A step by step guide on Registering as a Prospective Supplier to the University of Derby for individuals/sole traders.
Once you have registed you will be able to view any live Request 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 £25k 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.
You can use the portal to:
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.
Simply click on each of the TABS below, or use the NEXT and BACK buttons to go to each of the TABS
The fields marked with a * are mandatory fields.
1. Company Details
Enter your Business name. If you are a Sole-Trader, this may be for example John Smith.
Tax Organisation Type – select Individual from the drop down below as highlighted below. If none of the choices from the drop down box are applicable, then please default to Individual.
If you have a D.U.N.S or Company number, then please enter this. This must be a nine digit number so please use Zeros to fill.
For example if your Company Number is
Then add an extra '0' to fill, e.g.
If you do not have a D.U.N.S or company number, then please enter the last 9 digits of your telephone number. For example if your telephone number is:
332591094 (no spaces)
If you are VAT registered, select the Tax Country from the drop down list. You can use the search to search for United Kingdom. Enter VAT registration number in the Tax Registration Number box. IF you do not have a VAT number, then please leave this field blank.
Please ensure you put the Country code in your VAT number e.g.
You can use the Attachments tab to upload any supporting information we may ask you to submit e.g. Insurance Certificates.
Enter your Contact Details
2. Contact Details
To move to the next section, go to the flow diagram near the top of the page. It shows the different stages of the application. You have just completed Company Details. Now click on the next 'stop' along the line: Contact Details.
You will note your contact details entered on the first Tab have been carried over to the Contact Tab.
If you have multiple contact details, click on the + icon to Create a new Contact or the X icon to delete a Contact.
If you would like your contact to have a User Account, then ensure the Administrative and Request User Account boxes are ticked. Complete the contact details for each additional contact you wish to create. By creating a User Account will mean your additional contacts can access the data you have created in your Portal.
A list of roles will appear on the screen and if you click on Select and Add, you can select as many roles as you wish for a particular contact, or you can remove the roles by clicking on the X. Each role has a description. Click on 'Create Another' to create an additional account.
Now move on to the 'Address' stop on the diagram at the top.
This section allows you to create addresses for your company. You can add as many addresses as you wish, if you have multiple sites. Click on the + icon to Create
*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. which is based in the City of Manchester, then enter Manchester in this field.
Tick the Remit to box to enable remittances to be sent electronically. You can also tick the Ordering and RFQ or Bidding boxes to enable purchase orders and quotations to be sent to the Address created.
Save for Later option
Although it only takes a few minutes to complete your registration, once you have got this far, you have the option to pause and save your registration so far for completion at a later time.
If you want to continue, go to step 4.
If you need to pause and continue later, follow these instructions:
Click on the 'Save for Later' button in the top right.
You'll see a message that your "registration request was saved". Click OK.
You will receive an email entitled "Supplier Registation Request was saved". Allow a few minutes for the email to arrive. Check your junk mail folder if you can't see it in your main inbox.
When you are ready to continue, open the email and go to the Recommended Actions area. Click on the "Complete the Supplier Registration Request" link to continue.
4. Business Classification
Click on the Business Classification link along the flow diagram at the top of the screen to tell us what type of business you run.
Using the drop-down box you can select the most appropriate option.
Once you have selected the correct option, click on the + icon to add your classification.
Some individual businesses may not fit into any of the pre-defined classifications. If this is the case for you, tick the 'None of the Classifications are applicable" box, which is highlighted in the image below.
5. Products & 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 certain Quotations and Tenders.
Click on the Select and Add button. A list of categories will be displayed. Tick as many categories as you can provide goods and services for.
Press Apply and OK and the list of Categories will appear in your Company Profile as shown in the following image:
Click on the Questionnaire Tab.
As a potential supplier to the University of Derby, you now need to complete the Equality in Higher Education Questionnaire.
You will not be able to complete your registration unless the Questionnaire is completed.
Please complete all the sections of the Questionnaire.
Move to the next section by scrolling down to the drop-down box (shown below) and selecting the next section from the list.
Finally, you can review your details before submitting your registration. Click on 'Back' or any of the headings along the top of the page to review and edit your details.
Click on the Register Tab to complete your registration.
You will receive the following message:
You will receive a separate email advising you of your log in details so you can log back into the portal at any time.
Please note, this means you can only view current Quotations and Tenders at this stage.
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 the registration due to the GDPR rules.