Supplier registration for sole traders

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 Find a Tender.

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 online
• 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.

Each of the headings on this page relate to a part of the registration process.

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. 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. If you are a sole trader, this may be your name, for example "John Smith".
• Website - if you have a website or a web presence such as Facebook
• Country - Select the country from the drop down list
• Tax Registration Number – If you are VAT registered, please enter your VAT registration number with the country prefix and no spaces GBXXXXXX123.
• D.U.N.S number – If you have a company number please follow the guidance for registering as a Company.  For all other users please use the last 9 digits of your phone number
• Organisational Type - Please select 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, enter in this field
• 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 please click on 'save'. To go to the next page click on '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 "Charitable status, Contractor, Large Enterprise, SME", you can scroll down for further options.
• Do not fill in any other fields on this page. For example certification information and documents are not required at this stage
• If you wish to add a further classification, use the '+ Add Another Business Classification' button at the bottom of the page

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.

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.

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 the registration later.

• To return to the registration screen, at another time, input your email address and click on 'send access code' 
• A code will be sent to your email address, enter your code when prompted and click on 'Continue'.

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