table of contents - cvm solutionsthe following screenshots illustrate the steps you need to follow...
TRANSCRIPT
Table of Contents
Table of Contents .......................................................................................................................... 1
Introduction ..................................................................................................................................... 2
General Instructions .................................................................................................................... 2
Registration Steps ........................................................................................................................... 3
Pre-Registration Screen .............................................................................................................. 4
Step 1 - Create User .................................................................................................................... 7
Step 2 – Enter Basic Company Information ............................................................................... 8
How to Attach/Replace File: ................................................................................................... 9
How to Fax a Document: ........................................................................................................ 9
Step 3 – Enter Locations for the Company ............................................................................... 10
Step 4 – Enter Product/Service Details & Business Information ............................................. 13
Step 5 – Enter Diversity Details (if Diverse Supplier) ............................................................. 14
Step 6 – Review Documents Section ........................................................................................ 19
Step 7 – Enter Business References. Reference #1 is Mandatory ............................................ 19
Step 8 – Review Summary Page and Submit............................................................................ 21
Step 9 – Complete Survey (If Applicable) ................................................................................ 22
SUPPLIERS REGISTRATION GUIDE
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Introduction
This guide will assist Suppliers to register with the Supplier Management System of Federal
Home Loan Bank Indianapolis, detailing the steps with screenshots and pointers highlighting the
action items on a screen.
General Instructions
1. Scrolling: situated on the extreme right hand side of the window and also at the extreme
right hand side of sections of screens when the content exceeds the length of the section.
2. Call outs:
3. CAPITALIZED words in this document refer to actual items (usually buttons or links)
on the screen with the same text.
4. SAVE button: clicking this button saves changes made in the data fields on that screen
and remains on the same page.
5. SAVE & NEXT button: clicking this saves changes and loads the next step. Where ever
this button exists, it is important to click this before moving away from the page or else
any changes that were made to data fields will be lost.
6. SUBMIT buttons: signifies the end of a process and sends the entire set of changes to
the system for processing.
7. Use of browser ‘Back’ buttons: should be avoided during registration as the steps are
sequential and need to be completed and saved in that order. Wherever such action is
necessary, use the ‘BACK’ or ‘PREVIOUS’ buttons within the page. If no such buttons
exist, then it means that the current page needs to be completed and saved to move to any
other step.
8. Red Asterisk *: signifies that the data element is mandatory and that the user cannot
proceed without entering data into it.
9. , : These are two states of a button – the first indicating that the section is
expandable and the second indicating that the section is expanded. When the symbol ‘+’
appears on the button to the left of a section heading, then clicking on it will expand the
section to show additional data/information and the symbol will change to ‘-‘. The ‘-‘
symbol, when clicked collapses the section, hiding the information and the symbol again
changes to a ‘+’.
10. The button allows the user to browse his/her computer for files to upload.
11. The button is a calendar tool. When a user clicks on it, a calendar showing the current
month is displayed. Arrows on the calendar can be used to move forward or backward
through the months. Clicking on a date in the calendar fills the corresponding field on the
page with that date.
Pointers to action items on screens
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12. Help is available either by context and can be availed using the buttons next to the
fields, or by page using the HELP buttons.
Registration Steps
The following screenshots illustrate the steps you need to follow to complete your company’s
profile in the Supplier Management System for Federal Home Loan Bank Indianapolis.
The default page for Federal Home Loan Bank of Indianapolis allows registered suppliers to log
in to the system to update their profile information. It also allows new Suppliers to register with
Federal Home Loan Bank of Indianapolis by providing the necessary details about their
Click here to start the Registration
SUPPLIERS REGISTRATION GUIDE
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company, products and services, diversity status, and upload diversity certificates into the
system.
New Suppliers should click on the CLICK HERE link on the page to start the registration
process.
Pre-Registration Screen
Access to the system is governed by the SYSTEM ACCESS AGREEMENT. Read the terms and
accept to start filling in the registration information.
When you scroll all the way down the SYSTEM ACCESS AGREEMENT, the ‘I
ACCEPT’ button will be enabled.
1. Scroll all the way down to
activate the “ I ACCEPT” Button
2. Read and Accept terms
Click on I ACCEPT
The “I ACCEPT” button is
disabled – cannot be clicked
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Click on the ‘I ACCEPT’ button after reading the agreement carefully.
To prevent duplicate registration, fill in the basic details in the following screen. The
system displays all previous registrations with similar details so that the user can verify
whether he/she is already registered in the system. If you find that there is a previous
registration, then all you need to do is to update the details in the system –no fresh
registration is required.
If on the other hand the list does not show any previous registration by the company, then
the user can start the process of registration.
Accepting terms will direct you to the following page where the company name, location,
address, federal tax id etc should be filled in. the system will use this information to
check for duplicate records.
Enabled button – ready to click
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NOTE: Any Field with a RED Asterisk (*) is a Mandatory Field. Without filling information
in these fields you will not be able to go to the next step of Registration.
If you have received an E-mail Invitation with the Invitation Key from Federal Home Loan
Bank of Indianapolis, please enter the invitation key and you email address to begin the
Registration.
If you do not have an Invitation Email from Federal Home Loan Bank of Indianapolis, please
fill the details as shown in the section below
Based on the information provided here, one or more similar companies that match your details
are pulled up and displayed by the system. If your company is already registered in the portal,
you may select the supplier link to complete your profile. If your company is not shown in the
list, use the “CLICK HERE” link on the page to continue with supplier registration.
Enter the Information
in the fields provided.
Anything with a RED Asterisk
(*) is a mandatory field.
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Step 1 - Create User
This screen is meant to capture contact details and for the user to create a password.
All fields on this screen are mandatory. Usernames and Password rules are detailed here. Please
read them carefully and fill in all the fields.
Create your password
Rules for creating a
Username and Password
Click here if you do not find your
company name in the list below
List of suppliers already registered in
the system with names similar to the
company name provided in the
previous section.
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Note: Remember to make a note of your username and password before you proceed.
Step 2 – Enter Basic Company Information
This screen involves two sets of actions – attaching / replacing file, and sending a fax.
All the relevant information from the previous screen gets carried over and automatically appears
in some of the fields.
To Attach/Replace File
Step 1: Click Here to search for the File
Step 2: Attach the File
To Fax a W8/W9 Form
Step 1: Click Here to View the Fax
Cover Sheet
Step 2: Print the Fax Cover Sheet
Step 3: Fax the Cover Sheet and
W8/W9 Document to the Fax number
Provided on the Fax Cover Sheet
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How to Attach/Replace File:
Step 1: Click on the ‘ATTACH/REPLACE’ link.
Step 2: Restrictions for upload of files are listed on the screen. ‘BROWSE’ for the File to
be attached.
Step 3: Once you have identified the File to be attached, click on ATTACH. Click on
OK on the next screen.
How to Fax a Document:
Step 1: Click on ‘CLICK HERE TO VIEW THE FAX COVER SHEET’ link.
Step 2: Print the Fax Cover Sheet. (Shown below)
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Step 3: Fax the Cover Sheet along with the Document/Documents to the Fax Number
provided on the Fax Cover Sheet.
NOTE: If you do not attach the Fax Cover Sheet, your document will not be visible under
your profile.
All The Documents Attached/Uploaded/Faxed can be viewed (under VIEW) in the
DOCUMENTS Section described later in this guide.
Please make sure all the Documents sent (Attached/Uploaded/Faxed) are visible in this
section.
Click ‘SAVE & NEXT’ to go to the next step.
Step 3 – Enter Locations for the Company
As soon as all the details in the ‘GENERAL’ tab are completed, the next tab ‘LOCATIONS’ gets
enabled. Clicking on ‘SAVE & NEXT’ in ‘GENERAL’ tab loads the ‘LOCATIONS’ tab. The
location entered in the first step of registration can be accessed by clicking on the links under the
‘ID’ or the ‘NAME’ column.
Fax number will appear here
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The ‘CONTACTS’ column has a ‘VIEW(#)’ link that can be clicked to view existing contact
information. The number in the parenthesis indicates the number of contacts currently registered
for that location.
This screen allows the user to –
1. Add a New Location;
2. Add a New Contact.
Clicking on the ADD NEW LOCATION link on the left and the ADD NEW link under
CONTACTS loads new sections on the same page. By filling the mandatory fields you can
create additional locations and new or additional contacts for these locations.
Click here to add
a New Location Click here to add a new contact
Number of existing contacts and link to view them
Clicking on VIEW(1)
opens this section
showing contact details
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Clicking on ‘SAVE’ will add the new location to the summary and close the .CREATE
LOCATION RECORD’ section.
NOTE: Each additional location will appear as a new row and will have the summary
displayed just like the first location and will also contain the links to view and add contacts.
The ‘ADD NEW’ links for each location can be used to add additional contacts for that location.
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Clicking on ‘SAVE’ will add the new contact to the location and close the ‘CREATE
SUPPLIER CONTACT’ section.
Click on ‘NEXT’ in the ‘UPDATE COMPANY PROFILE’ section after adding all locations and
contacts to go to the next step. You will be able to come back to this section to edit or update the
information by clicking on the LOCATIONS tab on your home page.
Step 4 – Enter Product/Service Details & Business Information
This step involves selecting the commodity categories, NAICS codes, product and service
description and geographical service area and other applicable details. The list boxes on the left
have all the available answers for that section. Click on the one(s) most appropriate for your
business and then the arrow pointing to the right to select the option. The selected item will move
to the blank box on the right.
If more than one option is selected for any section, use the up and down arrows to the right of
that box to change the order of the selected items. The Primary selection for each section should
be the first in that list.
If at any stage you want to remove a previously selected option, click on that option in the
selected list and then click on the arrow pointing left; the option will move back to the box on the
left.
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The screenshot above shows only a section of this page. There are several other sections where
the same steps will be used to make your selections. After completing all the mandatory fields
and any others that apply to your product, click on ‘SAVE & NEXT’ to go to the next step.
Step 5 – Enter Diversity Details (if Diverse Supplier)
This tab captures Diversity details of the supplier. This is a long page and for convenience is
being shown here in sections. The first section pertains to the diversity status of the Supplier. By
default, the system selects ‘NO’ and displays the relevant details collected in the previous screen.
Non-diverse Suppliers should click on SAVE & NEXT to go to the next tab.
Select at least One Client
Commodity. It is Mandatory.
Click on the Commodity first and
then this button to select it and move
it to the box on the right hand side
Use this button to remove a selection
from the right hand side box.
Use these arrows to move items up or
down. The Primary commodity should
be the first in the list
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Diverse Suppliers should change the default answer to YES for the Diversity Status question.
This will displace the BUSINESS SIZE section with two new sections
1. Diversity Information
Select all the categories that apply to your company by clicking on the check boxes next
to the category name.
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2. Diversity Certification / SBE Registration on SBA's site
There are several actions that can be performed in this section. The steps involved for
each of these actions are displayed in the callouts on the screenshot.
Check Box
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In this section, all documents relating to Diversity status can be uploaded and stored in the
system.
Clicking on any of the upload icons ( ) as well as on the ‘CLICK HERE TO UPLOAD
ADDITIONAL CERTIFICATIONS’ will open a new window like the one shown below.
NOTE: Certificates are uploaded one at a time. Upload of Additional Documents allows five
(5) documents at a time.
Click here to Upload
Diversity Certificate
Documents
Click here to Upload
additional Diversity
Certificate Documents
To Fax a Diversity Certification Document
Step 1: Click Here to View the Fax
Cover Sheet
Step 2: Print the Fax Cover Sheet as
shown on the next page
Step 3: Fax the Cover Sheet and the
Diversity Certification Document to the
Fax number Provided on the Fax Cover
Sheet
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‘BROWSE’ to the appropriate files on your computer’ and select the document to upload. Add a
short description of what the file contains in the ‘DESCRIPTION’ fields. You can send five
documents at a time. Successful upload will bring you this message; Click on OK to go to the
next step.
When all documents have been uploaded and mandatory fields filled in, certify the information
provided by clicking on the check box. This is mandatory. Proceed to the next step by clicking
on SAVE & NEXT.
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Step 6 – Review Documents Section
Please make sure all the Documents Attached/Uploaded/Faxed sent are visible in this section.
Clicking on upload will open a new window that will allow the user to browse his/her computer
for the relevant file, fill in the Issue date of the certificate and upload save the document. This
operation will add a document icon to the above screen and it will look like this:
The uploaded document can be viewed by clicking on the document icon.
Click on the SAVE & NEXT button to go to the last step of registration.
Step 7 – Enter Business References. Reference #1 is Mandatory
At least one Reference needs to be supplied to complete the registration process.
Click on the ICON to
view the Document
Check Box
Click to upload documents
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This is the last step and clicking on the SAVE & NEXT takes you to the Summary of all the
information collected during the registration process.
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Step 8 – Review Summary Page and Submit
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Please click on Submit to Complete the Registration. You will receive an email with the
registration details, username and password and see a message like the one below. Please keep
your profile and certifications updated at all times.
Clicking on the ‘RETURN TO PROFILE’ button takes you back to your profile GENERAL tab.
Step 9 – Complete Survey (If Applicable)
This section is a SURVEY and would be applicable only for those commodities that have a
survey attached to them. The first screenshot shows the page when there are no surveys attached
and the second when you click on the SURVEY tab that has pending surveys.
If a Survey is not available please click on Log Out.
If a Survey is associated with the selected Commodity, it is shown in List of Surveys. Click on
the Survey Name, complete the Survey.
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After you complete the Survey section of the registration, you may log off the system. After you
log out, you will receive an e-mail with the registration details, username and password. If you
get an incomplete registration e-mail notification, please log back into your profile and ensure all
mandatory fields are filled out properly, and that you clicked “save and next” at the bottom of
each tab. If you still experience difficulty completing your registration, please e-mail
NOTE: If you have no other information to enter, click on Log Out to exit the system. Please
make a note of the user name and password for future use.
When you Log into the system after completing the registration or did not complete the
Registration the first time, the system will ask you to update the password. Please enter the
new password and click update.
Click on Update
Enter the password