SUPPLIER GUIDE: REGISTERING WITH US

Guidance for companies seeking to register on our supplier portal.

Below is a step by step guide on Registering as a Prospective Supplier to the University of Derby.

Once you have registered 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.

Note: This 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:

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 do require assistance, please email Supplierqueries@derby.ac.uk

Step 1:  Start here: register as a prospective supplier. 

Step 2:  Within the registration screens, you see a pathway with 'stations' or tabs along the route near the top of the page (see image below).  Move through each tab by completing all relevant fields.

The navigation for the supplier registration service, starting with Company Details, then Contacts, then Addresses, then Business Classifications, then Products and Services. Finally, the review tab.

Each of the 'stations' or tabs is covered by a heading in the next section. Click or touch on the relevant heading below for detailed instructions on how to complete each part of the form.

Enter your Company name

Input Tax Organisation Type – There are several choices on the drop down box, select Corporation as highlighted below (if you are a Partnership, please select Partnership). If none of the choices from the drop down box are applicable, then please default to Corporation.

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 please 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 003079282.  If you do not have a Company number you could use the last 9 digits of your phone number.

Note: Acceptable DUNS numbers are: DUNS number or nine digit Company number or last nine digits of Phone number

If you are VAT or TAX registered, select the Tax Country from the drop down list. You can use the search to search for your country e.g. Ireland. Enter your VAT or TAX registration number in the Tax Registration Number box. Please ensure you put the Country code in your VAT number e.g. IE12345678 if you are an Irish company.  For a UK VAT registered company, input your number in the following format: GB12345678.

You can use the Attachments tab to upload any supporting information we may ask you to submit e.g. Insurance Certificates.

Under Contact Information enter your Contact Details

An image of the company details screen, showing the tax organisation type as 'corporation' and an example D-U-N-S number

You will note your contact details entered on the 'company details tab' have been carried over to the Contact Tab.

To add additional Contacts click on the + Sign to Create a new Contact or the X sign to delete a Contact as shown in the image below:

 An image of the location of contacts tab and plus icon on the Oracle portal

If you click on the + create button, you'll see this screen.  Please complete as many fields as possible. Fields marked with an asterisk * are mandatory.

An image showing on Oracle how to add an administrator to the account

 

If you would like your contact to have a User Account, then ensure the Administrative and Request User Account boxes are ticked (highlighted above). 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.

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. If it is applicable for the company address also tick the Ordering and RFQ or Bidding boxes to enable purchase orders and quotations to be sent to the Address created.

An image of the update address screen on the Oracle portal

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"

Click on the + sign to add your classification.

If none of the Classifications apply to your Business, then tick the "None of the classifications are applicable box" (highlighted in the image below)

The Business Classifications screen showing the drop down options 'Contractor, Large Enterprise, Medical or Teaching Professionals, Non-resident Entertainers, Non-resident sportsperson, SME. Also highlighted, the 'None of the classifications are applicable' box.

 

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.

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.

The select and add window showing a selection of categories that can be chosen by the person completing the registration. Categories are selected by clicking on the tickbox (highlighted) next to the relevant category name.

Press Apply then OK and the list of Categories will appear in your Company Profile.

 

It should now look similar to this example:

The Products and Services screen containing three categories for this example: Estates & Buildings, Furniture, Furnishing and Textiles and Health & Safety & Security.

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.**

 

Please complete all the Sections of the Questionnaire by clicking on the drop-down box.

The supplier questionnaire dropdown menu with the down arrow highlighted in yellow.

Finally, Suppliers can review their details before submitting their Registration. Click on the Back or any of the Headings to review and edit their details.

An overview of the final screen showing the location of the back and register button in the top right

 

Click on the Register Button to complete your registration. You will receive the following message:

Screenshot of the message that says

 

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, 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 Regulations.

Queries: Please email your screens 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 the Registration later.

 

Confirmation - Your registration request was saved. An email was sent to you with the URL to return to the registration.

 

You'll then receive an email with a link to continue registration at a later point.

 

Queries: email supplierqueries@derby.ac.uk