qatar rail portal registration...submitted for qatar railways for necessary action. vendor will...

Qatar Rail

Oracle User Guidance Document:

New Vendor Registration

Qatar Rail

Oracle User Guidance Document: New Vendor Registration

of 21 Qatar Railways Procurement Department

Table of contents

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

Chapter 1‐New Vendor Registration .................................................................................... 3

Chapter 2‐View Registration Status ................................................................................... 14

Chapter 3‐Receive Approval/Decline Notification .............................................................. 16

Chapter 4‐ Login to iSourcing Portal ................................................................................... 17

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Introduction

The purpose of the New Vendor Registration Manual is to detail the various steps of the

Vendor Registration process for all new Vendors that wish to register with Qatar Railways.

It is important to note that the New Vendor Registration is applicable only to Qatar Railways

corporate activities and is not related to any Metro/Operations activities. Any registrations

received with regards to Metro/Operations will not be processed and Qatar Railways

reserves the right not to respond to such applications.

This Manual is divided into the following Chapters:

Chapter 1 – New Vendor Registration

Chapter 2 – Registration Status

Chapter 3 ‐ Receive Approval/Decline Notification

Chapter 4 – Login i‐Sourcing Portal

Chapter 1‐New Vendor Registration

This Chapter details all required steps to create and submit a complete New Vendor

Registration application:

Vendor shall access the Qatar Railways external website.

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Under Procurement tab the Vendor shall select Supplier Registration.

In order to register as a New Vendor the supplier shall carefully read the page content and download the Vendor Registration Form. The required documents to be submitted with the Vendor Registration application include but are not limited to the following:

Valid Commercial Registration

Valid Tax Card

Complete and signed Vendor Registration Form

Company Profile

Bank Letter as applicable

References as applicable

ISO Certifications as applicable

Power of Attorney or other Authorization letter as applicable

Other

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The New Vendor shall click ‘Click Here’ under New Vendor. After the vendor will be taken to

the i‐Supplier portal.

1. Please download and

complete the Vendor

Registration Form. The

completed Form shall

be uploaded to the

Supplier Registration

portal at a later stage.

2. To register as a new

Vendor, click on Click

here

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It is important to note that all fields marked with an asterisk (*) must be completed.

1. The Vendor shall enter the organization full name in uppercase. 2. The Vendor shall enter the organization Tax Country. Note: Click on the magnifying glass icon to search for Tax Country. 3. The Vendor shall enter its Unique Tax Card Number or Commercial registration Number.

Note:

If you receive an error message at this stage, it may be because the details you entered are already held in our system, or because you have entered it in an incorrect format.

Please read the error message.

If it is due to a duplicated entry, please check the details. If the details are correct, please contact Qatar Railways through the dedicated email address.

If it is because you have entered the details incorrectly, please correct and resubmit.

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Vendor Contact Information section shall be completed as follows:

Once all of the mandatory information is filled, please click on Next.

1. This specific email address that the Vendor will enter will become the Vendor username, which is used to log into the system. Usernames must be unique; you can't use the same email address to register again for another account. Once approved, this email address will also be used to access the system, where you will be able to: Update the details of your organisation such as the address or contact person and submit quotations. 2. Enter the details of the person name who will be authorized by your company to receive emails regarding business opportunities this includes invitations to quote, have access to i‐sourcing application to submit online quotes for minor procurement activities. 3. Enter the person last name details who will be authorized by your company to receive emails regarding business opportunities this includes invitations to quote. 4. Enter the country and area dialling code into the Phone Area Code field. 5. Enter company phone number details.

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Once the New Vendor clicked next the application will take the Vendor to the next

registration page. On this particular page the Vendor is required to create its unique Address

Book that requires the Vendor address details.

Under Address Book – Click on Create.

1. The Vendor shall click on ‘Create’ to create the Vendor Address.

In case the Vendor has a different address for payment and other address for purchasing the same shall be entered separately specifying the purpose of each address.

After clicking on ‘Create’ the vendor will be taken to the page where the address details shall

be entered. Post providing the mandatory information click on Apply.

1. Please enter the Address Name.

2. Enter the first line of address in the Address Line 1 field.

3. Enter the next line of address in the Address Line 2 field.

4.Enter the details requested in the City/Town/Locality field

5. Enter the details requested in the State/Region field

6. Enter the details in the Zip Code field

7. Enter the PO Box/Postal Code.

8. Enter your company’s Fax number

Note: Please carefully select if the details are for RFQ and Payment or you require to create two addresses as detailed below:

Check the Payment Address to confirm this address is to be used for payments.

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Check the RFQ Only Address to confirm this address is to be used only for quotations.

Once the Vendor has successfully created its Address and clicked on ‘Apply’ the vendor will

be taken to the next step of the registration. In this step the Vendor is required to provide

all relevant details and attachments.

The next significant section of the registration is the Products and Services section. Here the New Vendor shall select what type of products and/or services he provides.

The Vendor shall click on the ‘Create’ button under Products and Services, the page Add product and Services will be displayed where the vendor shall select the required category relevant to his business. Note that the Vendor can select multiple categories.

1. Under Address book the Vendor can see the created valid Address details of its company 2. Under Contact Directory the Vendor can see the contact details of the authorized by the company person. 3. In case the Vendor wishes to update the information click on the Update (pencil icon) under update and make the necessary changes.

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On the Add Products and Services page, the Vendor is required to choose the appropriate

category as per the nature of his business:

To select a category click on the check box under Applicable section as shown in the below screenshot

Once the appropriate categories are selected, click on Apply.

1. To view more categories, click on next. Note: If needed, each supplier can add multiple categories as per their different businesses.

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After clicking ‘Apply’ the vendor will be taken back to the Prospective Supplier Registration

page.

Review the details and click on Next.

1. The vendor can view the selected Category/ Categories.

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After clicking ‘Next’ the New Vendor will be taken to the attachment pages where the

following shall be attached:

Valid Commercial Registration

Valid Tax Card

Complete and signed Vendor Registration Form

Company Profile

Bank Letter as applicable

References as applicable

ISO Certifications as applicable

Power of Attorney or other Authorization letter as applicable

Other

Please attach the filled Vendor Registration Form, which you downloaded earlier from Qatar Rail website. Click on Attachment.

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Click on Browse and attach the filled Vendor Registration Form and Click on Apply.

Note: By Clicking Add Another the Vendor can add multiple attachments. It is important to note that the Vendor shall ensure that the Title of the Attachment is clear and a short description of the content is also included in the description box.

You will see the confirmation message that the attachment has been added successfully.

Once all attachments were added the Vendor shall click on Submit.

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A confirmation message will be displayed on the screen.

After the New Vendor will click on Submit, the New vendor Registration application will be

submitted for Qatar Railways for necessary action.

Vendor will receive an email notification and a URL to track the status of the registration request.

Chapter 2 –Registration Status

This Chapter details the steps on how to view the New Vendor Registration request’s Status.

Once the New Vendor Registration request is submitted, suppliers will receive the below email confirmation.

Suppliers can click on the Prospective Supplier Registration Status hyperlink to see the

status of their application.

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Below is the Prospective Registration Status page.

Suppliers can see the status of their application on this page.

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Once the Registration request is approved, suppliers can see the status changed to

Approved.

1. Once the supplier registration is approved.

Chapter 3 – Receive Approval/Decline Notification

This Chapter details the steps how to view Approval/Decline Notification. Once Qatar Railways has reviewed the application the Vendor Registration may be approved or rejected as noted in the previous Chapter. In any case the Vendor will receive an email notification as detailed below.

In case the registration request submitted by Vendor is Declined by Qatar Railways the

Vendor will receive the below email notification.

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Note that Qatar Railways reserves the right to reject/decline any Vendor Registration if the application is not complete, not related to corporate activities or due to any other reasons. The reasons of the rejection/decline might not be communicated to the vendor.

In case the registration request submitted by Vendor is Approved, the Vendor will receive

the below email notification:

Chapter 4 – Login iSourcing Portal

This Chapter details the steps how the Vendor may Login to iSourcing Portal.

Once the Supplier Registration request is Approved, Suppliers will receive the below email notification:

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Click on the Oracle Application System hyper link to access iSourcing Portal.

1. iSourcing Portal username. 2. iSourcing Portal password. Note: This will be a temporary password. When you logon for the first time, you will be required to change your password for security purpose.

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Registered Suppliers can also access iSourcing Portal from Qatar Rail website.

Go to Qatar Rail website, click on Procurement Tab.

Click on Supplier Registration section.

Access iSourcing through the Existing Vendor link.

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On the iSourcing login page, supplier can use the user and password provided by Qatar Rail

in the email.

Click on Login.

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You will be taken to page Change Password:

1. Enter the temporary password provided by Qatar Rail. Enter this password in the current password field. 2. Vendor must enter the password they will use in future when they login to iSourcing. 3. Renter the new password for confirmation and click on submit.

Password Hints and Tips:

Keep your password confidential

Passwords are case sensitive for additional security, so if you enter your password for the first time in lower case (i.e. no capital letters), you will always have to enter it in lower case.

Password must be a minimum of 6 characters.

Password must contain at least one letter and at least one number.

Password should not contain the user name.

You cannot use a password with repeating characters (double latters or numbers) for example you can’t use “billy22”.

You will get only three attempts to enter your password correctly to avoid being locked out.

The password will expire in 60 days and you will be prompted to create a new one.

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