see the comments field to enter reply

Step Details Supplier should take suitable action as asked by Payables user (e.g. in this case he should attach a proper bank account letter scan copy to his profile. The steps to do so have been mentioned earlier in this document) On the notification, supplier Scrolls down to see the comments field to enter reply.

Responsibility Sourcing Supplier (ARMS)

Navigation Work list

Action Enter answer to the question in comments field

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Role Supplier

Step Supplier user is redirected to his open work list. The notification disappears from the supplier user’s open work list

Step Details The notification disappears from the supplier user’s open work list

Responsibility Sourcing Supplier (ARMS)

Navigation Work list

Action Click on logout icon to logout from ARMS application

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Role Supplier

Step Supplier receives rejection notification

Step Details Supplier receives rejection notification

Responsibility None

Navigation None

Action Check email