MSEDCL E-TENDERING PORTAL

Registration of vendor in SAP

MSEDCL user’s manual

 MSEDCL E-TENDERING PORTAL

Registration of vendor in SAP

Table of Contents
Introduction .............................................................................. 3
Check the vendor profile and make SAP vendor data ................... 5
Check the SAP vendor data and make SAP vendor code .............. 9
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Introduction
This manual guides the MSEDCL user for creating SAP vendor code. The process to register a vendor in SAP is
based on the principle of maker and checker. Initially, vendor makes their profile and FINANCE ADMIN
checks the vendor’s profile. From the vendor’s profile FINANCE ADMIN makes SAP vendor data and FICO
CTM checks SAP vendor data. Finally, FICO CTM creates SAP vendor code only when the SAP vendor data
and the vendor’s profile data is correct. The flow chart of this process is given on the next page.

Summary of steps to create SAP vendor code:

1. Vendor creates their profile.
2. A request to create SAP vendor code is created and is available for FINANCE ADMIN.
3. FINANCE ADMIN reviews the profile and performs one of the following action,
a. Rejects the request OR
b. Requests clarification from the vendor OR
c. Creates SAP vendor data and submits it to FICO CTM.
4. FICO CTM reviews the SAP vendor data and performs one of the following action,
a. Rejects the request OR
b. Requests clarification from FINANCE ADMIN OR
c. Creates SAP vendor code by pushing the SAP vendor data to the SAP.

In case the MSEDCL user has difficulties in understanding the system and completing the SAP
vendor registration they should send their queries to etender_helpdesk@mahadiscom.in

Note: Please use GOOGLE Chrome browser for using this functionality.

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Check the vendor profile and make SAP vendor data

For FINANCE ADMIN to check vendors profile and make SAP vendor data perform following steps:
Step 1: Access https://etender.mahadiscom.in/eatApp/ The MSEDCL’s E-Tender homepage is displayed. Login to the E-Tender Portal with valid
credentials. Then click on “Approve Vendor” tile.

Step 2: After selecting the tile you will get the vendor list in the left side panel. You can filter the list using predefined filter conditions like Name,
Request ID, Submitted, FA accepted, FA clarification requested, FA rejected, CTM accepted, CTM clarification requested and CTM rejected.
 To filter the list by company name, click the “Filter by” drop down, select “Name” radio button, enter the name of the vendor in the
edit box which is located next to “Filter By” drop down and then click on magnifying glass icon.
 To filter the list by request ID, click the “Filter by” drop down, select “RequestId” radio button, enter the request ID number in the edit
box which is located next to “Filter By” drop down and then click on magnifying glass icon.
 To filter the list by the new requests submitted by vendor for SAP vendor code, click the “Filter by” drop down, select “Submitted”
radio button.
 To filter the list by the requests approved by FINANCE ADMIN, click the “Filter by” drop down, select “FA Accepted” radio
button.
 To filter the list by the requests for which clarifications are requested by FINANCE ADMIN, click the “Filter by” drop down,
select “FA Clarification Requested” radio button.
 To filter the list by the requests rejected by FINANCE ADMIN, click the “Filter by” drop down, select “FA Rejected” radio button.
 To filter the list by the requests approved by FICO CTM i.e. whose SAP vendor code is created, click the “Filter by” drop down,
select “CTM Accepted” radio button.
 To filter the list by the requests for which clarifications are requested by FICO CTM, click the “Filter by” drop down, select “CTM
Clarification Requested” radio button.
 To filter the list by the requests rejected by FICO CTM, click the “Filter by” drop down, select “CTM Rejected” radio button.

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Step 3: After filtering the requests, you will have to select a vendor by clicking the vendor name from the list then the details of the vendor will get
populated on the right side panel.

Step 4: After displaying the vendor details in the right pane. Scroll down and click the link in Vendor registration file section. This will download the
vendor registration file which is digitally signed by the vendor. Open Secure Sign software and click on “Verify” tab. Then select the digitally signed
vendor registration file and click on “Verify and Show” button. Then open the file ADOBE ACROBAT READER and check the vendor registration
file.

Step 5: After checking the vendor registration file, to check the bank account details of the vendor scroll down to the bank account details section.
Click on the link under Cancel cheque / RTGS file. This will download the file which contains bank account information. The Bank account number,
Beneficiary name and IFSC code given in the Bank account details section should be checked with the downloaded file.

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Step 6: After checking the bank account information of the vendor, to check the MSME registration details scroll down to the MSME registration
details section. Then click on the link under MSME certificate. This will download the file which contains MSME certificate. The MSME type should
be checked with the MSME certificate. If Is MSME applied is No then you should skip the check of MSME certificate.

Step 7: After checking the MSME certificate, you can check the existing SAP vendor codes for the vendor in the SAP

Step 8: After checking the existing SAP vendor codes, you can request for clarification from the vendor or reject the request for creating SAP
vendor code.

Step 9: Before approving the request you should create SAP vendor data. This step and the next steps will create SAP vendor code data. The Vendor
account group and the GL account is selected by the system, you cannot change this selection.

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Step 10: You should select the appropriate withholding tax types and codes for invoice.

Step 11: The system auto selects the withholding tax type for payment. You should select appropriate Vendor Classification for GST.GST tax code for
payment and invoice are auto selected by the system.

Step 12: At this stage, you have created SAP vendor code. Now, you have to approve the request. Click on the Approve radio button and then on Save
button. After this SAP vendor data will be available for FICO CTM.

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Check the SAP vendor data and make SAP vendor code
For FICO CTM to check SAP vendor data and make SAP vendor code perform following steps:
Step 1: Access https://etender.mahadiscom.in/eatApp/ The MSEDCL’s E-Tender homepage is displayed. Login to the E-Tender Portal with valid
credentials. Then click on “Approve Vendor” tile.

Step 2: After selecting the tile you will get the vendor list in the left side panel. You can filter the list using predefined filter conditions like Name,
Request ID, Submitted, FA accepted, FA clarification requested, FA rejected, CTM accepted, CTM clarification requested and CTM rejected.
 To filter the list by company name, click the “Filter by” drop down, select “Name” radio button, enter the name of the vendor in the
edit box which is located next to “Filter By” drop down and then click on magnifying glass icon.
 To filter the list by request ID, click the “Filter by” drop down, select “RequestId” radio button, enter the request ID number in the edit
box which is located next to “Filter By” drop down and then click on magnifying glass icon.
 To filter the list by the new requests submitted by vendor for SAP vendor code, click the “Filter by” drop down, select “Submitted”
radio button.
 To filter the list by the requests approved by FINANCE ADMIN, click the “Filter by” drop down, select “FA Accepted” radio
button.
 To filter the list by the requests for which clarifications are requested by FINANCE ADMIN, click the “Filter by” drop down,
select “FA Clarification Requested” radio button.
 To filter the list by the requests rejected by FINANCE ADMIN, click the “Filter by” drop down, select “FA Rejected” radio button.
 To filter the list by the requests approved by FICO CTM i.e. whose SAP vendor code is created, click the “Filter by” drop down,
select “CTM Accepted” radio button.
 To filter the list by the requests for which clarifications are requested by FICO CTM, click the “Filter by” drop down, select “CTM
Clarification Requested” radio button.
 To filter the list by the requests rejected by FICO CTM, click the “Filter by” drop down, select “CTM Rejected” radio button.

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Step 3: After filtering the requests, you will have to select a vendor by clicking the vendor name from the list then the details of the vendor will get
populated on the right side panel.

Step 4: After displaying the vendor details in the right pane you should check the profile data of the vendor. So, scroll down and click the link in
Vendor registration file section. This will download the vendor registration file which is digitally signed by the vendor. Open Secure Sign software and
click on “Verify” tab. Then select the digitally signed vendor registration file and click on “Verify and Show” button. Then open the file ADOBE
ACROBAT READER and check the vendor registration file.

Step 5: After checking the vendor registration file, to check the bank account details of the vendor scroll down to the bank account details section.
Click on the link under Cancel cheque / RTGS file. This will download the file which contains bank account information. The Bank account number,
Beneficiary name and IFSC code given in the Bank account details section should be checked with the downloaded file.

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Step 6: After checking the bank account information of the vendor, to check the MSME registration details scroll down to the MSME registration
details section. Then click on the link under MSME certificate. This will download the file which contains MSME certificate. The MSME type should
be checked with the MSME certificate. If Is MSME applied is No then you should skip the check of MSME certificate.

Step 7: After checking the MSME certificate, you can check the existing SAP vendor codes for the vendor in the SAP

Step 8: At this stage, you have completed the checking of vendor’s profile data. Now, you should check the SAP vendor data created by FINANCE
ADMIN. The Vendor account group and the GL account is auto-selected by the system. So, neither FINANCE ADMIN nor FICO CTM can change
them.

Step 10: Check the withholding tax types and codes for invoice which are manually selected by FINANCE ADMIN. If you observe that FINANCE
ADMIN has made a mistake in selecting the withholding tax types and codes then you can correct them.

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Step 11: The system has auto selected the withholding tax type for payment and also, GST tax code for payment and invoice. You should check the
Vendor Classification for GST. If you observe that FINANCE ADMIN has made a mistake in selecting the withholding tax types and codes then you
can correct them.

Step 12: At this stage, you have checked the profile data of the vendor and the SAP vendor data. Now, you should check the existing SAP vendor
code of the vendor.

Step 13: After checking the profile data of the vendor, their existing SAP vendor codes if any and the SAP vendor data created by system and
FINANCE ADMIN you can either request for clarification from FINANCE ADMIN or reject the request or approve the request for
creating SAP vendor code.

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