registered supplier guide - zonescorp...page 1 of 18 i -s e: 0 9 mail cd.com a. i-supplier portal...
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Aug 2016 Version 4
REGISTERED SUPPLIER GUIDE This guide is to help registered suppliers, who have an account in ZonesCorp Supplier system, on using the Supplier system to login to their accounts and regularly update their company profile, respond to prequalifications (RFIs) and tenders (RFPs & RFQs) and create and submit invoices. For any support please contact us at: [email protected].
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A. I-Supplier Portal Log-In
1. Click “ZonesCorp Supplier Portal” link which you received at your registered E-mail Or navigate to the following:
www.zonescorp.com eservices i-Supplier Servicesclick on the link “ZonesCorp
Supplier Portal”
2. Login with your username and password which you received at your registered E-mail to
access your company profile with ZONESCORP
3. You will see all your notifications in your Worklist section
4. Click “ZonesCorp Supplier” Responsibility to access your profile with ZonesCorp
5. Click “Admin” tab
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6. This is the general company profile section which has the general details about your
company in addition to all attachment which you added in the system
7. By clicking the attachment button, you can add more attachments to your record (If
needed)
B. Create, Update and Remove Address Book records
1. Click on “Address Book” Button to view / Create / Update your company Address record
2. Click on “Create” Button to create a new address record for your registered company
3. Click “Update” Button to update an existing address record for your registered company
4. Click “Remove” Button to remove an existing address record
5. This is the Update Address screen, update all the required fields as below:
Address Name Field for the supplier; this is a required field to be filled.
Country List in which the supplier operates.
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Address Line 1 Field for the supplier’s address in which it is a required field to be filled.
Address Line 2 Field (this is an optional field in case further elaboration is needed).
City of Locality Field in which the supplier operates.
Postal Code (P.O.BOX) Field of the supplier.
Phone Area Code Field for the supplier. Phone Number Field for the supplier. Fax Area Code Field for the supplier. Fax Number Field for the supplier. Email Address Field for the supplier. Purchasing Address check box (by checking this box, the supplier purchasing address
will be included in Purchase Orders).
Payment Address check box (by checking this box, the supplier payment address will be included in invoices).
RFQ Only Address check box (by checking this box, the supplier address will be included for RFQ Only purposes).
C. Create, Update and Remove Contact Directory Records
1. Click on “Contact Directory” Button
2. Click on “Create” Button to create a new contact record for your registered company
3. Click “Update” Button to update an existing contact record
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4. Click “Remove” Button to remove an existing contact record
D. Create Contact
1. This is the Create Contact screen
2. Fill all the relevant information for your new contact as below:
Contact Title
First name of the contact for your registered company
Last name of the contact for your registered company (Mandatory field)
Contact Job title
Contact Department (In which the company department operates)
Company URL (Optional)
Contact Phone Area (Ex. 02)
Contact Phone Number
Contact Phone Extension (Ex. 225)
Contact Fax Area Code (Ex. 02)
Contact Fax Number (Optional)
3. When finished click “Save” Button
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4. Any Additions made to your Contact Directory will be in “Pending “status”, until the
ZonesCorp Supplier Relationship Management Team reviews and approves it.
5. Any Updates will be in “Change Pending” status, until the ZonesCorp Supplier
Relationship Management Team reviews and approves it.
6. Once approved by the ZonesCorp Supplier Relationship Management Team, the status
is changed to “Current”
E. Product and Services
1. Click on Products & Services
2. You will see the list all products and services that you have initially registered for
3. Click on “Add” Button to add a new product or service to your profile
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4. You can browse all products and services using this Screen
5. Tick the Applicable check box if the description matches a product or service that you
offer which you would like to add it your recorded
6. Click Apply
7. You will get this confirmation message
8. Any Additional products and services added to your company profile will be in “Pending
Approval” status, until the ZonesCorp Supplier Relationship Management Team reviews
and approves it.
9. Once approved by the ZonesCorp Supplier Relationship Management Team, the status
is changed to “Approved”
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10. To Delete products or services from your profile, select the ones you want to delete by
ticking the Select check box
11. Click Remove
Note:
You can only remove Approved products and services
12. You will get this confirmation message
13. The product or service will be deleted from your company profile
F. Responding for Request for Quotation (RFQ) This Section details the steps how to respond to Request for Quotation Invitations.
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1. Login with your username and password which you received at your registered E-mail to
access your company profile with ZONESCORP
2. You will see all your RFQ notifications in this section.
3. Click on the RFQ notification to open it
4. This will open the RFQ Detailed notification screen
5. Click on the Negotiation details Link
6. Click on the Negotiation Number
7. One by one, click on each of the tabs (Header, Lines, Controls, Contract Terms) you
have here to view all the RFQ details
8. In the Lines tab, you will see all the RFQ lines with their details
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9. In the Controls tab, you can see all the controls set up for this RFQ by ZONESCORP
Procurement
10. In the Contract Terms tab, you will find any special contract terms in the RFQ (if any)
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11. Now you have to create a quote to respond to this RFQ
12. To create a quote for this RFQ, in Actions select Create Quote click Go
13. You have to fill all the required information in your quote as below:
Your quote validity date.
Your own company Reference Number for this RFQ or quote.
Any notes you want to send to the Buyer.
You will have to answer all the requirements in the RFQ
You will need to attach all the required documentation
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14. You can add as many attachments as you need.
Very Important Note:
The Category field has two values to select from:
From Supplier: Technical – any attachment under this
category can be opened by Procurement department in the
Technical Evaluation stage
From Supplier: Commercial – any attachment under this category can ONLY
Be opened by Procurement department in the Commercial Evaluation stage
If a Commercial Document was attached using the Category from Supplier: Technical
this will disqualify your quote from the tender exercise.
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15. Here you can see all your attached documents
16. Click on the Lines tab to see all the details of the RFQ lines and to start putting your
price quotes for each line
17. To put your price quote for the first line, click on the update icon”
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18. Note all the details of this RFQ line
19. Put your Quote Price for this line item
20. Put your Promised Date to deliver this line item
21. You can put a note to the Buyer here
22. You can Add any required Attachment
23. Click the “Save Draft” button to save the RFQ
24. Click Validate to do a final check if all the required fields are populated in your quote
25. You will get this confirmation message
26. Click Submit to send your RFQ response to ZONESCORP Procurement
27. You will get this confirmation message
28. Click on the Return to Sourcing Home Page link
29. You will be able to see all your RFQ responses in your home page with all their details
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Note:
If ZONESCORP Procurement decided to close the RFQ early, you will get a notification for that
as below:
1. You will receive an email message on your email address for the early close of the RFQ
2. You will receive a notification on your company profile as well.
3. When you log in to your company profile, you will find a Closed Early notification in your
Worklist.
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G. Final Award Decision & Feedback At this stage, all participating suppliers’ responses to the RFQ would have gone through the technical and commercial evaluation exercises. All quotations will get scored, and accordingly you will get the final feedback from ZONESCORP Procurement regarding the award decision on this tender
1. You will receive an email message on your email address for the final feedback
regarding the award decision
2. You will receive a notification on your company profile as well.
3. When you log in to your company profile, you will find an Award Decision notification in
your Worklist.
4. Click to open the notification message
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H. Online Invoicing
1. Login with your username and password
2. Click on ZC Supplier Home Page
3. Click on Invoices link
4. To submit a new invoice, click on Create Invoices
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5. Click on Go
6. Enter the Purchase Order Number and click Go
7. Select the PO Lines you want to invoice against and click Next
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8. Fill all the required fields of the invoice details and click Next
9. Review your invoice information and click Submit
10. Attach a copy for the original invoice, also any important document such as work
completion certificate
11. You will receive a notification that your invoice have been created, you can print it or
create another invoice