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Welcome,

Thank you for using our Supplier Portal.

The Supplier Portal will allow you to search for suppliers, view supplier details

and invite new suppliers, if necessary.

The next few pages will guide you through each page on the Supplier Portal.

If you have any queries or suggestions, please contact the Procurement Team

via email at supplierportal@finning.co.uk

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*Please note that this page is for internal use only and should not be shared with any third party without the

permission of the Procurement Team*

On the home page of the Supplier Portal you are able to search for suppliers in a number of ways:

By using the keywords search box you can search for suppliers. You can search by using the following: • Supplier name • SAP vendor number • Products keywords e.g. gloves, parts, waste etc. Keywords are assigned to each supplier • Postcode

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(Multiple search filters can be selected to narrow your results) You are able to limit your search by: • SAP UK or SAP ROI (Ireland) vendors: By not selecting either of these the results will show

all vendors on SAP UK and SAP ROI. • Invited by me: You can view all of the suppliers you have invited through the Supplier Portal. (Please note that all vendors that you invite will automatically be added to your ‘Favourites’ and assigned branch – for more information on supplier status’, please refer to page 11). • Favourites: When you filter by ‘Favourites’ the results will show all the suppliers you have invited and all the

suppliers you have added to your ‘Favourites’. Please note you may find that there are suppliers already in your ‘Favourites’ this information has been pulled from the suppliers you used in July 2015.

• Suppliers per branch: This shows you the suppliers that have been or are being used by a specific branch. When you invite a supplier or add a supplier to your favourites this will be added to your assigned branch for other users to see.

• Regions (geographic filters): This is the region(s) the supplier has indicated where they can supply. • Category: This is where the supplier has been mapped by the Procurement Team for spend analysis. You can

click on any level – the more you drill through, the more specific the category will get.

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Upon searching for a supplier you will be able to see the supplier’s rating, insurance expiry, SAP vendor number (UK and ROI separately), company name and keywords. You will see that once the supplier goes into a different status, this will show in brackets. However you are still able to click into the supplier for their company information which will show as the Procurement Team previously approved it. Once you have clicked into a supplier you will be able to view their company information. When you hover over the left side of the results table, next to a supplier, you will be able to see what rating the Procurement Team gave the supplier. Finning has three levels of supplier rating: 1. Preferred – Where there is an agreed contract in place with the supplier. This is the highest supplier rating available. 2. Approved – Where the supplier has agreed to trade on the Finning Standard Conditions of Purchase. 3. Trading – Where the supplier is trading on their own standard terms or has requested specific changes to Finning Standard

Conditions of Purchase. This is the lowest rating and carries the most potential risk.

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Finning has three levels of indicating the expiration of insurance(s) of suppliers:

1. All insurances up to date

2. Insurances expiring soon – this indicates that within 4 weeks the suppliers insurances will be expiring

3. Insurances expiring imminent – this indicates that within 2 weeks the suppliers insurances will be expiring. The supplier will have received an email to remind them to update their insurances.

3. Insurances expired – the supplier will now have 30 days to update their insurances. If the supplier has not updated their insurances within this time period their account will be suspended from further use.

The supplier will receive a reminder email 2 weeks before the insurance(s) expire and then upon expiry. The person who requested the supplier via the Supplier Portal (if any), as well as those who have the supplier selected within their ‘Favourites’, will be copied into the email sent to the supplier as a reminder to update their insurances.

*Please note that if the supplier does not update their insurances after 30 days, their account will be suspended from further use*

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Once you click into a supplier from the results box, you will be able to view the suppliers Internal Data, Company Information, Trading Address, Insurance Details, Compliance, Feedback and SRM Data by selecting the applicable tab:

If the supplier is set up on both SAP UK and SAP ROI, you will see the information for both of these in separate boxes: • SAP vendor number • Currency the supplier is set up on SAP • Payment terms the supplier is set up on • The date the supplier agreed to Finning Terms and Conditions and

the person who agreed • Reference number (for their Supplier Portal profile) • Supplier Rating

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Here you will find all the suppliers company details: • Company registration number • VAT number • Legal status • Number of employees • Company web address • Internal keywords (this drives the search functionality) • Company overview (describes to you what services and/or products the supplier can offer) • Telephone number and fax number • Email address • Region(s) the supplier has indicated they can cover

This information is provided by the supplier giving their address and contact details. If you need to know what the Accounts Address is, please contact the Procurement Team on supplierportal@finning.co.uk

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Here you will find all the insurance certificates that the supplier has provided. Please ensure that the indemnity level (especially for transport) is sufficient for what you require the supplier to provide.

This section includes: • Health & Safety Policy • UKAS Health & Safety – OHSAS 18001 • UKAS Environment – ISO 14001 • Specify goods or materials that are classified as hazardous (MDSD) • UKAS Quality – ISO 9001

(Please note that the compliance section is not mandatory to complete)

*Please note that insurance and compliance documents will not be viewable if the supplier is in any status other than Published*

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You are now able to on a supplier using a dropdown criteria list and giving the supplier a score based on the criteria.

Where suppliers have SRM data this will include: • Service Standards & Key Performance Indicators • Delivery charges • Escalation process • Slow moving stock • Warranty • Return process • Price lists • Ordering process

(This will only show data where something has been agreed with the supplier and will therefore mostly be against the preferred suppliers) Simply click on if you need to return to the home page which will show your previous results.

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Always make sure that you contact the Procurement Team first to see if they can support you in what you are looking for. We might have a supplier that you can use. If it is necessary to invite a new supplier, press on the home page, which will lead you to complete important details of the supplier.

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• Please ensure that you select a reason for your request and provide details of what service and/or product

the supplier will be providing. • It is important to know which SAP (UK and/or ROI) you need the supplier to be set up on. • Please ensure that if your supplier is an independent contractor or consultant you complete the tick box as

this may have employment contract implications. • Once you press ‘Send Invitation’ the supplier will receive a link which they will need to follow to submit their

information to the Procurement Team.

• You can keep track of the status of your invited supplier by selecting the ‘Invited by me’ search filter (explained on following pages)

• You will see that if the supplier is still on invited status, this means that the Procurement Team have not received the invitation through to review and that the supplier still needs to submit their information. At this stage, please communicate with your supplier to complete the application and if the supplier is not receiving the invitation email, contact the Procurement Team on supplierportal@finning.co.uk

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When you limit your search by ‘Invited by me’, the results will now show the status of your supplier. This means you are aware of what stage the supplier is at in the process of being approved as a supplier to Finning. Finning stages of approval are as follows: 1. Invited – The supplier has been sent an electronic invitation and needs to complete the pre-qualification

questionnaire. This status means that the supplier has not yet submitted the required information. 2. Under Review – The supplier has submitted the questionnaire and this is now with the Procurement Team

for review. You (the requestor) will also receive an email once the supplier submits their questionnaire. 3. Awaiting Approval – The information has been reviewed and needs approval from a Procurement Manager. 4. Approved – The supplier has been approved and needs to be finalised by the Purchasing Support Analyst. 5. Published – The supplier has been set up on SAP, given a SAP vendor number on the Portal and is now

viewable by the business. You (the requestor) will also receive an email with the vendor number to use once the supplier has been published.

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6. Rejected – The supplier has been rejected and is not viewable by the business. You and the supplier will

receive a reason for rejection. A rejected supplier will only show to the business if they have previously been set up on SAP:

7. Suspended – This means that the supplier has been blocked on SAP from further use.

When you click into the supplier you will be able to see the reason for suspension / rejection:

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8. Re-apply – The Procurement Team will assign this status to a supplier when there is a request for additional

information. The supplier and you (the requestor) will be informed of the additional information required. The supplier will be required to login to their profile and update with the requested information

You are able to click into the supplier to view their details but if the supplier remains invited, there will be no information of the supplier as yet. However you will be given the chance to re-send the invitation if the supplier has not received the link or to edit the email address to re-send to another person within that company.

Limit your search to ‘Invited by me’ Select Supplier Press ‘Re-Send Invitation’

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• Please note that your session will expire after 30 minutes of inactivity.

• If you have forgotten your password, please refer to the login page where you can reset your password. If you have forgotten your username, please contact the Procurement Team.

• The new banner shows you the latest news from the Procurement Team. When the news article is related to a specific supplier, you will be able to access the supplier profile via the article. When you click on one of the new headers, it will take you through to the news article or a supplier profile.

We hope that this Supplier Portal will be beneficial to you.