vendor registration system (vrs) - misc...

VENDOR USER MANUAL/GUIDE

DOC. NO.: MISC/CPSM/VCM/01

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Quick Guide for Vendor DATE: 27TH NOVEMBER 2013

Vendor Registration System (VRS)

Quick Guide for Vendor

Version Control

Version No

Description

Date

Author

1.1 Initial Document 27/11/2013 Nor Aishah Bt Jaafar

1.1 Update Document 11/12/2013 Shahrina Kumari Bt Abdullah

1.1 Update Document 23/01/2014 Nor Aishah Bt Jaafar

1.1 Update Document 24/03/2014 Nor Aishah Bt Jaafar



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Table of Contents

Vendor Registration System (VRS) ................................................................................................... 1

Quick Guide for Vendor ...................................................................................................................... 1

Version Control ........................................................................................................................................ 1

1. Introduction ....................................................................................................................................... 3

2. Access to the System .......................................................................................................................... 5

3. New Applications ............................................................................................................................... 6

3.1 Creation of Login ID and Password ............................................................................................. 6

3.2 New Registration ....................................................................................................................... 11

3.3 Submission of hardcopy documents ......................................................................................... 21

4. Application for additional SWEC ...................................................................................................... 27

5. Submission of Yearly Audited Account ............................................................................................ 32

6. Renewal ............................................................................................................................................ 36

7. Maintenance of Login ID and Password ............................................................................................ 43

7.1 Forget Password .......................................................................................................................... 43

7.2 Reset Password ........................................................................................................................... 44



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1. Introduction MISC have launched a new vendor registration system on 28th October 2013. The vendor registration system is the first phase of an integrated project to automate vendor registration system and SAP Vendor Master Management. For vendors whose data are located in the previous system, the information has been migrated over to this new system. All notices on application status, expiry of registration, queries to applicants and reminders on updating of Annual Audited Accounts will now be automatically sent to vendors from the System.

For new vendor application, please note that all vendors are required to apply for registration and be approved before they are allowed to participate in any tender exercises or be invited for any RFQ. With effect from 1st February 2009, it has become mandatory for purchasers to utilize only approved vendors. Application is now by ‘Company’ basis i.e., if you are a vendor for MISC Integrated Logistics Sdn Bhd (MILS), you will apply to MILS through the system for processing by MILS but approval/rejection by MISC HQ based on recommendation by the subsidiaries.

This system will enable application processing by MISC, MISC Integrated Logistics and Akademi Laut Malaysia but the approved vendors will be stored and shared in one platform. Mandatory documents (as per the Documents checklist) will have to be uploaded in the system and subsequently, the full checklist of documents to be forwarded by post.

In addition, this new system enables vendors to access their company information and records, be able to revise and update their profile and also be able to apply to add SWEC subject to the limitations allowed for each vendor.

This Manual will guide vendors to apply for registration online. For enquiries or assistance, please contact the following personnel:

Personnel Email address Telephone No

Ms. Syarila Bahari [email protected] 60-3-2275 2556

Mr. Mohammad Khairul B Anwa @ Anuar

[email protected] 60-3-2275 2968

Please do take note that applications will not be processed until all hard copy documents are received by the Vendor Development Management Unit. All documents are to be filed according to the Document Checklist (with separators) and submitted in a WHITE TWO RING

mailto:[email protected]

mailto:[email protected]



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PVC FILE with the vendor company name indicated in the front cover. This file is to be submitted to the following address:

Vendor Development Management Corporate Procurement & Supply Management MISC BERHAD Level 14, Menara Dayabumi Jalan Sultan Hishamuddin 50050 Kuala Lumpur Malaysia. Tel: 60 3 2275 2556

Please take note that MISC views and treats your Personal Data seriously. MISC takes the necessary precautions, both administrative and technical to safeguard your Personal Data against loss, theft, misuse and unauthorized access, disclosure, usage, alternation or destruction. We will endeavour to make it easy for you to keep your information accurate, complete and up to date and will retain your personal data for the period necessary to fulfill our registration requirements unless a longer retention period is permitted or required by law. You can help ensure that your contact information and preferences are accurate, complete, and up to date by contacting MISC . For other personal information, we make good faith efforts to provide you with access so you can request that we correct the data if it is inaccurate or delete the data if MISC is not required to retain it by law or for legitimate business purposes.



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2. Access to the System I. To access the registration system, please visit MISC’s website at http://www.misc.com.my

Please click on ‘Partnering us’.

II. The following page will appear. Please click the ‘here’ button. The screenshot in 3.1 will

appear

http://www.misc.com.my/



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3. New Applications

3.1 Creation of Login ID and Password

I. If you are applying for the first time, go to ‘New Vendor’ section and click ‘Continue’.

II. The General Rules for Registration will be displayed as shown overleaf. Please ensure that you read carefully and understand the general requirements for registration before you proceed to apply.



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III. Kindly read and click ‘Next’ until you reach the last page of the General Rules as per screenshot overleaf.

IV. After understanding the General Rules for Registration click ‘Accept’ and then ‘Ok’ to proceed.



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V. New Vendor Registration form will be displayed as below. Complete the fields with the required information and click ‘Submit’. Please ensure that the User ID is a general email address as all registration matters will be communicated through this email address. It is not recommended to use a staff’s personal ID in case of retirement/resignations and you will not have access to the company profile again. Please record the User ID and password in a safe location for easy retrieval. In addition, please ensure that your company name is keyed in correctly as per the Business Registration Certificate. Once submitted, you will not be able to amend your company name and business registration number.

VI. Activation email as per below will be sent to you at the email address keyed in above. Please click the link provided in the email to activate your account.



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VII. The following will appear. Click on ‘Click here to proceed to login page’.

VIII. Below page will be displayed again. As your account has been activated, please now login using your email address and password at ‘Registered Vendor’ section. The User name is the company email address that was keyed in earlier.



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3.2 New Registration

I. After successful login, your application home page will be displayed as below. II. Download the guidelines if necessary to assist you to complete your application.

III. The List of Standard Works and Equipment Categories for both Products and Services are located here. You may wish to download to assist you to select the SWEC later.

IV. Click ‘New Registration’ to commence your application



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V. PDPA consent notice will appear as below when you click ‘New Registration’:

VI. If you consent to our statement above, please proceed to click on “Agree”. If you chose to “Disagree”, you will be logged out.

VII. If you select “Agree”, ‘Vendor Info’ tab will be displayed as shown overleaf. The system allows you to select the company you wish to register with. There are 3 companies that you can chose to apply through. They are MISC Berhad, ALAM or MILS. Please select the company that you are doing business with or intend to do business with.



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VIII. Proceed to complete the necessary information in ‘Vendor Info’ tab. In the Letter of Appointment as Agent or Dealer section, please ensure that you key in the validity period as follows:



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1) As Exclusive Agent for Blackwood Limited, Liverpool - Validity 2.1.12-3.1.14 2) As Dealer for Drywood Pte Ltd Singapore - Validity 5.5.12-4.4.15 3) As Authorised Reseller for Daichi GmBh, Frankfurt - Validity 2.3.2012-2.3.2015 In the Other Certificate tab, you may key in as follows: (examples) 1) ISO Certification ……… 2) Certified by DNV 3) Department of Science and Environment for disposal of ………….

IX. After you have completed, click ‘Next’ to proceed or ‘Save as Draft’ if you wish to continue

your application at a later date. Please ensure that your office address is keyed in correctly as, if required by procurement personnel, it will later be migrated over to our SAP system for procurement purposes.

X. Complete the necessary information in ‘Management’ tab and click ‘Next’ to proceed or

‘Save as Draft’. Management here refers to Top Management and the names MUST

be keyed in according the Identity Card or Passports or Business Registration Documents. Salutations are not required. The column race is for Malaysians and foreigners are to be listed as ‘Others’.



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XI. Fill in necessary information in ‘Director’ tab and click ‘Next’ to proceed or ‘Save as Draft’. Directors here refer to the Board of Directors as appearing in the Company Business

Registration documents and the names MUST be keyed in according to the Identity Card or Passports or Business Registration Documents. Salutations are not required. The race is for Malaysians only and please selects Others for all foreigners.

XII. Fill in necessary information in ‘Shareholder’ tab and click ‘Next’ to proceed or ‘Save as

Draft’. Shareholders here refer to latest status of equity holders and must be evidenced

with the appropriate Company Business Registration documents and the names and value of

equity holding MUST be keyed in according to the Identity Card or Passports or Business

Registration Documents. Salutations are not required. If you are a sole proprietor, please

key in your details and leave the shareholding amount as zero.



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XIII. Fill in your company work experience, if any, in ‘Work Experience’ tab and click ‘Next’ to

proceed or ‘Save as Draft’. Please note that this information will assist us in evaluating your capability to perform the SWEC you are applying for.

XIV. Complete the details of your regional offices if you have any regional or branch offices and click ‘Next’ to proceed or ‘Save as Draft’.



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XV. Please select the SWEC for your company and click ‘Next’ to proceed or ‘Save as Draft’.

Please refer to the SWEC list provided in the home page or attached as an Appendix to this Guide.

Please leave blank the External Body/Principal, Country, Validity Start Period, Validity End Period and Appointment if you do not have the relevant Letters of Appointment to substantiate this. Otherwise the application will be reverted to you for correction.

Please ensure that the Letters of Appointment are uploaded in the Document Section. You

are allowed to select a total of 10 SWEC at Secondary category. Currently, you will not be able to select the quarternary and Quinary categories as these are for future enhancement purposes.



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XVI. Please fill in your company financial information in ‘Financial Data’ tab and click ‘Next’ to proceed or ‘Save as Draft’. Please ensure that the Balance Check at the bottom of the page is zero-rise. For the column 2012, only audited accounts for period ending up to 30th June 2013 is allowed. Similarly, the cut-off date for 2011 is 30th June 2012 and for 2010 is 30th June 2011. For companies established for less than 18 months, 3 months bank statements are sufficient. For companies established more than 18 months, than at least one column has to be completed and other columns for the following anniversary audited closing dates.



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The Balance Check must always show zero.



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XVII. Upload required document for your registration in ‘Document’ tab and click ‘Register’ or ‘Save as Draft’. Please note that you can upload documents up to a maximum of 10MB. For the 3 years Audited Accounts, please upload the following:

1) Cover Page 2) Statement by Directors with signature and seal 3) Independent Auditor’s statement with signature 4) Balance Sheet 5) Income Statement 6) Cash Flow Statement

The 3 years full set of Audit Report and the hard copy documents have to be posted to

MISC.

XVIII. After ‘Save as Draft’, to view back the draft version go to home page and click ‘Edit’.



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XIX. To view the status of your registration, go to home page. Other than that, you will be notified via email when your application has been approved/ rejected and when your application is due to expire.

3.3 Submission of hardcopy documents Please do take note that all applications, irrespective of whether you have applied through

MISC, MILS or ALAM, will not be processed until all hard copy documents are received by the Vendor Development Management Unit of MISC Berhad. All documents are to be filed according to the Document Checklist (with separators) and submitted in a WHITE TWO RING PVC file with the vendor company name indicated in the front cover. A covering letter on applicant’s letterhead should be included. This file is to be submitted to the following address:

Vendor Development Management Corporate Procurement & Supply Management MISC BERHAD Level 14, Menara Dayabumi Jalan Sultan Hishamuddin 50050 Kuala Lumpur Malaysia. Tel: 60 3 22752556



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Hard copy Document Checklist

I. The Document Checklist are as follows:

Status Type No Required Documents Compulsory/

Optional

Malaysian

Companies

Sole-

proprietorship

1 Certificate of Registration by SSM (Form D) Compulsory

2 Business Registration Form (Borang SSM

Maklumat Perniagaan dan Maklumat Pemilik)

Compulsory

3 Latest 3 Months Bank Statement Compulsory

4 Financial Years Management Account, where

applicable

Optional

5 Identity Card (I/C)- Owner of the company Compulsory

6 Company Profile (including organisation chart

with names according to I/C)

Compulsory

7 Product brochure, if any Optional

8 Registration/licences with other organizations, if

any (PETRONAS, Ministry of Finance (MOF),

Construction Industry Development Board

(CIDB), Pusat Khidmat Kontraktor (PKK), etc)

Optional

9 Letter from Principal/Manufacturer on

appointment as agent/dealer, etc. for their

products /services , if any

Optional

10 List of Jobs Undertaken with PETRONAS

Group/MISC Group (with description, year of

project and value, etc.)

Optional

11 List of jobs undertaken with other companies

(with description, year of project and value, etc.)

Optional

12 Health, Safety and Environment Policy (HSE), if

any

Optional



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Status Type No Required Documents

Compulsory/ Optional

Malaysian

Companies

Partnership 1 Certificate of Registration (Form D) Compulsory

2 Business Registration Form (Borang SSM

Maklumat Perniagaan dan Maklumat Pemilik)

Compulsory

3 Latest 3 Months Bank Statement Compulsory

4 Latest 3 Financial Years Management Account Optional

5 Company Profile (Including organisation chart


Compulsory

6 Resume of key personnel Compulsory

7 Product brochure, if any Optional





Optional




Optional




Optional



Optional


any

Optional

13 For underwater surveyors, to provide certificate

of recognition from Classification Societies

Optional



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Compulsory/ Optional

Malaysian

Companies

Limited/Private

Limited

1 Memorandum and Article of Association with

Form 9

Compulsory

2 Latest Returns Giving Particulars in Register of

Director, Manager and Secretaries and Changes

of Particulars (Form 49)

Compulsory

3 Latest Form of Annual Returns of a Company

having a share capital

Compulsory

4 Audited Accounts for the last 3 financial years

Or

3 months bank statement for newly formed

companies

For companies with credit facility, to provide Bank’s support letter with indication of the status of the unutilized credit facility

Compulsory

5 Company Profile (Including organisation chart


Compulsory

6 Resume of key personnel (Optional) Optional

7 Product brochure, if any Compulsory





Optional


appointment as agent/dealer, etc. for

their products /services , if any (Must

have validity period stated in letter)

Optional

10 For bunker vendors in Malaysian waters, a valid

permit from Ministry of Domestic Trade and

Consumer Affairs Malaysia.

Optional




Optional



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Optional

13 Rating Agencies (e.g.: Moody’s, Standard & Poor,

etc.) confirmation, if any

Optional


any

Optional

15 Safety accreditation and list of safety committee

members (if any)

Optional


of recognition from Classification Societies.

Optional


Compulsory/Optional

FOREIGN All 1 Certificate of Business Registration issued by the

local Registrar of Business and Companies

Or

ACCRA Bizfile (for Singaporean companies) with

details of Shareholders and Directors with

individual equity participation

Compulsory

2 Latest Audited Accounts for the last 3 financial

years or 3 months bank statement for newly

formed companies

Compulsory

3 Company Profile (including organisational

structure with names according to Passport)

Compulsory

4 Product brochure, if any Compulsory

5 Registration/license with statutory

bodies/government agencies/classification

societies, if any

Optional




Optional




Optional



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8 List of jobs undertaken with other companies for

the last 3 years (with description, year of project

and value)

Optional

9 Rating Agencies (e.g.: Moody’s, Standard & Poor,

etc.) confirmation, if any

Optional


any

Optional

11 Safety accreditation and list of safety committee

members (if any)

Optional


of recognition from Classification Societies.

Optional



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4. Application for additional SWEC

I. Once the application has been approved, vendors are allowed to add not more than 3 secondary SWEC categories. Again, access the system please follow steps as follows:

Visit MISC’s website at http://www.misc.com.my and click on ‘Partnering us’.

II. The following page will appear. Please click the ‘here’ button.




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III. As you are already an approved vendor with a valid login ID and password, please login using

your email address and password at ‘Registered Vendor’ section.

IV. After login the home page will be displayed. Please click ‘Additional SWEC’ as per below



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V. Please select additional SWEC for your company and click ‘Next’ to proceed or ‘Save as

Draft’. Please refer to the SWEC list provided in the home page. Please note the following:

Please leave blank the External Body/Principal, Country, Validity Start Period, Validity End

Period and Appointment if you do not have the relevant Letters of Appointment to

substantiate this. The system will not allow you to submit if you had keyed in even a dash.

Country Origin refers to the country/ residence of the Principal.

Appointment Letter refers to the appointment in the Letter eg. Authorised Agent, Exclusive

Dealer, Sole Representative, Diamond partner, etc.

You are allowed to apply for a total of 3 SWEC at Secondary Category level.



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VI. Upload required document and click ‘Submit’ or ‘Save as Draft’.

VII. After ‘Save as Draft’, to view back the draft version, please go to home page and click ‘Edit’.

After submission, please post the documents to MISC Berhad only.



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VIII. To view the status of your application, please go to the home page. Otherwise, you will be

notified via email when the application has been approved or rejected.



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5. Submission of Yearly Audited Account

I. All vendors of a Private Limited or Public listed company are required to submit their audited account every year until the expiry date of their registration. The deadline for submission is the 1st of July of the following year. Please take note that the financial template in the system will move automatically on 1st July of every year to enable you to update your data. Please ensure that you key in your financial data as soon as your audited accounts are available. Subsequently, please post the full set of audited accounts to :

Vendor Development Management Corporate Procurement & Supply Management MISC BERHAD Level 14, Menara Dayabumi Jalan Sultan Hishamuddin 50050 Kuala Lumpur Malaysia. Tel: 60 3 22752556

Again, visit MISC’s website at http://www.misc.com.my and click on ‘Partnering us’.




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III. As you are already an approved vendor with a valid login ID and password, please login using

your email address and password at ‘Registered Vendor’ section.



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IV. After login, the home page will be displayed. Please click ‘Audited Account’ as per below

V. Fill in your latest financial information and click ‘Next’ to proceed or ‘Save as Draft’.



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VI. Upload your latest audited statements and click ‘Submit’ or ‘Save as Draft’. Please post the full set of audited accounts to MISC Berhad. The Audited statement that are required to be uploaded are the following:

1. Cover Page 2. Statement by Directors with signature and seal 3. Independent Auditor’s statement with signature 4. Balance Sheet 5. Income Statement 6. Cash Flow Statement

VII. After ‘Save as Draft’, to view back the draft version go to the home page and click ‘Edit’.

After editing, please click ‘Submit’



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6. Renewal Kindly take note that MISC has now revised the registration period to 3 years. Prior to expiry, you will receive email notification through the registered company email address that you had registered during the previous application. You are allowed to renew your application two month before and after expiry date.

I. Visit MISC’s website at http://www.misc.com.my and click on ‘Partnering us’.





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III. As you are already an approved vendor with a valid login ID and password, please login using your email address and password at ‘Registered Vendor’ section.

IV. After login the home page will be displayed. Please click ‘Renewal’ as below:



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V. PDPA Consent notice will appear as below when you click ‘Renewal’:

VI. If you consent to our statement above, please proceed to click on “Agree”. If you chose to “Disagree”, you will be logged out.

VII. If you select “Agree”, all your previous information will be appear except the documents.

Please update your latest information for Vendor Information, Management, Director, Shareholder, Work Experience and Regional offices.



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VIII. If you wish to change your SWEC registration, please select the SWEC for your company and click ‘Next’ to proceed or ‘Save as Draft’. Otherwise, proceed to the Financial Data tab.



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IX. Fill in your latest financial information and click ‘Next’ to proceed or ‘Save as Draft’.



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X. Upload required document for your renewal in ‘Document’ tab and click ‘Renew’ or ‘Save as Draft’. Please note that there are compulsory documents to be uploaded and the system will not allow you to save if this criterion is not met.

XI. After ‘Save as Draft’, to view back the draft version go to the home page and click ‘Edit’.



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XII. To view the status of your renewal, go to the home page. Otherwise, you will be notified via email when your application has been approved or rejected and when your application is about to expire again.



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7. Maintenance of Login ID and Password

7.1 Forget Password I. To access the system please follow step in Section 2.

II. Click ‘Forget Password’ at Registered Vendor section.

III. Below page will be displayed. Please fill in your ‘Business Registration No/ ROC’ and registered ‘Company Email’. After that click ‘Submit’

IV. The new password will be sent to your email.



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7.2 Reset Password

I. To access the system please follow step in Section 2. II. Click ‘Reset’ at Registered Vendor section.

III. Below page will be displayed. Fill in the necessary information and click ‘Submit’

IV. Your password will be reset and you can login to the system using the new password.