BERNAS VENDOR MANAGEMENT SYSTEM USER MANUAL (STAFF MODULE)

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1 Copyright 2017 PADIBERAS NASIONAL BERHAD 1

2 Contents 1. INTRODUCTION... 4 a) STAFF LOGIN... 4 b) STAFF HOMEPAGE VENDOR MANAGEMENT... 5 a) VENDOR ENROLLMENT... 5 CASE 1: TO ENROLL VENDOR... 5 CASE 2: TO REJECT VENDOR... 8 CASE 3: TO ENROL VENDOR WITH SKIP PAYMENT... 9 b) VENDOR PAYMENT c) BLACKLIST VENDOR d) DEACTIVATE VENDOR e) PROJECT ASSESSMENT OF VENDOR f) VENDOR ASSESSMENT To assess vendor To edit the mark g) VENDOR CHANGES To view the vendor changes To Approve Vendor Changes To Reject Vendor Changes RFQ (REQUEST FOR QUOTATION) a) OVERVIEW ON THE RFQ FUNCTIONS b) SEARCH FUNCTION c) ADVANCED SEARCH FUNCTION d) EDIT RFQ DRAFT AND SEND TO VENDOR Overview on RFQ Draft To Attach Attachment and Edit RFQ Header Information To Add Item/Remove Item To Add Vendor/Remove Vendor Send the RFQ to Vendors To Delete Draft RFQ e) ATTACHMENT To Upload Attachment To Remove Attachment f) RFQ INBOX (Notify Vendor, Check and Print Quotation Comparison) To Edit RFQ Header Information Copyright 2017 PADIBERAS NASIONAL BERHAD 2

3 To Notify Vendor Via To View Vendor Response List To View/Print Pricing Comparison Table g) RFQ INBOX (Select/Edit Awarded Vendor for RFQ Item and Close RFQ) To Select Awarded Vendor for RFQ Item To Edit Awarded Vendor for RFQ Item To Close RFQ h) RFQ HISTORY To View RFQ History i) Q & A (QUESTIONS AND ANSWERS) To Send Inquiry/Post Message to Vendor To Reply Vendor s Message APPENDIX NEW VENDOR REGISTRATION FLOWCHART VENDOR RFQ (REQUEST FOR QUOTATION) PROCESS FLOWCHART Copyright 2017 PADIBERAS NASIONAL BERHAD 3

4 1. INTRODUCTION a) STAFF LOGIN This is the link for the staff login: b) STAFF HOMEPAGE Copyright 2017 PADIBERAS NASIONAL BERHAD 4

5 2. VENDOR MANAGEMENT a) VENDOR ENROLLMENT CASE 1: TO ENROLL VENDOR To View Vendor Profile: Copyright 2017 PADIBERAS NASIONAL BERHAD 5

6 To View Vendor Attachment: To Select Vendor Group: Copyright 2017 PADIBERAS NASIONAL BERHAD 6

7 To Synchronize Vendor Code with AX: Confirm and Enrol: Copyright 2017 PADIBERAS NASIONAL BERHAD 7

8 CASE 2: TO REJECT VENDOR Copyright 2017 PADIBERAS NASIONAL BERHAD 8

9 CASE 3: TO ENROL VENDOR WITH SKIP PAYMENT Copyright 2017 PADIBERAS NASIONAL BERHAD 9

10 b) VENDOR PAYMENT To view vendor s payment history: To view vendor s invoice: Copyright 2017 PADIBERAS NASIONAL BERHAD 10

11 c) BLACKLIST VENDOR To blacklist vendor: Copyright 2017 PADIBERAS NASIONAL BERHAD 11

12 To whitelist vendor: d) DEACTIVATE VENDOR To deactivate vendor: To reactivate/enroll vendor: Copyright 2017 PADIBERAS NASIONAL BERHAD 12

13 e) PROJECT ASSESSMENT OF VENDOR To add project assessment: To remove project assessment: Copyright 2017 PADIBERAS NASIONAL BERHAD 13

14 To edit project assessment: f) VENDOR ASSESSMENT To assess vendor: Copyright 2017 PADIBERAS NASIONAL BERHAD 14

15 Copyright 2017 PADIBERAS NASIONAL BERHAD 15

16 To edit the mark: Copyright 2017 PADIBERAS NASIONAL BERHAD 16

17 g) VENDOR CHANGES To view the vendor changes: Copyright 2017 PADIBERAS NASIONAL BERHAD 17

18 Vendor Change Transaction Status New Procurement Processed Procurement Rejected Finance Approved Finance Rejected Error Explanation Pending for Procurement Action Procurement Approved Procurement Rejected Finance Approved Finance Rejected Please refer person in charge if any error occurs To Approve Vendor Changes: To Reject Vendor Changes: Copyright 2017 PADIBERAS NASIONAL BERHAD 18

19 Copyright 2017 PADIBERAS NASIONAL BERHAD 19

20 3. RFQ (REQUEST FOR QUOTATION) a) OVERVIEW ON THE RFQ FUNCTIONS b) SEARCH FUNCTION Copyright 2017 PADIBERAS NASIONAL BERHAD 20

21 c) ADVANCED SEARCH FUNCTION d) EDIT RFQ DRAFT AND SEND TO VENDOR Overview on RFQ Draft: To Attach Attachment and Edit RFQ Header Information: Copyright 2017 PADIBERAS NASIONAL BERHAD 21

22 To Add Item/Remove Item: Copyright 2017 PADIBERAS NASIONAL BERHAD 22

23 To Add Vendor/Remove Vendor: Send the RFQ to Vendors: Copyright 2017 PADIBERAS NASIONAL BERHAD 23

24 To Delete Draft RFQ: e) ATTACHMENT To Upload Attachment: Copyright 2017 PADIBERAS NASIONAL BERHAD 24

25 Copyright 2017 PADIBERAS NASIONAL BERHAD 25

26 To Remove Attachment: f) RFQ INBOX (Notify Vendor, Check and Print Quotation Comparison) To Edit RFQ Header Information: Copyright 2017 PADIBERAS NASIONAL BERHAD 26

27 To Notify Vendor Via To View Vendor Response List: Copyright 2017 PADIBERAS NASIONAL BERHAD 27

28 To View/Print Pricing Comparison Table: Example of Print : Example of Print Price List : Copyright 2017 PADIBERAS NASIONAL BERHAD 28

29 g) RFQ INBOX (Select/Edit Awarded Vendor for RFQ Item and Close RFQ) To Select Awarded Vendor for RFQ Item: To Edit Awarded Vendor for RFQ Item: To Close RFQ: Copyright 2017 PADIBERAS NASIONAL BERHAD 29

30 h) RFQ HISTORY To View RFQ History: Copyright 2017 PADIBERAS NASIONAL BERHAD 30

31 Copyright 2017 PADIBERAS NASIONAL BERHAD 31

32 i) Q & A (QUESTIONS AND ANSWERS) To Send Inquiry/Post Message to Vendor: Copyright 2017 PADIBERAS NASIONAL BERHAD 32

33 To Reply Vendor s Message: Copyright 2017 PADIBERAS NASIONAL BERHAD 33

34 Copyright 2017 PADIBERAS NASIONAL BERHAD 34

35 4. APPENDIX NEW VENDOR REGISTRATION FLOWCHART New Vendor submitted registration form for enrollment APPROVED notification sent to vendor for successful enrollment and request vendor to make payment Payment done? YES will be sent to Procurement Department APPROVED WITH SKIP PAYMENT notification sent to vendor for successful enrollment New Vendor from VMS integrated to AX for Vendor Code generation Procurement Officer to login to the Vendor Management System Finance access AX system Procurement Officer review the registration form Reject Back to Procurement with reason provided REJECTED Approve/ Reject Vendor Creation in AX? APPROVED Approve/ Reject Vendor Enrollment? Procurement Reject Back to Vendor with reason provided AX send back the status & vendor code back to VMS System REJECTED notification sent to vendor with reject reason provided Vendor update profile and resubmit to Procurement New Vendor Registered Successfully and is able to login to the VMS Vendor updates details and re-submit for enrollment Procurement submit the vendor changes to Finance END Copyright 2017 PADIBERAS NASIONAL BERHAD 35

36 VENDOR RFQ (REQUEST FOR QUOTATION) PROCESS FLOWCHART Vendor login to Vendor Management system (VMS) RFQ Acceptance? NO Vendor rejected RFQ request YES Vendor accepted RFQ request and specify the price/quantity available Vendor to finalize item detail and send it back to Procurement Department RFQ award vendor? NO YES Procurement officer to finalize vendor Notification will be sent out to the awarded vendor END Copyright 2017 PADIBERAS NASIONAL BERHAD 36