Welcome to Vale Vendor Portal Navigation Manual · online training will be addressed during the presentation. There will be pauses between topics for any clarification needed. 3

Welcome to

Vale Vendor Portal

Navigation Manual

0

Vendor Profile Training

Developed by Vale and Accenture I 2018

2

Welcome to the Vale Vendor Portal

Dear Vendors, welcome to the Vale

Vendor Portal (“VVP”) Guide.

This step-by-step guide explains

how to register and use the main

features of the platform to

experience the benefits of the

solution.

Further questions regarding this

online training will be addressed

during the presentation. There will

be pauses between topics for any

clarification needed.

3

Objectives

• Understand the benefits of the VVP Portal

• View, respond and track RFxs in the

Negotiate Module

• View, take action, and download POs in the

Buy Module

• Understand the creation and validation

flow of a SES

4 Index1. Introduction

2. Certify Module - Platform Onboarding

3. Negotiate Module

4. Buy Module

5. SES (Service Entry Sheet)

6. Usage Fees

5

1. Introduction

6

7

Nimbi can also be integrated with

vendors ERP.

If you want to know more, contact

[email protected]

The vendor can manage

information, notification and

access permissions of multiple

users.

8

Since the Go-Live, the platform has significantly improved and now:

• Attaches documents with 100MB capability (more MB than attached in

emails)

• Responds in 2 seconds or less: improved performance in points of

greater degradation

• Contains an improved Purchase Order (PO) template based on

supplier feedback

9

Solution

Learn about the Vale Vendor Portal

The platform provides vendors with greater visibility into the RFx (Request for Quotation), PO (Purchase

Orders) and SES (Service Entry Sheet) processes, integrating multiple companies into a single e-

marketplace. Furthermore, participants also count on a specialized service team to support with the

procurement processes.

8

10

Overall Process

Process flow highlights at VVP

The first step is to be onboarded on

VVP. You will receive the invitation to

join the Platform in your e-mail. The

invitation is requested by buyers,

and you can contact your buyer if

you’re not already registered.

Fill in the appropriate

forms, accept the e-

Marketplace

Adhesion Agreement and

send it for validation. Your

company status will

change to “Approved” as

soon as your onboarding

is validated

Once Approved, you can

receive RFxs, POs and

Invoices through VVP.

When you receive a RFx, you

can accept to respond or

reject it. Be careful rejecting a

RFx, because this action can’t

be undone. You can accept to

respond to a RFx and decline

specific items.

Similarly, you will receive POs

in the VVP, and may accept or

reject them. In addition, all PO

changes are reflected, such as

cancellations or value

changes.

1

2

3

4

5

You can also create

a Services Entry

Sheet (SES) and

receive automatic

notifications

regarding any SES

changes.

6

9

2. Certify Module -

Platform Onboarding

12

Certify

What is it?

Negotiate BuyCertify

Scope of this material

Outside the scope of this material

Payment

Certify is the initial module of Nimbi Portal,

where it is possible to perform the

management of suppliers.

This module allows you to record the data of

your company and view your network

connections within the Portal.

Thus, your communication with your partners

is more agile and easier.

SUPPLIER 1

SUPPLIER 2

SUPPLIER 3

SUPPLIER 4

SUPPLIER 5

SUPPLIER 7

SUPPLIER 8

SUPPLIER 9

SUPPLIER 10

SUPPLIER 11

SUPPLIER 12

SUPPLIER 13

ILLUSTRATIVE

13

Certify

How to access?

You will receive an email notification with a

connection request from Vale Vendor

Portal

Click on the link “Connect your Company”

and log in to the system (as indicated on

the next slide) then go to the Certify

Module

13

ILLUSTRATIVE

14

14

E-mail registered

In the "Password“ field

choose your password,

using the following

specifications:• Six characters

• An uppercase letter

• One lowercase letter

• A special character

• A number

At least three of the five

criteria mentioned above

should be used

It is not allowed to repeat the

last three passwords

In "Confirm Password"

rewrite the password

you created

Click “Submit”

1

Then you will be redirected to the Nimbi environment where you can set your password:

2

3

Certify

How to access?

1

2

3

4

4

1

2

3

4

ILLUSTRATIVE

15

15

Qualification Process

How does it work?

The supplier receives the invitation to join

by email

Fill in the required fieldsand upload the required documents to complete

the register

Chooses Adoption Agreement and to

Accept Terms & Conditions

Enters the portal and create a

password1 32 4

To complete the membership of the Portal, the supplier shall perform the following steps:

ILLUSTRATIVE

Scope of this section

16

16

Plan Confirmation and Acceptance of Terms

Adhesion Agreement

1 Click “e-Marketplace

Adhesion Agreement”

Screen appears with the

Adhesion Agreement.

Scroll down to view the

entire Term.

2

In addition to filling in the required information, your company must read and accept the “e-Marketplace Adhesion

Agreement”.

1

2

17

17

Plan Confirmation and Acceptance of Terms

Adhesion Agreement

3 Select Pre-Paid Plan

Check the box to

declare that you have

read and agree to the

terms and conditions

Enter your password

registered at the

beginning of the

process

Click "Confirm"

4

5

6

3

4

5

6

NOTE:

If your company rejects theadhesion agreement it will bedeactivated in the platform,even if the registration ispublished

ILLUSTRATIVE18

18

How do I finish my registration?

Sending Company information for Approval

1

After filling out all required

information, save your

Company Profile and

“Send for Approval”

2 Company status

automatically changes

from “In Update” to “In

Approval” or to

“Approved”

IMPORTANT!

Any vendor profile updates (once the vendor profile is created in SAP) must be submitted by Vale buyer through Vale

Procurement Global Services portal. Although the Nimbi platform has the option to edit profile, it doesn't synchronize with

Vale SAP. Vale vendors must notify their buyers if they need to change their vendor profile once it is registered.

If your company's

status changes to

RETURNED, please

contact our Help Desk

at 844-392-8535 to

request assistance.

3

1

2

3

ILLUSTRATIVE

19

3. Negotiate Module

20

Negotiate Module

What is it?

Negotiate is the module that supports the RFX

process within supply chain management. It is

designed for receiveing and responding RFX.

In this module, you can:

Track the RFX process in real time;

Track the milestones and deadlines of

the RFX;

Post relevant comments

Save forms already filled to respond

later;

Assign shipping address;

21

Buy

21

Negotiate Module

The Quotation Process - RFX

22

3.1 Viewing and

accepting/rejecting a

quotation process (RFX)

23

The quotation process (RFX)

How to view a request for quotation from Vale

There are 4 ways to view:

In “My Activities” choose

the list of RFX to view by

status

Or

Click “RFX” in the side

bar to view the complete

list of quotations

Or

Search in the list of “My

Processes”

Or

In “Pending Actions”

click the RFX`s

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2

3

4

12

3

4

ILLUSTRATIVE

24

24



By clicking on the RFX the user will be redirected to the list of quotations:

To search: your company fills in

the field with the ERP quotation

number.

Click “Enter” or the magnifying

glass to search

To sort list of requests, select

and sort by “Most recent” and

“Title.”

The supplier can filter the quotes

by status:

• Deadline Finalized: deadline for

submission of the RFX response

completed

• In Progress: RFX is within the

deadline set by Vale

• Closed: RFX canceled by Vale

Or by date range

5

6

7

5

6

7

ILLUSTRATIVE

8

8

NOTE:

Filters will be visible only if there is at least one document with the corresponding status25

25



Each quote displays:

• Quotation Name

• Quote creation date and time

• The Vale Buyer who created

the quote

• Quotation status

• Status of the quotation cycle

10

Possible quotation cycle

statuses:

• Waiting Acceptance: the

supplier has not made any

actions yet

• Declined: the supplier rejected

the RFX

• Pending: the supplier accepted

to participate but has not

responded yet

• Answered: the supplier sent a

response

• Out of Date: the deadline of

the RFX has expired and the

supplier has not sent a

response

11

ILLUSTRATIVE

10

11

To view the details of the RFX

sent by Vale select the desired

quotation

12

12

26

26

The Quotation Process – RFX

Accept/Reject RFX

Suppliers must accept or reject the request for quotation.

The first panel shows

the quotation name

and general data,

such as:

Type: Either

"RFX Val" (one

delivery address for

the entire RFX) or

"RFX per plant"

(when items can

have different

delivery addresses)

ERP Code:

SAP code

Code

Reference: Indicate

s if it is the first RFX

or a new round.

When the “code

reference”

and “code” matches

this means it is the

first RFX.

1

1

1

ILLUSTRATIVE

27

27


Accept/Reject RFX

In the first panel, the"Responsible" refers

to the supplier (user)

who accepted the

first quote.

If necessary, the

responsible can be changed(detailed later in material)

In the schedule panel,

the start andend dates/time of the

quotation are

displayed

If applicable,

attachments andcomments can be

viewed in these

panels

2

3

4

2

3

4

ILLUSTRATIVE

28

28

This section shows

cycle information,

such as:

Name and

Cycle number

Proposal Due

date: (RFX

deadline)

Items: amount of

items included

Total: amount

of RFX

The

acceptance status

by the supplier of

the RFXThe Feature panel

displays the

Incoterm

7 The currency

panel displays

the currencies in

which the user can

respond to the RFx


Accept/Reject RFX

5

6

7

5

6

7

ILLUSTRATIVE

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29


Accept/Reject RFX

The Items panel

displays the details

of the items

To search items:

type the name of

the item in the

search field and

click the

magnifying glass or

press Enter

Click the item

name to view details

10 In the items table,

general information

of the item is

displayed

10

8

9

11

8

9

10

11

ILLUSTRATIVE

30

8

9

10

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Accept/Reject RFX

By clicking on the item, a pop up will appear with the selected ítems details and information:

In “Item Information”

you can see:

Code: Internal code

from Vale

Description:

Product/Service

description

Long Description:

Detailed description

of the item

Type: Indicates if it is

a product or service

Unit: Unit of Measure

Quantity

Unit Price

Delivery time in

days: total days that

the supplier has to

deliver

Currency: The

chosen currency for

the transaction

Total Price

12

12

ILLUSTRATIVE

31

31


Accept/Reject RFX

In “Delivery and

Invoicing Data” the

shipping and billing

address are

displayed

Payment type and

terms can also be

viewed

13

13

ILLUSTRATIVE

14

If you wish to include

comments and / or

attachments, click

the corresponding

tabs

14

32

32


Accept/Reject RFX

At the end of

the page, click

"Accept" if you

want to participate

in the RFX.

17

17

ILLUSTRATIVE

33

33


Accept/Reject RFX

After accepting the

RFX, a confirmation

message is displayed

The action on

the screen changes

to "Answer

RFX", indicating that

you can now respond

to the RFX

The status will remain

as "In Progress" until

the RFX’s deadline

18

19

20

NOTE:

After accepting the RFX, thesupplier has the option to decline each item individually

18

1920

ILLUSTRATIVE

34

34


Accept/Reject RFX

If you decide not to

participate in

the RFX, click

“Decline"

21

21

ILLUSTRATIVE

22

23

22 A pop up will appear

to include the

reasons for rejection

When finished, click

"Confirm" to

complete the action

23

33

IMPORTANT!

If you have multiple users

at your company

receiving quotations from

Vale, The first user that

accepts the RFX will

become

the “Responsible”. The

other users will only be

able to view the quotation.

It is possible to change the

person “Responsible” if

needed.

ILLUSTRATIVE

36


How to change the person responsible

To change

the “Responsible”

for the RFX click

"Change"

A pop up will be

displayed for the

change

Enter the name or

the user's email in

the search field

The user will be

displayed in the field

below

5 Click "Save" to complete this

action

Important: The new person responsible for

responding the RFX must be a valid user who has access to the Vale’s

environment of the Company on VVP.

1

2

3

4

5

1

2

3

4

5

ILLUSTRATIVE

36

3.2 Responding to a RFX

38


Responding to RFX

Suppliers can respond until the deadline date of the RFX

In Currency, select

the currency

considered for the

quotation

In the “Proposal Due

Date" field, select the

final date of the

proposal

In the list of items,

click the product /

service to fill in the

required information

1

2

31

2

3

ILLUSTRATIVE

38

39

In the “Item

Information” tab, fill

in the unit price and

the delivery deadline

in days


Responding to RFX

When you select an item, a pop up screen appears. You can click the tabs to navigate through the RFX.

4

4

ILLUSTRATIVE

In the “Delivery and

Invoicing Data ” tab,

the delivery and

billing address are

displayed

5

5

In the “Comments” tab

include any necessary

comments (4000

character limit) and

click “Submit"

6

6

In the Annexes tab,

you can upload

necessary files

(100MB limit any

format except .bat

and .exe files) by

clicking on "Drag

and drop your file

here or click to

Attach"

7

7

39

40


Responding to RFX

ILLUSTRATIVE

To finish click “Save8

8

NOTE:

All quotation items must be completed for the user to be able to send their response

40

41


Responding to RFX

To do this, click

"Answer Offline"

It will display a pop- up

to download the

template and, after

completed, upload the

spreadsheet

The user can choose to respond the quote offline.

9

10

9

10

ILLUSTRATIVE

41

42

The panels

for Comments

and Attachments

are available if

needed.

The user can

add comments

and attachments for

the entire RFX or for

each item *

The last panel

shows the change

history of the RFX,

and you can perform

a search by field or

value

Click "Save" to save

the changes made or

click "Send" to send

the response with

the quotation

proposal


Responding to RFX

*Note: The attachment limit should not exceed 5MB and can be in any format except .bat and .exe. In comments, the upper limit is 3000 characters.

11

12

13

NOTE:

The attachment limit should not exceed 100MB and can be in any format except .bat and .exe. In comments, the upper limit is 3000 characters.

11

12

13

ILLUSTRATIVE

43

After responding, the

cycle status will be

changed to

“Answered”


Responding to RFX

14

After sending your response, you can change the Quote as needed as long as the deadline has not expired. The changes made by the supplier will be recorded in the log history.

15

ILLUSTRATIVE

After sending your

response, you can

change the Quote

until it reaches its

deadline. The

changes made by the

supplier will be

recorded in the log

history.

To do so, click on

the

desired responded

RFX.

15

14

43

44

Click the arrow to

open the quotation

to view the details of

the cycle


Editing a responded RFX

The following page appears with the details of the RFX. Scroll down to view the quotation cycle.

1

1

ILLUSTRATIVE

44

45

Click “Edit” button

at the bottom of the

page


Editing a responded RFX

3

3

ILLUSTRATIVE

Make the

necessary changes

and click "Publish"

to complete this

action. At this time,

the RFX will be

updated

4

4

ILLUSTRATIVE

45

4. Buy Module

47

Buy Module

What is it?

The Buy Module allows the supplier to view the

purchase orders created by Vale. Additionally,

suppliers can:

•View, accept or reject purchase orders

•Be notified in case any change orders

•View cancelled items (which will be highlighted

to the users)

•Download purchase orders in PDF format


$

Payment

ILLUSTRATIVE

Scope of this training material

Out of scope of this training material

48

48

1 The supplier isnotified of the creation of a new

purchase order (by e-mail and portal)

Supplier entersthe portal andviews the newpurchase order

Accept the order

Reject the order

Send the Suppliers

response to Vale’s ERP

2

34

3

Is the Purchase

Order correct?

Buy Module

The Process

49

4.1 Viewing and

accepting/rejecting a

Purchase Order

50

Buy Module

Dashboard

On this page you will see a dashboard with a summary of your activities.

Click “Buy”

2 The Buy module will open

1

21

2

ILLUSTRATIVE

In “My Activities”

panel, users can

view the purchase

order status board

2 In “My Account”

panel users can view

all pending activities

related to the

purchase orders

3

4

3

4

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51

Purchase Order

How to view and accept/reject a purchase order

Click “Order” for a

list of Purchase

Orders submitted

to your company

Select the

purchase order

number/title to

access further

information

1

2

12

ILLUSTRATIVE

52

52

Purchase Order


You are now in the Purchase Order

PO Number

To download the PO in

PDF, click “Download

in PDF”

Order Type: can be

Integrated ( for order

service or material) or

Limited (just for

service)

Created By

Contract

Order`s Code: Internal

numbering system in

VVP

ERP Code: Vale PO

Number

Number of items

Total Price

Delivery and Billing

Data

Reference Supplier

Code

3

4

5

6

7

8

9

10

4

5

6

7

8

9

10

ILLUSTRATIVE

3

53

53

Purchase Order


In “Currency”

panel, the purchase

order currency is

indicated

In “Shipping

Attributes”, the

“Incoterm” and

“Incoterm additional

information” are

displayed

11

12

11

12

ILLUSTRATIVE

In “Items”, the

following

information is: Group

Item Code

Type

Description

Quantity

Unit

Unit Price

Total Price

Go to “Description”

and click the

name of the item to

access the details

13

15

13

15

Click “Displaying 0

columns” to select

more columns to

display

14

14

54

54

After clicking “Description”, a detailed information page of the selected item will open

In the “Item

Information” tab,

you can view the

following

information:

Description

Client Code

Long Description

Type

Unit

Quantity

Delivery Date

Total Price

Delivery Deadline

Unit Price

Currency

Supplier

Item's Category

Purchase Order


1

1

ILLUSTRATIVE

In the “Delivery and

Billing Data” tab, you

can view:

Delivery address

Payment address

Payment Type

(payment terms)

2

2

55

55

In the “Comment”

tab, you can view

comments about the

PO

Purchase Order


3

3

ILLUSTRATIVE

In the

“Attachments”

tab, you can view

any attached files

to the purchase

order

4

4

56

56

After selecting

“More”, click

“Attributes”

• Vendor Part number

• Automatic Settlement

(if the box is green, it

means an invoice is

required to be

submitted)

Purchase Order


7 A new box will be

displayed with the

following

information:

5

6

5

6

7

8

ILLUSTRATIVE

If you click

“Group”

• Group ERP Line

• Group Code

7 A new box will be

displayed with the

following

information:

7

8

ILLUSTRATIVE

57

57

Purchase Order


In the “Supply

General Conditions”

tab, the conditions,

penalties, obligations

and policies will be

described for

material and service

vendors

Back to the previous page (Purchase Order Page), you can also view:

1

1

ILLUSTRATIVE

58

58

Purchase Order


In the “Attachments”

panel, users can view

any attachments.

3 In the “Comments”

panel, comments

submitted by Vale will be

displayed

2

32

3

ILLUSTRATIVE

The “Partner’s Data”

panel lists the

information of the

Supplier.

4

4

After reviewing the order

details, you must accept

or reject the PO.

If Accepting the

purchase order, click

“Accept”.

5

Once an order is

accepted, a message

confirming the action

will appear at the top of

the page. This message

will not be displayed if

the order is rejected

5

NOTE:

Purchase Orders can only be fully accepted or fully rejected59

59

If you would like to

document your

company’s external

code, fill in the

“Reference Code

Supplier”

Insert a comment

Click “Confirm” to

confirm the

acceptance or

“Return” if you wish

to cancel the action

A pop up will display to confirm the action:

Purchase Order


6

7

8

6

7

8

ILLUSTRATIVE

60

60

If you wish to reject

the PO click “Reject”

and select a reason

for the action

and

Provide any

additional rejection

comments

Click “Confirm” to

decline this purchase

order

Purchase Order


9

10

11

9

10

11

ILLUSTRATIVE

61

4.2 How to track if a

purchase order has

been changed

62

How to track if a purchase order has been changed

How does it work?

For purchase orders that were changed by Vale, the supplier will be notified:

In the “Pending

Actions List”,

suppliers will be

notified of any

changes of their

POs

Click the updated

purchase order to view

the changes (the status

of the PO will show

Changed – Waiting

Acceptance)

To accept or reject

orders, see the steps

in section 4.1

1

21

1

2

ILLUSTRATIVE

2

If an item of a PO is

no longer needed by

Vale, it will be

displayed with a

strike through.

NOTE:

If all items of a purchase order are no longer needed by Vale, you will be notified by e-mail and the PO will be deleted from VVP.

63

5. Payment Module

Payment Module

What is it?

The Payment module supports the SES. In this

module suppliers can:

Create multiple SES’ for a single purchase

orders

Automatically calculate the total amount

consumed and available for a particular PO

Receive automatic notifications regarding

SES changes by e-mail or through VVP

ILLUSTRATIVE

Scope of this training material

Out of scope of this training material

65


Payment

1 2 3 4

SES

How does it work?

Vendor opens

the Buy

module in VVP

Vendor creates

SES in VVP

Vendor

fills in the SES

Vendor submits

SES for

validation

66

To use this feature, you must be in agreement to do so with your plant contact. Vale releasers can also choose

to create the SES directly in VALE's SAP.

66

Vendor creates

the SES in the

Vale Vendor

Portal

The SES is

submitted to a

Vale Validator

The Validator reviews

the SES in VVP. If

validated the SES is

automatically created

in Vale’s SAP system

SES

How does the validation flow work?

The Vale SES

approver receives

the SES in SAP

and approves it.

Vendor is notified of

approved SES

1 2 3 4

67

6. Usage Fees

68

Charges for Platform Services

End User from Canada or US

In consideration for the Platform Services, End User shall pay the Platform Provider the following fees:

Subscription (Membership) fee

Calculated based on the value of all purchase orders agreed to by the vendor through Platform Provider’s e-Marketplace

solution in the prior twelve (12) month period. If the vendor is new to the Platform and it has transacted with Vale before,

Vale will advise Platform Provider of the total amount transacted with such End User in the preceding twelve (12)

months (or annualized amount based on transacted months) for baseline attribution and definition of the fees to be paid.

End Users that receive purchase orders in the aggregate amount of USD 52,611.14 or less in the twelve (12)

preceding months shall not be subject to payment of the Transaction Fee nor the Subscription (Membership) Fee.

Membership Fee CAP is USD 7.576,00 for an aggregate Purchase Order amount of USD 10.522.229,69.

Transaction Fee

Calculated as a fee percentage (0.45%) of the total amount of each PO that End User transacted through the Platform

with Purchaser in the previous month (monthly basis fee). A cap is also defined to limit the maximum amount charged

for each PO (USD 210.45).

69

Fees are subject to annual readjustment

69

Charges for Platform Services

End User from Canada or US

In consideration for the Platform Services, End User shall pay the Platform Provider the following fees:

Further details on subscription and transaction fees can be found in the certify module, in the company's

connection with Vale, through the e-Marketplace Adhesion Agreement tab.

69

Wrap Up Benefits of the

Portal

Understand how to

view and respond

to RFXs

Understand how to

view and

accept/reject POs

Understand the

functions of a SES

71

Next Steps

Join Nimbi Platform

After October 8, you are going to receive the invitation to join the Nimbi Platform.

Action: Join Nimbi by the end of October!

69

You will receive an email notification with a

connection request from Vale Vendor

Portal

ILLUSTRATIVE

72

For further questions contact our support team:

1 844 3928 535 (toll-free)

Training Material is available at:

http://www.vale.com/canada/EN/suppliers/new-supplier-

portal/Pages/default.aspx

http://www.vale.com/canada/EN/suppliers/new-supplier-portal/Pages/default.aspx

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Welcome to Vale Vendor Portal Navigation Manual · online training will be addressed during the presentation. There will be pauses between topics for any clarification needed. 3