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Vendor Registration System


(VRS)

Quick Guide for Vendor

Version Control

Version Description Date Author


No
1.1 Initial Document 27/11/2013 Nor Aishah Bt Jaafar
1.1 Update Document 11/12/2013 Shahrina Kumari Bt Abdullah
1.1 Update Document 23/01/2014 Nor Aishah Bt Jaafar
1.1 Update Document 24/03/2014 Nor Aishah Bt Jaafar
1.2 Update Document 02/10/2017 Nor Aishah Bt Jaafar
1.3 Update Document 15/03/2019 Soo Cheng Yen
1.4 Update Document 15/08/2019 Soo Cheng Yen
1.5 Update Document 29/08/2019 Soo Cheng Yen
1.6 Update Document 12/09/2019 Shahrina Kumari Abdullah
1.6 Update Document 13/09/2019 Nor Aishah Bt Jaafar
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Table of Contents
Vendor Registration System (VRS) ................................................................................................... 1
Quick Guide for Vendor ...................................................................................................................... 1
Version Control ........................................................................................................................................ 1
1. Introduction .............................................................................................................................. 3
2. Access to the System ................................................................................................................ 3
3. New User .................................................................................................................................. 5
3.1 Creation of Login ID and Password ............................................................................................... 5
3.2 Existing Login ID and Password ................................................................................................... 10
3.3 New Registration Application ...................................................................................................... 14
4. Application for additional SWEC ...................................................................................................... 23
5. Submission of Yearly Audited Account ............................................................................................ 25
6. Renewal ............................................................................................................................................ 29
7. Reset Password ...................................................................................................................... 33
7.1 Reset the Registered User ID Password ...................................................................................... 33
7.2 Reset Security Question and Answer before Reset Password .................................................... 35
7.3 Reset the Forgotten Security Answer before Reset Password.................................................... 38
8. Unlock Account ................................................................................................................................ 43
8.1 Unlock the Account that have been locked ........................................................................................... 43
8.2 Reset the forgotten Security Answer before Unlock the locked Account ............................................. 45
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1. Introduction
This Manual will guide vendors to apply for registration online. For enquiries or assistance, please
contact the following personnel:

Personnel Email address Telephone No

Ms. Syarila Bahari syarila@miscbhd.com 60-3-2275 2556

Mr. M Khairul B Anwa khainua@miscbhd.com 60-3-2275 2968

Ms. Raizerina A Rahim raizerina@miscbhd.com 60-3-2275 3581

2. Access to the System

I. To access the registration system, please visit MISC’s website at http://www.misc.com.my and
click on ‘Partnering Us’ or directly go into this link https://www.misc.com.my/partnering-us/

ii. Above screen will appear.


iii. Click Overview and below screen will appear
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iv. Download and print the Application Documentation, e-Vendor Registration System
Application Guide and the Standard Works and Equipment Categories (SWEC): Products and
Services, VDIP and Residency Confirmation Form for Malaysian Companies to assist you in
completing the application.
iv. Please click the ‘APPLY NOW’ button.
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3. New User

3.1 Creation of Login ID and Password


I. Click ‘Vendor & Tender Management System’ icon.

II. If applying for the first time, select ‘New User’ and ‘Vendor Registration’ at Application and
click Continue.
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III. The General Rules for Registration will be displayed. Please ensure that you read carefully and
understand the general requirements for registration before you proceed to apply. Then click
‘Next’ to continue.
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IV. The below screen will appear. Kindly read and understand the General Rules for Registration.

V. If you are agreeable, click ‘Accept’ and then ‘Ok’ to proceed.

VI. New Vendor Registration form will be displayed to be completed as per below:

 User ID shall be a general email address as all registration matters will be communicated
through this email address.
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 Staff’s personal ID shall not be used as in case of retirement/resignations, you will not have
access to the company profile again.
 Please record the User ID and password in a safe location for easy retrieval.
 Company name shall be keyed in exactly as per the Business Registration Certificate.
 Security Question (1-3) Select each unique question and provide the respective answer.
Please be note upon registration, the provided security Answers are required to input
during Reset Password and Unlock Account activities. Thus, kindly keep a record of the
selected security question and provided security answers.
 When done, click on ‘Submit’ button.

VII. An activation email as per below will be sent to the registered email mailbox. Then, click the link
provided in the email to activate your account.
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VIII. The following will appear. Click on ‘Click here to proceed to login page’.

IX. Below page will be displayed again.


 Your account has now been activated, please select ’Vendor Registration’ under ‘Application’
 Login using your email address and password.
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3.2 Existing Login ID and Password


I. Access to MISC Partner Portal. At the Home page, click ‘Vendor & Tender Management
System’ icon.

II. Click on ‘New User’ section.


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III. Select ‘Vendor Registration’ under ‘Application’ drop down list and click ‘Continue’.

IV. The General Rules for Registration will be displayed. Please ensure that you read carefully and
understand the general requirements for registration before you proceed to apply. Then click
‘Next’ to continue.
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V. This screen will appear. Kindly read and understand the General Rules for Registration.

VI. If you are agreeable, click ‘Accept’ and then ‘OK’ to proceed.
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VII. At the ‘New Vendor Registration’ page, if you have an existing Partner Portal User ID, then
click on the Here link to proceed registration User ID.

VIII. Enter ‘User ID’ and ‘Password’. Then, click Continue.


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IX. To verify the existing registered data on Company Name and Business Registration No. Then,
click Submit to proceed registration new vendor.

X. A message will be displayed as below showing User ID has been registered successfully. Click
OK to proceed login to VTMS.

3.3 New Registration Application


 After successful login, your application home page will be displayed as below.
 Please have ready the certificates of incorporation of a company including directors and
shareholder’s information, other registration certificates, 3 year audited accounts (if required)
of a company to assist you to complete your application.
 Click ‘New Registration’ to commence your application
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I. Personal Data Protection Act (PDPA) Consent Notice will appear as below. Please note that this is a
mandatory requirement as some applicants have utilised their personal data as company data
when submitting their applications. All personal and company data will be secured and protected
as per the Security principle of PDPA.
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II. If you consent to our statement above, please proceed to click on “Agree”. If you chose to
“Disagree”, you will be logged out.

III. Please choose ‘All Trade Vendor’ and click ‘Proceed’ to go to Vendor Info page. For the companies
that are listed under ‘Other Registration’ please choose ‘Other Registration’ and click on ‘Proceed’

IV. Please select the company you are doing/intending to do business with. The options are MISC
Berhad, ALAM, MMS and Eaglestar. Please select the one most relevant to you.

V. Vendor Info screen will appear. Please proceed to complete the necessary information and take
note of the following:

 Vendor category Field: Please ensure that you select the right option as subsequently you
have to upload/post your company’s documents of incorporation as per business registration
category.
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 Company located in Local/Foreign: ‘Local’ refers to Malaysian companies only.


 The office address must be keyed in fully and correctly as this information will also be utilised
in our SAP system if there is a necessity to send RFIs/RFQs/purchase orders or effecting
payment, etc.
 Authorised/Paid Up Capital: Should reflect as per company certificate of incorporation.
 In the Letter of Appointment as Agent or Dealer section, please ensure that you key in the
validity period as follows:

1) As Exclusive Agent for Blackwood Limited, Liverpool - Validity 02.01.2015-03.01.2019


2) As Dealer for Drywood Pte Ltd Singapore - Validity 02.01.2012-04.04.2020
3) As Authorised Reseller for Daichi GmBh, Frankfurt - Validity 02.03.2015-02.03.2018

 In the Other Certificate tab, you may key in as follows: (examples)


1) ISO 9001/2008 Issued by DNV for period 02.03.2015-02.03.2018
2) Department of Science and Environment for disposal of ………….

 After you have completed, click ‘Next’ to proceed or ‘Save as Draft’ if you wish to continue
your application at a later date. If you save as draft, you will be required to log in again and
click on Edit button. Please refer to step IX on page 9.

VI. Management screen will appear. Complete the necessary information as follows:

 Management here refers to Top Management and the names MUST be keyed in
according the Identity Card or Passports or Business Registration Documents.
 Salutations are not required. The column race is for Malaysians only and non-Malaysians are
to be listed as ‘Others’.
 If there is more than one Management personnel, please click on “Add Row” to enable you to
key in all information.
 Click ‘Next’ to proceed or ‘Save as Draft’. If you save as draft, you will be required to log in
again and click on Edit button.

VII. Director screen will appear. Complete the necessary information as follows:

 Directors here refer to the Board of Directors as appearing in the Company Business
Registration documents and the names MUST be keyed in according to the Identity Card or
Passports or Business Registration Documents.
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 Salutations are not required.


 The race is for Malaysians only and please selects ‘Others’ for all foreigners and East
Malaysians.
 If there is more than one Director, please click on “Add Row” to enable you to key in all
information
 Click ‘Next’ to proceed or ‘Save as Draft’. If you save as draft, you will be required to log in
again and click on Edit button. Please refer to step IX on page 9.

VIII. Shareholder screen will appear. Complete the information as follows:

 Shareholders here refer to latest status of equity holders and must be evidenced with the
appropriate Company Business Registration documents and the names and value of equity
holding MUST be keyed in according to the Identity Card or Passports or Business Registration
Documents. Salutations are not required.
 The race is for Malaysians only and please selects ‘Others’ for all non-Malaysians and East
Malaysians.
 If there is more than one Shareholder, please click on “Add Row” to enable you to key in all
information
 Please note that the breakdown of shareholding by individual shareholders should total up to
the Paid/Up Capital in Vendor Info screen otherwise system will not allow you to proceed.
 Click ‘Next’ to proceed or ‘Save as Draft’. If you save as draft, you will be required to log in
again and click on Edit button. Please refer to step IX on page 9.

IX. Work Experience screen will appear. This section is not required for Other Registration:

 Please complete your company work experience, if any, in ‘Work Experience’ tab.
 If you wish to add more information, please click on “Add Row” to enable you to key in all
information.
 Project Value can be an approximate value.
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 Please note that this information will assist us in evaluating your capability to perform the
SWEC you are applying for.
 All information keyed in here will be kept confidential.
 Click ‘Next’ to proceed or ‘Save as Draft’. If you save as draft, you will be required to log in
again and click on Edit button.

X. SWEC Registration screen will appear:

 Please select the SWEC as per the SWEC list that you had downloaded earlier.
 If you wish to add more SWEC, please click on “Add Row” to enable you to select more SWEC.
 Please note that you are allowed to select a total of 10 SWEC at Secondary category. Some
SWEC are broken down up to quaternary and Quinary categories. If you have selected such
SWEC, please ensure that you select right down to the lowest category otherwise, the system
will not allow you to submit your application.
 If you have been appointed as a dealer by a Principal, you may proceed to key in the External
Body/Principal, Country, Validity Start Period, Validity End Period and Appointment.
However, you will then need to upload the Letters of Appointment in the Document Section.
Please ensure that only valid appointments are keyed in.
 If you have not been appointed as a dealer or agent, please leave blank the External
Body/Principal, Country, Validity Start Period, Validity End Period and Appointment. The
system will not allow you to submit if you had keyed in even a dash in these columns.
 If there is any error in the completion process, and if you attempt to click next and it fails,
please look for a red asterisk and this will point to the area of your error.
 When complete, please click ‘Next’ to proceed or ‘Save as Draft’. If you save as draft, you will
be required to log in again and click on Edit button. Please refer to step IX on page 9.
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XI. Financial Data screen will appear. This section is not required for Other Registration.

Please fill in your company financial information in ‘Financial Data’ tab and click ‘Next’ to proceed
or ‘Save as Draft’. Please ensure that the Balance Check at the bottom of the page is zero-rised.
For the column 2012, only audited accounts for period ending up to 30th June 2013 is allowed.
Similarly, the cut-off date for 2011 is 30th June 2012 and for 2010 is 30th June 2011. For companies
established for less than 18 months, 3 months bank statements are sufficient. For companies
established more than 18 months, than at least one column has to be completed and other
columns for the following anniversary audited closing dates.
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The Balance Check must always show zero. If there is any error in the completion process,
and if you attempt to click next and it fails, please look for a red asterisk and this will point to
the area of your error.

XII. Document screen will appear. Upload required documents for your registration in ‘Document’ tab
and click ‘Register’ or ‘Save as Draft’. Please note that you can upload documents up to a
maximum of 10MB. Those documents that have an asterisk appearing after their number, these
are mandatory documents that are required to be uploaded. For the 3 years Audited Accounts,
please upload the full set of Audit Reports. If you are unable to upload the full set, you can then
opt to upload the following:

1) Cover Page
2) Statement by Directors with signature and seal
3) Independent Auditor’s statement with signature
4) Balance Sheet
5) Income Statement
6) Cash Flow Statement
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XIII. If there is any error in the completion process, and if you attempt to click next and it fails, please
look for a red asterisk and this will point to the area of your error.
XIV. If you choose to click ‘Save as Draft’ to view back the draft version, go to home page and click
‘Edit’. When fully completed, click on “Register” button.

XV. To view the status of your registration, go to home page. Other than that, you will be notified via
email when your application has been reverted to you with comments on how to
proceed/approved/ rejected and when your application is due to expire.
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4. Application for additional SWEC


I. Once the application has been approved, vendors are allowed to add not more than 3 secondary
SWEC categories. Again, to access the system please visit MISC’s website at
http://www.misc.com.my and click on ‘Partnering Us’ or directly go into this link
https://www.misc.com.my/partnering-us/

II. Click Overview and below screen will appear

III. As you are already an approved vendor with a valid login ID and password, please select ‘Vendor
Registration’ under ‘Application’ drop down list and login using your email address and password.
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IV. After log in, the home page will be displayed. Please click ‘Additional SWEC’ as highlighted below:

V. The following page will appear. The first row showing ‘Registered SWEC’ are the SWEC that had
been approved earlier. For adding SWEC, please select the additional SWEC in the 2nd row titled
‘SWEC Application’. To apply for more than one additional SWEC, please click on Add Row. When
you are done, click ‘Next’ to proceed or ‘Save as Draft’. Please refer to the SWEC list provided in the
home page. Please note the following:

 Please leave blank the External Body/Principal, Country, Validity Start Period, Validity End Period
and Appointment if you do not have the relevant Letters of Appointment to substantiate this.
The system will not allow you to submit if you had keyed in even a dash.
 Country Origin refers to the country/ residence of the Principal. Please leave blank if you do not
have letters of appointment.
 Appointment Letter refers to the appointment in the Letter eg. Authorised Agent, Exclusive
Dealer, Sole Representative, Diamond partner, etc.
You are allowed to apply for a total of 3 SWEC at Secondary Category level.

VI. The following page will appear. Upload the required document to support the application for
adding SWEC (brochure, letter of appointment from principal, etc.) in the Document Template and
click ‘Save as Draft or Submit.
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VII. If you choose to click ‘Save as Draft’ to view back the draft version, go to home page and click ‘Edit’.
Please ensure that you click on the Submit button online.

VIII. To view the status of your application, please go to the home page. Otherwise, you will be notified
via email when the application has been approved or rejected.

5. Submission of Yearly Audited Account


I. All vendors of a Private Limited or Public listed company are required to submit their audited
accounts every year until the expiry date of their registration. The deadline for submission is the 1st
of July of the following year. Please take note that the financial template in the system will move
automatically on 1st July of every year to enable you to update your data. Please ensure that the
Balance Check at the bottom of the page is zero-rised. For standardisation, we are using 1st July as
the cut-off date. So if your financial year ends on 30th June 2016, you will key in the financial data
in the 2015 column. If your financial year ends on 1st July 2016, then you will key in your financial
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data in the 2016 column. Please ensure that you key in your financial data as soon as your audited
accounts are available.

VII. Again, to access the system please visit MISC’s website at http://www.misc.com.my and click on
‘Partnering Us’ or directly go into this link https://www.misc.com.my/partnering-us/

VIII. Click Overview and below screen will appear. Please click the ‘APPLY NOW’ button.

II. As you are already an approved vendor with a valid login ID and password, please select ‘Vendor
Registration under ‘Application’ drop down list and login using your email address and password.
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III. After login, the home page will be displayed. Please click ‘Audited Account’ as per below

IV. Fill in your latest financial information and click ‘Next’ to proceed or ‘Save as Draft’. Please ensure
that the Balance Check at the bottom of the page is zero-rised. For the column 2018, only audited
accounts for period ending up to 30th June 2019 is allowed to be keyed in. Similarly, the cut-off
date for 2017 is 30th June 2018 and for 2016 is 30th June 2017.

When you click next, the following page will appear.


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V. Upload your latest audited statements/report and click ‘Submit’ or ‘Save as Draft’. If you re unable
to upload the full set, you may opt to upload the following:

1. Cover Page
2. Statement by Directors with signature and seal
3. Independent Auditor’s statement with signature
4. Balance Sheet
5. Income Statement
6. Cash Flow Statement

VI. If you chose to save as draft, to view back the draft version, go to home page and click ‘Edit’.
Please ensure that you click on the Submit button online.

6. Renewal

Kindly take note that MISC has now revised the registration period to 3 years. Prior to expiry, you will
receive email notification through the registered company email address that you had registered
during the previous application. You can commence renewing your application two months before
expiry date.

IX. Again, to access the system please visit MISC’s website at http://www.misc.com.my and click on
‘Partnering Us’ or directly go into this link https://www.misc.com.my/partnering-us/

X. Click Overview and below screen will appear. Please click the ‘APPLY NOW’ button.
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VII. As you are already an approved vendor with a valid login ID and password, please select ‘Vendor
Registration under ‘Application’ drop down list and login using your email address and password.

I. After login the home page will be displayed. Please click ‘Renewal’ as below:

II. PDPA Consent notice will appear as below when you click ‘Renewal’:
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III. If you consent to our statement above, please proceed to click on “Agree”. If you chose to
“Disagree”, you will be logged out and after expiry of current registration, you will no longer be
an approved vendor.

IV. If you select “Agree”, all your previous information will be re-appear except the documents.
Please update your latest information for Vendor Information, Management, Director,
Shareholder, Work Experience and Financial Data.

V. For SWEC registration, you are required to apply all over again. You may wish to leave out the
SWEC that you no longer provide and apply for new ones. Subsequently, click ‘Next’ to
proceed or ‘Save as Draft’. Otherwise, proceed to the Financial Data tab.

VI. Upload required document for your renewal in ‘Document’ tab and click ‘Renew’ or ‘Save as
Draft’. Please note that there are compulsory documents to be uploaded and the system will
not allow you to save or Renew if this criterion is not met.
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VII. After ‘Save as Draft’, to view back the draft version go to the home page and click ‘Edit’. Then
click on Submit button .

VIII. To view the status of your renewal, go to the home page. Otherwise, you will be notified via
email when your application has been approved or rejected.
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7. Reset Password

7.1 Reset the Registered User ID Password

I. Access to MISC Partner Portal. At the Home page, click ‘Vendor & Tender Management System’.

II. Go to ‘Existing User’ section, click ‘Reset Password’.

III. Below page will be displayed. Enter the registered ‘User ID’ and click ‘Next’.
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IV. At the User ID Security Question screen, enter all the Security Answers for User ID verification
then click Next.

V. Enter the New Password and Confirm Password, then Click Submit to proceed resetting the
password.

Note:

Please refer the notes below for reset new password.


 New Password – Keyed in Password format must contain AT LEAST 7 characters, ONE
number (numeric), ONE capital letter and ONE special character.
 This password is for VTMS system login upon reset successfully.
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 Confirm Password – Inputted Confirm Password value MUST match with inputted value in
Password field.

VI. A message will be displayed as below showing the password has been reset successfully.

7.2 Reset Security Question and Answer before Reset Password

I. Access MISC Partner Portal. At the Home page, click ‘Vendor & Tender Management System’.

II. Go to ‘Existing User’ section, click ‘Reset Password’.


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III. Below page will be displayed. Enter the registered ‘User ID’ and click ‘Next’.

IV. At the User ID Security Question screen, enter all the Security Answers for User ID verification
then click ‘Next’ to proceed resetting the password.

V. Enter the New Password and Confirm Password.

VI. If reset password is not required, please enter the original password and tick on the Update
Security and Answer checkbox to enter new security question and answers then click ‘Submit’
to proceed resetting the Security Question and Answer.
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Note:
Please refer the notes below for reset new password.
 New Password – Keyed in Password format must contain AT LEAST 7 characters, ONE number
(numeric), ONE capital letter and ONE special character.
This password is for VTMS system login upon reset successfully.
 Confirm Password – Inputted Confirm Password value MUST match with inputted value in
Password field.

VII. A message will be displayed as below showing the password has been reset successfully.
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7.3 Reset the Forgotten Security Answer before Reset Password.

I. Access to MISC Partner Portal. At the Home page, click ‘Vendor & Tender Management System’.

II. Go to ‘Existing User’ section, click ‘Reset Password’.

III. Below page will be displayed. Enter the registered ‘User ID’ and click ‘Next’.
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IV. At the User ID Security Question screen, if not remember the security answer, at the bottom
page, click on the Here link to reset new security answer.

V. A message will be displayed as below showing email has been sent to registered email account
for verification. Then, click OK.

Please note that the link of reset new security answer from email notification will be expired
after 30 minutes.
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VI. Login to the registered email mailbox and click on the received email with subject title ‘MISC
Partner Portal System Notification’ as below. Then, click on the “here” link to proceed reset
security answer.

VII. At the ‘Reset Security Answer’ page, enter all the Security Answers then click ‘Submit’ to
proceed reset new security answer.
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VIII. A message will be displayed as below showing the security answer has been reset successfully
then click on OK.

IX. Access to ‘MISC Partner Portal’. At the Home page, click ‘Vendor & Tender Management
System’ icon.

X. Go to ‘Existing User’ section, click ‘Reset Password’.


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XI. Below page will be displayed. Enter the registered ‘User ID’ and click ‘Next’.

XII. At the User ID Security Question screen, enter all the Security Answers for user ID verification
then click ‘Next’.
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XIII. Enter the New Password and Confirm Password, then click ‘Submit’ to proceed resetting the
password.

VII. A message will be displayed as below showing the password has been reset successfully, then
click OK.

8. Unlock Account

8.1 Unlock the Account that have been locked


I. Access to MISC Partner Portal. At the Home page, click ‘Vendor & Tender Management System’
icon
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II. Go to ‘Existing User’ section, click ‘Unlock Account’.

III. Below page will be displayed. Enter the registered ‘User ID’ and click ‘Next’.

IV. At the User ID security question section, enter all the Security Answers for user ID verification
then click ‘Submit’ to proceed account unlock.
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V. A message will be displayed as below showing the User ID has been unlocked successfully.
Click OK.

8.2 Reset the forgotten Security Answer before Unlock the locked Account
I. Access to MISC Partner Portal. At the Home page, click ‘Vendor & Tender Management System’
icon
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II. Go to ‘Existing User’ section, click ‘Unlock Account’.

III. Below page will be displayed. Enter the registered ‘User ID’ and click ‘Next’.
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IV. At the User ID Security Question screen, if not remember the security answer, at the bottom page,
to click on the Here link to reset new Security Answer.

V. A message will be displayed as below showing email has been sent to registered email account for
verification. Then, click OK.

Please note that the link of reset new security answer from email notification will be expired after
30 minutes.

VI. Login to the registered email mailbox and click on the received email with subject title ‘MISC
Partner Portal System Notification’ as below. Then, click on the “here” link to proceed reset
security answer.
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VII. At the User ID security question section, enter all the Security Answers for user ID verification then
click ‘Submit’ to proceed account unlock.

VIII. A message will be displayed as below showing the security answer has been reset successfully then
click on OK.
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VI. Access to MISC Partner Portal. At the Home page, click ‘Vendor & Tender Management System’
icon.

VII. Go to ‘Existing User’ section, click ‘Unlock Account’.

IX. Below page will be displayed. Enter the registered ‘User ID’ and click ‘Next’.
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X. At the “Unlock Account” page, enter all the Security Answers then click ‘Submit’ to proceed unlock
account.

XI. A message will be displayed as below showing the User ID has been unlocked successfully. Click OK.
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