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How to register as a supplier

Contents

1 Introduction .............................................................................................................................2

2 Ariba registration and login ...................................................................................................2

2.1 Entering company information .............................................................................................3

2.2 Duplicates check ......................................................................................................................4

3 Registering with BKW ............................................................................................................6

3.1 Completing the questionnaire ...............................................................................................6

3.2 Submitting the questionnaire ...............................................................................................7

3.3 Viewing the status ..................................................................................................................8

4 Approval of registration by BKW ..........................................................................................8

4.1 Approval ....................................................................................................................................8

4.2 Rejection ...................................................................................................................................9

4.3 Queries ................................................................................................................................... 10

5 Updating the registration questionnaire .......................................................................... 11

6 Ariba account – further options, help ............................................................................... 12

6.1 Optional: add users .............................................................................................................. 12

6.2 Ariba help .............................................................................................................................. 14

7 Support .................................................................................................................................. 14

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1 Introduction

BKW is getting its procurement processes ready for the future. Since mid-October 2020, we have

been successfully using the cloud-based procurement platform Ariba Network for our order pro-

cesses (procure to pay). From July 2021, we will also be handling our supplier management and

sourcing processes (source to contract) via Ariba Network. This means that our suppliers will need

to have an Ariba user account and register with BKW.

In the following, you will find instructions on how to register with BKW as a supplier in two steps.

2 Ariba registration and login

BKW will send you a registration invitation by email.

Click the link in the email. You will be redirected to the Ariba webpage https://ser-

vice.ariba.com/Sourcing.aw/.

Figure 1: Registration invitation from BKW

If you already have an Ariba account, use your Ariba username and password to log in, then proceed

directly to section 3.

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If you don’t already have an Ariba account, click “Sign up” and continue with the following steps.

Figure 2: Supplier welcome page

2.1 Entering company information

Fill in all mandatory fields (marked with “*”).

Figure 3: Basic company information in Ariba

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Figure 4: User account information in Ariba

Figure 5: Completing the account creation process

2.2 Duplicates check

Ariba will automatically check your entries for duplicates. If you see the message “Potential exist-

ing accounts”, click “Review accounts”.

Figure 6: Checking for duplicates

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Check that none of the accounts shown have already been created by your organisation. If an ac-

count already exists, contact the administrator to get access to it, otherwise click “Continue ac-

count creation”.

Figure 7: Skipping duplicates

This completes the first step of the registration process. You will then be taken directly to the

BKW supplier registration questionnaire, and you will also receive an email to confirm that your

Ariba account has been successfully created.

Figure 8: Confirmation of new Ariba account

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3 Registering with BKW

You can now access the BKW registration questionnaire in your Ariba account. When registering for

the first time, you are redirected automatically to the BKW questionnaire. Otherwise, you can ac-

cess it via the dashboard.

Figure 9: Ariba supplier account dashboard

3.1 Completing the questionnaire

Check that the pre-populated information is correct, and complete all of the mandatory fields (*) as

a minimum.

Figure 10: BKW registration questionnaire – Contact information 1/2

Make sure to use the correct format for the telephone number and DUNS number. The telephone

number must be entered without the country code but with the area code, and it must not contain

any special characters (e.g. 112223344); the DUNS number must be entered without spaces or hy-

phens (e.g. 123456789).

Figure 11: Registration questionnaire BKW – Contact information 2/2

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If available, enter tax information. Click on “Add Tax Information”.

Figure 12: Registration questionnaire BKW – Tax Information

Please agree to our Code of Conduct. This can be found under “References” in four different lan-

guages.

Figure 13: Completing and submitting the BKW registration questionnaire

If you have filled in a field incorrectly or forgotten to fill one in, an error message will be displayed.

Correct the fields marked in red and submit the response again.

3.2 Submitting the questionnaire

You will then be asked again if you would like to submit your response. Click “OK”.

Figure 15: Submitting a response

Figure 14: BKW registration questionnaire – Error message

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You will then receive an email from us to confirm that we have received your registration infor-

mation and will review it.

Figure 16: Confirmation that registration information has been received

This completes the second step of the registration process.

3.3 Viewing the status

You can view the status by clicking the link in the confirmation email or by logging in and opening

the BKW registration questionnaire.

Figure 17: Status of registration questionnaire

4 Approval of registration by BKW

4.1 Approval

Once your registration has been approved by BKW, you will receive the following email. The status

is adjusted automatically.

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Figure 18: Registration approved

4.2 Rejection

If your registration is rejected by BKW, you will receive the following email. The status is adjusted

automatically.

Figure 19: Registration rejected

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4.3 Queries

You will receive the following email if BKW still needs to clarify anything in connection with your

registration. Use the link in the mail to enter the missing information in the questionnaire.

Figure 20: More information needed for the registration

Open the questionnaire again and fill in the missing information. Once you have completed the

questionnaire as necessary, click “Submit entire response” to resend it.

Figure 21: Revising the registration questionnaire

You will then receive confirmation of your registration again.

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5 Updating the registration questionnaire

If your contact information changes after you have registered, please update it in our registration

questionnaire. To do so, log into your Ariba account at https://service.ariba.com/Sourcing.aw/ and

open the questionnaire.

Figure 22: Updating the registration questionnaire

Select “Revise response” to submit the updated information.

Figure 23: Updating the registration questionnaire and revising a response

You will then receive confirmation that your registration has been updated.

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6 Ariba account – further options, help

6.1 Optional: add users

If you want to add more users to your newly created Ariba account, you can do so in the settings

by clicking the icon in the upper right-hand corner. To do so, select the “Users” field under “Set-

tings”.

Figure 24: User settings

First create a role by clicking “+” on the “Manage Roles” tab. Give the role a name and assign ap-

propriate permissions for it. Save the new role. If you have already created a role that is to be as-

signed to the new user, you can skip this step.

Figure 25: Account settings – Managing roles

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Then create a new user by clicking “+” on the “Manage Users” tab.

Figure 26: Account settings – Managing users

Complete all mandatory fields (marked with “*”), select the appropriate role for the user, and de-

fine which customers the new user will be assigned to. Then click “Done” to finish creating the new

user.

Figure 27: Creating a user

After the new settings have been saved, the new user will receive an email to the stored address

and will immediately have access to the account.

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6.2 Ariba help

On the start page of the Ariba supplier webpage, you will find the SAP Ariba help section on the

right-hand side. You can search for your issue in the search field, consult the documentation pro-

vided by Ariba, or contact the support hotline.

Figure 28: Ariba help

7 Support

Talk to the relevant buyer in your company. You can find further information via the following link:

www.bkw.ch/digitalprocurement