How to Join a Buyer s Supplier Registration System. Achilles Platform Version: November Contact Us

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1 How to Join a Buyer s Supplier Registration System Achilles Platform Version: November Copyright Achilles Information Limited, All rights reserved. APP B 1

2 Introduction This guide provides assistance when joining a buying organisation s supplier registration system*. The first steps in the process are to: 1. Create an account so that you can always access your organisation s information 2. Complete the application basic information about your organisation that helps identify the correct subscription. * If your organisation is joining a community, please use the alternative guide located here. A list of all Achilles communities can be found on the last page of this guide. Contents Process Overview 3 Account Creation and Login 4 Complete the Application About You 6 Complete the Application About Your Company 7 Complete the Application Products and Services 8 Check that you have the most up to date version of this user guide please click here to view the most recent publication. Complete the Application Buyer Specific Questions 11 Subscriptions and Billing 12 Guidance Throughout the guide there are a number of boxes that contain additional information. Look for boxes that contain one of the following icons: Important this information is critical for you to know. Tip this information is supplementary to other key information. Assistance If you have any questions, please contact the relevant Customer Support Team who will be happy to help. Most communication that you receive will have these contact details listed. Click on the button at the bottom of any page to see a list of the worldwide office locations and contact details. APP B 2

3 Process Overview The following diagram explains how the process to join a buyer s supplier registration system works. Start Invitation from Buyer Browser Support Website support is available for: Internet Explorer V11. Google Chrome. New New or Existing User? Existing Account Creation Create Login Credentials Login with Credentials Application Buyer Specific Questions Products and Services About Your Company About You Compliance Outcome Remain on Registration or Upgrade? Registration Activation (Access to Registration Questionnaire) Upgrade Invoice and Payment Pro-forma Invoice Payment Invoice Activation (Access to Prequalification Questionnaire) NEXT STEPS Complete and Submit Relevant Questionnaire Figure: Process Overview APP B 3

4 Account Creation and Login New User 1. Click on the link contained in your Achilles invitation. 2. If you are a new user, click on the Create Account button. If you are an existing user, see the Existing User page in this guide. 3. Some basic contact information will be populated below. This information should be reviewed and the remaining fields completed. Review and confirm the information in the Your Details section. Your password must be between 8-16 characters, with a combination of upper and lower case letters, numbers and one of the following special # $? ^ * Figure: Landing Page Figure: Account Creation Click on the Create Account button once all fields have been completed. You will then be able to start the application. Diacritical marks should not be used for contact or login information. Your username must be between 8-16 characters, and contain letters, numbers, full stops and underscores only. Select a security question and provide an answer this information will be used to help you retrieve forgotten logins at a later date. APP B 4

5 Account Creation and Login Existing User 1. Click on the link contained in your Achilles invitation. 2. If you are an existing user, click on the Login to Existing Account button. If you are a new user, see the New User page in this guide. 3. You will be taken to the login page where you can enter your existing login credentials. Figure: Landing Page Enter your username and password and click on the Login button. If you have forgotten your username or password, click on the relevant links. For assistance in retrieving forgotten logins, please see the Login and Forgotten Password user guide that can be found here. Figure: Login Page Once you have logged in, you will be able to start the application. APP B 5

6 Complete the Application About You The About You section will contain the basic contact information that was entered earlier on the Account Creation page: title, first name, surname, address and telephone number. There will also be address details prepopulated in this section that were collected as part of the invitation. Review the information and complete any unanswered questions. The contact person entered here will be the main Achilles contact for your organisation (i.e. the contact who will complete and update the questionnaire). At the end of the application, you will be able to enter details for an alternative contact for invoicing purposes. To change the display language, log out of the application and select from the available languages in the dropdown. Figure: About You APP B 6

7 Complete the Application About Your Company The About Your Company section will contain the name that we have recorded for your organisation. Review this information first before answering the rest of the questions. Details of your organisation s trading address are required here this should be the location of the premises where your organisation carries out its business operations (not a PO Box address). Use the Select from Existing Address button to reuse the address from the About You section. The question about the capacity in which you are applying refers to the organisation type. If your organisation is incorporated, a check will be made on existing records. The options and checks are as follows: 1.International, Regional or Group Head Office. 2.Local Head Office. 3.Standalone Head Office. 4.Branch or Divisional Office. 5.Facility or Factory. If your answer is one of the first three options, a check will be made to ensure that the incorporation number provided is unique. If your answer is the 4 th or 5 th option, only the organisation name will be checked. You will also be required to enter a communication address. Again you can use the Select from Existing Address button to reuse addresses. Following this are questions about your organisation s last financial year s turnover, number of employees and, if applicable, sales (VAT) tax. Figure: About Your Company Annual Turnover = Total Gross Revenue. APP B 7

8 Complete the Application Products and Services Overview In this section you will be required to indicate the products and services that your organisation can offer the community. The code structure is broken down into a minimum of three levels, with each level providing more specific products or services. For example: Level One (category) = Products/Equipment/Materials. Level Two (subcategory) = Pipes/Tubes/Hoses and Fittings. Level Three (product or service code) = Non-Metal Pipes and Tubes. For most communities, you will be required to select product and service codes at level three. Some level three product and service codes will have an additional level, known as keywords. Free text search field type in search criteria here. Left-hand panel will display the level one categories. Right-hand panel will display the product and service codes that you have selected. Figure: Products and Services Middle panel will display: 1. Results from a free text search or 2. The associated level two subcategories and level three codes if navigating from the list of level one categories. APP B 8

9 Complete the Application Products and Services Free Text Search Type in the product or service that you are looking for. If you know the code number (e.g ), this can also be searched for here. Click on the magnifying glass icon to display the search results. The results will list any matches with either level three product and service codes or keywords. Level three codes are denoted by the numbers preceding the product or service name. Keywords do not have a number associated and are listed below the level three codes. Figure: Free Text Search It is recommended to only select product and service codes that are specifically targeted to your business. Tick the checkbox next to the relevant codes and keywords they will appear in the right-hand panel. Please note: the keywords that are displayed in the search results could be associated with any level three product or service code. When selecting keywords, the level three code is also displayed in the right-hand panel so that you can check that it is relevant. Once you have selected all the codes that are relevant to your organisation, click on the Next button. Figure: Free Text Search Selected Codes APP B 9

10 Complete the Application Products and Services Navigation Click on a level one category in the left-hand panel to begin the navigation. From the list of the level two subcategories that are now displayed in the middle panel, click on one to display the associated level three product and service codes. Level three codes are denoted by checkboxes which can be ticked. It is recommended to only select product and service codes that are specifically targeted to your business. Figure: Navigation As you select codes in the middle panel, they will appear in the righthand panel. Click on the dustbin icon to remove any unwanted codes. Some level three codes have a number of keywords associated. The figure will be listed next to the product or service code. If you select a level three code which has keywords, all associated keywords will be automatically selected. These can be deleted individually by clicking on the dustbin icon. Once you have selected all the codes that are relevant to your organisation, click on the Next button. Figure: Navigation Selected Codes APP B 10

11 Complete the Application Buyer Specific Questions In this final section, you will be able to answer the questions asked by the buying organisation that invited your organisation to join. The answers provided to these questions along with some answers from previous sections will determine whether your organisation needs to complete the prequalification questionnaire (which in most cases is linked to a community with multiple buyers), or remain on the free registration. Click on the Select Subscription button to proceed. Figure: Example of Buyer Specific Questions Section Registration Suppliers If you are informed that your organisation should remain on the registration, the Subscription and Billing pages will look slightly different to those of a supplier that continues to the prequalification questionnaire (covered in the following pages). For the Subscriptions page, you will be offered the registration service generally indicated by the buyer organisation name in the title. It is unlikely that your organisation will be offered any additional products. On the Billing page, there will be no payment required. Once you have ticked your organisation s agreement to the Terms and Conditions, click on the Accept button to proceed. Important: You are required to submit the registration questionnaire to Achilles, which will contain the questions and answers entered previously (with potentially a few further questions to answer. The questionnaire will be published and made available to buyer users once it passes the validation process. APP B 11

12 Subscriptions and Billing Select the Subscription Main Subscriptions Based on the information you have provided, relevant subscriptions will be available for you to select for your organisation. At least one main subscription must be selected. Subscriptions will have a note indicating whether selecting them will make your organisation compliant with the buying organisation. Once you have selected the relevant subscriptions, click on the Next button. Recommended Subscriptions Based on the information you have provided, there may be additional recommended subscriptions for you to select for your organisation. It is not mandatory to select a recommended subscription. Click on the Next button to continue to the billing page. Figure: Main Billing Products Figure: Additional Billing Products APP B 12

13 Subscriptions and Billing Billing and Payment This final summary page will confirm the subscriptions selected on the previous pages. Should you wish to review these, click on the Back button or use the left-hand menu navigation. You can delete any unwanted subscriptions by clicking on the icon. Click on the Edit Contact Information link if the invoice contact needs to be changed. The billing address will be defaulted to the same as the trading address. Click on the Use a different address for billing and invoice link to enter an alternative address. Should you wish to add a PO number, it can be added on this page. Once you have reviewed the information, tick your organisation s agreement to the Achilles Terms and Conditions to enable the payment options. You can print a copy of the invoice by clicking on the Pro-forma Invoice button. Payment Options Choose from the following: Pay Now by choosing this option, you can pay straight away by credit or debit card using the secure payment service. See the following page of this guide for more information on the Pay Now Option. If you pay now, you will be granted instant access to the questionnaire. Figure: Billing Page Pay Later by choosing this option, you can pay at a later date by credit or debit card or by bank transfer. If you pay later, access to the questionnaire will not be granted until payment has been received and processed. Important: Once payment has been made, you will need to complete and submit the questionnaire to Achilles once the questionnaire has passed the validation process, it will be published and made available to buyer users. APP B 13

14 Subscriptions and Billing Pay Now Option Enter and Confirm the Details If you choose to pay for your organisation s subscription using the secure online payment page, ensure that you have the relevant card details ready to enter. Billing confirm the contact details for the bill payer (name, address and contact number). If based in the USA or Canada, ensure that the 2 digit state code is entered. Payment enter the card details. Review double check that the payment information is correct before clicking on the Pay button to finish the process. If based in South Africa, the pages displayed will look slightly different to this example, but the information that is captured is the same. Figure: Pay Now Details Access the Questionnaire Once the payment has been confirmed, click on the Continue button to be taken to the questionnaire. Figure: Payment Confirmed Important: Once payment has been made, you will need to complete and submit the questionnaire to Achilles once the questionnaire has passed the validation process, it will be published and made available to buyer users. APP B 14

15 Achilles Communities Automotive Sector Automotive (Global) Construction Sector BuildingConfidence (UK) Facilities and Building Services (N. Europe) StartBANK (Norway) Construction Africa Construction Supplier Pre-qualification (Asia) FMCG Sector Food and Drink - Europe Oil and Gas Sector East Africa Oil and Gas FPS (Asia Pacific) FPAL (Europe) JQS (Nordics) NJQS (Nigeria) Siclar (S. America) Supply-Line (Ireland) THQS (Global) Service Industries Sector Docuplus S&I (Spain and S. America) ICT Sector SMaRT (Global) Transport Sector protrans (Spain) RISQS (UK) Supply-Line (Ireland) TransQ (Nordics) Mining and Cement Sector Oyu Tolgoi (Mongolia and Hong Kong) Regic (Spain and S. America) Utilities Sector APU (Asia Pacific) Repro (S. Europe and S. America) Supply-Line (Ireland) UNCE (C. Europe and Nordics) UVDB (UK) APP B 15

16 Thank you. Achilles Information Limited 30 Western Avenue, Milton Park, Abingdon, Oxon OX14 4SH UK T: +44 (0) F: +44 (0) E: APP B 16