user guide manual vendor management.pdf · user guide manual for vendor management prepared for:...

USER GUIDE MANUAL

Vendor Management

Prepared For:

INTERNATIONAL ISLAMIC UNIVERSITY MALAYSIA

Prepared By:

UPSI HOLDINGS SDN. BHD.

Table of Contents

Table of Contents ..........................................................................................................2

List of Figures ...............................................................................................................3

Vendor Management .....................................................................................................5

Setting Up Job Scope Setup....................................................................................8

Vendor New Registration Registering Vendor for the First Time ............................11

Vendor Portal Approval..........................................................................................15

Vendor Login and Change Password ....................................................................16

View Message .......................................................................................................18

Updating Vendor Profile.........................................................................................19

Viewing Tender Listing ..........................................................................................22

Viewing PO Status.................................................................................................22

Viewing Payment Status........................................................................................23

Registering Vendor Profile - IMS............................................................................24

Vendor Activation ..................................................................................................32

Setting up Vendor Kontrak Pusat...........................................................................34

Viewing Vendor Information...................................................................................36

Viewing Vendor by Job Scope ...............................................................................39

Emailing Vendor ....................................................................................................40

Generating Vendor Listing Report..........................................................................41

Generating Field Code Listing Report....................................................................43

Generating Vendor Registration Certificate............................................................44

Generating Vendor ID Certificate Report ...............................................................47

IIUM Vendor Management User Guide Manual Page 3 of 47

List of Figures

NO OF FIGURE TITLE PAGE

Figure 1-1: IMS Login Screen.........................................................................................6

Figure 1-2: IFIS Main Menu............................................................................................6

Figure 1-3: Vendor Maintenance Sub Menu ...................................................................7

Figure 1-WSF014-1: Job Scope Setup – License Type Tab ...........................................8

Figure 1-WSF014-2: Job Scope Setup – Parent ID Information......................................9

Figure 1-WSF014-3: Job Scope Setup – License Detail Code......................................10

Figure 1-Vendor Online-1: Vendor Portal Main Page ..................................................11

Figure 1-Vendor Online-2: Vendor Registration Form .................................................12

Figure 1-Vendor Online-3: Registration Reference Number........................................14

Figure 1-WSF032-1: Vendor Portal Approval ...............................................................15

Figure 1-Vendor Online-1: – Vendor Portal Login Page ..............................................16

Figure 1-Vendor Online-2: – Change Password Page.................................................17

Figure 1-Vendor Online-3: – Message(s) page ...........................................................18

Figure 1-Vendor Online-4: Update Profile page – Vendor Profile ................................19

Figure 1-Vendor Online-5: Update Profile page – License Information........................20

Figure 1-Vendor Online-6: Update Profile page – License Information........................20

Figure 1-Vendor Online-7: Update Profile page – Owner Information .........................21

Figure 1-Vendor Online-8: Update Owner Information Pop-up Window ......................21

Figure 1-Vendor Online-9: Tender/ Sebutharga Page.................................................22

Figure 1-Vendor Online-7: PO Status page.................................................................22

Figure 1-Vendor Online-8: Payment Status page........................................................23

Figure 1- WSF009-1: Vendor Profile Registration - Vendor Profile Tab ........................24

Figure 1- WSF009-2: – Vendor Profile Registration - License Information....................27

Figure 1- WSF009-3: – Vendor Profile Registration - Owner Information......................28

Figure 1- WSF009-4: – Vendor Profile Registration – Bank Account ............................29

Figure 1- WSF009-5: – Vendor Profile Registration – Portal Registration.....................30

Figure 1- WSF009-6: – Vendor Profile Registration – Notes.........................................31

Figure 1- WSF022-1: – Vendor Activation – Vendor Information ..................................32

Figure 1- WSF022-2: – Vendor Activation – Blacklist Start Date and End Date ............33

Figure 1- WSF030-1: – Vendor Setup for Kontrak Pusat – Vendor Information Tab .....34

Figure 1- WSF030-2: – Vendor Setup for Kontrak Pusat – Item Information.................35

Figure 1-WSF015-1: Vendor Information Query ...........................................................36

Figure 1-WSF016-1: Vendor Profile Query – Vendor Profile Tab..................................37

Figure 1-WSF016-2: Vendor Profile Query – Kementerian Kewangan Job Scope Tab.37

Figure 1-WSF016-1: Vendor Profile Query – Pusat Khidmat Kontraktor Job Scope Tab

......................................................................................................................................38

Figure 1-WSF017-1: Vendor Query by Job Scope........................................................39

Figure 1-WSF017-1: Vendor Query by Job Scope........................................................40

Figure 1-WUR029F-1: Report Vendor Listing – Vendor Listing Tab..............................41

Figure 1-WUR029F-2: Report Vendor Listing – Vendor Listing by Activation Date Tab 42

Figure 1-WUR031F-1: Field Code Listing.....................................................................43

Figure 1-WUR030F-1: Vendor Registration Certificate – Akuan Pendaftaran Syarikat

Tab................................................................................................................................44

Figure 1-WUR030F-2: Vendor Registration Certificate – Notis Memperbaharui

Pendaftaran Tab............................................................................................................45

Figure 1-WUR029F-2: Report Vendor Listing – Vendor Listing by Activation Date Tab 46

Figure 1-WUR033F-1: Vendor ID Certificate ................................................................47

Vendor Management

Vendor Management is sub module of Purchasing module. This sub module is used by

both Purchasing Department and vendor.

Screens for Vendor Management (IMS) module are listed as followed:

1. WSF014 – Job Scope Setup

2. WSF032 – Vendor Portal Approval

3. WSF009 – Vendor Profile Registration

4. WSF022 – Vendor Activation

5. WSF030 – Vendor Setup for Kontrak Pusat

6. WSF015 – Vendor Information Query

7. WSF017 – Vendor Query by Job Scope

8. WUR029F – Vendor Listing Report

9. WUR031F – Field Code Listing

10. WUR030F – Vendor Registration Certificate

11. WUR033F – Vendor ID Certificate

Functions available for Vendor Portal are listed as followed:

1. New Vendor Registration

2. Change Vendor Portal’s Password

3. View Message

4. Updating Vendor Profile

5. View Tender Listing

6. View PO Status

7. View Payment Status

To access Vendor Management menu, user needs to login to the system:

Figure 1-1: IMS Login Screen

Enter Username and Password and click on Login button. System will display User

Management Main Menu as displayed in Figure 1-2.

Figure 1-2: IFIS Main Menu

Select Purchasing to access Vendor Maintenance sub menu as displayed in Figure 1-

Figure 1-3: Vendor Maintenance Sub Menu

Setting Up Job Scope Setup

Admin has to setup job scope setup to be used in vendor management module. This

screen can be accessed by selecting Purchasing >> Vendor Maintenance >> Job

Scope Setup from the main menu.

Figure 1-WSF014-1: Job Scope Setup – License Type Tab

User needs to add license type setup and class code by license category. Click on

License Type tab. Fill in License Type Setup field. Place cursor on the desired license

type and fill in the Class Code by License Category field. The selected license type will

be highlighted. Click on Save button to save the information. The fields are

explained, as followed:

Field Name Description Required

License Category License category

Description License description

Class Code License category’s class code

Minimum Limit License category’s minimum limit

Maximum Limit License category’s maximum limit

Figure 1-WSF014-2: Job Scope Setup – Parent ID Information

To add information for job scope’s parent ID, click on Parent ID/ Information tab. Fill in

the provided fields and click on Save button. The fields are explained, as followed:

Heading Code Parent ID’s heading code

Description Parent ID’s description

Job Type Parent ID’s job type

Status Parent ID’s status

Figure 1-WSF014-3: Job Scope Setup – License Detail Code

Place cursor on the desired Parent ID and click on License Detail Code tab. Fill in the

provided fields and click on Save button. The fields are explained, as followed:

Job Code License’s job code Y

Description License’s description Y

Status License’s status Y

Vendor New Registration Registering Vendor for the First Time

Vendor can do registration through IIUM Vendor Portal. For first time registration, vendor

needs to fill up registration form provided in the portal. System will check on the

company registration number, and no duplicate registration is allowed.

Figure 1-Vendor Online-1: Vendor Portal Main Page

For the first time enter the application, user needs to click on New Vendor? Click here

to register link to register as a vendor. The fields are explained, as followed:

Figure 1-Vendor Online-2: Vendor Registration Form

User needs to fill in the provided fields in the Vendor Registration Form and click on

Register button.

Company Name Vendor’s Company Name Y

Company Registration No Vendor’s Company Registration No Y

Contact Person Vendor’s Contact Person Y

Email Vendor’s Email Y

Bumi Status Vendor’s Bumi Status Y

Company Address Vendor’s Company Address Y

Postcode Vendor’s Postcode Y

State Vendor’s State Y

Country Vendor’s Country Y

Tel No Vendor’s Tel No Y

Fax No Vendor’s Fax No Y

Type Vendor’s Type Y

Company Bank Vendor’s Company Bank Y

Bank Account No Vendor’s Bank Account No Y

Bank Branch Vendor’s Bank Branch Y

Authorized Capital Vendor’s Authorized Capital Y

Paid Up Capital Vendor’s Paid Up Capital Y

Swift Code Vendor’s Swift Code N

PKK Elect. Class Vendor’s PKK Elect. Class N

PKK Elect. Reg. No Vendor’s PKK Elect. Class N

PKK Civil Class Vendor’s PKK Civil Class N

PKK Civil Reg. No Vendor’s PKK Civil Reg. No N

PKK Kew Reg. No Vendor’s PKK Kew Reg. No N

CIDB Grade Vendor’s CIDB Grade N

CIDB Reg. No Vendor’s CIDB Reg. No N

License Type Vendor’s License Type Y

Jobscope Vendor’s Jobscope Y

Figure 1-Vendor Online-3: Registration Reference Number

Successful message will be displayed “Profile successfully created.” when the vendor is

successfully registered and registration reference number will be provided.

Vendor Portal Approval

Admin able to query, view and approve vendor registration through portal. This screen

can be accessed by selecting Purchasing >> Vendor Maintenance >> Vendor Portal

Approval from the main menu.

Figure 1-WSF032-1: Vendor Portal Approval

User can view vendor registration application by click on Execute Query button.

Use Next Record button or Previous Record button to browse trough all

available records.

To approve vendor portal, click on Vendor Portal Approval button.

Vendor Login and Change Password

Vendor login for the first time will be prompted to change password.

Figure 1-Vendor Online-1: – Vendor Portal Login Page

To login, enter Username and Password and click on Login button

Figure 1-Vendor Online-2: – Change Password Page

To change password, fill in password info and click on “Save” button to change

password. The fields are explained, as followed:

Current Password Vendor’s Current Password Y

New Password Vendor’s New Password Y

Verify New Password Vendor’s Verify New Password Y

View Message

Vendor can view message sent by admin by clicking on Message(s) menu.

Figure 1-Vendor Online-3: – Message(s) page

Click on Message(s) menu to view Message(s). System will displays System Mailer

(Inbox) page in vendor portal.

Updating Vendor Profile

Figure 1-Vendor Online-4: Update Profile page – Vendor Profile

Click on Update Profile menu. Update the desired info for Vendor Profile and click on

Save button.

Figure 1-Vendor Online-5: Update Profile page – License Information

Vendor can view list of registered job scope with IIUM by clicking on Registered with

IIUM tab as displayed in Figure 1-Vendor Online-5.

Figure 1-Vendor Online-6: Update Profile page – License Information

Click on New tab as displayed in Figure 1-Vendor Online-6 to add license information.

Select License Type, Jobscope and CIDB Class (for License Type = CIDB). from

dropdown list. Then, click on Save button

User can delete license information by click on Delete icon.

Figure 1-Vendor Online-7: Update Profile page – Owner Information

Click on Owner Information link to add/update owner information. Fill in owner

information and click on Add button. The fields are explained, as followed:

Owner Name Company’s owner Name Y

Position Owner’s Position Y

IC Number Owner’s IC Number Y

Citizen Owner’s Citizen Y

User can edit owner information by click on Edit icon. System will display Update

Owner Information pop-up window as displayed in Figure 1-Vendor Online-8.

Figure 1-Vendor Online-8: Update Owner Information Pop-up Window

Update the desired info, then click on Save button.

User can delete owner information by click on Delete icon.

Viewing Tender Listing

Figure 1-Vendor Online-9: Tender/ Sebutharga Page

Click on Tender/Sebutharga Menu to view Tender Listing. Select Jobscope from

dropdown list and click on Search button. Systems will display available tender listing.

Viewing PO Status

Figure 1-Vendor Online-7: PO Status page

Click on PO Status Menu to view PO status. Select Year from dropdown list to view PO

status for the selected year.

Viewing Payment Status

Figure 1-Vendor Online-8: Payment Status page

Click on Payment Status Menu to view payment status. Select Year from dropdown list

to view payment info for the selected year.

Registering Vendor Profile - IMS

User can also do vendor registration through IMS. . This screen can be accessed by

selecting Purchasing >> Vendor Maintenance >> Vendor Profile Registration from

the main menu.

Figure 1- WSF009-1: Vendor Profile Registration - Vendor Profile Tab

Click on Vendor Profile tab to add vendor profile. Fill in the provided fields and click on

Save button.

The fields are explained, as followed:

Vendor Code Vendor’s company name

Category Vendor’s category

Reg. No Vendor’s registration number

Full Address Vendor’s Full Address

Postcode Vendor’s Postcode

Town/City Vendor’s Town/City

State Vendor’s State

Country Vendor’s Country

International Code Vendor’s International Code

Contact person Vendor’s Contact person

Tel No Vendor’s Tel No

Fax No Vendor’s Fax No

Email Vendor’s Email

Bumi Status Vendor’s Bumi Status

Status Vendor’s Status

Bank Code Vendor’s Bank Code

Bank Branch Vendor’s Bank Branch

Authorized Capital Vendor’s Authorized Capital

Paid Up Capital Vendor’s Paid Up Capital

Account No Vendor’s Account No

Swift Code Vendor’s Swift Code

PKK Elect. Class PKK EE’s Class.

PKK Elect. Reg. No PKK EE registration number

PKK(E) Expired Date PKK EE license’s expired date

PKK Civil Class PKK Civil class

PKK Civil Reg. No PKK Civil registration number

PKK(C) Expired Date PKK Civil license’s expired date

KK Reg. No Kementerian Kewangan registration

number

Kem Kew Expired Date Kementerian Kewangan expired date

CIDB Reg. No CIDB registration number

CIDB Expired Date CIDB expired date

ROC/FORM9 Expired Date ROC/FORM9 expired date

Doc Received Date Vendor registration document’s

received date

Reg. Date Registration date

Reg. Expired Date Registration expired date

Print Date Print date

Cert Printed Printed certified will be marked with

“Y” whilst unprinted will be marked

with “N”

Blacklist Startdate Vendor blacklist’s start date

Blacklist Enddate Vendor blacklist’s end date

Remarks Remarks

Enter By Username of person entering vendor

registration info

Enter Date Date of entry

Approve By Username of person approving

vendor registration

Approve Date Date of approved

Figure 1- WSF009-2: – Vendor Profile Registration - License Information

Click on License Information tab to add license information. Place cursor on the

desired type of license to enter job scope description.

Fill in Job Scope Description field and click Save button. The fields are explained,

as followed:

Type of License License’s type Y

Description License’s type description Y

Job Scope License’s job scope Y

Description License’s job scope description Y

CIDB Class License’s CIDB Class Y

Job Scope (Pending for Approval) field contained job scope information entered by

vendor during registration and yet to be approved by admin. To approve pending

jobscope, check the Select check box then click on Approve Job Scope button.

Figure 1- WSF009-3: – Vendor Profile Registration - Owner Information

Click on Owner Information tab to add owner information. Fill in Owner Information field

Click on Save button. The fields are explained, as followed:

Owner Name Owner’s name Y

Position Owner’s Position Y

IC No Owner’s IC No Y

Citizen Owner’s Citizen Y

Figure 1- WSF009-4: – Vendor Profile Registration – Bank Account

Click on Bank Account tab to add Bank Account Information. Fill in Vendor Bank

Account field and click on Update Account No button. The fields are explained, as

followed:

Bank Acct Vendor’s Bank Acct Y

Position Vendor’s Position Y

IC No Vendor’s IC No Y

Citizen Vendor’s Citizen Y

Figure 1- WSF009-5: – Vendor Profile Registration – Portal Registration

Click on Portal Registration tab to assign vendor ID. Click on Assign ID button. System

will auto generate Username and Password.

To generate registration letter, click on Surat Akuan Pendaftaran button to generate

report in PDF format.

User can reset vendor’s login password. Enter New Password and click on Reset

Password button.

Figure 1- WSF009-6: – Vendor Profile Registration – Notes

Click on Notes tab to add notes. Fill in the provided fields and click on Save button.

The fields are explained, as followed:

No Sequence number

Date Date of notes/remark

Remarks Remarks

User can query vendor registration info to view or update info. To query vendor

registration info, place cursor on Vendor Code frame and click on Execute Query

button to view vendor profile information. Use Next Record button or Previous

Record button to browse trough all available records.

User can edit info to make any changes to the data and click on Save button to get

the updated data. The fields are explained, as followed:

Vendor Activation

This screen is to query, view and activate/black list/reactivate vendor and can be

accessed by selecting Purchasing >> Vendor Maintenance >> Vendor Activation

from the main menu.

Figure 1- WSF022-1: – Vendor Activation – Vendor Information

Select the desired vendor and click on Detl button to view vendor details info. System wil

navigate to “WSF009 – Vendor Profile Registration” screen. Click on Exit button

to return to previous screen.

Click on Select All button to select all vendors or check checkbox for the desired

vendor.

To Activate Vendor (Vendor Status = ENTRY), click on Activate button.

To Deactivate Vendor (Vendor Status = ACTIVE/UPDATE), click on Deactivate button.

To Blacklist Vendor, click on Blacklist button. System will display Blacklist Start Date

and End Date pop-up window as displayed in Figure 1-WSF022-2.

Figure 1- WSF022-2: – Vendor Activation – Blacklist Start Date and End Date

Fill in Blacklist Start Date & End Date pop-up window and click on Save button.

To Reactivate Vendor (Vendor Status = BLACKLIST/INACTIVE), click on Reactivate

button.

Setting up Vendor Kontrak Pusat

User can setup vendor for kontrak pusat. This screen can be accessed by selecting

Purchasing >> Vendor Maintenance >> Vendor for “Kontrak Pusat " from the main

Figure 1- WSF030-1: – Vendor Setup for Kontrak Pusat – Vendor Information Tab

Click on Vendor Information tab to add vendor. Fill in Vendor ‘Kontrak Pusat’ field,

and then click on Save button. The fields are explained, as followed:

Vendor Vendor’s code. Click on F9 button to select

vendor from list of value pop-up

Vendor Name Vendor’s name Y

Start Date “Kontrak Pusat” start date Y

End Date “Kontrak Pusat” end date Y

Status Select Status = ACTIVE for active vendor Y

Place cursor on the desired vendor to setup item. Selected vendor will be highlighted.

Click on Item Information tab as displayed in Figure 1-WSF030-2.

Figure 1- WSF030-2: – Vendor Setup for Kontrak Pusat – Item Information

Fill in Item for Kontrak Pusat field and Click on Save button. The fields are

explained, as followed:

Seq No Sequence number Y

Item Code & Item

Description

Item’s code and description is selected from

list of value, displayed when clicking on F9

button

Viewing Vendor Information

User can query and view vendor info. This screen can be accessed by selecting

Purchasing >> Vendor Maintenance >> Vendor Query >> Vendor Details from the

main menu.

Figure 1-WSF015-1: Vendor Information Query

To begin, click on Execute Query button. Click on Detl button to view vendor

details. System will navigate to “WSF016 – Vendor Profile Query” screen. Click on

Exit button to return to previous screen.

Figure 1-WSF016-1: Vendor Profile Query – Vendor Profile Tab

Figure 1-WSF016-2: Vendor Profile Query – Kementerian Kewangan Job Scope Tab

Figure 1-WSF016-1: Vendor Profile Query – Pusat Khidmat Kontraktor Job Scope Tab

Viewing Vendor by Job Scope

User can query vendor listing by job scope. This screen can be accessed by selecting

Purchasing >> Vendor Maintenance >> Vendor Query >> Listing by Job Scope

from the main menu.

Figure 1-WSF017-1: Vendor Query by Job Scope

To begin, click on Execute Query button. Place cursor on the desired job scope to

view Vendor Listing Relates to Above Job Scope information. The selected job scope

will be highlighted.

To print vendor listing report, click on Select All button or check checkbox to select

vendor manually. Click on Print button to generate report in PDF format.

Emailing Vendor

User can send email to vendor. This screen can be accessed by selecting Purchasing

>> Vendor Maintenance >> Vendor Query >> Listing by Job Scope from the main

Figure 1-WSF017-1: Vendor Query by Job Scope

To begin, click on Execute Query button. Place cursor on the desired job scope to

view Vendor Listing Relates to Above Job Scope information. The selected job scope

will be highlighted.

To print email vendor, enter Subject and Message. Click on Email to Vendor button.

Generating Vendor Listing Report

This screen can be accessed by selecting Purchasing >> Vendor Maintenance >>

Reports >> Vendor Report Listing from the main menu.

Figure 1-WUR029F-1: Report Vendor Listing – Vendor Listing Tab

Begin by click on Vendor Listing tab as displayed in Figure 1-WUR029F-1. Select

Status from dropdown list. Check checkbox to select vendor type, then click on Run

Report button to generate report in PDF format.

Figure 1-WUR029F-2: Report Vendor Listing – Vendor Listing by Activation Date Tab

To generate vendor listing by activation date report, click on Vendor Listing by

Activation Date tab as displayed in Figure 1-WUR029F-2.

Select Status from dropdown list. Enter Date From and Date To in DD-MM-YYYY

format. Check checkbox to select vendor type, then click on Run Report button to

generate report in PDF format.

Generating Field Code Listing Report

Reports >> Field Code Listing from the main menu.

Figure 1-WUR031F-1: Field Code Listing

Click on Run Report button to generate report in PDF format.

Generating Vendor Registration Certificate

Reports >> Vendor Registration Certificate from the main menu.

Figure 1-WUR030F-1: Vendor Registration Certificate – Akuan Pendaftaran Syarikat Tab

To generate Akuan Pendaftaran Syarikat, click on Akuan Pendaftaran Syarikat tab as

displayed in Figure 1-WUR030F-1.

Click on LOV button to select Vendor Code. Enter Registration Date in DD-MM-

YYYY format.

Click on Akuan Pendaftaran button to generate report in PDF format.

Click on Akuan Pembaharuan Pendaftaran button to generate report in PDF format.

Figure 1-WUR030F-2: Vendor Registration Certificate – Notis Memperbaharui Pendaftaran Tab

To generate Notis Memperbaharui Pendaftaran, click on Notis Memperbaharui

Pendaftaran tab as displayed in Figure 1-WUR030F-2.

Click on LOV button to select Vendor Code. Enter Date From and Date To in DD-

MM-YYYY format.

Click on KK button to generate report in PDF format.

Click on CIDB button to generate report in PDF format.

Click on PKK(E) button to generate report in PDF format.

Click on PKK(C) button to generate report in PDF format.

Figure 1-WUR029F-2: Report Vendor Listing – Vendor Listing by Activation Date Tab

To generate vendor listing by activation date report, click on Vendor Listing by

Activation Date tab as displayed in Figure 1-WUR029F.

Select Status from dropdown list. Enter Date From and Date To in DD-MM-YYYY

format. Check checkbox to select vendor type, then click on Run Report button to

generate report in PDF format.

Generating Vendor ID Certificate Report

Reports >> Vendor ID Certificate from the main menu.

Figure 1-WUR033F-1: Vendor ID Certificate

Click on LOV button to select Vendor Code and Status. Click on Run Report button

to generate report in PDF format.

user guide manual vendor management.pdf · user guide manual for vendor management prepared for:...

Documents

prep celebrates jashan-e-khidmat - sanskriti school

al-khidmat foundation flood relief activities

ehr vendor user centered design

al-khidmat in tharparkar

user guide manual - universiti malaysia...

al-khidmat children festival

vendor user guide - gsa · telecommunications services...

vendor user manual - bharat...

online vendor registration user guide

vendor portal user...

cedcommerce magento2 marketplace - multi-vendor marketplace...

srm end user manual- vendor

abdul aleem siddiqui aur khidmat e khatm e nabowat · abdul...

vendor user guide - vendor management system

vendor user guide

prep celebrates jashan-e-khidmat - sanskriti...

on-line vendor user disclaimer - new haven,...

al-khidmat foundation

vendorlink user manual - vendor

vendor portal - user manual