Purpose of the document
The purpose of this user manual is to provide a comprehensive guide for
understanding and utilizing the Vendor Portal module.
e-Procurement is a South African application to computerise the supply
chain management processes within the rules of the PFMA, MFMA and
associated regulations. The solution consists of modules for vendor
registration, vendor compliance, purchasing using 3 quotes, and limited
tender and full tender process.
Vendor compliance is supported by automatic integration to National
Treasury’s Central Supplier Database with auditing and analysis are built
into the application.
This manual includes a description of the system functions and
capabilities, and step-by-step procedures for system access and use.
Graphics and screenshots are included.
Download Manual
How to access the Vendor Portal
Type in the address
https://vendorportal.buffalocity.gov.za/
Address Bar:
Type in the address on the URL or web address field to access the vendor
portal.
The Landing Page of the Vendor Portal
The supplier is welcomed and can access information on how to register as a
supplier via quick links.
Searching as a non-registered user
A supplier can also access a search function as a non-registered
participant.
Search:
Click on ‘Search’ field and type the company name you would like to search
The search results of the component “PR” finds the following information,
which you can select from
Data that is available on hand is
• Supplier name
• Company registration number
• Vendor number
• BBBEE code based on their submitted certificate
• National Treasury’s Central Supplier Database (CSD) assigned number The
status of the supplier
User registration on the BCMM Portal (Vendor process flow)
Steps for registering a Use
1. On the landing page, click “Register”
2. Complete the registration form
The password must be seven characters in length, contain two special
characters: example: P@ssword#123
3. Click the check box next to Security, which reads, “I’m not a robot”
4. Read the instructions displayed once you click on the small box next to
security. Select the images appearing as per the instruction.
Click skip to try another security question, followed by Next or Verify.
Note that the next will reflect in place of Veriy if questions were not
answered correctly.
If successful the security question will be ticked with a green mark.
5. Click on “Register”, upon that the Vendor Portal will send you a
verification email. On the email-received click, the link provided to
verify your account. If you do not do this, you will NOT be able to login
to the Vendor Portal.
6. Click on the link on your email
Upon verifying your account, you will then have access to the pages of the
Vendor Portal that an un-registered user does not have, i.e. the Welcome,
Tenders, Supplier and User profile page.
How to log in
From the Welcome or landing page of Vendor portal, please Click “Login” at
the top right corner, as illustrated below:
Enter Username and password then “click”
on login.
Resetting password
On click “Reset Password” and provide the username as shown below
Click “Send Reset Link”
Click “Close”. Follow the link on the email received, and capture the new
password, then click “Change Password”.
Steps for registering a supplier
Before you register on the Vendor Portal, a supplier must have registered
with National Treasury on their CSD database. CSD website:https://secure.csd.gov.za/. Suppliers who have done this CSD registration will link their CSD
number to their data in the Vendor Portal where it will update.
The supplier will register and access the BCMM vendor portal to register
their business, or import their supplier information to Solar system.
• Login to user account;
• Read the Home page to find out the benefits of being an BCMM supplier;
The process the supplier follows to register is shown in page 12;
Vendor Portal Registration Process Flow
How to register a Supplier
From the Tabs on the home page click Supplier or hover your cursor to
Supplier Tab, and select “Register as a supplier”
Read and accept the declarations by checking the button, and then click
accept button. If you reject the Declaration, the Vendor Portal will then
redirect you to the Home page and you will not be able to register a
supplier;
From the register a supplier window provide the CSD identifiers as shown
below:
Click “Register” to import the supplier profile from the CSD to the BCM
vendor portal. The message will be displayed as confirmation to the
successful registration/ import.
From click “Suppliers” then select “Edit Existing suppliers”
To edit the supplier information go to “Click here to Open”, which will
allow you to edit
The window below shows all the Tabs to complete when editing the supplier,
information Imported will not be allowed to be edited, therefore will be
greyed out.
The Messages section:
Displays communication pertaining the supplier’s registration between the
supplier and the back office.
The CSD Status section:
All should be on pass on CSD Status. If not, please contact the CSD
helpline
Company Information:
Displays information about your company such as sSpplier name, Supplier
registration number, CSD number, and the BBEE rating score.
To edit the company BBBEE level please follow the instructions below. Start
by clicking on the drop down arrow next to the BBBEE rating field.
After selecting the appropriate BBBEE rating score, click on “Save and
Next” to keep the changes made.
Banking details
Ensure your banking details appear as they are on CSD. If they don’t appear
kindly contact CSD Support for assistance. In addition, if the banking
verification fails on CSD they will not appear on the Vendor Portal. If the
status of banking details is still on “pending” on CSD, your banking
details will not appear on the Vendor Portal.
Click “Save and Next” to continue
Contact Details
Click “Save and Next” to continue. Contact details can be added at the CSD
then imported to Vendor portal by clicking on refresh data from CSD
Additional Information
It is required by the Buffalo City Municipality to disclose the below
information about the supplier information. Read and answer the additional
questions below
When complete, click “Save and Next” at the bottom of the page to continue.
Owners/Directors/Proxy Information
The shares must be divided amongst the owners or directors of the company
to be able to continue with registration. To edit the information click the
text that reads, “Click here to Edit” to be able to complete the
shareholder or director information.
The window below shows the details of the selected director/ owner.
After you have edited the information and added the shareholding percentage
and click “Save”, and click “Save and Next”.
Commodities
Select a maximum of four commodities or services the company provides.
When complete, click “Save and Next” at the bottom of the page to continue.
Attachment
1. Select the BEE Certificate by clicking “Choose File”, navigate to the
BBE file select it and click open.
2. Click the Expiry Date field, from the pop-up calendar select the
appropriate expiry date.
3. Click “Upload Attachment(s)” to complete adding the BEE attachment.
4. Click “Save and Next” at the bottom of the page to continue.
Validate
Please double check if all the tasks have been completed, if not the portal
will not allow submission of your application.
Once all the information has been completed, all the tasks under “completed
tasks” will be marked complete with a tick. Select the staff member that
who assisted with the application from the drop down, next to “Who assisted
you”. After selecting who assisted you click “I Confirm” box, and click
Submit.
Contact Us
Click Contact Us from the Home page to log a query
Click Submit to send your query.
Contact Numbers
Name & Surname Telephone
Bernadette Weimers 043 705 9267
Dumekhaya Mapoma 043 705 9139
Vusi Sigidi/Luyanda Matshoba 043 705 9112
Sumaya Williams 043 705 9262
Email Address:
eprocurement@buffalocity.gov.za