E-Procurement Solution Vendor Portal User Manual · Vendor Portal User Manual v.2 Page 20 of 32 On the Company Registration tab, read through the entire registration and if you find

Vendor Portal User Manual v.2 Page 1 of 32

E-Procurement Solution

Vendor Portal

User Manual

eThekwini Municipality


Table of Contents

Purpose of the document ....................................................................................................................... 3

How to access the Vendor Portal ........................................................................................................... 4

The Landing Page of the Vendor Portal .................................................................................................. 5

Searching as a non-registered user ........................................................................................................ 5

User registration on the eThekwini Portal (Vendor process flow) ......................................................... 7

Steps for registering a user ..................................................................................................................... 8

Verification for user registration………………………………………………………………………………………………….....10

How to log in ......................................................................................................................................... 11

Resetting password .............................................................................................................................. 11

Supplier registration process flow ........................................................................................................ 14

Steps for registering a supplier ........................................................................................................... 146

Editing an Existing Supplier..................................................................................................................18

Confirm the Code of Conduct……………………………………………………………………………………………………….…29

Validate the information captured………………………………………………………………………………………………….30

Submitting application…………………………………………………………………………………………………………………….31

Require Help? ....................................................................................................................................... 32


Purpose of the document

The purpose of this user manual is to provide a comprehensive guide for understanding and utilizing

the Vendor Portal module.

e-Procurement is a South African application to computerise the supply chain management

processes within the rules of the PFMA, MFMA and associated regulations. The solution consists of

modules for vendor registration, vendor compliance, purchasing using 3 quotes, and limited tender

and full tender process.

Vendor compliance is supported by automatic integration to National Treasury’s Central Supplier

Database with auditing and analysis are built into the application.

This manual includes a description of the system functions and capabilities, and step-by-step

procedures for system access and use. Graphics and screenshots are included.


How to access the Vendor Portal

Type in the address http://www.ethekwinivendor.durban.gov.za/.

The eThekwini Terms and Conditions for use of this website will appear. This must be read and agreed with and then accepted.

NB: These T&C’s will appear every time the browser is re-launched.

Address Bar: Type in the address on this filed to access eThekwini

Vendor Portal

Click on the Accept Button to accept the terms and condition

Click on the box to acknowledge

the Terms and Conditions

http://www.ethekwinivendor.durban.gov.za/




The Landing Page of the Vendor Portal

The supplier is welcomed and can access information on how to register as a supplier.

Searching as a non-registered user

A supplier can also access a search function as a non-registered participant.

Click on the ‘Supplier Search’ tab

Search on any component of a

suppliers details.

eThekwini Municipal Homepage


Data that is available on hand is

• Supplier name

• Company registration number

• PR number

• BBBEE code based on their submitted certificate

• National Treasury’s Central Supplier Database (CSD) assigned number The status of the

supplier

The search results finds the

following information


User registration on the eThekwini Portal (Vendor process flow)

User Registration Process Flow

S t a r t

H o m e P a g e

R e g i s t e r

C o m p l e t e f o r m

V e r i f y b y e m a i l

A c c e s s t h e p o r t a l

S t o p

H o m e P a g e

N o

Y e s


Steps for registering a user

1. Click “Register”

2. Complete the registration

form

3. Click the check box next to

Security

NB: The password should be 7 characters in length, contain special

characters:example:P@ssword#123


N.B Read the instructions displayed once you click on the small box next to security. Select the images appearing as per the instruction.

5. Click “Register”

4. Click on “Verify”


NB: After clicking on register, the Vendor Portal will send you a verification email, on the verification

email follow the link provided to verify your account. If you do not do this you will NOT be able to login to the Vendor Portal.

Upon verifying your account, you will then have access to the pages of the Vendor Portal that an un-registered user does not have, i.e. the Welcome, Tenders, Supplier and User profile page.

6. Click on the link on your email


How to log in

From the Welcome or landing page of Vendor portal, please Click Login at the top right corner,

as illustrated below:

Resetting password

1. Click on “Login

2. Enter Username and password

then click on login

1. Click “Forgot Password”


• You will be presented with the message on page 13;

• Click “Close”;

• Check the registered email account for the email;

Search by the following fields, your username for example

3. Click on “Reset Password”


• Follow the link on the email received;

• Capture the new password, the click “Change Password”;


Supplier registration process flow

Steps for registering a supplier Before you register on the Vendor Portal, a supplier should have registered with National Treasury on their CSD database. CSD website: https://secure.csd.gov.za/. Suppliers who have done this CSD

registration will link their CSD number to their data in the Vendor Portal where it will update.

Vendors who have not registered with the CSD can still register and capture their data in the Vendor Portal. Their fields are editable and will remain so until they register with the CSD. It is our aim to eventually have all suppliers registered with the CSD but we will not penalise those SMME’s who don’t for now.

https://secure.csd.gov.za/


The supplier will register and access the eThekwini vendor portal to register their business or

connect to the data that we have imported from JDE, Ellipse and FPLite.

• Login to user account;

• Read the Home page to find out the benefits of being an eThekwini supplier;

• The process the supplier follows to register is shown below;

• As well as information regarding support;


1. On the Menu bar click “Suppliers”

2. Select “Register New Supplier”


• Upon rejecting of the Declaration, the Vendor Portal will then redirect you to the Home

page and you will not be able to register a supplier; • If you accept the Declaration you will agree to import the CSD data that you have

captured with National Treasury.

3. Click on the check box and accept declaration

4. Enter the CSD and Unique registration number


5. Click on “Register”

6. Click “Edit Existing Supplier


Company Information Read the CSD status. If there is a fail on the result, please contact the CSD for assistance;

7. Click on “click to open”

1. Click on “Company Information”

All should be on pass on CSD Status. If not, please contact the CSD helpline


On the Company Registration tab, read through the entire registration and if you find information that is not correct, please go and update it on the CSD database. CSD will then update the

information on the portal.

2. Click on the dropdown arrow on classification and select “Normal”

3. Click on the dropdown list on BEE Rating

and select your applicable BEE level


The only information is what you can edit or add:

• Adding extra contacts • Entering additional information (if any) ; • Uploading your BEE/Sworn Affidavit • Entering Shareholder race and ownership percentage • Selecting commodities • Confirming the Code of Conduct

NB: Everything else must be edited on the CSD.

4. Click on “Save & Next”


Banking Details NB: make sure your banking details appear as they are on CSD. If they don’t appear kindly contact CSD Support for assistance. If the banking verification fails on CSD they will not appear on the Vendor Portal. If the status of banking details is still on “pending” on CSD, your banking details will not appear on the Vendor Portal.

Contact Details

1. Click on Save & Next

1. Click on Edit if you have additional contact, or click on Save & Next to continue


Additional Information

Declaration of Interest

1. On Additional Information Read the questions and answer them where

applicable then click on “Save and Next”

On “Declaration of Interest “tab Answer all the questions

15. Select the applicable answers then click on” Save and Next” on the bottom of the page


Owner/Director Information

16. On “Owner Information “tab Click on “click to edit”

17. Select the applicable race, gender and

shareholder percentages then click on “Save”


NB: Shareholder percentages should add up to a total of 100 percent. If you have more than one director you need to divide the 100 percent by the number of Directors/ Owners. The System will not allow your application to be submitted if the shareholder percentages add up to a total of more than 100 percent or less.

For each Director you need to click on “Click to edit” to add their applicable gender, Race and shareholder percentages then click on Save and Next.

Commodities

18. Type the name of the services or item you provide and select it from the list that

appears


NB: The supplier will be able to check 5 product categories and service types displayed. The CSD

allows unlimited product selection and is not aligned to the categories in JDE, thus the supplier is required to select these on the vendor portal.

To facilitate the correct selection of services/products based on purchasing category, a search function is available.

On the commodity screen, the supplier can enter an item to search for. The system has added the “sub classes” as inventory items. Once the supplier selects a sub class, the commodity will be selected. An example is when the supplier searches for and selects ‘seeds’ in the dropdown, the

correct commodity is assigned in the tree.

19. Click the item provided on the list that appears in-order to select it. Or select

Commodities by buttons on the left


• A pop-up message informs the supplier of the category that has now been assigned. • A ribbon on the Purchasing Category tab lists the categories that a supplier has chosen.

The below message displays the number of commodities that the supplier has selected. The number changes every time the supplier selects a commodity. If you select more than 5 commodities you will have to unselect the extras until you have a maximum of 5.System will not allow you to save more than five commodities.

• Purchasing categories which have been selected and saved are shown in BOLD, Green

font while categories which have been selected but not saved yet, are shown in BOLD orange font.

• Once you done viewing the page, click “Save & Next” at the bottom of the page;

20. A message with the relevant commodity

will appear. Click “OK”


Attachments

After Uploading the BEE and capturing the BEE expiry date click on Save and Next.

21. On attachments click on “Choose file” to upload BEE.

22. Navigate to the location where you have saved the BEE then click on it. Click “open”

to select your BBBEE


Code of Conduct

• The Code of Conduct tab must be read through and then confirmed;

• Without confirming, the supplier will not be able to submit his data to the database.

Click on Save and Next

1. On the Code of Conduct tab click on the “checkbox “next to I confirm.


Validate

• On the Validate tab, ensure that everything required is captured before attempting to submit.

NB: All outstanding information that requires your attention will be highlighted in red on the registration summary under validate tab.

• A registration summary for a complete registration will look like the below:

All highlighted in red requires your attention


• Before you submit the registration, you must confirm the correctness of information;

22. Click on “Submit”

Click on the box to Confirm Correctness of information


Require Help?

For any queries contact the following person(s):

Bukhosi Dlamini Telephone: 073 063 8693

Hendrieck Mothowane Telephone: 078 654 7918

` Email: [email protected]

Supply Chain Management Telephone: 031 322 7014

Fatima Milazi Telephone: 031 322 7011

Email: [email protected]

We hope that this initiative will further improve the communication of opportunities for your business

at eThekwini Municipality. Once registration is complete, an email verifying your status will be sent to

you as confirmation.

mailto:[email protected]

Documents

E-Procurement Solution Vendor Portal User Manual · Vendor Portal User Manual v.2 Page 20 of 32 On the Company Registration tab, read through the entire registration and if you find