This document provides detailed guidance for onboarding new suppliers into Zumen. The process involves capturing mandatory details, generating an onboarding link, supplier verification, and approval before integration with the ERP system.

Following this procedure ensures that supplier data is accurate, verified, and synchronized between Zumen and the ERP.

Step 1: Enter Mandatory Information

Before initiating the vendor onboarding process, you must fill in all mandatory details in the onboarding Supplier input form.

Buyer Tags

These details define the organizational and supplier classification and must be filled first:

Legal Entity:
Select the legal entity under which the supplier will be registered.
Plant:
Choose the relevant plant or location associated with the supplier. This links the supplier to the Plants of the Buyer. This determines the supplier’s workflow and approval routing.
Type of Supplier:
Specify the supplier type such as CHA, Vendor, Freight Forwarder. This determines the supplier’s workflow and approval routing.

Origin Of Supplier:
Specify the supplier type, such as Import/Domestic.

Basic Supplier Information

Once the primary details are entered, fill in the basic vendor contact information:

Company Name:
Enter the full registered name of the supplier’s organization.
Supplier Name:
Provide the name of the supplier’s primary contact person.
Contact Number:
Enter a valid phone number for communication.
Email Address:
Provide the official email address where onboarding and approval links will be sent.
Title:
Mention the contact person’s designation (e.g., Owner, Procurement Manager, Sales Executive, etc.).

After all mandatory details are filled, click “Submit” to proceed.

Step 2: Onboarding Link Generation and Vendor Approval

Once the information is submitted:

The system automatically generates an onboarding link.
The supplier receives the link via email at the address provided during registration.

The supplier must click the link and activate the profile to activate the account

After activation, a welcome E-mail along with an OTP (One-Time Password) will be sent to the supplier’s registered email address.
The supplier enters the OTP and sets a new password to log in to Zumen for the first time.

Step 3: Supplier Profile Completion

After successful login, the supplier needs to complete their profile information:

Navigate to Supplier Profile Information within Zumen.
Fill in all the requested mandatory fields (e.g., company address, tax details, bank details, certifications, etc.)
Click Save and Submit once all information is entered.

Step 4: Approval Workflow

Once the supplier submits the profile:

An approval workflow will be triggered automatically.
The internal approval team will review the submitted details.
Based on the review:

The supplier profile will either be Approved, or
Sent Back for corrections or additional information.

If the profile is sent back, the supplier will receive a notification with the required changes. After making the corrections, the supplier can re-submit the form for approval.

Step 5: Integration with ERP

Once the supplier profile is approved:

The “Send to ERP” button becomes active.
Click Send to ERP to push the supplier data to the ERP system for validation.
After successful validation in ERP:

The ERP Supplier Code will be generated.
The code will be sent back to Zumen, automatically updating the supplier’s record.

Once the ERP Supplier Code is received, the supplier becomes active and can engage in business transactions such as Purchase Orders, GRNs, and Invoices through Zumen.

Vendor Registration

This guide will help a vendor register as a supplier with a buyer organisation. The registration process initiated by the vendor comprises the following steps:

1. Create an account in Zumen

2. Submit the vendor registration form

3. Approve the request (Buyer)

Note that if a buyer with whom you are not registered sends you a request for quote (RFQ), click ‘N’ in the Registered with the Buyer field in the RFQ, select the relevant buyer name, and complete and submit the vendor registration form. For instructions to complete the form, refer to step 2 above.

Create an Account in Zumen

1. Type the Zumen URL in the address bar of a web browser. The Zumen Sign in page displays.

2. Click the Login as Supplier button and then the Register button. The Supplier Registration screen displays.

3. In the Name of Legal Entity field, enter the full name of the supplier company.

4. Then, enter the name, email address, and mobile number of the primary contact person from the supplier company. This person will be granted administrator access to Zumen.

5. Click the Add more contact link to add more contacts from the supplier company. Contacts added using this option will also be granted administrator access to Zumen.

6. Select the Agree to Terms & Conditions checkbox and click Create Account. The OTP and link to create password are sent to the primary contact’s and other contact’s email address entered in the previous screen.

7. Open the email and click the link in the email. A page opens.

8. Enter the OTP, create a new password for the account, and click the Create Account button. The supplier’s credentials are successfully created.

Submit the Vendor Registration Form

1. Type the Zumen URL in the address bar of a web browser. The Zumen Sign in page displays.

2. Click the Login as Supplier button, enter the email and password, and click Login. The User Administrator page displays.

3. Click the Plant/Zonal offices section. The Plant/Zonal Office screen displays.

4. Enter the address, location ID, and legal name of your company and click the Save button.

5. Hover over the Dashboard icon and click the Buyer List option.

6. Click the Request New Account button. The Request New Account with Buyer screen displays.

7. Select the buyer company name from the Buyer Organization drop-down list. Entering three characters will pick up related results. The sections in the vendor registration form are displayed.

The fields that are mandatory in these sections can be configured in Admin. However, the fields that are mandatory in the first two sections, Supplier General Details and Supplier Business Details cannot be made non-mandatory.

8. Click the Add icon against a section to expand it.

9. Enter the required details as per the table below and click the Validate button at the end of each section to check if mandatory fields have been completed:

Field Description

Supplier General Details

Company name Enter the full name of the legal entity.

Global purchase code If this code is applicable in your country, enter the unique code that identifies your organization in your industry/country.

Date of incorporation Enter the date the supplier company was established

File/folio/corporate identification number Enter the company registration number

Country/State/City/Zip code/Address

Enter the address of the supplier company

1/Address 2

Nature of the business/Nature of the

Select the relevant options in these fields and click the Upload

company/Type of industry

File link to attach any documents that you requested from the

supplier.

Management Details

Title/Name/Mobile number/Email

Enter the details of the contact person from the supplier’s

address/Business address

management team

Click the Add Row link to add the details of another management

team member.

Supplier Business Details

Name & Address of related Entities

Legal name of the entity Enter the name of the supplier’s subsidiary company

Address Enter the subsidiary’s address

Business location corporate id no Enter the subsidiary’s registration number

Business location GST/sales tax id number Enter the subsidiary’s GST or sales tax number

Date of establishment Enter date of establishment of the subsidiary

Supplier codes Enter a unique code for the supplier according to your organization’s numbering standard.

Business location on leased or owned

Select the relevant option based on whether the premises is

premises

leased or owned.

Primary contact person for the

Enter the name, designation, mobile number, and email address

location/Designation of the primary

of the primary contact person from the supplier company

contact person/Mobile number of the

primary contact person/Email address of

the primary contact person

Pictures of the facility If required, upload pictures of the supplier’s facility

Business location gst/sales tax id type Enter the subsidiary’s GST or sales tax type. For example, CGST, Sales tax, Use tax, or VAT rate.

Click the Add Row link to add the details of another subsidiary.

Name & Address of Business Contacts

Contact person

Enter details of other contact persons from the subsidiary

name/Designation/Address/Telephone

number/Mobile number/Email id

Click the Add Row link to add the details of another contact

person.

Tax and Bank Account Information

Tax IDs

Federal/central tax identification number

For US companies, enter the employer identification number

(tin)

(EIN), which is a federal tax identification number used to identify

a business entity

Income tax registration (permanent

For Indian companies, enter the permanent account number

account) number

(PAN) of the business entity.

Excise number Enter the excise number of the business entity

Excise reg date Enter the date the business entity was registered by the appropriate authority

Federal/central sales tax id number Enter the sales tax number (For US companies)

Sales tax registration date Enter the sales tax registration date (For US companies)

Gst arn (application reference) number Enter the application number if your company has just submitted the GST application (For Indian companies)

Gst provisional id number Enter the provisional number if your company is yet to complete the GST registration process (For Indian companies)

Gst final id number Enter the GST number (For Indian companies)

Click the Add Another Tax ID link if you want to add tax IDs for

another business entity.

Supplier Bank Details

Bank name/Branch address/Account

Enter the supplier’s bank name, address, account number, and

number/Beneficiary name

account holder name.

Ifsc code Enter the IFSC code (Indian Financial System Code).

The IFSC code is a 11-digit code that identifies individual bank

branches in India. This code makes it possible for banks to transfer

money to and from your accounts.

Aba routing number Enter the ABA (American Bankers Association) number.

The ABA number, also known as a bank routing number, is a

nine-digit code that identifies banks in the U.S. This number

makes it possible for banks to transfer money to and from your

accounts.

Swift code Enter the SWIFT code (Society for Worldwide Interbank Financial Telecommunications).

A SWIFT code is used to identify a particular branch of a bank.

These codes play an important role in various bank transactions,

especially when it comes to international transactions. A SWIFT

code may also be used by various banks to transfer other

messages.

Iban number Enter the IBAN number (International bank account number)

IBAN is a standard international numbering system for individual

bank accounts around the world.

Type of account Enter the type of account. For example, current or checking.

If applicable for international wire Select the checkbox if you want to enter bank details for international payments

Correspondent/intermediary bank for

Enter the correspondent/intermediary bank name and address

international wire;

Correspondent/intermediary bank

Correspondent or intermediary banks serve as third-party banks

address for international wire

and are used by beneficiary banks to facilitate international fund

transfers and transaction settlements. Payments will reach the

intermediary bank before being credited to the beneficiary, which

is the final destination for the transfer.

Beneficiary name for international wire;

Enter the beneficiary bank name and address

Beneficiary address for international

wire;

Special instructions for international wire Enter special instructions that should be included by the buyer while effecting a international wire transfer

Supplier Business Information

Major Business Partners

Major suppliers Enter the names of the supplier’s main suppliers. Use a comma to separate the names.

Major customers Enter names of the supplier’s main buyers. Use a comma to

separate the names.

Supplier Business Details Enter details about the supplier’s total financials for a year. Click the Add Row link to add the financials for another year.

Personnel Details Enter the number of staff in the supplier’s company in each category such as management, admin, and operations.

Product and Quality

Enter details about the supplier’s product, production and quality equipments, and certifications

Warranty Details

Enter details about the warranty policy provided by the supplier

Supplier Logistics

Enter details about how the supplier manages logistics

Product roadmap

Attach the supplier’s short-term, mid-term, or long-term product plan.

Non-Disclosure and additional documentation

Upload the non-disclosure agreement (NDA) or confidentiality agreement signed by both the buyer and the supplier. This is a legally binding contract where the parties signing the agreement agree that sensitive information that may be shared will not be made available to others.

10. Click the Review And Submit button. The registration form displays in preview mode. 11. Review the details entered.

12. If you want to submit the form later, click the Save As Draft And Close button. TTo access the draft later, hover over the Dashboard icon, click the Buyer List option and then click the Drafts button. To edit the draft, select the checkbox against the relevant row and click the Open button.

13. To proceed with submitting the form, click the Submit button. The request is routed to a designated approver in the buyer organization.

14. Once the buyer organization approves the request, you will receive an email notification that the vendor registration request has been approved.

To confirm the registration, go to Dashboard > Buyer Details and view the approval date in the Active Since column.

Video reference: 9. Vendor Registration (Supplier)

Accept Registration Request from Buyer & Complete Zumen Signup (By Supplier)

Complete the following steps once you receive confirmation from your buyer that they have submitted the registration request:

1. Go to your email inbox.

Note: Ensure you access the email that is on your buyer organization’s records. If you have provided more than one email ID, once a user from your company completes the registration process, the signup email will be sent to all the email IDs on record.

2. Open the email from ‘zumen.in’ with the subject line ‘Regarding Supplier Registration’, and click the link.

3. The Account Activation page is displayed in Zumen.

4. Verify your company details that have been entered by the buyer organization and click the Accept And Submit button at the bottom of the page.

With this, your registration process is complete and you will receive another email from ‘zumen.in’ with the subject line ‘Thanks for joining Zumen’.

5. Click the link in the email. The new password creation page is displayed in Zumen.

6. Enter the OTPs that you received in the email, create your password for Zumen, and click Create Account.

Note: Password should be minimum 8 characters long with one special character, number, lower and upper case letter.

With this, your signup process is complete.

7. To sign in to Zumen, type motorad.zumen.com in your browser. The Zumen sign in page is displayed.

8. Click the Supplier tab.

9. Enter your email ID. This will be your Zumen user ID.

10. Enter the password that you just created and click Log In. The Zumen home page is displayed.

Create Quotation (By Supplier)

Prerequisites

You should have received a request for quote (RFQ) from a buyer.
You should have completed the supplier registration process.

This guide will help you create and submit a quotation to the buyer.

Click the Login As Supplier button.

Enter your credentials. The Quotations page displays a list of requests for quote (RFQs) by part.
If you are an admin user, the User Administrator dashboard displays. Click the Dashboard icon and select the Quotations option to view the Quotations page.

Review the columns for each part:

Part No:Part Number for which you have received the Request for Quote (RFQ). Format of the part number is <Part number.Revision number>
ERP Item Code: A secondary code for the part number+revision, used by the buyer’s ERP system
RFQ Number: Request ID
RFQ Received Date: Date RFQ was received from the buyer
Company Name: Name of the buyer organization
Part Detail: Part description
Commodity: Type of part required, for example, mechanical or electrical
Preview: Drawing file
Specification: Additional part information provided by the buyer
Registered with the Buyer: ‘Y’ indicates that supplier registration is complete, whereas ‘N’ indicates that supplier registration has not been initiated or is incomplete
Proto/Production: Whether the part is required for a prototype or for production. When a part is required for production, the order will usually be for large quantities. This is an indication that pricing should be competitive.
Delivery Target Date: Date by when the buyer requires the part
RFQ quantity: Number of units required by the buyer
Cost target: Maximum part cost decided internally by the buyer organization
Quotation Target Date: Target date set by the buyer for quotation submission
Reverse Auctioning: The buyer sends the RFQ to multiple suppliers. If other suppliers have submitted their quotations before you submit your quotation, the system auto-populates the lowest price quoted thus far by a supplier. This provides a range to price your product.

Before you submit a quotation to the buyer, you can notify the buyer that you have accepted the RFQ and will be working on it. This lets the buyer know that he can expect your quotation. To do this, click

the Accept icon against the part.

If you want to reject an RFQ, click the Reject icon against the part. The buyer is notified that you have rejected the RFQ.
There are three ways to submit a quotation:

Submit a basic price quotation, if required, for multiple parts
Submit a detailed quotation
Submit quotation by uploading a quotation file

Submit a basic price quotation, if required, for multiple parts

Click the Create Quotation button on the home page. The Create Multi-Part Quotation page displays the list of live RFQs for which sourcing is yet to be closed.

Select the checkbox for parts for which you’d like to create the quotation.

Enter data in the following mandatory fields:

Minimum Order Quantity: Enter the minimum number of items for which the buyer should place the order
Unit Rate: Enter the rate for one unit
Quantity: Enter the total number of units that will be supplied
Lead Time: Enter the time required to deliver the part from the date PO is released or payment is made.

You can also enter other optional details such as packaging cost, logistics cost, and tax rate. You can also enter any special terms in the Terms and Condition section.

Once all details have been entered, click the Save button. The quotation is sent to the buyer.

Submit a detailed quotation

On the Quotations home page, click the Create Quotation icon against the part and click Continue.

The Create Quotation page displays. In the snapshot below, the Add Production Tool and Add Production Cost buttons are enabled because it is a production part.

Click the Add Production Tool button to display the Production Tool table and click the Add Production Cost button to display the remaining eight tables of the standard quotation format in Zumen.

Enter details in the tables based on the level of breakup you’d like to provide for the overall part cost. It is not mandatory to enter details in all the tables.

If you’d like to provide the cost you will incur to acquire/develop production tools to manufacture the part, enter tool details such as description, unit cost, and quantity in the Production Tool section.

If you’d like to provide the raw material cost you will incur, enter details such as raw material, units, and rate in the Raw Material section. You can add a new raw material by clicking the Add Raw Material option from the dropdown list.

If you’d like to provide the production processes’ cost you will incur, enter details such as description of the process, machine or tool used, and cost based on time or weight in the Process/Operation section.

If you’d like to provide the professional services cost you will incur to manufacture the part, enter details such as process, unit rate and quantity in the Professional Services section.

To provide the list of bought-out parts to manufacture the overall assembly, enter details such as minimum order quantity, unit rate, and quantity for each part in the Bought-Out/Traded Parts section.

If you’d like to provide the inventory costs you will incur, that is the cost of storing the raw materials, components, or tools for the duration of production, enter details such as item, item rate, inventory carrying cost, and number of days in inventory in the Inventory Costs section.

If you’d like to provide the packaging costs you will incur, enter details such as packaging item, unit rate, and quantity in the Packaging Costs section.

If you’d like to provide the logistics costs you will incur, enter details such as description (that is transport by air, road, or sea), distance covered, weight of shipment, and rate in the Logistics Costs section.

If the part will require commissioning or maintenance at buyer's end and if you want to charge the buyer for that cost, enter details such as description of the service, service life, and maintenance cost in the Post Commissioning Maintenance Costs section.

Use the Price Break field to provide discounted unit rate for bulk purchases. In several cases, the unit prices change with volume, either increase or decrease. Most common is when the overheads and the margins decrease with higher volumes. This is to give the buyer an incentive to buy more. Click the Edit

icon to enter the volume of units and the reduction amount in unit price.

This is what the below price break table means:

For example, if the order is for 30 units and unit price is 3000, the price break calculation will be as follows:

Upto 5 units - No discount (5*3000=15000)
6-10 units - Unit price minus 200 rupees (5*2800=14000)
11-25 units - Unit price minus 350 rupees (15*2650=39750)
26-30 units - Unit price minus 500 rupees (5*2500=12500) Total order price = 81,250

In the Delivery Lead Time field, enter the time required to deliver the part from the time the PO is released or payment is made.
The target date provided by the buyer in the request for quote (RFQ) displays in the Delivery Target Date field.

Enter the number of days, weeks, months, or years within which payment must be made in the

Payment Terms fields.

Enter the percentage of advance that you require before delivery or with PO in the Advance fields.

If applicable, in the minimum and maximum order fields for standard PO and blanket order, specify the economical quantity for each production order, if there are process, setup, and other overhead constraints. These quantities/values will be used by the buyer when they issue a standard PO or blanket PO, respectively.

From the Currency dropdown list, select the currency in which all the final amount calculations in the quotation are to be done.

The following fields are a summary of the costs entered in the nine tables above, presented in two columns, without tax, that is before tax, and with tax, that is after tax:

Total part cost is the total of all the costs entered in the above tables

Quotation for quantity If a supplier is preparing a quotation for part number x, irrespective of what the buyer request was for, the supplier may create a certain quantity due to batch processing of certain steps, minimum raw material purchase conditions etc. This quantity for the part number x for which the supplier prepares the quotation is the quotation for quantity.

If the buyer requirement is for quantity y, the extended cost will be unit cost * y.

Unit part cost will be the cost of one assembly unit (that is, the cost of one front axle in the example we just saw). Unit part cost is calculated as total part cost divided by quotation for quantity.

The rest of the fields, such as overheads and packaging, are also a summary of the costs entered under different heads in the above tables.

If you want to work on the quotation later, click the Cancel button. Data entered in the quotation so far is automatically saved.

To preview the entire quotation, click the Print Preview button.

To submit the quotation to the buyer, click the Save button and click OK to confirm.

Submit quotation by uploading a quotation file

On the Quotations page, click the Upload Quotation icon against the part to upload the file. The file can be a PDF, Excel, or even an image file.

Click Continue. The Map Quotation Data page displays the data from the quotation file mapped to the standard tables in the Zumen quotation format.

Review the first table. Based on the populated values, select the relevant Zumen table name from the Select Table dropdown list. Only if this step is performed do the values get mapped to the Zumen quotation format. Next, you’re prompted to fill the column names.

Zumen auto-populates column names based on certain pre-established conditions. For example, in the above snapshot, the ‘Unit price’ column from the file has been mapped to the correct column name in Zumen, ‘Unit Cost’.

For columns where the column name is not auto-populated, select the relevant option from the Select Column dropdown list. In the above snapshot, the name of the first column from the quotation file is ‘Desc’. This needs to be mapped to the correct column name in Zumen, which is ‘Description’.

Click the three-dot icon, if you want to copy, move or delete columns.

Click the Add Row or Add Column button, if you want to add rows or columns.

Similarly, select the table and column names for other tables, if you’d like to map data from those tables to the Zumen quotation.

Please note that if you click the Cancel button, data mapped will be lost. To preview the quotation in the Zumen quotation format, click the Preview button.
After verifying the details in the required tables, click the Save button. The Create/Edit Quotation page displays all the nine tables of the Zumen quotation format.

Validate the details mapped from the previous screen.

In the Delivery Lead Time field, enter the time required to deliver the part from the time the PO is released or payment is made.

Enter the quantity that the supplier prepared the quotation for in the Quotation for Quantity field.

Validate the amounts that display on the right-hand side. They are a summary of the costs entered in the above tables.
Click the Save button to submit the quotation.

You can also edit a quotation after you have submitted it, if the buyer requests a more detailed quotation or

better pricing. To edit a submitted quotation, go to the Quotations home page and click the Edit icon against the part.

Once you modify and submit the quotation, the buyer can take action only on the latest quotation.

Video reference: 6. Create a Multi-Part Quotation (Supplier); 7. Submit Detailed Quotation (Supplier)

Accept a PO (Supplier)

Prerequisite

● A purchase order (PO) should have been routed to you for acceptance.

This guide will help you accept a PO.

1. Click the Login As Supplier button.

2. Enter your credentials. The Quotations page displays.

3. If you are an admin user, the User Administrator dashboard displays.

4. Hover over the Dashboard icon . A list of options are displayed.

5. Click the Purchase Orders option. POs that has been sent to you by the buyer is displayed. 6. You can view only the POs pending your acceptance by setting up a filter by status, Pending Action.

7. Click anywhere on the relevant row. The PO displays. Review the details in the PO such as unit price, quantity, lead time, delivery address, payment terms, and other terms and conditions, if specified, in the PO.

8. If the information in the PO is not as per the quotation and negotiation with the buyer, click the Reject button. A notification is sent to the buyer.

9. If the information in the PO is as per the quotation and negotiation with the buyer, click the Accept button. A notification is sent to the buyer.

To keep the buyer informed about the part development and delivery status, update the required details in Dashboard >> Update Parts Status.

Video reference: 17. Supplier Accepting a PO

Summary Parts Status

You can review the details of all parts in the organization for which a PO has been released to the supplier.

Additionally, you can review the following data in this screen:

Delivery status updates made by suppliers
Activity completion dates in each stage of the sourcing cycle
Part, program, logistics, part receipt, quality, and payment details

To help you analyze the data better, you have the following options:

Click this icon to download the data on the screen as an Excel file.
Click this icon to sort the data by criteria such as program or delivery target date.
Click this icon to filter the data by criteria such as program or part number.

Show: Change the default to 20 so you can view/download the maximum data.
Columns: By default, all the columns are enabled. If you’d like to view only some of the columns, click this tab and de-select the columns that you’d like to hide. Click the Columns tab again to close it.

Actions that can be performed from this page are:

Note: Manual entry of GR details applies only to companies that do not have an ERP or WMS system. For companies whose ERP or WMS systems are integrated with Zumen, the GR data is automatically populated here from those systems. For companies whose ERP or WMS systems are not integrated with Zumen, the GR data can be downloaded from those systems and uploaded into the inventory in Zumen. With the inventory upload, the GR details are automatically populated here.

Review the description or action required for columns that display on this screen:

Column	Description/Action
Part Details
Program	Displays the Program code
Program Title	Displays the name of the program
Partnumber.Rev	Displays the part number in the following format: <Part number.Revision>
Part Description	Displays a brief description of the part
Part Maturity Type	Indicates the maturity of the part in relation to the product life cycle. Example: Proto or Production.
Make & Buy	Make: Indicates if a part is being manufactured in-house Buy: Indicates if a part is being purchased from a supplier
ERP Item Code	Displays the unique code for the part in the ERP system
Part Catalogue Number	ID used in your parts catalog when selling the part. More than one part may be assigned to one part catalog number.
OE Reference	ID for the part in the original manufacturers' parts catalog. More than one OE ID may be available for the same part.
UOM	Displays the unit of measure (Example: Lb, Kg)
Component Type/Category; Material; Coating; Weight; Net Quantity	Raw material details entered by the design team in the bill of material (BOM). For example, whether the part is a fabrication or a machining part.
Designer	Displays the name of the designer from the BOM
Part Created Date	Displays the date the part was created in Zumen
Part Created By	Displays the name of the user who created the part
Part Status	Displays the status of part creation
RFP Details
RFP Date	Displays the date the request for purchase (RFP) was initiated
RFP Quantity	Displays the number of units to be purchased in the RFP
Stock	Displays the total number of units of the part currently available in the warehouse
RFQ Details
Buyer	Displays the name of the user who was assigned to purchase the part
Cost Target	Maximum limit for part cost specified by buyer organization in the RFQ
Quotation Date	Displays the date the quotation was received from the supplier
Supplier Name	Displays the supplier name
ERP Supplier Code	Displays the supplier code maintained in your ERP
Supplier Part Number	Displays the part number that the supplier company maintains for the part
External OE Part Number	Displays the part number that the original equipment manufacturer (OEM) maintains for the part Note: An OEM is a company that manufactures components which are used by other companies in their finished product.
Purchase Order Details
Purchase Order Date	Displays the date the purchase order (PO) was created
PO Number	Displays the PO number
ERP PO Number	Displays the PO number in the ERP system, if applicable
PO Released Date	Displays the date the PO was released to the supplier after the final approval
Delivery Target Date	Displays the delivery date specified by the buyer in the PO
Delivery Lead Time (In Days)	Displays the time required by the supplier to deliver the parts
Supplier Acknowledgement & Quality info details
Supplier Acknowledgement	Displays ‘Pending’ or ‘Approved’ based on whether the supplier has accepted the PO or not
Program Delivery Target Date	Displays the target completion date specified in the program by the project team
Completion (Approx.Estimate)	Displays the percentage of work completed and updated by the supplier
Quality Audit/ PPAP Date	Displays the date entered by the supplier on the Update Part Status page. The supplier enters the date by which they will be ready for the quality audit.
PPAP/ Quality Inspection Report	Click the link to review and approve the PPAP documents submitted by the supplier. For instructions, refer to Buyer taking action on submitted PPAP documents.
SCM Owner	Enter the name of the user who will be the person-in-charge of the supply-chain activities
Material Status
PO Status	Displays the status of the PO, such as approved or on hold.
Material Receipt
Shipment Control
Delivery Location	Displays the location to which the finished items are sent
Location ID	A unique ID is assigned to each delivery location during setup
Delivery Quantity	Total quantity of units in the shipment
Actual Partial Shipment details
Partial Shipment	Displays the delivery address of the partial shipment
Partial Shipment Quantity	Displays the quantity of the partial shipment
ASN Number	An e-document or an ID that a supplier sends to the warehouse informing an upcoming goods delivery (Advance Shipment Notice)
GRN Number	A record that confirms the receiving of goods at the warehouse (Goods Received Note)
Packaging Info
No. Of Packaging Units; Unit; Weight Unit; Weight/Packaging Unit; Total weight of shipment; Dimensions	Packaging details entered by the supplier’s logistics team or the supplier’s freight forwarder
Freight Forwarder Info
Shipper Name; Shipper Ref No; Shipment Mode; Vessel Name; Ship From; Destination; Status; Container Load Category; Port; BOL# / AWB#; Booking Date; HBL/AWB No; Ready Date by Shipper; ETD; ETA Port/Airport; ETA Final Destination; Shipment received Date; Remarks	Shipping details entered by the supplier’s logistics team or the supplier’s freight forwarder
Shipment Dispatch Details
Target Dispatch Date	Displays the target dispatch date updated by the supplier on the Update Part Status page
Actual Dispatch Date	Displays the actual dispatch date updated by the supplier on the Update Part Status page
GRN/Parts Receipt Date	Displays the GR posting date for the received parts
Parts Received	Displays the quantity for which the GR is posted
Parts Accepted	Displays the number of parts accepted as a result of the incoming inspection
PO Quantity	Displays the quantity listed in the PO for the part
Quantity Shipped by Supplier	Displays the number of units of the part shipped and updated by the supplier on the Update Part Status page.
Balance Quantity	Displays the pending number of units that the supplier is yet to deliver
Payment & Invoice Details
Unit Rate	Displays the PO rate of each unit of the part
Value of Balance (PO Currency)	Displays Balance Quantity * Unit Rate in PO currency
Value of Balance (Base Currency)	Balance Quantity * Unit Rate Displays only if base currency is different from PO currency, that is, organizational currency set in Admin (Plant & Zonal offices)
Payment Reference	Displays the payment document number
Payment Date	Displays the invoice posting date
Invoice Number	Displays the invoice number
Invoice Date	Displays the invoice date
Comments & Attachments
Pictures	Click the thumbnail, if any, to view pictures submitted by supplier on the Update Part Status screen
Proforma Invoice	Click the thumbnail, if any, to view proforma invoice attached by supplier on the Update Part Status screen
Material Inward (Gate Stamp)	Click the thumbnail, if any, to view gate pass attached by supplier on the Update Part Status screen
Final Invoice	Click the thumbnail, if any, to view final invoice attached by supplier on the Update Part Status screen
Other Documents	Click the thumbnail, if any, to view supporting documents such as material report or supplier inspection report submitted by supplier on the Update Part Status page
Comments	Displays comments entered by the supplier on the Update Part Status page
Distribution Details
Warehouse Location	Displays the warehouse's address
Warehouse ID / Rack & Bin	Displays the assigned unique warehouse ID or the Rack/Bin number
Planned Quantity	Total planned quantity of the shipment to the warehouse
Quantity Shipped	The total number of units shipped to the warehouse
Actual Quantity
GRN Number	A record that confirms the receiving of goods at the warehouse (Goods Received Note)
Number of Partial Shipment	If the supplier has updated partial shipment details, click the arrow mark iconto display the rows for each shipment batch. The number against the arrow mark icon displays the number of hidden rows.
Shipment Number	Shipment nu mber entered by the supplier
PO Line Status
GRN Number	Enter the GR document number
Review Details	Click this button to view the part history & RFQ and quotation details.
Incoming Inspection	Click this button to: assign a quality engineer, if you’re part of the program team. record the quality inspection results, if you’re the quality engineer. or, review the quality inspection results. For more details, refer to the Incoming Inspection Process.
Request Update

Video reference: 18. Part Development Update & Quality Inspection

Production Part Approval Process (PPAP)

The production part approval process (PPAP) process entails the supplier submitting certain documents based on the buyer’s request. The buyer’s approval of the documents establishes that the supplier has met the buyer’s quality requirements and that the supplier’s process is capable of consistently producing quality parts. In short, PPAP can be defined as an agreement on quality between the buyer and supplier on a new or even a regular production part.

Prerequisite

The purchase order (PO) for the part should have been accepted by the supplier.

This guide covers the process the buyer’s quality team and the supplier need to follow to complete PPAP in Zumen. There are two steps in this process:

a. Supplier submitting the PPAP documents

b. Buyer taking action on the submitted documents

Supplier submitting the PPAP documents

1. Log into Zumen by clicking Login As Supplier and entering your credentials.

2. Hover over the left-navigation menu and select Update Parts Status.

3. Go to the row for the relevant part and click the link in the Upload PPAP/Quality Inspection Report column. The Upload PPAP Status page displays the list of document types required for PPAP.

4. Click the icon in the Upload column against each document type to upload the relevant document.

5. In the Supplier Comments column, enter comments for the buyer, if required, for each document. Ensure that the Comment toggle button is enabled.

Once the documents are uploaded and comments are entered, these are available to the buyer for review.

Buyer taking action on the submitted documents

1. Go to Menu > Product Development > Sourcing > Summary Parts Status.

2. Go to the row for the relevant part and click the link in the PPAP/Quality Inspection Report column. The PPAP Status page displays the list of documents submitted by the supplier.

3. For each document, take the required action:

○ Click the Thumbnail icon to preview the document. In the preview pane, click the Download icon to download the document.

○ Review the comments from the supplier.

○ Select Yes in the Buyer Review status dropdown list to confirm that you have reviewed the document.

○ As deviations are consulted with the design team, the designer’s comments are recorded in the Designer Comments column. Select Yes or No based on whether the deviation is approved or not.

○ If you want to send back the document to the supplier for rework, enter the reason in the Designer Comments or Supplier Quality column based on whether the reason is from a design or quality perspective and click Send Back. The supplier can view the comments, rework the document and upload the revised document.

○ Based on whether you want to reject or approve a document, click Reject or Approve.

The PPAP process is considered complete when all necessary documents are approved.

Video reference: 20. Production Part Approval Process

Advance Shipment Notices (ASN)

Creating ASN for Domestic Supplier Using Supplier view :

Log in to the Supplier Portal.
Navigate to Menu → ASN

All previously created ASNs will be displayed. If no ASNs exist, a "No Records" message will appear

Click on Create ASN.

A list of all open Purchase Orders (POs) for the vendor will be shown.
Select the checkboxes next to the POs for which you want to create an ASN.

After selecting the POs, click on Create ASN.
The fields configured in the admin setup will now be displayed

Fill in the required details and click Submit.
An ASN number will be generated, and a corresponding QR code will be created

ASN Updation

Log in to the Supplier Portal
Menu Path: Supplier Portal → ASN.

A list of all created ASNs will be displayed.

Select the ASN you want to update.
Enter or modify the necessary details, then click Update.
The ASN will be successfully updated.
Suppliers may update the ASN, and the update feature will be accessible until the GRN is generated.

Upload Documents - supplier View

Log in to the Supplier Portal.
Go to the Menu, then navigate to ASN.
Click on "Create ASN" and then "Upload Documents" to attach any relevant files, such as invoice copies.

FOB Allocation

Log in to the Supplier Portal.
Navigate to Menu → ASN

All previously created ASNs will be displayed. If no ASNs exist, a "No Records" message will appear

Click on Create ASN.

A list of all open Purchase Orders (POs) for the vendor will be shown.
Select the checkboxes next to the POs for which you want to create an ASN.

After selecting the POs, click on Create ASN.
The fields configured in the admin setup will now be displayed.

Fill in the required details. If the supplier is responsible for shipping the items, select Incoterm as FOB, then click Submit.

An ASN Number will be generated, and a QR Code will be created.

Cha Allocation

Log in to the Buyer Portal.
Navigate to the Menu → ASN section.

All created ASNs will be displayed. Select the ASN with FOB terms.

Click on the CHA Allocation option. A list of available CHAs within the organization will be displayed.

Select and assign the appropriate CHA organization from the list.

Ex-works

Ex Works, is an Incoterm (International Commercial Term) that places the minimum responsibility on the seller and the maximum responsibility on the buyer

Ex-works Allocation

Log in to the Supplier Portal.
Navigate to Menu → ASN

All previously created ASNs will be displayed. If no ASNs exist, a "No Records" message will appear

Click on Create ASN.

A list of all open Purchase Orders (POs) for the vendor will be shown.
Select the checkboxes next to the POs for which you want to create an ASN.

After selecting the POs, click on Create ASN.
The fields configured in the admin setup will now be displayed.

Fill in the required details. If the supplier is responsible for shipping the items, select Incoterm as Ex-Works, then click Submit.

An ASN Number will be generated, and a QR Code will be created.

Supplier accepting a revised rate

Here are the instructions for a supplier to accept a revised rate:

In the left navigation menu on the supplier home page, access the Raw Material Agreements section. Or simply, click the notifications icon and select the relevant notification.

The Raw Material Agreements page displays. Click View Contract.

Review the details of the rate change.
To accept the revised rate, sign in the space provided and click Agree. A notification is sent to the buyer user whose name is entered in the rate change agreement template and the new raw material rate is updated in the buyer’s raw material master.

Any blanket releases issued after this will calculate the unit price based on the revised raw material rate. If you don’t accept the revised rate, blanket releases will continue with the previously agreed rate.

If supplier includes a new raw material in the quotation

The supplier may include a new raw material when submitting a quotation:

From the supplier home page, go to RFQ & Quotations.

Against the relevant part, click the Create Quotation icon.

Click the Add Production Tool and Add Production Cost buttons. The different sections of the quotation display.
In the Raw Material section, select Add Raw Material from the dropdown list. The Raw Material window opens.

Enter mandatory details such as:

Unit of Measurement: Enter the unit of measurement, for example, lb. (Pound) or ltr. (Litre).
Unit Rate: Enter the rate per unit of the raw material.
Scrap Rate: Enter the rate that the wasted raw material can be sold for. So, the net raw material rate is calculated as unit rate minus scrap rate.

Click Save. The new raw material displays as a value in the dropdown list.

Select the newly-added raw material. The corresponding description, UOM, and rates automatically display. However, a yellow triangle icon displays to indicate that the raw material is yet to be approved by the buyer organization.

Once the quotation is submitted, the buyer can choose to add the raw material to the master by following these steps: Add a new raw material to the master.

If supplier uses an approved raw material in quotation but with a different rate

If supplier submits a quotation using an approved raw material but entering a rate different from the approved rate, the raw material record on the buyer side (Menu > Product Development > Sourcing > Raw Material > Create Raw Material) is updated with the new raw material rate for the supplier.

Going forward, this rate displays as the default rate for the raw material in the quotation for the supplier.

Raw Material Supplier Actions

This guide will help a supplier take the required actions involved with raw material rates:

Accept a Raw Material Rate Change Agreement
Add new raw material in quotation that is not part of buyer’s approved raw material list
Use an approved raw material in quotation but at a different rate

Accept a Raw Material Rate Change Agreement

In the left-navigation menu on the supplier home page, access the Raw Material Agreements section. Or simply, click the notifications icon and select the relevant notification.

The Raw Material Agreements page displays. Click View Contract.

Review the details of the rate change.
To accept the revised rate, sign in the space provided and click Agree. A notification is sent to the buyer user whose name is entered in the rate change agreement template. Any blanket releases issued after this will calculate the unit price based on the revised raw material rate. If you don’t accept the revised rate, blanket releases will continue with the previously agreed rate.

Add new raw material in quotation that is not part of buyer’s approved raw material list

The supplier may include a new raw material when submitting a quotation:

From the supplier home page, go to RFQ & Quotations.

Against the relevant part, click the Create Quotation icon.

Click the Add Production Tool and Add Production Cost buttons. The different sections of the quotation display.
In the Raw Material section, select Add Raw Material from the dropdown list. The Raw Material window opens.

Enter mandatory details such as:

Unit of Measurement: Enter the unit of measurement, for example, lb. (Pound) or ltr. (Litre).
Unit Rate: Enter the rate per unit of the raw material.
Scrap Rate: Enter the rate that the wasted raw material can be sold for. So, the net raw material rate is calculated as unit rate minus scrap rate.

Click Save. The new raw material displays as a value in the dropdown list.

Select the newly-added raw material. The corresponding description, UOM, and rates automatically display. However, a yellow triangle icon displays to indicate that the raw material is yet to be approved by the buyer organization.

Once the quotation is submitted, the buyer may choose to add the raw material to their approved list.

Use an approved raw material in quotation but at a different rate

Going forward, this rate displays as the default rate for the raw material in the quotation for the supplier.

New Vendor Onboarding

Vendor Registration

Accept Registration Request from Buyer & Complete Zumen Signup (By Supplier)

Create Quotation (By Supplier)

Submit a basic price quotation, if required, for multiple parts

Submit a detailed quotation

Submit quotation by uploading a quotation file

Accept a PO (Supplier)

Summary Parts Status

Production Part Approval Process (PPAP)

Advance Shipment Notices (ASN)

Supplier accepting a revised rate

If supplier includes a new raw material in the quotation

If supplier uses an approved raw material in quotation but with a different rate

Raw Material Supplier Actions

Accept a Raw Material Rate Change Agreement

Add new raw material in quotation that is not part of buyer’s approved raw material list

Use an approved raw material in quotation but at a different rate