Supplier registration for companies

Once you have registered you will be able to view any live requests for quotations or tendering opportunities that are open. You will be able to respond to any questionnaires or messages we publish on the Portal.

For open tenders over £25,000 these will be advertised on Contracts Finder.

Note: Completing this registration does not mean you have become an Approved Supplier to the University. When the University wishes to place an order with you, we will contact you through the portal to request you provide your bank details on the portal, to enable us to raise purchase orders and make payments to you.

What can I do with my account?

Once you are registered, you can:

• Update your details on-line
• View current quotations and tenders
• Send messages to the Procurement Team via the Portal using Social Messenger.

Suppliers should note our Oracle Cloud system contains some American terminology but we trust this user guide will provide assistance to you when completing your registration.

If you require assistance, email supplierqueries@derby.ac.uk

Step 1: : Register as a prospective supplier using our supplier registration system.

You will need to enter your email address an then enter the case sensitive code that will be sent to you.  Please note this code is only valid for 15 minutes.

Step 2: Within the registration screens, you can navigate backwards and forwards by clicking on the subject area on the right hand side of the screen.

Company details

• Enter the name of your company
• Website - if you have a website or web presence such as Facebook
• Country - select the Tax Country from the drop down list
• Tax Registration Number – enter your VAT registration number with the country prefix and no spaces GBXXXXXX123
• D.U.N.S number – if you have a D.U.N.S number then please enter this. If you do not have a D.U.N.S number, then enter your Company number. This must be a nine digit number so please use zeros in front to fill. For example if your Company Number is 03079282, add an extra 0 so it becomes 003079282. If you do not have a Company number you could use the last 9 digits of your phone number.

 Acceptable D.U.N.S numbers are: D.U.N.S number, nine digit Company number or last nine digits of phone number

• Organisational Type - sselect from the drop down.  If you don't feel you meet any category please select 'Corporation'
• Supplier Type - select from the drop-down.  If you feel you don't meet any category please select 'Supplier'
• Central Digital Platform (CDP) Reference – If you have a registration number, please put this here
• Do not attach any documents as they are not required at this stage
• If you wish to return to your registration at a later stage click on 'Save', or to go to the next page use 'Continue'

Contact details

• Enter your contact details
• Fields include first name and last name, email address, job title and telephone number. Please complete as many fields as possible
• Select 'yes' or 'no' whether the contact is an administrative contact, and also if the contact will need a user account for the Portal
• Use the '+ Add Another Contact' button to add details of any other users who will access the Portal

Registration communications will be sent to your first contact.

Addresses

• This section allows you to create addresses for your company. You can add as many addresses as you wish, if you have multiple sites. Use the '+ Add Another Address' button at the bottom of the page to add more addresses.
• The first address must be used for at least one of 'Receive Purchase Orders', 'Receive Payments', or 'Bid on RFQs'. 
• The Address Name is mandatory. Please enter the city name in this field. For example if your address is in the city of Derby, enter 'Derby' in this field
• If you want to Create another address e.g. based in the City of Manchester, then enter Manchester in this field
• You can also associate one of your users with the address. If you wish to add further contacts then go back to the 'Contacts' page using the menu on the screen.

Business classification

• In the Business Classification tab, classify your Business based on one of the Options listed in the the drop-down box
• Options include "Contractor, Large Enterprise, SME"
• Do not fill in any other fields on this page
• If you wish to add a further classification. Click on the '+ Add Another Business Classification' at the bottom of the page

Questionnaire

• Click on the Questionnaire tab to complete the Equality in Higher Education Questionnaire. Suppliers will not be able to complete their registration unless the Questionnaire is completed.
• Complete both the general questions and declaration tabs.  Any questions that are missed will appear at the top of the page in red.
• At the bottom of the page use the 'Next Section' and 'Previous Section' buttons to navigate between the two pages of questions
• Once you have completed the questionnaire, you can can review your details.  Use the headings on the right of the page to navigate between sections.  Once done use the 'Submit' button to complete the form. Alternatively use 'Save' to come back to the page later.

Products and services

Suppliers can select and add as many products and services as they choose to add to their profile. This will assist the Procurement team when sourcing suppliers for quotations and tenders.

A search can be made using the search bar to find a category.

There are sub-categories available by using the arrow head next to the category. Use the check boxes to select the appropriate category or categories for your business.

Review

Suppliers will receive a separate email advising them of their log in details so that they can log back into the Portal at any time. Please note, once you have set your password you will be able to access current quotations and tenders.

If the University wishes to do business with you, you will receive a notification via the Portal or a member of the Procurement team may contact you to request you log back into the Portal to provide your bank details.

We are unable to request bank details at this stage of registration due to GDPR Regulations.

If you need any support with registration, email including screen shots where possible to supplierqueries@derby.ac.uk

Save For Later

Although it only takes a few minutes to complete your registration, any time after you've completed the company details and contact details sections, you may save your record and complete your registration later.

• Return to the registration screen, input your email address and click on 'send access code' 

• A code will be sent to your email address, enter your code where prompted and click on 'Continue'.

If you need any support with registration: email supplierqueries@derby.ac.uk