Vendor Registration Process Guide

KEIRO HOICKO PORTAL

Complete Step-by-Step Documentation

Step 1: Add / Import Member on Portal for Onboarding

Before a vendor can be registered, a user account (member) must be created on the Hoicko Portal. Two methods are available for adding members:

Method A: Vendor or Member Onboarding Manually

Follow these steps to manually create a new member:

#	Action	Details
1	Navigate	Go to the User Management section from the portal navigation menu.
2	Click "Add Member."	Locate and click the 'Add Member' option/button.
3	Fill Required Fields	Enter all mandatory fields: username, first name, last name, email address, phone number, role, and password.
4	Create Member	Click the 'Create' button to save the new member.
5	Confirmation	Member is created successfully. An invitation email is automatically sent to the registered email address.

Method B: Import Members via Excel

For bulk member creation, use the Excel import option:

#	Action	Details
1	Click Import Icon	In the User Management section, click the Import icon.
2	Download Sample File	Download the sample Excel template file provided by the portal.
3	Fill in the Excel template.	Open the file and populate the required columns: userName, firstName, lastName, Email / Phone, Role, and Password.
4	Upload File	Upload the completed Excel file using the import interface.
5	Confirm Import	Review and confirm the import. Members are created in bulk with invite emails dispatched automatically.

📌 Note: Ensure that email addresses used are valid and accessible as the system sends an invitation link to each registered member.

Step 2: How to Register a Vendor on the Portal

Before registering a vendor, it is essential to verify that the registration form configuration is properly set up. If not configured, the form will not be available to vendors.

2.1 Check Registration Form Configuration

• Navigate to the Form Config section from the portal settings.

• If no configuration exists, proceed to set up the form configuration as described below.

2.2 Setting Up Form Configuration

Follow the steps below to configure the vendor registration form:

#	Action	Details
1	Open Form Config	Navigate to the Form Configuration panel in the admin section.
2	View Form Groups	The form configuration displays a list of form groups. Each group contains related fields.
3	Configure Each Group	Click on each group to expand it. Set each field as required or optional based on your business requirements.
4	Add More Fields	Additional fields can be added to any group if needed to capture more information.
5	Edit Group Settings	Click the 'Edit Group' icon on each group to configure whether multiple entries are permitted for that group.
6	Save Configuration	Click 'Save Configuration' after all groups and fields have been configured. A success message confirms the save.

📌 Note: Form configuration must be completed before sharing the registration form with vendors. Changes to form config after vendor submission may not retroactively affect submitted forms.

Step 3: Add Member / Vendor to a Team

After creating member accounts, vendors must be assigned to an authorized team that has access to the registration form.

#	Action	Details
1	Go to profile options.	Click on the profile or settings icon in the portal.
2	Select Authorised Team	From the options, select 'Authorized Team.'
3	Share Registration Form	Only the Vendor Registration Form should be shared with the selected team.
4	Select Team	Select the appropriate team (e.g., Unapproved Team) that newly registered vendors will be assigned to.
5	Add Vendor	Add the vendor member to this team. The vendor will then have access to the registration form upon login.

Step 4.1: Vendor Account — Filling the Registration Form

4.1.1 Accessing the Portal

• Open the domain URL provided by the portal administrator.

• Log in using the credentials provided (email/username and password).

• The Home Screen will be displayed upon successful login.

4.1.2 Opening the Vendor Registration Form

• From the Home Screen, click on the 'Vendor' tab.

• The Vendor Registration Form will be displayed.

• The form is organized into multiple groups, each capturing a specific category of information.

4.1.3 Registration Form Groups & Fields

The vendor registration form consists of the following groups and their respective fields:

Field No.	Field Name	Description
1.1	company_name	Legal name of the company
1.2	owner_name	Name of the company owner/proprietor
1.3	organization_type	Type of organisation (Pvt Ltd, LLP, etc.)
1.4	company_type	Nature of business (Manufacturer, Trader, etc.)
1.5	company_website	Official website URL of the company
1.6	cin_number	Corporate Identification Number
1.7	cin_date	Date of CIN registration
1.8	established_year	Year the company was established
1.9	is_existing_supplier	Indicates if this is an existing supplier
1.10	first_time_supplier	Indicates if this is a first-time supplier
2.1	address_line1	Primary line of the registered address
2.2	address_line2	Secondary address line
2.3	address_line3	Additional address line
2.4	city	City of registration
2.5	district	District of registration
2.6	state	State of registration
2.7	country	Country of registration
2.8	postal_code	PIN/ZIP code of registered address
2.9	is_primary_address	Whether this is the primary business address
3.1	details_of_product_manufactured	Description of products manufactured
3.2	lead_time	Standard lead time for production
3.3	established_capacity	Total established production capacity
3.4	current_capacity_utilized	Current percentage of capacity utilized
3.5	spare_capacity	Available spare production capacity
3.6	type_of_premise	Owned / Rented / Leased
3.7	working_hours	Daily working hours of the facility
3.8	weekly_holidays	Weekly holiday schedule
3.9	no_of_manpowers	Total number of employees/workers
3.10	organization_structure	Organizational hierarchy / structure
3.11	list_of_machinery	List of manufacturing machinery/equipment
3.12	process_flowcharts	Upload of process flow diagram
3.13	design_parameters	Design specifications and parameters
3.14	quality_control_measures	QC processes and measures in place
3.15	calibration_list	List of calibrated instruments/equipment
4.1	material_description	Description of materials traded
4.2	min_stock_kept	Minimum stock maintained
4.3	lead_time_to_deliver	Lead time for delivery to customer
4.4	manufacturer_name	Name of the product manufacturer
4.5	letter_of_authorized_distributor	Upload: Authorization letter from manufacturer
5.1	customer_name	Name of a key customer
5.2	location	Location of the customer
5.3	material_supplied	Material/product supplied to this customer
5.4	annual_share	Annual business share with this customer
6.1	bank_name	Name of the bank
6.2	account_number	Bank account number
6.3	branch_name	Branch name of the bank
6.4	type_of_account	Savings / Current / OD, etc.
6.5	city_bank	City where bank branch is located
6.6	ifsc_code	IFSC Code — Format: XXXX0XXXXXX (validated)
6.7	branch_address	Full address of the bank branch
6.8	is_primary_bank	Whether this is the primary bank account
7.1	gst_registration_number	GST No. — Format: 15-char alphanumeric (validated)
7.2	gst_registration_type	Regular / Composition / Unregistered etc.
7.3	gst_status	Active / Inactive / Suspended
7.4	gst_registration_date	Date of GST registration
7.5	permanent_account_number	PAN — Format: AAAAA9999A (validated)
8.1	udyam_registration_number	Udyam Registration Number
8.2	enterprise_type	Micro / Small / Medium
8.3	msme_registered	Whether MSME/Udyam registered (Yes/No)
8.4	financial_year_1	Financial Year 1 (e.g., 2021-22)
8.5	annual_turnover_1	Annual Turnover for Financial Year 1
8.6	financial_year_2	Financial Year 2 (e.g., 2022-23)
8.7	annual_turnover_2	Annual Turnover for Financial Year 2
8.8	financial_year_3	Financial Year 3 (e.g., 2023-24)
8.9	annual_turnover_3	Annual Turnover for Financial Year 3
9.1	contact_person_name	Full name of the contact person
9.2	contact_person_email	Email address of the contact person
9.3	contact_person_designation	Job title / Designation
9.4	contact_person_mobile	Mobile number of contact person
9.5	contact_person_for	Purpose: Finance / Operations / Management etc.
9.6	is_authorized_decision_maker	Whether this contact is an authorized decision-maker
10.1	iso_9001_2015	ISO 9001:2015 certification status
10.2	iso_9001_2015_attachment	Upload: ISO 9001:2015 certificate
10.3	iso_9001_2015_valid_upto	ISO 9001:2015 validity expiry date
10.4	ohsms_45001_2018	ISO 45001:2018 OHSMS certification status
10.5	ohsms_45001_2018_attachment	Upload: ISO 45001:2018 certificate
10.6	ohsms_45001_2018_valid_upto	ISO 45001:2018 validity expiry date
10.7	iso_14001_2015	ISO 14001:2015 EMS certification status
10.8	iso_14001_2015_attachment	Upload: ISO 14001:2015 certificate
10.9	iso_14001_2015_valid_upto	ISO 14001:2015 validity expiry date
10.10	iso_50001_2018	ISO 50001:2018 EnMS certification status
10.11	iso_50001_2018_attachment	Upload: ISO 50001:2018 certificate
10.12	iso_50001_2018_valid_upto	ISO 50001:2018 validity expiry date
10.13	bio_based_recyclable	Bio-based / recyclable certification status
10.14	bio_based_attachment	Upload: Bio-based certificate
10.15	bio-based-valid-upto	Bio-based certificate expiry date
10.16	certificate_declaration	Declaration confirming certificate accuracy
11.1	pan_card	Upload: PAN Card document
11.2	gst_document	Upload: GST Registration Certificate
11.3	cancelled_cheque	Upload: Cancelled check for bank verification
11.4	msme_udyog_aadhar	Upload: MSME / Udyog Aadhar certificate
11.5	cin_document	Upload: Certificate of Incorporation (CIN)
11.6	other_document	Upload: Any other supporting document
11.7	document_declaration	Declaration confirming document authenticity
12.1	company_code	SAP/ERP company code assigned to vendor
12.2	purchase organization	Purchase organisation assigned by admin
12.3	order_currency	Default order currency for the vendor
12.4	reconciliation_account	Reconciliation account code
12.5	vendor_schema_group	Schema group classification for the vendor
12.6	vendor_classification	Classification category of the vendor

Field Validations

Field	Required Format	Example / Notes
IFSC Code (6.6)	XXXX0XXXXXX — 4 letters + 0 + 6 alphanumeric	e.g., SBIN0005943. Invalid formats are rejected.
GST Number (7.1)	15-char: 2 digits + 10 PAN chars + 1 digit + Z + 1 check	e.g., 27AAAAA9999A1Z5. Invalid GST numbers are rejected.
PAN Number (7.5)	AAAAA9999A — 5 letters + 4 digits + 1 letter	e.g., ABCDE1234F. Invalid PAN formats are rejected.

📌 Note: All three validations (IFSC, GST, PAN) are enforced in real-time. The form will not allow submission if these fields contain invalid data.

Step 5: Form Submission & Approval Workflow

After completing all sections of the vendor registration form, the vendor must submit the form for review. The following workflow governs the post-submission process:

#	Stage	Description
1	Submit Form	Vendor fills all required fields and clicks the 'Submit' button.
2	Form Disabled	After submission, the form is locked/disabled on the vendor's screen. No edits are permitted at this stage.
3	Sent for Review	The submitted form enters the approval workflow. The admin is notified for review.
4	Admin Review	Admin reviews all form details and verifies the submitted information.
5	Fill Approval Details	Admin fills in the Approval Section fields: Company Code, Purchase Organization, Order Currency, Reconciliation Account, Vendor Schema Group, and Vendor Classification.
6	Approve & Generate Code	Upon approval, a unique vendor code is generated and assigned. The vendor is notified.
7	Rejection Flow	If the form is rejected, it is re-enabled on the vendor's portal screen. The vendor can review comments, update necessary fields, and resubmit the form.

On Approval

A unique vendor code is generated and assigned. The form remains locked. Vendor receives confirmation.

On Rejection

The form is re-enabled on the vendor screen. The vendor updates the form based on rejection feedback and resubmits.

📌 Note: Only the administrator can fill and save the Approval Section (Group 12). Vendors do not have access to this section.

Step 6: Vendor Import Using SAP

1 Vendor already created in SAP

• Using the REST API vendor post/imported on the Hoicko Portal from SAP

• Two-way synchronization available.

Process Summary

The following table summarizes the complete vendor registration process end-to-end:

Step	Activity	Responsible
1	Add / Import Member on Portal	Administrator
2	Configure Registration Form	Administrator
3	Assign Vendor to Authorised Team	Administrator
4	Vendor Fills & Submits Registration Form	Vendor
5	Admin Reviews & Approves / Rejects Form	Administrator

— End of Document —

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