How to activate access to the Quantum Supplier Portal for Supplier Records Converted from Atlas

Audience: UNDP Supplier Administrators in COs

Abstract: This article provides instructions for the validation of the email address of converted suppliers and the granting of access to the supplier portal.

 

General Information

Access to the supplier portal will NOT be granted automatically as part of the conversion, since there needs to be a verification of the contact information transferred from Atlas. The user ID and password for an account in the Supplier Portal gives the recipient full access to that supplier account, allowing the person to view, update or edit that supplier’s information, including banking details, and to submit a proposal, invoices, etc. It would present a major fraud risk if it is sent to an invalid or outdated email address.

Access to the supplier portal will be controlled by the Supplier Administrators in each Country Office / Operating Unit. Similar to the existing Vendor Approver role in Argus, the Supplier Administrator position is expected to be given to only 2-3 experienced staff in each office, who are designated in the office’s local ICF. These staff should be provisioned with the Supplier Maintenance Supplemental Function in IDAM in order to have the necessary access in Quantum.

After go-live of Quantum phase 2, Supplier Administrators must validate that the converted contact information is correct (contact names and email addresses), and grant access to the Supplier Portal following the instructions below.

For UNDP Supplier Administrators in Quantum follow the steps below: 

Step-1: Log in to Quantum- select Procurement then Suppliers

Step-2: Select the magnifying glass and search for the supplier

Step-3: Open contact, select edit then Add (+)

The following screen will open

  • Update the First name & last name and the email address.
  • Select the “Administrative Contact” check box*, then select the "Create user account” check box
  • Select “Supplier Self Service Administrator” then complete the pop-up box
  • Click save and close. The details entered above will be shown in the confirmation screen below

  • No subsequent approval is required. An email will be sent to the supplier’s email address with a link for them to activate their account, set their password and log into the system.

NOTE: Ticking the “Administrative contact" box will give full access to the new contact. This person the person will be able to prepare/submit bid responses and invoice. They will also be able to manage the supplier profile, including adding/removing other contacts from the supplier’s organisation.