Vendor Registration System – Enhanced

Purpose of the Vendor Registration System and Help Document: The purpose of this system is to allow vendors to register online and furnish all the details from his system instead of sending the physical documents manually. This system is designed to be a user-friendly system so that vendors will be at ease while applying online. This manual enables the vendor to fill the forms with more accuracy and efficiency. Overview To register as a vendor with HPCL, vendor has to first sign-up through the system by clicking “New Register” link.

Basic Information:

The first form will open, where-in vendor has to fill Basic Information viz Name, PAN no, Type of

Organization etc. Please tick the radio button of ‘Permanent Vendor Registration’ in case you wish to

register with HPCL as a vendor.

.

For vendor under SSI and MSME category , select ‘Yes’ and fill up the requisite details .

Registered Office Address: Fill the address, Phone No, email etc. (* marked fields are mandatory)

The email id is the

most important

information for the

purpose of

communication

with HPCL. Please

provide the correct

email id as your

user id and

password will be

activated only after

you confirm a link

sent to you on this

email id

After filling of information, click on Submit. Review the details & click ‘OK’ on the alert pop up.

Then Vendor receives e-mail in the submitted email ID, mentioning Application no and Password. There is a link in the email which needs to clicked for confirming the registration. Subsequently the registration id gets activated and vendor can login to the portal for completing the balance registration.

Using this Application no and Password, login to the system for filling Detail information and Payment particulars. Welcome screen will be display the status of the application. On the left hand side various tabs will be displayed which the vendor needs to fill up before submitting the application

Basic Information and Registered Office Address Detail will populate automatically from submitted data in basic registration. Click on ‘Basic Information’ and Registered Office Address, review the details, edit if required. Save.

Primary Location for Registration Select Primary Location from the dropdown menu where you wish to get registered. Click Save. Please note that in order to choose specific locations under Central Procurement Office you will need to click ‘Click here if you would like to do business in other HPCL locations’. The list of States will appear and you need to select the states for the purpose of registration. Click populate locations and list of HPCL locations will appear. Select the desired locations for the purpose of registration in addition to the Primary Locations.

Location Selection for registration: This form enables vendor to select Business Line i.e.Central Procurement Office for Marketing locations or refineries and location of operation i.e State(s). Press control key and select multiple lines under Business line & State. Click >> Selected lines will move to selected box. Click on Populate Location to save the selected data and display the HPCL locations for the selected States. Multiple HPCL locations can be selected for registration purpose.

In case the

correspondence

address is different

from the registered

address provided then

please click ‘no’. This

will open up the page

for populating the

correspondence

address. Factory

address is mandatory

for manufacturer

On saving the Form Primary Location of Registration, in left hand exit bar the color changes to Dark Blue which indicates completion of this Form. Click next Form ‘Supply/Service/ Contract Categories’. Fill up the details, Save and continue the process till payments details.

HPCL 3 Primary locations like

Central Procurement Office,

Mumbai & Visakh Refinery,

Mumbai Refinery, P&P and

Aviation. Each of these SBUs have

a Vendor management Committee.

Vendor to choose the SBU with

which he wishes to carry out

business primarily.

Select Supplier / Service/ Contract categories in a similar way. After selection click save

Click on Registered Items to specify the specific item classes under the selected supply/ Service/ Contract category for which registration is sought for.

This form enable vendor to enter details of items for which vendor want to register with HPCL. First select from drop down the contract / service/ supply category.

Select desired item description from the Drop down values in each row and enter the respective details and Save after entry for items under each contract/supply category is completed. Repeat action for multiple categories.

Completed form for Registered Items will appear as under. All selected items will be displayed under ‘Existing Selected Item’

Financial Details: This form enables Vendor to enter financial details, Select period from drop down, enter net profit & annual turnover. Save the details.

Banker Details: This form enables vendor to enter Banker’s details. Click the link Update Banker Details, enter Bank

name and address etc. Save the details.

The Bank

details and

the Major

contract

details are

required to

be filled up

in separate

pages.

Major Contract Details: This form enables vendor to enter details on executed Major contracts. Click on Link Major Contract Details, enter organization name, work location, job description, value etc .Save the details.

License Details: This form enables vendor to enter details of the statutory Licenses and Registration. From drop down values select the license title and enter the details. Repeat for multiple licenses. Save the details.

Other Relevant Details: Vendor to enter details of resource and experience in brief in box provided. Manpower Status shall be entered in details as per given format. Save the details.

HPCL and Other References:

This form enables vendor to enter details of existing HPCL registration, job executed also for other companies in energy , manufacturing sectors etc . Click on link Update Reference Details / HPCL-Relation details, enter the details .Select next rows to enter multiple data. Save the details.

Attachment of Soft Copy: This form enables vendor to upload documents mentioned in above completed forms. The documents shall be Non editable, in Zip format and each shall not exceed 1000KB. Mandatory attachments are denoted with (Required *).

Payment Details:

1) Registration Fee:

Registration Fee is non-refundable.

It has two options:

a. Rs.5000/- plus applicable GSTN @ 18% to be paid online only

towards the Reg is t ra t ion Fee th ru’ l ink g iven .

b. In case of Re-registration, the Registration fee is not

required. However, vendor need to provide the reference of the original registration certificate along with the copy of the same in case registered previously.

Declaration:

Vendor shall fill the relevant data, save the details

FINAL CONFIRMATION:

This form is to confirm the above completed forms. Click on FINAL CONFIRMATION. An alert popup window will open. Click OK to submit.

On clicking the ok button the registration will get submitted to the Vendor Management Officer of the

Primary Registering location as mentioned in the application.

Vendor Management officer will communicate with the registering vendor in the portal system wherein

queries will be raised by HPCL and the same can be viewed and responded by the vendor in the tab

‘Communications’. The query will appear as below and vendor needs to click on ‘Reply’ to respond to the

query.

After sending his response the vendor can view his response by clicking on ‘Sent Items’ link.

Multiple queries can be raised by the Vendor Management Officer and the vendor is required to respond to

these queries. An email alert will be generated to the registered email id of the vendor advising him that a

query has been raised against his registration.