vendor user guide v1.1

V E N D O R R E G I S T R A T I O N – V E N D O R S Y S T E M G U I D E V E R S I O N 1 . 1

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VENDOR REGISTRATION

VENDOR GUIDE

VERSION 1.1


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T A B L E O F C O N T E N T S

Vendor Registration Vendor Guide Version 1.0 .......................................................................... 1

Table of Contents ....................................................................................................................... 2 Introduction .................................................................................................................................................... 3 End User Application Setup ........................................................................................................................... 3 Welcome Screen ............................................................................................................................................. 3 System Introduction and Guidelines ............................................................................................................... 4 Login............................................................................................................................................................... 6 Vendor Maintenance ....................................................................................................................................... 7

New Vendor Information Screen ................................................................................................................ 7 Management Information Screen .............................................................................................................. 11 Director Information Screen ..................................................................................................................... 12 Shareholder Information Screen ............................................................................................................... 13 Work Experience Information Screen ...................................................................................................... 14 Regional Office Information Screen ......................................................................................................... 15 SWEC Registration Screen ....................................................................................................................... 20 Financial Data Screen ............................................................................................................................... 26

Submitting an Application ............................................................................................................................ 29 Pre-Qualification Documents Received Screen ............................................................................................ 31 General Information ..................................................................................................................................... 32

Vendor Registration Process Screen ......................................................................................................... 32 Security ......................................................................................................................................................... 34

Change Password ...................................................................................................................................... 34


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Introduction

This document provides detailed information about the Vendor Registration System for

MISC Vendor.

The web-based system allows the entry of vendor data to be done by the vendor. Once

a vendor application is submitted, the approval process will be done by the internal

MISC staff through the system.

End User Application Setup

The application will be link from the MISC corporate website. Therefore, the user needs

to log on to MISC corporate website and click on the link provided to access the

system.

To directly go to Vendor Registration System Webpage, logon to

https://vtms.misc.com.my

Welcome Screen

As a vendor click on the link provided in the MISC website, vendor will be screened with

a welcome screen as shown below.

For vendor, click on [Vendor] to proceed to MISC Vendor Online Registration System.


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System Introduction and Guidelines

Before vendors apply to become a registered MISC vendor, vendors are enforced to

read and understand MISC Guidelines.

The next screenshots show the Welcome Notes, General Rules and Guidelines before

vendors continue to register in MISC Vendor Registration System.

• To read more click on Next button.

• To read more and move to the next screen, click on Next button.

• To go to previous screen, click on Back button.


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• To read more and move to the next screen, click on Next button.

• To go to previous screen, click on Back button.

• To go to previous screen, click on Back.

• To agree and accept the Terms and Conditions provides by MISC, click on

Accept.

• As a small message box come out

asking for confirmation, click on OK

button to proceed

• For not accepting the rules and

guidelines, click on Cancel


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Login

Once vendor accept the guidelines provided by MISC, they will be displayed with a login

screen.

The Login Page for Vendor will look like this:

• For first timer or a new registration, on the Login Screen, click on [New Vendor]

and system will proceed to Vendor Information Screen for data entry.

• For updating an application or to check on the application process, enter your

User ID and Password and click Login or press Enter to login.

• Click on Reset to clear the User ID and Password entered.

• For a vendor who forget User ID or Password, click on [Forget User ID /

Password].

• A screen requesting for either User ID or Company Registration No will be

displayed. See below picture

• Vendor needs to key in ONLY one of the information and click on Retrieve to get

the User ID and Password sent to vendor’s email account.

• Check the User ID and Password from the email.

• The email where the User ID and Password is sent to is based on the email

address given by vendor during the registration / vendor setup process.


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Vendor Maintenance

Once a vendor has click on [New Vendor], vendor will need to complete 8 categories of

Vendor Maintenance and Details. The eight categories are Vendor Information,

Management, Director, Shareholder, Work Experience, Regional Offices, SWEC

Registration and Financial Data. The information on each screen will be detailed in

following topic.

New Vendor Information Screen

A new vendor will be guided to the new vendor information screen where all general

information needed on vendor is entered here.

• Key in all data based on following table:


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Field Name Compulsory

(Yes or No)

Format Description

Login ID Yes General text System Access ID

Password Yes Must be text and

number.

Minimum of 8 characters

Company Name Yes General Text Name of Company to

register

Business

Registration

Number

Yes General Text ROC Number

Company Status No - -

Vendor Category Yes Selection text Sole Proprietor, Public

Limited, Private Limited or

Partnership

Type of

Company

Yes Selection Text Manufacturer, Principal,

Agent, Trader, Broker or

Other

Company

Located in Local

/ Foreign

Yes Selection text Company located in

Malaysia or outside. Local pr

Foreign

Office Address Yes General Text Correspondence address 1

Street Yes General Text Correspondence address 2

Postcode Yes Number only Address postcode

City Yes General Text City where office is located

State Yes General Text State where office is located

Country Yes Selection Text Country where office is

located

Contact Person Yes General Text Person responsible

Contact No /

Fax No

Yes Number Office Telephone Number or

Mobile Number

Fax No


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Field Name Compulsory

(Yes or No)

Format Description

Email /

Website

Yes General Text Email address for any

acknowledgement or for

password retrieval.

Website of company.

Incorporation

Date

Yes Date

(dd/mm/yyyy)

Date company is setup

Currency Yes Selection Text Currency used for

authorized capital and paid

up capital

Authorized

Capital

Yes Currency Company authorized capital

Paid Up Capital Yes Currency The paid up capital must be

equivalent to the total of

shareholder amount.

Bank Statement

Only

No Check box Tick this box if company is a

new setup company and

does not have 3 years

audited account

Site Office

Address

No General Text Enter site office address, if

any.

Petronas License No Petronas License

Format

Enter Petronas License

given to company, if any

Petronas

Registration No

No Petronas

Registration No

Format

Enter Petronas Registration

No given, if any

Other certificate

/ Registration /

Letters of

Appointment as

Agent or Dealer

No General Text State any other certificate

own by company as a

supporting information to

be a qualified vendor. Copy

of certificate or letter must

be submitted to MISC

Ministry of

Finance

No Check box Tick this box if company is

registered with Ministry of

Finance

CIDB No Check box Tick this box if company is

registered with CIDB


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PKK No Check box Tick this box if company is

registered with PKK

• Once vendor information has been entered, click on Save & Next to proceed to

the next category which is the Management

• To exit from Vendor Information Screen, click on Close button


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Management Information Screen

Management Information requires the vendor to fill in their company’s Management

Name, Status, Job Position, Race and IC or Passport No. All fields mentioned are

compulsory.

• Key in Management Name in the first field under the Management Name column

• Select Manager Status from the Status drop down box

• Key in Job Position

• Select Race from the Race drop down box

• Key in IC or Passport Number

• Click on Save link

• To add management, enter the details in second line and click Save at the end

of the line.

• To update the information entered, go to the specific column and modify and

click Save at the end of the specific line.

• To go to the previous screen, click on Back.

• To go to next category or specifically the Director Screen, click on Next.

• To finish and view the Registration Process Screen, click on Close.


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Director Information Screen

Director Information requires the vendor to fill in their company’s Director Name,

Status, Job Position, Race and IC or Passport No. All fields mentioned are compulsory.

• Key in Director Name in the first field under the Director Name column

• Select Director Status from the Status drop down box

• Key in Job Position

• Select Race from the Race drop down button



• To add director, enter the details in second line and click Save at the end of the

line.



• To remove director from the list, click on Del at the end of the line


• To go to next category or specifically the Shareholder Screen, click on Next.



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Shareholder Information Screen

Shareholder Information requires the vendor to fill in their company’s Shareholder

Name, Status, Shareholding Amount and IC or Passport No or Shareholder ROC No. All

fields mentioned are compulsory.

• Key in Shareholder Name in the first field under the Shareholder Name column

• Select Shareholder Status from the Status drop down box

• Key in Shareholding Amount in same currency as the Paid Up Capital


• Click on Save link.

The system will check that the total of shareholding amount entered by vendor

cannot be more than the Paid up Capital stated on top of the table.

• To add director, enter the details in the new line and click Save.



• To remove shareholder from the list, click on Del at the end of the line


• To go to next category or specifically the Work Experience Screen, click on Next.


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Work Experience Information Screen

Work Experience is an optional category for vendor. Work Experience Information

acquires the vendor to fill in their record of serving/project with any organization. The

fields to fill in are the Year of Project Awarded, Client Name, Project Description and

Project Value Currency with the Amount.

• Key in Year of Experience in the first field under the Year column

• Key in Full Client Name

• Key in Description of Work Experience to brief work done

• Select Project Currency and key in Value under the Project Value


• To add working experience, enter the details in second line and click Save at the

end of the line.



• To remove work experience from the list, click on Del at the end of the line


• To go to next category or specifically the Regional Office Screen, click on Next.


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Regional Office Information Screen

Regional Office Information requires vendor to provide information on their

Headquarters’ office and branches offices. This will help the MISC Tenders and

Contracts Management Department to search vendors that have offices within a

specific location.

• Firstly, vendor needs to go to the Action column and click on the button.

• A list of country will be displayed.


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• Then, click on the relevant country. The system will then provide a list of states

located within the chosen country.


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• Next, vendor is required to select the state of where the office is located and a

list of cities within the state selected will be displayed.


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• As user chose the location city of the office, system will close the small windows

and view the country, state and city chose by the vendor into the box on the

Regional Office Screen.

• Vendor is advised to type in the Full Name and Address under the Address

column.


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• SAP Vendor Code shall remain blank.

• After all information has been entered, vendor needs to click on Save under the

Action column. Once the record has been saved to the database, a new line for

more data entry will automatically appear and a Next button will be displayed in

between Back and Close button (See below).

• To add more regional office location, enter the details in the empty line and click

Save at the end of the line.

• To update the information entered, go to the specific line and column, modify

and click Save at the end of the specific line.

• To delete, click on Del at the end of the line


• To proceed apply for SWEC, click on Next.



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SWEC Registration Screen

Here vendor are allowed to select SWEC to be requested.

• Firstly, vendor needs to click on the button to view the type of SWEC

available.

• A screen for SWEC Category will be displayed


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• Vendor needs to choose either to view the Product or Services list of Work

Category.

• Then, small windows on Primary Category of SWEC will be displayed acquiring

vendor to select.


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• Click on the primary category desired.

• After the primary category has been selected, vendor will be displayed with

secondary category of SWEC based on selected primary category.


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• Next, choose the Secondary Category and the Tertiary Category will be

displayed.


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• As vendor clicked on the second category, the tertiary category will be displayed

and vendor needs to click on the specific scope of work.

• After vendor clicked on the tertiary category, all the primary, secondary and

tertiary category of SWEC (Scope of Work Category) will be stated on the SWEC

screen.


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• Enter External Body / Principal, Appointment, Validity Start and End Date, if

any.

• Click on Save link to save the data.

• To add more SWEC, click on button on the next line. Repeat the same steps

mentioned previously. Vendor is allowed to request up to 40 different SWEC.

• To remove SWEC from the list, click on Del link at the end of the line.

• To go to the previous screen, click on Back button

• To go to the next screen which is the Financial Data screen, click on Next button


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Financial Data Screen

Above figure shows the full layout of the Financial Data Template. Vendor needs to

translate their 3 years of audited account to this template. For a new company, this

section is exception as there is no audited account available. Despite, they still have to

submit their 3 months of bank statement.

The system will default the financial year to take the year before current year in the

first column, followed with 2 years backward and 3 years backward account.

• First, vendor needs to specify the financial year closing date, financial type, and

choose the currency used in the audited account from the drop down box below

the year line.

• Based on details written in the audited account, they need to enter every single

record to this template.


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• Vendor does not need to key in the total of each section as the total will be

displayed in the next screen.

• To move on, click on Next Page.

• System will shows the financial data with total and balance check for vendor to

confirm.


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• Vendor needs to verify the total and the balance check before they can complete

their application. The balance check should show 0 if the account entered is

correct.


• To complete financial data entry, click on Next.



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Submitting an Application

Before submitting the application, vendor is advised to click on [Click to view Vendor

Assessment Form] on any screen to view summary of data that they have entered. On

the other hand, vendor can go to each screen to check whether all the information

required has been entered correctly.

• To submit application, vendor needs to go to the View Registration Process

Screen.

• Click on to go to the screen.


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• From the table, vendor need to ensure that the Process Detail is showing

Completed and there’s a button called Submit Application in the Action column

for the Vendor Online Registration.

• As vendor has confirmed that all information provided is accurate, click on

Submit Application button.

• Then, a message box will be prompted asking for confirmation whether vendor

really wants to submit the application.

• If vendor wants to cancel from submission and wants to amend data, click on

Cancel button.

• To confirm and proceed, click on OK button.

• The date of submission will be stated in the Completed On column for reference.

• The next step is to submit all hardcopy of pre-qualification documents to MISC

as stated in the guidelines.

• To confirm on documents to submit, vendor can click on Pre-Qualification

Documents Received and check for the list of documents to submit.

• Vendor application will be processed by MISC as soon as they received all

required documents from vendor.


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Pre-Qualification Documents Received Screen

From the checklist, vendor can check for documents list that they need to submit to

MISC Tenders and Contract Management Department.

Vendor can also put remarks in case there’s anything they might want to inform TCMD

regarding the documents on the checklist.

Other than that, vendor will know when TCMD of MISC received their submitted

documents from the date received stated.

• To put a remark, go to Vendor Remark box and key in remark.

• Then, click on Save button

• To finish, click on Close button


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General Information

Vendor Registration Process Screen

The Vendor Registration Process Screen alert vendor on next incomplete steps and

allows vendor to prepare the necessary information needed by MISC to process a

vendor’s application.

Drop down menu shows current screen appears. Vendor

can go directly to other screen by clicking on the down

arrow and select the screen name to view and click on Go button.

On the top of the page, there is a button called View

Registration Process where that button is used on other screen to view this screen. At

this screen, the button will remain the same view when users click on it.

For most of the screen in this Vendor Registration System, there’s a section on top of

the page. The section displays Company Name and Business Registration No / ROC of

the vendor’s company based on vendor’s entry on the previous page and also the

Vendor Assessment Form.

The Vendor Assessment Form is the summary of vendor information required by the

system. From here, vendor would be able to see the information entered as well as to

confirm any information that they might have neglected. To view the form, click on the

link [Click to view Vendor Assessment Form].

Below the section, there is a yellow line stating Incomplete which means that all

yellowed columns appear under it is still incomplete and need for vendor to enter the

information needed for the specific category. User can click on any of the area/link to

go directly to the data entry screen. Once user finished entering data for any of the

category, instead of yellow, the system will have a section in grey to specify the

completed category. Refer to figure below.


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To make the application process is more systematic, vendor is recommended to click

on the Management to fill in the management information. From there, the system

provides a button to go to the next process according to the sequence.

The table at the bottom of the page shows the processes or the stages of vendor

registration which involves the vendor.

The first column that shows the symbol * carries the mean of previous and current

stage.

Stage column comes next where it specify the name of the stage. If the stage name is

in blue color, meaning that vendor can click on the stage and the system will bring user

to the specific screen for the stage. If the stage is in black color, the vendor is not

allowed to view any information related to the stage. A click on the Vendor Online

Registration stage will bring vendor to the Management Screen. This is the other

alternative way to move to the next data entry screen.

The third column shows the Role that responsible to complete the stage or process. For

Vendor Online Registration, data entry from vendor is required in order to submit the

application to MISC as well as to send the hardcopy of documents needed. While for

Pre-Qualification Documents Received, VMPM Clerk for MISC is the person who will

handle the documents receivable.

The next column is the Complete On where the date of the application is submitted or a

stage is complete.

Process Detail in the next column shows the status whether the process is complete or

incomplete. Other than that, the system will alert user with the section which is

incomplete.

In the last column which is the Action column, the system will show Submit Application

button, once all required information has been entered. This function is for vendor to

confirm and submit their application. System shall not proceed to the next stage until

the user click on this function and until TCMD of MISC has received all required

documents.


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Security

The Security module offers standard functions for managing users and their permission

levels through very flexible security groups. Security groups are defined by system

administrators and assigned to users based on their job function.

Change Password

The only option that should be available to end users on the security menu is Change

Password. When a User ID is created it is given a default password, which users should

change on first use.

The change password screen can be captured by clicking on the + sign on the top bar

of the screen. Refer to the red circle in next figure.

As vendor click on the + sign, a small explorer will be displayed on the

left of the screen showing Operation and Security menu.

• Click on Security menu and a submenu called Change Password

will be displayed.

• Click on the Change Password menu and a Change Password Screen will be

displayed as shown below.

• Enter current password in the first field

• Enter a new password in the second and third field.

• Click on Save button to update the password.

• Click on Reset to clear all text fields.