Supplier Registration System - CVM Solutions · If your company profile already exists in the ...

Supplier Registration

System

Supplier User Guide

Copyright 2006-2008 by CVM Solutions, Inc.

All Rights Reserved.

The material contained in this document is proprietary data and is the intellectual

property of CVM Solutions, Inc. This document shall not be reproduced in whole or in

part, or disclosed to any persons without the express written consent of CVM Solutions,

Inc.

<<Client Name>> Supplier Registration System Supplier User Guide

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Table of Contents

Introduction ................................................................................................................................. 3

Introduction ................................................................................................................................. 3

What do I need? ........................................................................................................................... 3

How do I get started?.................................................................................................................. 4

Getting familiar with the <<Client Name>> Supplier Registration System.................. 10

Updating your Company Profile............................................................................................ 11

Supplier Diversity Certifications........................................................................................... 12

Updating Your Contact Information ..................................................................................... 14

Sign out of the application ...................................................................................................... 14

APPENDIX A-Basic Supplier Information .......................................................................... 15


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Introduction Welcome to <<Client Name>> new Supplier Registration System which will be used to

track information about current and potential suppliers. With this new system, you will

be able to submit your information to <<Client Name>> quickly, easily and efficiently.

You will have the convenience of accessing the system online from any computer and at

any time. Furthermore, you will now be able to update your information at any time,

upload your certification information and ensure that your information with <<Client

Name>> is accurate and current.

This document will walk you through the steps to register and update your information

using this system.

What do I need? In order to register and maintain your information in the <<Client Name>> Supplier

Registration System, you need a computer and access to the internet. For best

performance, it is recommended that you use Internet Explorer 5.5 or higher.

You will also need the information and supporting documentation that you need to

provide to <<Client Name>>. This includes the following:

• General Company Information including Company Name, Former Company

Name(s) Used, Internet Address, Fed Tax ID, Dun and Bradstreet Number,

Parent Company Name and Fed Tax ID, Currently Doing Business With <<Client

Name>> (Yes/No) and Diverse Supplier ( Yes/No), Headquarters Address,

Executive and Primary Contact Information.

• Business/Financial Information including Year Established, Gross Annual Sales

for the last 3 years, number of employees and Legal Structure (Last 3 years Sales

figures)

• Product/Services Information including <<Client Name>> Specific Commodities,

NAICS and SIC Codes, Product/Service Description.& Geographical Service Area

• Diversity Information (only applicable if a diverse company) including Ethnicity,

Gender, Diversity Category Certification Details, % of Minority and Women

Ownership

• Documentation: Upload of Supplier Documents including Diversity

Certifications and other documents

• Reference Information: One business reference is required. A total three

references can be recorded in the system.

For details of the information required, please refer to Appendix A.


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How do I get started? You can access the application at <<XYZ>>.cvmsolutions.com .Type in this address in the

Address window of your browser, and press enter. This will take you to the login page

below:

Figure 1: Login Dialog Box

If you have an existing username and password, use them to access the <<Client

Name>> Supplier Registration System. If you have forgotten your password, please

enter your user name and click on the ‘Forgot Password?’ button to have a system

generated password sent to your registered email address.

If you do not have an account on the <<Client Name>> Supplier Registration System,

click on the links “Click Here” to register your company to do business with <<Client

Name>>. This will take you to the ‘New Supplier Registration’ page. Based on the type

of system (SM Professional or Advanced) deployed for the <<Client Name>>, either one

of the following two images will show up.

Enter username and password


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Figure 2: Information from Registering Supplier (SMPro)

Please enter your Company Name, Zip Code, Tax ID No, and Contact Name, Contact

Phone and Contact Email and click on the Submit button.

Figure 3: Information from Registering Supplier (SMAdv)

For the advanced product, Please enter your Company Name, Headquarter Country,

Postal Code, Tax ID No, and Contact Name, Contact Phone and Contact Email and click

on the Submit button.


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The <<Client Name>> Supplier Registration System allows only one user logon per

supplier. The following table lists out the way the system processes the information

entered in the previous step:

S.No Condition Action

1 There is no match on Fed Tax Id Allows supplier to create

a user and proceed with

the registration process

2 There are matches on Fed Tax Id. The Supplier

Selects the appropriate supplier. There is no

existing user account for the selected supplier

Allows supplier to create

a user and update the

existing supplier profile

3 There are matches on Fed Tax Id. The Supplier

Selects the appropriate supplier. There is an

existing user account for the selected supplier

Does not allow supplier

to create a user account.

System sends email to

the registered user for the

supplier with the contact

information entered in

the previous step. It is up

to the registered user to

provide access

4 There are matches on Fed Tax Id. However the

supplier indicates that none of the matches

returned is their company

Email sent to <<Client

Name>> Supplier

Diversity Administrator

to take appropriate

action

5 There are no matches on Fed Tax Id. However

there are matches on the Company Name and

Zip Code. The Supplier Selects the appropriate

supplier. There is no existing user account for

the selected supplier

Email sent to <<Client

Name>> Supplier

Diversity Manager to

take appropriate action



Zip Code. The Supplier Selects the appropriate

supplier. There is an existing user account for

the selected supplier

Does not allow supplier

to create a user account.

System sends email to

the registered user for the

supplier with the contact

information entered in

the previous step. It is up

to the registered user to

provide access


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Zip Code. However the supplier indicates that

none of the matches returned is their company




8 No matches on Fed Tax ID, Company Name or

Zip Code




The next step in the supplier registration process is to create a user for the supplier

Figure 4: Create a Login Id

The system automatically creates a username. You will be asked to enter a password.

If your company profile already exists in the <<Client Name>> Supplier Registration

System, you will be asked to update the profile. If your company profile does not exist

in the <<Client Name>> Supplier Registration System, you will be asked to input the

supplier details. All suppliers will be asked to enter multiple pages of information.

Diverse suppliers will be asked to provide diversity information. For details on the

information asked during registration process, please refer to Appendix A.


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Figure 5: First Screen of Registration

Some Sections Show up as

Disabled. These will become

enabled when the required

information on the previous

sections is completed


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Figure 6: The registration process where "Company Profile" section is completed.

Once you have created a registration profile in the <<Client Name>> Supplier

Registration System, you can log in to update your company’s information.


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Getting familiar with the <<Client Name>> Supplier

Registration System

Once you log into the application, you will be directed to your company’s default page.

The navigation layout through the application is essentially the same and you should

get to know these features so that you will be able to move about the <<Client Name>>

Supplier Registration System effectively.

Page View and Next Links

6. Save and proceed to next step

5. Go to the next page without saving changes

3. * Red asterisk indicates required field

Summary View

Indicates that the Insurance and

Corporate Sections of the

provide are not completed


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Number Description Purpose

1. Main

Navigation

Menu

Displays the main headings for user functions. When you

click on a heading, you will see several subheadings that

belong to that category. You can then click on a subheading

to use that particular feature.

2. Log Out Signs you out of the system and returns you to the login

screen.

3. * (Red

asterisk)

Indicates that field is mandatory

4. Summary

View and

Next Links

Takes you to the Summary Link or to the Next step

5. Next Click this button to proceed to the next step without saving

any changes that may have been made.

6. Save and Next Click this button to save all changes on the current page and

proceed to the next step.

7. Field label in

red and

underlined

Field has help text. To access help, click on underlined field

label

Note: If your session is idle for more than 40 minutes, your session will time out and

you will need to log in again.

Updating your Company Profile

Once you login to the <<Client Name>> Supplier Registration System, you will

automatically be taken to your company’s profile. You may also access this page by

clicking the ‘Profile Maintenance’ link in the left navigation menu, and then selecting

the ‘Update Company Profile’ link.

Please ensure that you have all the information and documentation necessary to update

your company’s profile. Suppliers who provide certain products or services will be


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asked to enter additional information about their capability, currently only firms

providing training services and materials are required to complete the additional

questions. For details on the 2 pages of information, please refer to Appendix A.

Supplier Diversity Certifications

You will be required to upload supporting documentation on page 2 of your company’s

profile. This section describes how to upload documents.

You may upload documents in the following formats – GIF, BMP, JPG, JPEG, DOC,

POSTAL CODE, or PDF. There is a size limitation of 1 MB for the documents being

uploaded.

To upload a document, click the “Click Here to Upload…” button.

This will display the upload documents form.

Click to upload supporting documentation

Click to select your file

Provide a brief description of the upload file.


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Click the ‘Browse’ button to open the file selection box, and select the file to upload.

Add a short description for the uploaded file. After you have selected all the files that

you wish to upload, click the ‘Upload’ button. After a few moments (as the file

uploads), the upload confirmation dialog is displayed.

Click ‘OK’ to close the dialog. Your files will be saved to your company’s profile when

you click ‘Save and Next’.


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Updating Your Contact Information You can access the page to update your contact information by clicking the ‘Profile

Maintenance’ link in the left navigation menu, and then selecting the ‘Update My

Contact Info’ link.

This will bring up your Contact Information page. Please complete any missing

information, and change your password, if required. Once you are satisfied with the

updates, click ‘OK’ to save your changes.

Sign out of the application Once you have completed your updates, you should log out of the <<Client Name>>

Supplier Registration System before closing your browser. This will ensure the

maximum security of your information. To exit from the <<Client Name>> Supplier

Registration System, click on the ‘Log Out’ link on the left menu.

Update information

Sign out of Suppplier

Registration System


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APPENDIX A-Basic Supplier Information

Profile Pages for SM Professional Version

All suppliers are required to fill out the following 3 pages of information.

Note : * indicates mandatory field

Page 1 General Company Information

1. Company Name* (Mandatory must match the name filed with the Federal

Government associated with the Taxpayer Identification Number)

2. Former Company Name

3. Doing Business As

4. Website

5. Federal Tax ID*

6. Dun & Bradstreet Number

7. Parent Company Name

8. Parent Federal Tax ID

9. Currently Doing Business with <<Client Name>>? (Yes/No)*

10. If yes, enter the GSK contact

11. Are you a Diverse Supplier or Small Business? (Yes/No)*

Headquarters Information

1. Address 1*

2. Address 2

3. City*

4. State*

5. Country*

6. Zip Code*

7. Phone Number*

8. FAX Number

Primary Contact

1. Name *

2. Title *

3. Email *

4. Phone Number*

5. FAX Number


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Executive Contact

Same as Primary Contact (Checkbox – If checked it will populate the information

below with the data entered in the Primary Contact section)

1. Name*

2. Title*

3. Email*

4. Phone*

5. FAX

Page 2

Business and Financial Information

1. Year Established *

2. Gross Annual Sales for last 3 years * (Last year sales is mandatory)

3. Number of Employees *

Legal Structure

1. What is the Legal Status of your Business? (Example: Corporation, Partnership,

etc.)

Product/Service Information

1. Select <<Client Name>> Commodity * (Select at least one commodity)

2. Select NAICS Codes (Select at least one NAICS code)

3. Select SIC Codes* (Select at least one SIC code)

4. Specific Product(s)/Service(s) Description

Geographical Service Areas and Qualification/Certification Information

1. Geographical Areas Served (Local/Regional/National)

2. Specific Areas Served

3. Government and/or International Qualifications or Certifications: (ISO,

Cgmp, ICC, etc.)

4. Do you have experience in a regulated environment? (Knowledge of cGmps)

Yes/no

Diversity Information

1. Diversity Categories and Certifications * (If you are a Diverse or Small

Business check all that apply. At least one is required)

2. Gender of Majority Ownership*

3. Ethnicity of Majority Ownership *


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4. Supplier Documents (Upload documents)

5. % of Minority Ownership

6. % of Women Ownership

Page 3

References: (One business reference is required; you may enter a total of three)

1. Company *

2. Product/Service Provided*

3. Contact Name*

4. Phone Number*

5. Email*

Profile Pages for SM Advanced Version

1. Profile1 page: will have the following sections:

a. <<Client>> Supplier ID

b. General Company Information

i. Company Name

ii. Former Company Name

iii. Doing Business As

iv. Website

v. Federal Tax ID

vi. DUNS Number

vii. Legal Structure radio box list

viii. Upload document link for W9

ix. Year Established

x. Number of Employees

xi. Annual Sales for last 3 years

c. Headquarters Information

i. Address1, Address2 (can also leave Address3 if easiest to leave it)

ii. City

iii. Country

iv. State/Province/County – three text boxes

v. Postal Code

vi. Phone (3 text boxes- Country code, Area code, Phone)

vii. Fax (3 text boxes- Country code, Area code, Phone)

2. Profile2 page: will have the following sections:

a. Product/Service Profile


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i. Client Commodity

ii. SIC Commodity

iii. NAICS Commodity

iv. UNSPSC Family-Level Commodity

v. Specific Product Description

b. Geographical Service Area Options box

c. Specific Areas Served text box

3. Profile3 Page: Diversity Information section

4. Profile4 Page: References Section

5. Profile5 Page: List of Surveys

a. Required Forms: Search form showing:

i. List of Commodity-specific screening form(s) (based on whether

forms for only primary commodity should be shown or all

commodities shown- actual list will be based on this flag as well as

what forms have been defined)

ii. List of “General Forms” (new Survey Type – Vendor-centric, single

response, updateable) – this is shown if “General Forms” flag is set

6. Profile6 Page:

a. Detailed Financials

i. Annual Sales for last 3 years

ii. Current D&B Rating

iii. Upload document link for “Please submit your D&B Summary

Report”

iv. Upload document link for “If D&B is unavailable, please upload

your latest audited financials for the most recent full financial

year”)

b. Key Ratios for most recent fiscal year

i. Financial Ratios label/subheading

ii. Most recent financial year (text box)

iii. Current Ratio (Current Assets/Current Liabilities)

iv. Quick Ratio (Liquid Assets/Current Liabilities)

v. Profit Margin Ratio (Revenue-COGS/Revenue)

vi. Net Profit Margin Ratio (Net Profit/Revenue)

7. Profile7 Page

a. Insurance

i. Commerical General Liability

1. Limits met? – Yes/No

2. Provider Name text box

3. Expiration Date text box


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4. Upload COI

ii. Automobile Coverage




4. Upload COI

iii. Excess/Umbrella Coverage




4. Upload COI

iv. Errors & Omissions/Professional Liability




4. Upload COI

v. Workers Compensation limits met? – Yes/No




4. Upload COI

vi. Name <<client>> as Additional Insured? Yes/No

vii. Grant waiver of subrogation to <<client>>? Yes/No

viii. Self-Insured? Yes/No

ix. Insurance Waiver Yes/No

x. Insurance Waiver document upload

8. Profile8 Page: Corporate & Executive Profile

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