Vendor Registration

Simplification
 Current Process
New Vendor Registration

Vendor/Airtel User fills out information Master Team receives and scans
on External/Internal registration form documents, Validate information Manual site Creation by Master Team
and ships documents to Airtel provided

Vendor Information Change – CMT Tool

Airtel User raises request on

Master Team Validates Manual Approvals (Specific Manual Vendor Information
CMT Tool with necessary
documents cases) update by Master Team
documents
 Issue with Current Process
Issue Issue description

Poor User Three different tools used to create/ update Vendor

Experience Data entry by SCM personnel
Difficult to navigate. Excessive clicks and scrolling
Vendor data directly entered in Oracle Forms
•
Vendor Registration page errors out after little idle time and user is forced to start the session all over again
Issues related to E- alerts not flowing to the Vendor
No clarity on process and related documents

Airtel specific formats not available at point of use (e.g. KYC form, Form 10F, No PE etc.)
Separate process for creating Vendor sites
Incomplete registration process information provided under separate links
 Issue with Current Process- Continued
Issue Issue description
Delay Incomplete document received leading to delay in Vendor creation

Delay in receipt of documents from Vendors

Manual Vendor creation process. No data loaders available. (Information updated manually Book by Book, Site by Site)

Vendor code and circle details missing in EFT hard copies sent by the Vendor/ Internal User leading to delay

Duplicate cases raised by internal Team on CMT

CMT tool is slow. Frequent page error outs

Different language used by foreign Vendors on following forms resulting in delay in approval from Tax team
(No PE/TRC/Form 10F) resulting in delay in approval process
Expiration date related to (No PE/TC/Form 10F) not captured resulting in delay in payment at a later stage

Single ticket raised for multiple Vendors resulting in work load allocation and productivity calculation

Risks T&C signed by Vendor not comprehensive enough

No verification of Financials of prospective partners

Delay in Getting GT signed

Objective
• Greatly Simplify Vendor Registration Process and Vendor Profile
Management Process
• Speed up Vendor Registration Process
• Enhances UX
• IN Process controls/Validations to ensure data accuracy
• Eliminate dependency to received physical documents from vendors
for registration process
• Automated Vendor site creation in Oracle ERP
Project Scope
• Vendor Registration for new Vendors across All Bharti Legal Entities and Line of Business
• Vendor information update on new Portal for all Registered Vendors (New and Old)
• Linkage with Oracle ERP to enable automated Vendor site creation across Oracle Books

Type Of Vendors Included

Account Creation Account Maintenance
Business Vendors -In Scope In Scope
Employee Car Hire -OOS OOS
Landlords -Creation OOS. In Scope
Channel Partners Creation OOS In Scope
Government OOS OOS
Legal Creation OOS In Scope
Foreign to Foreign OOS In Scope
Vendors
Lanka Vendors OOS In Scope
High Level Process Flow
Vendor Information- Business Vendors
2

Buyer not known

Creates account on Airtel

Vendor Enter Buyer’s Provisional Agreement to
Portal using Email
Email General Terms (GT)
ID/Mobile

Validations:
• Email Must not already be registered
Profile Info: • Mobile No. must Already not be registered
Name/Address • IP address for Foreign Vs. Domestic
• AD Check for Airtel Employee
URL • Buyers Email
• Vendors Email/Phone via OTP
PAN # & Scan (Domestic) • PAN Vs Address & Name
• Identify Vendor Type basis Pan No.
• Duplicate Vendor check (PAN/Name & Address)
• No special character /abbreviation in supplier
name
Buyer Approval (New Registration)

Validation By
Buyer Approval
Master Team

Automated
Validations:
Vendor Creation -Vendor Profile
in Vendor Master -Pan No. Vs. Attachment
 Vendor Information- Place of Supply
Place of Supply entry by Domestic: Penny Testing Domestic: Validation by
Vendor (Multiple Entries if Foreign: Form 10F, No PE, Master Team
needed) TRC expiration dates and Foreign: Validation by
Domestic: GSTN # and Scans, Bank Details and Master Team and Tax
Scan Cancel cheque scan Team

Validations:
• GSTN Match with State
Auto Vendor Site Creation • GSTN Match With PAN
post Business Award • Beneficiary Name Vs. Name of Pan Card
• Foreign Vendors: 10F, No PE, TRC
• Expiration Dates on 10F, No PE, TRC to
happen after a certain date
• Indian “place of supply” not to be allowed
for Foreign Vendors and vice Versa
• Digital Signature Validation?
Buyer Not Known
Provides Following
- Name
- Email Vendor provided name of concerned
Request review by Dedicated Team
- Contact No. Buyer
Company website
provides attachment (Optional)

Vendor Performs Registration Validations:

Company Profile and offering
 Vendor Information – Level 2 (Business Partners)
Account Creation (Vendor) Additional Info (Vendor) Buyer Master Team
A Start 1. Organization Name
2. Address Buyer Receives notification from the
3. URL system and takes action Data and document validation by
Auto Detection (Repeat notifications in a defined Master Team
(Domestic Vs. Foreign) TAT)
Domestics Foreign Vs. Foreign
Domestic
Enter Buyer Email Accept
Acceptance
1. PAN No.
2. PAN Scan Copy Upload Accept/ RFI
If Buyer No Accept/Reject
/ No response
email B
known? Fail PAN Pass
Validation -Notification to vendor with specific
Yes Question (repeat notification within
defined TAT)
Yes If duplicate Rejection/ Non-response -Vendor to respond back and the
Vendor? validation request to be re-routed to
Master team for approval
No
-Creates account using Email ID -Notify Vendor to use
-Email ID validation existing account
-Password creation -Route vendor to “Forgot
If No
Proprietorsh
Login/Password” screen ip Firm
Automated Vendor Code creation
-Enters contact No.
Yes in Oracle ERP vendor Master
-Validate contact No. using OTP Attach
(Optional) -Company Registration
Certificate
End Notification to Buyer and
Vendor data deletion in 2 vendor through Email and
Provisionally agrees to Airtel GT weeks. Notification to SMS
(downloadable) Vendor through email and
SMS
 Information Validation- Level 2 (PO Based Buyers)
Buyer Vendor Vendor Master Team / TAX Team
Master team receives notification
Enters Address (s) for “Place (s) of Supply from System and Validates
Buyer initiates RFP in Oracle information
ERP Sourcing Module Domestic Foreign
Domestic/Foreign Accept/
RFI
RFI Accepts
Foreign Vendor:
Domestic Vendor:
-Uploads Form 10F, No PE, TRC
Buyer Enters Legal Entity and -Update GSTN Against each place of
certificates against each place of -Notification to Vendor
States Concerned in RFP Supply
supply (Repeat Notifications within
-Upload GSTN Scanned Copy against
-Enter Expiration date of each of Defined TAT)
each unique GSTN No.
the certificates -Vendor Provides requested
Information
Pass Domestic
Fail GSTN
Validation Domestic
-Update bank information
Foreign
/ Foreign
-Identify Bank Details against each place
-Perform Penny testing against Each of Supply -Notification to Tax Team
unique Bank Account -Provide Cancelled cheque and Bank (Repeat Notification)
-Identify Bank Account against each Letter for each unique Bank detail -Tax team to Validate
Place of Supply
Accept
Accept/
Fail Penny Pass Reject
Testing (Pass Reject
/ Fail)
To D

-Notification to Vendor
(Repeat Notifications within
-Enter Bank Details
Defined TAT)
-Upload scanned copy of
-Vendor Provides requested
cancelled Bank Cheque and
Bank Letter Information
 Information Validation- Level 2 (PO Based Buyers) Continued
Buyer Vendor Oracle ERP

D
Auto Vendor Site Creation across
Buyer Awards Business to required books. Vendor enabled for
the Vendor Purchasing and invoicing
Scanned copies to auto flow to Vendor
Master

If GT signed and
Vendor In approval
state by Master Team/ Yes
Master Team and Tax
End
Team

No
Notification to Vendor through
Buyer not allowed to email and SMS
award the business

Vendor updates required

information (Place of Supply,
Bank details, etc.)
 Buyer details not Known
D Vendor shows interest
(Vendor Email, Contact No., Txt + URL +
Attachment)

Email Routed to dedicated Email ID

(Repeat Emails

Email Responded to by dedicated Team

Member

Acceptance/Rejection

Notification to Vendor on the contact details

-Vendor provided the name and email ID of
provided by the Vendor
the Buyer

-vendor Initiates registration Process

We require reporting on unanswered requests

 Process for Vendor Information Update
Request Type Request Type Current Process New Process
1.Vendor to raise Request itself on Vendor Portal
2.Provides place of supply against Airtel LE and State Combination
3. Domestic: Vendor to provides GST # and scanned copy
Foreign: Form No PE, TRC and 10F
1. Request raised through CMT by Airtel Employee 4. Validation by Buyer. Buyer enters Legal Entity and State concerned
2. KYC form in company letter head, signed and stamped 5. Validation by Master Team
(only soft copy) 6. Validation by Tax Team in case of Foreign Vendors
Same Bank Details 3. Manual data update in Oracle Vendor Master 7. Auto site creation in required books
1.Vendor to raise Request itself on Vendor Portal
2.Provides place of supply against Airtel LE and State Combination
3. Vendor to provides GST # and scanned copy
4. Domestic: Penny testing or Bank Details along with required documents upload
in case of Penny testing failure
Foreign: Bank details with required documents + Form 10F, No PE and TRC

1. Request raised through CMT by Airtel Employee 5. Validation by Buyer. Buyer Enters LE and State concerned
2. Provide PAN, GST, and hard copy of cancelled check 6. Validation by Master Team
and KYC form on company letter head 7. Validation by Tax Team in case of foreign supplier
New site creation 3. Manual site creation by Master team in Oracle Vendor 8. Auto site creation in required books
Request Different Bank Details Master

1. Vendor to raise request itself on Airtel website

Site replication 1. Request raised by the Airtel user using 2. Provides place of supply against Airtel LE, State
(Existing Site in new internal page 3. Buyer to Validate. Buyer Enters Legal Entity and State concerned
Books) 2. Manual site creation by Master Team 4. Auto update in required books in Oracle

1. Request raised on CMT by Airtel employees 1.Vendor to raise request on external page
(Name/ Email ID/ 2. No document required 2. Email / Phone validation
Contact Detail change Phone No./ Role) 3. Manual data update by Master Team 3.Auto update in Oracle Vendor master
 Process for Requests Other than New Vendor Registration- Continued
Request Type Request Type Current Process New Process
1. Request raised on CMT by Airtel employees
2. KYC form in Vendor letter head (soft copy 1. Request raised by Vendor on Vendor Portal
only) 3. Auto Address update in Oracle Vendor Master in
Address change Same GST No. 3. Master Team manually updates new site existing books
1. Request raised on CMT by Airtel employees 1. Request raised on Airtel website by Vendor
2. KYC form in Vendor letter head (soft copy 2. GST # and scan upload
only) and GST certificate 3. Validation by Master Team
Address Change New GST No. 3. Master Team manually creates new site 4. Auto Address update in existing Oracle Books

Login Pass Reset 1. Vendor to reset login/password on Vendor portal.

during Registration 1. Partner restarts registration process Validation using Email or Mobile no. using OTP

1. Request raised on CMT by Airtel employees
2. All the documents (GST/PAN/EFT on
company letter head) under new name
3. Master team manually changes the name of
With same tax info the company
1. Request to be raised by Vendor on Airtel website.
2. GST # and PAN # and scans (under new Name)
3. Validation by Master team
4. Auto update in Oracle Vendor Master in existing
books

Company Name With new Tax 1. New supplier registration. New Vendor code
change Information to be generated 1. New supplier registration as per the new process
 Process for Requests Other than New Vendor Registration Continued
Request Type Request Type Current Process New Process
1. Request raised on CMT by Airtel employees
2. Provides cancelled cheque with pre-printed details and
EFT form in Vendor letter head (hard copy) or cancelled1. Vendor to raise Request on Airtel website
Account Details cheque along with EFT form on bank letter head 2. Vendor performs Penny testing
Change 3. Master team manually updates changes 3. Auto Update in Oracle Vendor master
1. Request to be raised by Vendor
1. Request raised on CMT by Airtel employees 2. Validation by Master Team
Changed to Cheque 2. Master Team manually updates changes 3. Auto update in Oracle Vendor Master
1.Partner to raise request on Airtel website
2.Penny testing. In case of Penny Testing failure, Vendor to
1. Request raised on CMT by Airtel Employee provide Bank details along with scans of relevant documents
2. KYC Hard Copy + Cancelled cheque (cancelled cheque and bank letter)
Payment mode
changed to EFT 3. Manual update by Master Team 3. Auto update across required books in Oracle
Change
1. Request raised on CMT by Airtel employees with Print and 2. Same as in existing process. To be done using internal
Changed to DD (Gov) payable location form

1. Request raised on CMT by Airtel employees with Print and 1. Request raised by Vendor on Vendor portal
payable location 2. Vendor to provide DD Print and Payable location
Changed to DD (Non- 2. Manual Approval by Finance 2. System based Approval from finance
Govt) 3. Manual update by Master Team 3. Auto Update in Oracle Vendor Master
 Process for Requests Other than New Vendor Registration Continued

Request Type Request Type Current Process New Process

Full and Final
settlement 1. Request raised on CMT by Airtel employees 1. Same as in existing process
Payment Hold / 2. Request raised on CMT by Airtel Employee along with SCM
Unhold Head approval with complete justification 2. Same as in existing process
1. Request to be raised by Vendor on Vendor Portal
2. Validation by Buyer
3. Validation by Master Team
Site Activation 3. Request raised on CMT by Airtel employees 4. Automated Vendor Site Activation
Site Deactivation 4. Request raised on CMT by Airtel employees 4. Same as in existing process
Vendor Registration for Airtel Employees and
Other Vendor Types
• This will again involve the following
- Vendor Information input
- System based validations
- Approval by Master Team and,
- Integration with Oracle ERP for Automated Vendor site creation
across ERP books
 Key Feature Requirement
• Enhanced user experience
-Web based application
-Overview/Clarity on entire registration Process, documentation Requirement
-Help/FAQs/Required forms made available at point of use without cluttering the page
-Navigation help provided in case any document/ information is missing
-Multiple Request capturing forms clubbed into single Form
-Requests to be raised by Vendors and not by Airtel Users

• Staged Vendor Information

-Information to be entered in Oracle only after approved by Buyer

• Reduced Vendor Registration Cycle time leading to faster sourcing

-Easy registration process
-Automated Site Creation/Update in Vendor Master post validation
-No dependency on Physical document receipt

• Reduced Business Risk

-Vendor profiling by Buyers
-Vendor to provide agreement to Airtel’s T&C during registration
-GT signing before business award
 Supplier Classification Wise Document Requirement for New Registration
Vendor Classification Vendor Sub-Classification Document Requirement (Existing Process) Document Requirement (New Process)
1. PAN Copy 1. PAN Copy (Scan)
2. GST 2. GST (Scan)
3. MSMED (If applicable)

4. Physical Copy of Cancelled Cheque with Preprinted a/c

and beneficiary details + EFT form on company
letter Head
Or
Physical Copy of cancelled cheque + Bank certified EFT
Business Partner
Indian (In case Cheque is not pre-printed)
1. No PE (Per Legal Entity in Airtel Format) Same as in current process
2. TRC
3. Form 10F (Per Legal Entity Airtel Format)
4. Cancelled Cheque with Preprinted a/c and beneficiary
details + EFT form on company Letter Head
Or
Cancelled cheque + Bank certified EFT (In case Cheque is
Foreign not pre-printed)
1. Pan Copy 1. Pan Copy (Scan)
2. Signed Agreement (both parties) 2. Signed Agreement by both parties (Scan)
5. Complete EFT form
4. Cancelled cheque with pre-printed account name(Hard
Car Hire, Employee CLA Copy)
Channel Partner 1. NFA / Letter or Bill Issued to company
Legal Firm and Advocates 2. Tender document (in case of EMD)
Landlord/ Diesel Partner 3. MSMED (If Applicable)
4. Cancelled cheque with pre-printed account name(Hard
Copy)
Government 5. Complete EFT form Same as in current Process