- Shared Certificate Database
A. Searching/ Adding to Procurement Table:
Last year we introduced the procurement certificate search functionality in the v3.1 update, which allowed users to search for suppliers previously used within their local database. We have now extended this functionality to include certificates uploaded into a Shared Certificate Database. This database is established through a joint contribution from all BEE Trax users, and access will be measured on a fair contribution basis i.e. The system will request that each agency contribute at least 10 certificates per month … an easy task to achieve!
To access the shared certificate database, just enter your search into the supplier search box and press enter (or click the magnifying glass icon).
This will bring up the Supplier Certificate Search form, which will default to search the shared database for the current financial period i.e. the measurement period of the scorecard. A new advanced search has also been added to this form to allow fine tuning your search parameters, or changing the search back to your local database. Select the chosen supplier from the list and click the Insert button (or double-click) to add it you procurement table.
Note: If you have entered the search term into the supplier search box, and no row selection is active on your procurement table, the item will be added to the bottom of the procurement table. This form has also been set to “float” in front of your table (meaning that you can still select the active row behind this form), and insert the chosen supplier to this active row.
When the supplier has been added from the shared database to your procurement table, the certificate (in PDF format) will automatically be attached to your list – indicated by the icon in column A:
To view this certificate, simply double-click on this item and the certificate will open. The certificate can also be viewed from the Supplier Certificate search form above, before inserting onto the procurement table.
This form also enables a user to edit a certificate entry, however only certificates which the agency/ consultancy has contributed can be edited.
B: Adding a Certificate:
Before trying to add a new certificate to the Shared Certificate Database, first search the supplier to ensure it is not already in the database. Then click on the “+” icon:
This will open the form for you to capture the required fields from the supplier certificate. Please be sure to enter the information carefully, paying special attention to the company name, registration number and expiry dates. The actual ownership percentages must be added, even if 0%.
Note: All fields except the “Service Type” and “Subsidiaries list” are mandatory. This form is set to also “float” in front of the table, which will enable you to open the actual certificate while the form is active and simply copy/ paste the selected fields directly from the certificate (use [Ctrl] [C] to copy and [Ctrl] [V] to paste)
If the certificate applies to subsidiaries, please click on the subsidiaries check-box to unhide the list. You should enter the subsidiary name (and registration number if different from the holding company). See example below…
Once you have added in all the required fields, click on the “+” button next to the certificate link and navigate to the certificate. NB – The certificate must be available in PDF format.
Click on “Save” to save the certificate to the Shared Certificate database, and a message box will appear to confirm the certificate save has been successful. If an error message appears, the certificate has not been successfully uploaded, in which case you should try again. If still unsuccessful after 3 attempts, please simply contact Progressive Data Solutions to rectify.
You can also add selected suppliers from your procurement table by right-clicking on the supplier and selecting “Add Selected”. This will automatically populate the form with all the available fields from your database. Another method of adding your suppliers is by searching your local database, selecting the chosen supplier and clicking the “Add” button at the bottom of the form.
C: Procurement Validation Process
We have also included a process to validate your procurement table against the Shared Certificate Database. Simply right-click on the supplier and select “Validate List”, either from the top of the list or from the selected row.
This process will search the Shared Supplier Database for items matching the Registration Number (if available), Trading Name, Registered Name and Subsidiary listing (or parts thereof). In the event of an exact match, when only one record is returned (i.e. same registration number and expiry date), the system will simply insert the remaining fields … but not overwrite the supplier name on your list. If the match is close, or there are many records available, the Supplier Certificate Search form will appear allowing the user to make a selection from the available list. If no items match, then simply click the “Skip” button to go to the next row on your procurement table. See example below …
You can cancel the validation process at any time by clicking the Cancel button on the form. Use the Validate > From Selected Row option to resume the validation from any row on your table.
Once you have completed the validation process from the Shared Procurement Database, filter your table on Column A to group the suppliers which have not been validated i.e. no certificate icon in Column A. You can then search you local database for the scorecards which have previously used this supplier, source the certificate and add to the Shared Certificate Database.
- Specifying ED/ SED contribution periods for Cumulative NPAT
We have now improved the method of specifying the periods for ED/ SED contributions when the Cumulative NPAT calculation is selected. By default the ED/SED contributions are divided by the same number of cumulative periods inputted in the Finance tab. The number of periods is now displayed above the ED and SED tables, and can be edited to reflect the actual number of periods applicable in your scorecard e.g. if the company has only just started contributing in the measured period to SED, but has been contributing for 3 years to ED, then the SED cumulative periods can be adjusted to 1. The full contribution is then applied to SED against the current year’s NPAT … this is also shown in the calculations tab for clarity.
For ED: For SED:
- VM Signoff checks on all tables (Double-click)
The ability to add in document references and checks/ ticks has been available on each table, in columns A and B respectively. We have now improved this feature by including an alternative check for the purposes of reviewer or verification manager. By double clicking on a checked item, the tick icon will change into a blocked tick, which can easily be identified as a reviewed item.
- Data Gathering Sheet v1.17 (Additional Provisions for Procurement Search)
The Data Gathering Sheet has been updated to v1.17, which includes an additional column in the procurement tab for the supplier registration number. This assists greatly in the supplier validation process mentioned above.