city of tshwane metropolitan municipality cot e ... · vendor portal user manual version 1.2 page 3...

City of Tshwane Metropolitan Municipality

CoT e-PROCUREMENT

VENDOR PORTAL USER MANUAL

VERSION 1.0

Vendor Portal User Manual Version 1.2 of 26

Table of Contents

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

Vendor Portal Overview ................................................................................................................................ 4

User registration process flow ...................................................................................................................... 5

Steps for registering a user ........................................................................................................................... 6

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

Forgot password ..................................................................................................................................... 12

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

Steps for registering a supplier ................................................................................................................... 14

Linking Existing Supplier .......................................................................................................................... 14

Edit Existing Supplier ............................................................................................................................... 16

Registering new Supplier ........................................................................................................................ 17

Tenders ....................................................................................................................................................... 21

Closed RFQ .................................................................................................................................................. 22

Available tenders ........................................................................................................................................ 23

Open RFQ ................................................................................................................................................ 23

Open Tenders .......................................................................................................................................... 23

Tender Objection and Queries .................................................................................................................... 24

To lodge an objection ............................................................................................................................. 24

To lodge a Query ..................................................................................................................................... 25

Tenders awarded .................................................................................................................................... 25

Contact Us ................................................................................................................................................... 26

For users who are not logged in: ............................................................................................................ 26

For users who are logged in: ................................................................................................................... 26


Purpose of the document

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

of the e-Procurement Vendor Portal. The Vendor Portal is intended for use by the City’s vendors and

potential vendors to capture/update their details. Below are some of the benefits that vendors will be

have on by using the Vendor Portal:

Management of documentation that annually expires, such as BEE and Tax certificates;

Online verification of company details;

Effective communication with the City of Tshwane;

Real time opportunities to do business with the City of Tshwane; and

The update of tenders and quotes awarded.

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.


Vendor Portal Overview The overview shows a summary of activities that a user needs to complete in order to become an active

vendor on the database.

Figure 1 Process to become an active vendor

The overview is made up of three scenarios:

User registration: for a supplier to fully utilize the Vendor Portal, they first need to register as a user;

Existing vendor: this is a vendor who is already on the City’s database; and

New vendor: any new potential vendor who wants to be on the City’s database.


User registration process flow

Figure 2 User registration process

Start

Accept Terms & Conditions

On Home page, click Register

Complete user registration form

Activate user account from email sent by solution

No Home page

Yes

Access the registered user account

No Contact Helpdesk

STOP

Yes


Steps for registering a user

On the City of Tshwane website http://www.tshwane.gov.za/, click on the e-Procurement icon to

open the Vendor Portal;

Once the Vendor Portal page has opened, the website user will be prompted to accept/reject Terms

and Conditions;

o When a user accepts the Terms and Conditions, a welcome note will be displayed; or

o If a user rejects the Terms and Conditions, they will be redirected back to the City of

Tshwane’s main website. No user will be able to use the portal if they have not accepted the

Terms and Conditions, it is a prerequisite for using the Vendor Portal.

http://www.tshwane.gov.za/


On the Home page, Click “Register”;

Complete the user registration form;

Note:

o When you register, you will have to enter a unique user name. If the user name already exists,

you will be prompted to enter another one; and

o There are password rules which must be complied with. A user will not be able to submit their

user registration if the entered password does not comply with the rule in the screenshot.

o A user is required to click on the “I’m not a robot” box to verify that they are human and not a

robot.


After completing the form, click “Register” button to submit the registration.

After submitting the registration, the “Access Denied” message will be displayed on the portal.


Access your mail via the mailbox that you used on the user registration form.

On the email sent from the Vendor Portal, follow the link to verify your user account.

After following the link, your account will be verified.

You can now proceed and capture your password. Then click ‘Login’.


You have successfully logged into the Vendor Portal.

Note:

o On a verified account, the user has access to tabs that are not available to users who are not

registered.


How to log in

On the far right corner of the Home page, click “Login”.

Input your login credentials, then click “Login”; and

Now you have successfully logged in.


Forgot password

If a user has forgotten their login credentials, they can retrieve them by clicking “Forgot Password”

button on the user login screen;

Note:

o A user can choose a search criteria in which they want to retrieve the credentials.

o Upon selecting the search criteria, input the criteria selected then click “Search”.

After clicking search, you will be presented with results from the selected criteria.

Select the email address, then click “Reset Password”.


A reset password mail will be sent to the selected email address.

Open the mailbox to access the email. If you cannot find the email in your inbox, check your junk

mail as well.

On the email, follow the link provided to reset your password.

Upon following the link, the password reset window will be displayed.

Input the registered username and password;

Note: o On the new password field, input a new desired password. Remember the password rules.

Refer to the user registration.


After completing the required fields, Click “Change Password”; and

Now you have successfully logged into your account.

Supplier registration process flow Start

On the Home page

Click Suppliers

Link supplierAdd supplier

Edit supplier

Link

Enter OTP & one of director s ID

number

EditSelect a supplier

from list

Add

Read & accept the Enterprise

declaration form to continue

Supplier

registration formSupplier

registration form

Accept

Capture/Edit

Vendor details

Save/Submit

registration

Receive vendor No

for new vendor

created

Existing vendor will

retain old vendor number

End

Reject

Figure 3 Registration Process Flow

Steps for registering a supplier

Note: o A user has to be logged in to be able to register a supplier.

o A single user can register multiple suppliers as long as the director/owner/proxy’s ID number is

on each one of the suppliers.

On the Home page, click the “Suppliers” tab.

Select relevant sub-tab.

Linking Existing Supplier


During the user registration, you captured an ID number. It is the same ID number that is be used for

linking the supplier registration. I.e. if a proxy was used on the user registration they will need to go

the helpdesk office to get their ID numbers linked to the existing supplier registration to be able to

continue with the registration.

The ID number captured on the user registration will be displayed as on the screenshot below.

Input the OTP (One Time Password) that was provided via email or SMS.

Click “Link Supplier” button.

If you are a registered supplier on the City’s database but did not receive the OTP, contact the

helpdesk and request an OTP.

Note:

o When requesting an OTP, have in hand your company’s details, director/owner’s details and the

letter of authority for the validation process.

The linked Supplier registration will be displayed, as on the page below.

To open the linked supplier, click on ‘Click here to open’.


Once opened, you can start updating the registration form. After completing each page, ensure that

you click “Save & Next” situated at the bottom of the page.

Edit Existing Supplier

It is possible to save a registration and not submit it.

To resume with the registration. On the Supplier tab, select “Edit Existing Supplier”.


Select the supplier by clicking “Click here to open”button next to the supplier name.

Before you submit the registration the status will be “Capture in Progress” as on the above

screenshot; and

After submission, the registration status will be submitted for approval/verification.

Registering new Supplier

Click “Register a new Supplier”.


Read and accept the Enterprise Declaration Affidavit to continue.

Upon rejecting the Enterprise Declaration Affidavit, the registration process will be terminated.


Complete the registration form.

All mandatory fields are marked with an asterisk *.

After completing each page, ensure to click the “Save & Next” button at the bottom of the page.


When you get to the last tab “Validate”; a checklist of what has been captured will be displayed.

Ensure that all captured tabs are marked with a tick.

For each supplier registration, a user must acknowledge the correctness of information captured.

On the validate page, click on the “I Confirm” tick box.

Now you can click “Submit”; and

After submitting, the status of the registration will be as below.


Tenders

On the Tenders tab, users who are not logged in can only view the following:

Available tenders; and

Tenders awarded.

However, the registered users will have access to:

Closed RFQ’s;

Available tenders;

Tender queries and objections; and

View awarded tenders.


Closed RFQ

The contents on the “Closed RFQ” sub tab will not be same for all registered users - each user will have

different RFQ’s as per the invitation to quote unless two users were invited to quote on one requisition.

If no RFQ’s were sent to a supplier, their window will not have any records to display.


Available tenders

All users have access to the page which holds both the open RFQ’s and bid invitations.

Open RFQ

To open a posted RFQ, click “RFQ Ref No” and the RFQ will be downloaded to your machine.

Open Tenders

To download an advertised tender, click on the download icon and the document will be

downloaded to your machine.


Tender Objection and Queries

A supplier is able to lodge an objection against a tender and enquire about any tender.

To lodge an objection

Click on “Lodge an Objection”.

Select the tender you want to make an objection for.

Capture your objection in the textbox provided.


Click “Save Objection” and your objection will be sent to the relevant department.

To lodge a Query

Select a Tender that you want to lodge a query for:

Click “Lodge Query”.

Capture your query on the textbox provided.

Click “Save Query” and your query will be sent to the relevant department.

Tenders awarded

All the awarded tenders within a specified period will be displayed here. This page is available to both

registered and non-registered users.


Contact Us

Suppliers will be able to communicate with the City of Tshwane via the “Contact Us” page which holds

all the relevant details such as:

Physical address;

Telephone numbers; and

Email address.

Any user can contact the City of Tshwane via the Contact Us page however, there is a feature that is

available for the users who are logged in that is not for a user who is not logged in.

For users who are not logged in:

A “Contact Us” form is provided. Once the query details have been submitted, an answer to a query will

be sent via email to the email address that was provided.

For users who are logged in:

Once a query is submitted the user is able to track and trace the issue and also have the response

posted on their vendor portal account.

For helpdesk support in person, the address is provided on the “Contact Us” page.

city of tshwane metropolitan municipality cot e ... · vendor portal user manual version 1.2 page 3...

Documents