BERNAS VENDOR MANAGEMENT SYSTEM USER MANUAL (VENDOR MODULE)

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2 Contents 1. VENDOR REGISTRATION... 4 a) VENDOR HOMEPAGE... 4 b) TERMS AND RULES... 4 c) REGISTRATION... 5 LOGIN DETAILS... 5 VENDOR DETAILS-BANK POPUP... 7 VENDOR DETAILS-BRANCH POPUP... 7 BUSINESS DETAILS... 8 BUSINESS DETAILS-SHAREHOLDER POPUP... 8 LICENSE & REGISTRATION PARTICULARS... 9 LICENSE & REGISTRATION PARTICULARS-CIDB POPUP... 9 LICENSE & REGISTRATION PARTICULARS-MOF POPUP LICENSE & REGISTRATION PARTICULARS-OTHER LICENSE & REGISTRATION POPUP FINANCIAL BACKGROUND TAX PLEDGE VENDOR ATTACHMENTS MAKING PAYMENT FOR REGISTRATION a) MAKING PAYMENT VIA JomPAY JomPAY PAYMENT SLIP b) MAKING PAYMENT VIA FPX VENDOR PROFILE MANAGEMENT a) VENDOR PROFILE VIEW PROFILE EDIT PROFILE CHANGE PASSWORD FORGOT PASSWORD b) PRODUCT MANAGEMENT ADD PRODUCT/EDIT PRODUCT DELETE PRODUCT c) PROJECT ASSESSMENT VIEW PROJECT ASSESSMENT d) VENDOR CERTIFICATE PRINT CERTIFICATE Copyright 2017 PADIBERAS NASIONAL BERHAD 2

3 e) INVOICE VIEW INVOICE VIEW INVOICE DETAILS RFQ (REQUEST FOR QUOTATION) a) OVERVIEW ON THE RFQ FUNCTIONS b) SEARCH FUNCTION c) ADVANCED SEARCH FUNCTION d) ACCEPT RFQ e) REJECT RFQ f) UPDATE RFQ (QUOTATION) g) ATTACHMENT UPLOAD ATTACHMENT REMOVE ATTACHMENT h) Q & A (QUESTIONS AND ANSWERS) APPENDIX NEW VENDOR REGISTRATION FLOWCHART VENDOR RFQ PROCESS FLOWCHART Copyright 2017 PADIBERAS NASIONAL BERHAD 3

1. VENDOR REGISTRATION a) VENDOR HOMEPAGE This is the link for the vendor registration and vendor login:

Please take note on the following Terms and Rules: 1. GENERAL INFORMATION 1.1 Vendor shall undertake and warrant that all data and information submitted in this application is true and correct. 2.

5 Please take note on the following Terms and Rules: 1. GENERAL INFORMATION 1.1 Vendor shall undertake and warrant that all data and information submitted in this application is true and correct. 2. NEW REGISTRATION 2.1 The registration fee is RM excluding GST and valid for 2 years from the approval date as a BERNAS s Vendor. * The start date of the validity of the vendor is from the date the vendor enrolled by BERNAS Staff 3. RENEWAL OF REGISTRATION 3.1 All renewal of registration shall be made at least 2 months before the expiry date. 3.2 Renewal fee excluding GST is RM and valid for 2 years from the expiry date of the earlier registration, subject to renewal before the expiry date. 3.3 Renewal after expiry date and within 2 months grace period is subject to a late renewal penalty charge and renewal of registration fee, which the total amount excluding GST is RM Renewal after expiry date and 2 months grace period is considered as new registration, hence the total amount excluding GST is RM PROCESSING FEE Item Type Fee (RM) GST (%) Fee Inclusive GST if Period (Year) any 1 New Registration Renewal Registration Late Renewal Penalty c) REGISTRATION LOGIN DETAILS Copyright 2017 PADIBERAS NASIONAL BERHAD 5

LICENSE & REGISTRATION PARTICULARS LICENSE & REGISTRATION

VENDOR ATTACHMENTS After you filled in all the details in above steps, you will need to submit all the necessary documents to BERNAS to complete the registration process.

12 VENDOR ATTACHMENTS After you filled in all the details in above steps, you will need to submit all the necessary documents to BERNAS to complete the registration process. In this phase, you still can edit your profile before submitting the attachments. Note: Please check your attachments carefully before you submit them for BERNAS approval. Copyright 2017 PADIBERAS NASIONAL BERHAD 12

13 You will not be able to login the system until BERNAS has enrolled you as a vendor. You will receive an notification that you are being enrolled as BERNAS vendor if you are being enrolled successfully. Note: If you did not receive any notification from BERNAS within 7 working days, please contact BERNAS directly to confirm further. Copyright 2017 PADIBERAS NASIONAL BERHAD 13

2. MAKING PAYMENT FOR REGISTRATION Once you received the email from BERNAS that you are being enrolled as the vendor successfully, you will need to make a payment for the registration in order to

14 2. MAKING PAYMENT FOR REGISTRATION Once you received the from BERNAS that you are being enrolled as the vendor successfully, you will need to make a payment for the registration in order to deal with BERNAS. You can make the payment using following method: a) JomPAY b) FPX To make payment, please login to the system using following link and you will be prompted to make the payment: a) MAKING PAYMENT VIA JomPAY Copyright 2017 PADIBERAS NASIONAL BERHAD 14

15 JomPAY PAYMENT SLIP Print or save the payment slip of JomPAY. You may proceed with the payment later by making payment via online banking or ATM. b) MAKING PAYMENT VIA FPX Copyright 2017 PADIBERAS NASIONAL BERHAD 15

16 The next step is login to your online banking account, select which account that you would want to make the payment and make the payment accordingly. You will receive the below payment confirmation and notification once you done the payment. Copyright 2017 PADIBERAS NASIONAL BERHAD 16

17 You will need to wait for BERNAS approval before you can login the system again. An notification will be sent to you to inform you that you can login to the system upon the approval of BERNAS. If you attempt to login before the approval, you will see the below message: Copyright 2017 PADIBERAS NASIONAL BERHAD 17

FORGOT PASSWORD An email will be sent to you and you will be able to reset your

22 DELETE PRODUCT c) PROJECT ASSESSMENT VIEW PROJECT ASSESSMENT d) VENDOR CERTIFICATE PRINT CERTIFICATE The vendor certificate will be generated in pdf format. Copyright 2017 PADIBERAS NASIONAL BERHAD 22

32 5. APPENDIX NEW VENDOR REGISTRATION FLOWCHART 1 Vendor register in Vendor Management System (VMS) Vendor to login to the system to make payment via JomPAY or FPX 6 2 Vendor to fill up all the necessary information Payment done? NO Vendor to attach all mandatory attachments 3 YES BERNAS Finance to verify payment 7 Vendor to submit registration form for enrolment 4 New Vendor Registered Successfully (vendor will be notified via that they can now login to the VMS) 8 NO BERNAS Proc. Dept. Approve? END YES notification on successful enrolment will be sent to vendor 5 Copyright 2017 PADIBERAS NASIONAL BERHAD 32

33 VENDOR RFQ (REQUEST FOR QUOTATION) PROCESS FLOWCHART Vendor login to Vendor Management system (VMS) 1 2 RFQ Acceptance? NO Vendor rejected RFQ request YES Vendor accepted RFQ request and specify the price/quantity available 3 Vendor to finalize item detail and send it back to Procurement Department 4 RFQ award vendor? NO YES 5 Procurement officer to finalize vendor Notification will be sent to the awarded vendor 6 END 7 Copyright 2017 PADIBERAS NASIONAL BERHAD 33

BERNAS VENDOR MANAGEMENT SYSTEM USER MANUAL (STAFF MODULE)

BERNAS VENDOR MANAGEMENT SYSTEM USER MANUAL (STAFF MODULE) Copyright 2017 PADIBERAS NASIONAL BERHAD 1 Contents 1. INTRODUCTION... 4 a) STAFF LOGIN... 4 b) STAFF HOMEPAGE... 4 2. VENDOR MANAGEMENT... 5 a) VENDOR ENROLLMENT... 5 CASE 1: TO ENROLL VENDOR... 5 CASE