QUICK START GUIDE UPDATE VENDOR PROFILE · 1. Change of Company Name is a sensitive action and the Company Name is a protected field in the Vendor Profile. To unlock the Company Name

QUICK START GUIDE – UPDATE VENDOR PROFILE

© METRO Sourcing International Limited. Classification level: public 1

INTRODUCTION TO UPDATE VENDOR PROFILE

© METRO Sourcing International Limited 2

Suppliers should go to “Vendor Profile” module in MBS regularly to review all your company data in below

sections:

• GENERAL INFORMATION

• BUSINESS LICENSE

• COMPANY BACKGROUND

• BUSINESS PARTNER INFORMATION

• RANGE OF CUSTOMERS

• PRODUCT INFORMATION

• PRODUCTION INFORMATION

• LOGISTIC INFORMATION - SEA / AIR TRANSPORT

• LOGISTIC INFORMATION - ROAD TRANSPORT

• DOMAIN NAME

If there are any outdated data in above sections, supplier should update the vendor profile with your latest

company data and then save & submit the amendment for approval. However, if you are updating below

vendor profile data, please follow the instruction in this guide:

• COMPANY NAME

• COMPANY ADDRESS AND CONTACT INFORMATION

• UPLOAD BUSINESS LICENSE

• LOGISTICS INFORMATION

• DOMAIN NAME

TABLE OF CONTENTS.

© METRO Sourcing International Limited 3

1. HOW TO ACCESS METRO BUYING SYSTEM?

2. HOW TO UPDATE VENDOR PROFILE IN MBS?

3. UPDATE COMPANY NAME

4. UPDATE COMPANY ADDRESS AND CONTACT INFORMATION 5. UPLOAD BUSINESS LICENSE

6. UPDATE LOGISTICS INFORMATION

7. ADD DOMAIN NAME A1. USEFUL TIPS ON USING MBS





1. Access METRO Buying System via below website

https://webapps.metro-sourcing.hk/login.html

2. For China users, please go to our China website

https://webapps.metro-sourcing.cn/login.html

which has better performance if you are accessing

from China

3. Input your User Name (your login email) and

Password, then click “Log In”.

Tips

• If you do not have MBS user account, please click “New User

Registration” to register a user first. Details refer to this guideline

https://mgb.supplychain-guide.info/QSG013.pdf

• If you forgot login password, please click “Forgot password?” to

reset your password. Details refer to this guideline

https://mgb.supplychain-guide.info/FAQ008.pdf

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To update your company data in MBS, please click on the module “Vendor Profile” to access,

review and update data in the Vendor Profile page.

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Guideline on Change of Company Name

1. Change of Company Name is a sensitive action and the Company Name is a protected field in the Vendor

Profile. To unlock the Company Name for you to update, system will verify your identity by sending a one time

token to your login mailbox. You must check your login mailbox to obtain the one time token to unlock the

Company Name for update.

2. You must also prepare below supporting document for change of Company Name:

Business License of Old Company Name

Business License of New Company Name

Declaration of Transfer of Business (The form can be downloaded from MBS)


27.09.2017 © METRO Sourcing International Limited 9

The Company Name is displayed in view only mode and is protected from being changed.

System has to verify your login email is valid before you can update the Company Name.

In order to unlock for input, please click the link “here” on the red line, system will send an email with a token number to the

login user email address.

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1. Please check your mailbox. If the system email is not found in inbox, please check if it goes to the junk box.

2. Get the token number from the email. Please note the one-time token is valid for 6 hours only.

3. Input token number on User Verification screen and click “SAVE” button, then you can update Company Name .

4. After updating Company Name, click “NEXT “ button to proceed to next step.

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5. Supplier must prepare below

document for change of Company

Name:



Declaration of Transfer of Business

6. Please download the “Declaration of

Transfer of Business” template by

clicking the link “here”.

This document template can also be downloaded

via below link:

http://mgb.supplychain-

guide.info/Declaration%20for%20change%20of%

20supplier%20name.docx

After download the template, please

follow the guideline on next page to

prepare the declaration letter.

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http://mgb.supplychain-guide.info/Declaration for change of supplier name.docx








Guideline on Declaration of Transfer of Business

A. Supplier should replace the yellow highlighted data in

the “Declaration of Transfer of Business” with the

corresponding information of the Old Company and

New Company.

B. Supplier should also provide Signature of Legal

Representative or Director(s) with Company Chop

for Old Company and New Company at the bottom of

the declaration letter.

For suppliers in China, please make sure you stamp

the declaration letter with Official Company Chop of

Old Company and New Company.

Please refer to below sample official company chop in

China:

It is not allowed to paste the image of your company

chop and signature in the declaration letter. Please

stamp and sign the letter.

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7. After preparing the supporting

document, please click the three “ADD

FILE” buttons to upload the document

in below sequence into system:



Declaration of Transfer of Business

8. Input Name of Business, Address,

Expiry Date according to the

Business License of New Company

Name. Tick check box “Never Expire”

if there is no Expiry Date in the license.

Name of Business and Address must

be identical to and in the same

language as printed on the license.

Otherwise the Business License will be

rejected.

Please refer to section 5 for more

details on preparation and upload of

Business License.

9. Click “NEXT” button to proceed to

“Preview Vendor Profile” page and

then click “SUBMIT” button to submit

the change for approval.

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4. UPDATE COMPANY ADDRESS AND CONTACT INFORMATION


Guideline on Change of Company Address and Contact Information

1. Three Address Types below are setup in your Vendor Profile and you should revise these Address Types

whenever your company address and contact details are changed:

Postal Address & Contact Information - used in Purchase Order;

Debit Credit Note Address & Contact Information - used for sending Debit Credit Note to your company;

Invoice Address & Contact Information - used for Bank Payment & sending Payment Advice to your company

2. Change of Postal Address is a sensitive action and the Postal Address is a protected field in the Vendor Profile.

To unlock the Postal Address for you to update, system will verify your identity by sending a one time token to

your login mailbox. You must check your login mailbox to obtain the one time token to unlock the Postal Address

for update.

1. To revise Debit Credit Note Address and Contact Information of your company, please click the “Edit” button on the

“Debit Credit Note” label and the Debit Credit Note Address details will be opened up for you to update.

2. To revise Invoice Address and Contact Information of your company, please click the “Edit” button on the “Invoice”

label and the Invoice Address details will be opened up for you to update.



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3. Postal Address is displayed in view only mode and is protected from being changed. System has to verify your

login email is valid before you can update the Postal Address.

In order to unlock for input, please click the link “here” on the red line, system will send an email with a token number to

the login user email address.

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6. Input token number on User Verification screen and click “SAVE” button, then you can update Postal Address .

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Guideline on Update of Company Address

A. Input correct Building / Street Name and District / City / Province of your company in the fields Address and

Postal Location under Postal, Debit Credit Note, Invoice Address.

Do not input Company Name, Postal Code, Postal Location again in the Address as there are separate fields for them.

Do not just input abbreviation like “N/A” in the Address as missing Building / Street Name or wrong Postal Location in

Invoice Address of your company will cause rejection of TT payment via bank and related bank charge.

B. Only two address lines are available for Invoice Address due to limitation of our Payment System.

Please edit Building / Street Name of the Invoice Address into two address lines.

C. Please refer to below as an correct example with proper input of Company Name, Street / Building Name, Postal

Location, Country, Postal Code in the Postal, Debit Credit Note and Invoice Address.

(Remark: Postal Code may not be required in some countries.)

Important



7. After updating the Postal / Debit Credit Note / Invoice Address and Contact Information, please click “NEXT” button to

proceed to “Preview Vendor Profile” page and then click “SUBMIT” button to submit the change for approval.

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5. UPLOAD BUSINESS LICENSE


Guideline on Upload Business License

1. Supplier should upload Business License of their company into the Vendor Profile under below situation:

Supplier has changed their Company Name;

Existing Business License will be expired soon

2. When your existing Business License will be expired within 3 months, our system will notify you via email to

upload a new Business License on or before Expiry Date (refer to below sample email).

If you do not upload a new Business License before the Expiry Date, your Vendor Profile will be suspended.

To reactivate your Vendor Profile, you must upload the new Business License immediately and follow section

5.2 to submit a request to reactivate your Vendor Profile.

3. Upload Business License is a sensitive action and this action is protected in Vendor Profile. To unlock this

action for you, system will verify your identity by sending a one time token to your login mailbox. You must

check your login mailbox to obtain the one time token to unlock the Upload Business License action.

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1. “ADD FILE” button in Business License section is displayed in view only mode and is protected from being use.

System has to verify your login email is valid before you can upload Business License.

In order to unlock for input, please click the link “here” on the red line, system will send an email with a token

number to the login user email address.



4. Input token number on User Verification screen and click “SAVE” button, then you can click “ADD FILE” button .

5.1 UPLOAD BUSINESS LICENSE IN VENDOR PROFILE


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5. After unlock, please click “ADD FILE” button to upload valid Business License of your company.

For suppliers in India, only final GST Registration Certificate (Form GST REG-06) will be accepted.

For suppliers in Turkey, Business Registration Certificate is accepted as Business License.

If the Business License is not in English or Chinese, you must append English Translation for the license and upload

the license with translation as one single document into the system. Otherwise, the Business License will be rejected.

6. Input Name of Business, Address, Expiry Date according to the uploaded Business License.

Name of Business and Address must be identical to and in the same language as printed on your Business

License, e.g. input Name of Business & Address in Chinese characters if Business License is in Chinese. Otherwise,

the Business License will be rejected.

Tick check box “Never Expire” if there is no Expiry Date in the Business License. Please refer to examples in next page

for more details.

7. After upload, please click “NEXT” button to proceed to “Preview Vendor Profile” page and then click “SUBMIT” button

to submit the change for approval.

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Sample Business License in India (Form GST REG-06) [1], China [2] and Hong Kong [3]

Input of “Name of Business”, “Address”, “Expiry Date” must be in same language as printed on the license.

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1. If you are not able to upload new Business License before the Expiry Date of the existing Business License, your Vendor

Profile will be suspended.

2. In this case, you should upload new Business License into Vendor Profile as soon as possible according to section 5.1.

3. After the new Business License is approved in the system, you can then go to MBS main page and click the link

“Reactivation Request” to submit a request to reactivate your Vendor Profile in the system.

5.2 SUBMIT REACTIVATION REQUEST AFTER RENEW LICENSE


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6. UPDATE LOGISTICS INFORMATION


6.1 UPDATE SEA, RAIL, AIR, SEA/AIR TRANSPORT INFORMATION


1. Go to “LOGISTICS INFORMATION - SEA / AIR TRANSPORT”

section if you want to update Transport Information for below

Transport Method:

Sea

Rail

Air

Sea/Air

2. Click [+] to add new transport information if necessary.

3. Input the Transport Method and Port of Loading in “Logistic

Information - Sea/Air Transport” section.

4. If wrong data records are entered, Supplier can click on

logo to remove the records.

5. After update transport information, please click “NEXT”

button to proceed to “Preview Vendor Profile” page

and then click “SUBMIT” button to submit the change

for approval.

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6.2 UPDATE ROAD TRANSPORT INFORMATION


1. Go to “LOGISTICS INFORMATION - ROAD

TRANSPORT” section if you want to update

Road Transport Information.

2. Click [+] to add new road transport

information if necessary.

3. Go to “LOGISTICS INFORMATION - ROAD

TRANSPORT Details” section to:

Add New Dispatch Location for your

warehouse; or

Select Dispatch Location from MIT

(EKOL) warehouse for Turkey Suppliers.

4. If wrong data records are entered,

Supplier can click on logo to

remove the records.

5. After update transport information,

please click “NEXT” button to proceed

to “Preview Vendor Profile” page

and then click “SUBMIT” button to

submit the change for approval.

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7. ADD DOMAIN NAME


Guideline on Adding Domain Name

1. Suppliers can create additional Domain Name in their vendor profile for registration of MBS user account. MBS

user registration is only allowed for those supplier users with email address that match the Domain Name in the

vendor profile.

2. To prevent any person with Public Domain Name to access your company data, we do not accept Public

Domain Name (e.g.163.COM, GMAIL.COM, YAHOO.COM) as your company Domain Name.

3. Adding Domain Name is a sensitive action and the Domain Name is a protected field in the Vendor Profile. To

unlock the Domain Name for you to update, system will verify your identity by sending a one time token to your

login mailbox. You must check your login mailbox to obtain the one time token to unlock the Domain Name for

update.

1. The Domain Name is displayed in view only mode and is protected from being changed. System has to verify your

login email is valid before you can add Domain Name.

In order to unlock for input, please click the link “here” on the red line, system will send an email with a token

number to the login user email address.



4. Input token number on User Verification screen and click “SAVE” button, then you can add Domain Name .

7. ADD DOMAIN NAME


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7. ADD DOMAIN NAME


5. After unlock, please input additional Domain Name of your company in the “Domain Name” section.

6. Then please click “NEXT” button to proceed to “Preview Vendor Profile” page and then click “SUBMIT”

button to submit the change for approval.

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A1. USEFUL TIPS ON USING MBS




1. Logo means mandatory

information and Supplier must

complete data input in these

fields in order to proceed the

vendor profile update.

2. Logo means List Box and

Supplier should click on the

Logo to display and select from

the list of values for data input.

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1. Supplier can click on the logo to add

additional records for the data fields.

2. If wrong data records are entered, Supplier

can click on logo or to remove the

records from the data fields.

3. Some fields require you to input * in the field

to display and select from the list of

values for data input.

For “Vendor Profile Update”, Supplier

should input * in the field “Product

Categories” under “Product Information” to

display and select from the list of values.

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CONTACT Support Centre METRO Sourcing International Limited 20/F, Skyline Tower, 39 Wang Kwong Road Kowloon Bay, Kowloon, Hong Kong T +852 2738 4145 E [email protected]

www.metro-sourcing.hk


Documents

QUICK START GUIDE UPDATE VENDOR PROFILE · 1. Change of Company Name is a sensitive action and the Company Name is a protected field in the Vendor Profile. To unlock the Company Name