Isupplier Portal Registration - New Vendor - User Guide - V1.0

Qatar Rail

Oracle User Guidance Document:
New Vendor Registration

Qatar Rail
Oracle User Guidance Document: New Vendor Registration

Table of contents
Introduction ........................................................................................................................ 3
Chapter 1‐New Vendor Registration .................................................................................... 3
Chapter 2‐View Registration Status ................................................................................... 14
Chapter 3‐Receive Approval/Decline Notification .............................................................. 16
Chapter 4‐ Login to iSourcing Portal ................................................................................... 17

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Qatar Railways Procurement Department
Qatar Rail
Introduction
The purpose of the New Vendor Registration Manual is to detail the various steps of the
Vendor Registration process for all new Vendors that wish to register with Qatar Railways.
It is important to note that the New Vendor Registration is applicable only to Qatar Railways
corporate activities and is not related to any Metro/Operations activities. Any registrations
received with regards to Metro/Operations will not be processed and Qatar Railways
reserves the right not to respond to such applications.

This Manual is divided into the following Chapters:
 Chapter 1 – New Vendor Registration
 Chapter 2 – Registration Status
 Chapter 3 ‐ Receive Approval/Decline Notification
 Chapter 4 – Login i‐Sourcing Portal
Chapter 1‐New Vendor Registration
This Chapter details all required steps to create and submit a complete New Vendor
Registration application:
Vendor shall access the Qatar Railways external website.

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Under Procurement tab the Vendor shall select Supplier Registration.

In order to register as a New Vendor the supplier shall carefully read the page content and
download the Vendor Registration Form. The required documents to be submitted with the
Vendor Registration application include but are not limited to the following:
 Valid Commercial Registration
 Valid Tax Card
 Complete and signed Vendor Registration Form
 Company Profile
 Bank Letter as applicable
 References as applicable
 ISO Certifications as applicable
 Power of Attorney or other Authorization letter as applicable
 Other

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The New Vendor shall click ‘Click Here’ under New Vendor. After the vendor will be taken to
the i‐Supplier portal.

1. Please download and
complete the Vendor
Registration Form. The
completed Form shall
be uploaded to the
Supplier Registration
portal at a later stage.
2. To register as a new
Vendor, click on Click
here
1

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It is important to note that all fields marked with an asterisk (*) must be completed.

1. The Vendor shall enter
the organization full name
in uppercase.

2. The Vendor shall enter
the organization Tax
Country.
Note: Click on the
magnifying glass icon to
search for Tax Country.
1
3. The Vendor shall enter 2
its Unique Tax Card
Number or Commercial 2
registration Number.

Note:
If you receive an error message at this stage, it may be because the details you entered are already
held in our system, or because you have entered it in an incorrect format.
Please read the error message.
 If it is due to a duplicated entry, please check the details. If the details are correct, please
contact Qatar Railways through the dedicated email address.
 If it is because you have entered the details incorrectly, please correct and resubmit.

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Vendor Contact Information section shall be completed as follows:
Once all of the mandatory information is filled, please click on Next.

1. This specific email address that
the Vendor will enter will become
the Vendor username, which is
used to log into the system.
Usernames must be unique; you
can't use the same email address
to register again for another
account.

Once approved, this email
address will also be used to
access the system, where you will
be able to:
Update the details of your
organisation such as the address
or contact person and submit
quotations.

2. Enter the details of the person
name who will be authorized by
your company to receive emails 1
regarding business opportunities
2
this includes invitations to quote,
3
have access to i‐sourcing
application to submit online 4
quotes for minor procurement 5
activities.

3. Enter the person last name
details who will be authorized by
your company to receive emails
regarding business opportunities
this includes invitations to quote.

4. Enter the country and area
dialling code into the Phone Area
Code field.

5. Enter company phone number
details.
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Once the New Vendor clicked next the application will take the Vendor to the next
registration page. On this particular page the Vendor is required to create its unique Address
Book that requires the Vendor address details.
Under Address Book – Click on Create.
1. The Vendor shall click on
‘Create’ to create the Vendor
Address.
In case the Vendor has a
different address for payment
and other address for
purchasing the same shall be
entered separately specifying
the purpose of each address.
After clicking on ‘Create’ the vendor will be taken to the page where the address details shall
be entered. Post providing the mandatory information click on Apply.

1. Please enter the Address
Name.
1
2. Enter the first line of address in
the Address Line 1 field.
2
3. Enter the next line of address 3
in the Address Line 2 field. 4
5
4.Enter the details requested in 6
the City/Town/Locality field
6
5. Enter the details requested in
the State/Region field 7
6. Enter the details in the Zip
Code field Note:

7. Enter the PO Box/Postal Code. Please carefully select if the details are for RFQ and Payment or you require to create two
addresses as detailed below:
8. Enter your company’s Fax
 Check the Payment Address to confirm this address is to be used for payments.
number
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 Check the RFQ Only Address to confirm this address is to be used only for
quotations.
Once the Vendor has successfully created its Address and clicked on ‘Apply’ the vendor will
be taken to the next step of the registration. In this step the Vendor is required to provide
all relevant details and attachments.
The next significant section of the registration is the Products and Services section. Here the
New Vendor shall select what type of products and/or services he provides.
The Vendor shall click on the ‘Create’ button under Products and Services, the page Add
product and Services will be displayed where the vendor shall select the required category
relevant to his business. Note that the Vendor can select multiple categories.
1. Under Address book the
Vendor can see the created
valid Address details of its
company

2. Under Contact Directory
the Vendor can see the 1
contact details of the
authorized by the company
person.

3. In case the Vendor wishes 2
to update the information 3
click on the Update (pencil
icon) under update and
make the necessary
changes.
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On the Add Products and Services page, the Vendor is required to choose the appropriate
category as per the nature of his business:
To select a category click on the check box under Applicable section as shown in the below
screenshot
Once the appropriate categories are selected, click on Apply.
1. To view more categories,
click on next.

Note: If needed, each
supplier can add multiple
categories as per their
different businesses.
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After clicking ‘Apply’ the vendor will be taken back to the Prospective Supplier Registration
page.
Review the details and click on Next.

1. The vendor can view
the selected Category/
Categories.
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After clicking ‘Next’ the New Vendor will be taken to the attachment pages where the
following shall be attached:
 Valid Commercial Registration
 Valid Tax Card
 Complete and signed Vendor Registration Form
 Company Profile
 Bank Letter as applicable
 References as applicable
 ISO Certifications as applicable
 Power of Attorney or other Authorization letter as applicable
 Other
Please attach the filled Vendor Registration Form, which you downloaded earlier from Qatar
Rail website. Click on Attachment.

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Click on Browse and attach the filled Vendor Registration Form and Click on Apply.
Note:
By Clicking Add Another the Vendor can add multiple attachments.

It is important to note that the Vendor shall ensure that the Title of the Attachment is clear and
a short description of the content is also included in the description box.

You will see the confirmation message that the attachment has been added successfully.
Once all attachments were added the Vendor shall click on Submit.
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A confirmation message will be displayed on the screen.
After the New Vendor will click on Submit, the New vendor Registration application will be
submitted for Qatar Railways for necessary action.
Vendor will receive an email notification and a URL to track the status of the registration
request.

Chapter 2 –Registration Status
This Chapter details the steps on how to view the New Vendor Registration request’s Status.
Once the New Vendor Registration request is submitted, suppliers will receive the below
email confirmation.
Suppliers can click on the Prospective Supplier Registration Status hyperlink to see the
status of their application.

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Below is the Prospective Registration Status page.
Suppliers can see the status of their application on this page.

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Once the Registration request is approved, suppliers can see the status changed to
Approved.

1. Once the supplier
registration is approved.
Chapter 3 – Receive Approval/Decline Notification
This Chapter details the steps how to view Approval/Decline Notification. Once Qatar
Railways has reviewed the application the Vendor Registration may be approved or
rejected as noted in the previous Chapter. In any case the Vendor will receive an email
notification as detailed below.

In case the registration request submitted by Vendor is Declined by Qatar Railways the
Vendor will receive the below email notification.

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Note that Qatar Railways reserves the right to reject/decline any Vendor Registration if the
application is not complete, not related to corporate activities or due to any other reasons.
The reasons of the rejection/decline might not be communicated to the vendor.
In case the registration request submitted by Vendor is Approved, the Vendor will receive
the below email notification:

Chapter 4 – Login iSourcing Portal
This Chapter details the steps how the Vendor may Login to iSourcing Portal.
Once the Supplier Registration request is Approved, Suppliers will receive the below email
notification:
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Click on the Oracle Application System hyper link to access iSourcing Portal.

1. iSourcing Portal
username.
2. iSourcing Portal
password.

Note: This will be a
temporary password.
When you logon for the
first time, you will be
required to change your 1
password for security
purpose.
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Registered Suppliers can also access iSourcing Portal from Qatar Rail website.
Go to Qatar Rail website, click on Procurement Tab.
Click on Supplier Registration section.
Access iSourcing through the Existing Vendor link.

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On the iSourcing login page, supplier can use the user and password provided by Qatar Rail
in the email.
Click on Login.

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You will be taken to page Change Password:

1. Enter the temporary
password provided by
Qatar Rail. Enter this
password in the current
password field. 1

2. Vendor must enter 2
the password they will
use in future when they
login to iSourcing. 3

3. Renter the new
password for
confirmation and click
on submit.
Password Hints and Tips:

 Keep your password confidential
 Passwords are case sensitive for additional security, so if you enter your password
for the first time in lower case (i.e. no capital letters), you will always have to enter
it in lower case.
 Password must be a minimum of 6 characters.
 Password must contain at least one letter and at least one number.
 Password should not contain the user name.
 You cannot use a password with repeating characters (double latters or numbers)
for example you can’t use “billy22”.
 You will get only three attempts to enter your password correctly to avoid being
locked out.
The password will expire in 60 days and you will be prompted to create a new one.

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