BERNAS VENDOR MANAGEMENT SYSTEM USER MANUAL … VMS... · Title: BERNAS VENDOR MANAGEMENT SYSTEM...

BERNAS VENDOR MANAGEMENT SYSTEM USER MANUAL (STAFF MODULE)

Copyright © 2017 PADIBERAS NASIONAL BERHAD 1



Contents 1. INTRODUCTION ......................................................................................................................... 4

a) STAFF LOGIN .......................................................................................................................... 4

b) STAFF HOMEPAGE ................................................................................................................. 4

2. VENDOR MANAGEMENT ........................................................................................................... 5

a) VENDOR ENROLLMENT .......................................................................................................... 5

CASE 1: TO ENROLL VENDOR ...................................................................................................... 5

CASE 2: TO REJECT VENDOR ........................................................................................................... 8

CASE 3: TO ENROL VENDOR WITH SKIP PAYMENT .......................................................................... 9

b) VENDOR PAYMENT .............................................................................................................. 10

c) BLACKLIST VENDOR .............................................................................................................. 11

d) DEACTIVATE VENDOR .......................................................................................................... 12

e) PROJECT ASSESSMENT OF VENDOR ...................................................................................... 13

f) VENDOR ASSESSMENT ......................................................................................................... 14

To assess vendor ...................................................................................................................... 14

To edit the mark ...................................................................................................................... 16

g) VENDOR CHANGES ............................................................................................................... 17

To view the vendor changes ..................................................................................................... 17

To Approve Vendor Changes .................................................................................................... 18

To Reject Vendor Changes ........................................................................................................ 18

3. RFQ (REQUEST FOR QUOTATION) ........................................................................................... 20

a) OVERVIEW ON THE RFQ FUNCTIONS .................................................................................... 20

b) SEARCH FUNCTION .............................................................................................................. 20

c) ADVANCED SEARCH FUNCTION ........................................................................................... 21

d) EDIT RFQ DRAFT AND SEND TO VENDOR .............................................................................. 21

Overview on RFQ Draft............................................................................................................. 21

To Attach Attachment and Edit RFQ Header Information ......................................................... 21

To Add Item/Remove Item ....................................................................................................... 22

To Add Vendor/Remove Vendor ............................................................................................... 23

Send the RFQ to Vendors .......................................................................................................... 23

To Delete Draft RFQ ................................................................................................................. 24

e) ATTACHMENT ...................................................................................................................... 24

To Upload Attachment ............................................................................................................. 24

To Remove Attachment............................................................................................................ 26

f) RFQ INBOX (Notify Vendor, Check and Print Quotation Comparison) ................................... 26

To Edit RFQ Header Information ............................................................................................... 26



To Notify Vendor Via Email ...................................................................................................... 27

To View Vendor Response List .................................................................................................. 27

To View/Print Pricing Comparison Table ................................................................................... 28

g) RFQ INBOX (Select/Edit Awarded Vendor for RFQ Item and Close RFQ) ................................ 29

To Select Awarded Vendor for RFQ Item ................................................................................... 29

To Edit Awarded Vendor for RFQ Item ...................................................................................... 29

To Close RFQ ............................................................................................................................ 29

h) RFQ HISTORY ....................................................................................................................... 30

To View RFQ History................................................................................................................. 30

i) Q & A (QUESTIONS AND ANSWERS) ..................................................................................... 32

To Send Inquiry/Post Message to Vendor ................................................................................. 32

To Reply Vendor’s Message ...................................................................................................... 33

4. APPENDIX ............................................................................................................................ 35

NEW VENDOR REGISTRATION FLOWCHART ................................................................................ 35

VENDOR RFQ (REQUEST FOR QUOTATION) PROCESS FLOWCHART ............................................ 36



1. INTRODUCTION

a) STAFF LOGIN

This is the link for the staff login: https://vms.bernas.com.my

b) STAFF HOMEPAGE

https://vms.bernas.com.my/



2. VENDOR MANAGEMENT

a) VENDOR ENROLLMENT

CASE 1: TO ENROLL VENDOR

To View Vendor Profile:



To View Vendor Attachment:

To Select Vendor Group:



To Synchronize Vendor Code with AX:

Confirm and Enrol:



CASE 2: TO REJECT VENDOR



CASE 3: TO ENROL VENDOR WITH SKIP PAYMENT



b) VENDOR PAYMENT

To view vendor’s payment history:

To view vendor’s invoice:



c) BLACKLIST VENDOR

To blacklist vendor:



To whitelist vendor:

d) DEACTIVATE VENDOR

To deactivate vendor:

To reactivate/enroll vendor:



e) PROJECT ASSESSMENT OF VENDOR

To add project assessment:

To remove project assessment:



To edit project assessment:

f) VENDOR ASSESSMENT

To assess vendor:





To edit the mark:



g) VENDOR CHANGES

To view the vendor changes:



Vendor Change Transaction Status Explanation

New Pending for Procurement Action

Procurement Processed Procurement Approved Procurement Rejected Procurement Rejected

Finance Approved Finance Approved

Finance Rejected Finance Rejected

Error Please refer person in charge if any error occurs

To Approve Vendor Changes:

To Reject Vendor Changes:





3. RFQ (REQUEST FOR QUOTATION)

a) OVERVIEW ON THE RFQ FUNCTIONS

b) SEARCH FUNCTION



c) ADVANCED SEARCH FUNCTION

d) EDIT RFQ DRAFT AND SEND TO VENDOR

Overview on RFQ Draft:

To Attach Attachment and Edit RFQ Header Information:



To Add Item/Remove Item:



To Add Vendor/Remove Vendor:

Send the RFQ to Vendors:



To Delete Draft RFQ:

e) ATTACHMENT

To Upload Attachment:





To Remove Attachment:

f) RFQ INBOX (Notify Vendor, Check and Print Quotation Comparison)

To Edit RFQ Header Information:



To Notify Vendor Via Email:

To View Vendor Response List:



To View/Print Pricing Comparison Table:

Example of “Print”:

Example of “Print Price List”:



g) RFQ INBOX (Select/Edit Awarded Vendor for RFQ Item and Close RFQ)

To Select Awarded Vendor for RFQ Item:

To Edit Awarded Vendor for RFQ Item:

To Close RFQ:



h) RFQ HISTORY

To View RFQ History:





i) Q & A (QUESTIONS AND ANSWERS)

To Send Inquiry/Post Message to Vendor:



To Reply Vendor’s Message:





YES

REJECTED

APPROVED

WITH SKIP

PAYMENT

APPROVED

REJECTED

APPROVED

4. APPENDIX

NEW VENDOR REGISTRATION FLOWCHART

New Vendor

submitted registration

form for enrollment

Email will be sent to

Procurement

Department

Procurement Officer to

login to the Vendor

Management System

Procurement Officer

review the registration

form

Approve/ Reject

Vendor

Enrollment?

Email notification sent to

vendor for successful

enrollment and request

vendor to make payment

Payment

done?

Finance access AX

system

New Vendor Registered

Successfully and is able to

login to the VMS

END

AX send back the status &

vendor code back to VMS

System


vendor with reject reason

provided

Vendor updates details

and re-submit for

enrollment

New Vendor from VMS

integrated to AX for Vendor

Code generation


vendor for successful

enrollment

Approve/ Reject

Vendor Creation

in AX?

Reject Back to Procurement

with reason provided

Procurement Reject Back to

Vendor with reason provided

Vendor update profile and

resubmit to Procurement

Procurement submit the

vendor changes to Finance



YES

NO

NO

YES

VENDOR RFQ (REQUEST FOR QUOTATION) PROCESS FLOWCHART

Vendor login to Vendor

Management system

(VMS)

Vendor accepted RFQ

request and specify the

price/quantity available

RFQ Acceptance

?

Vendor to finalize item

detail and send it back

to Procurement

Department

RFQ award

vendor?

Procurement officer to

finalize vendor

Vendor rejected RFQ

request

END

Notification email will

be sent out to the

awarded vendor

Date post:	26-Aug-2018
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BERNAS VENDOR MANAGEMENT SYSTEM USER MANUAL … VMS... · Title: BERNAS VENDOR MANAGEMENT SYSTEM...

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