Frequently Asked Questions (FAQ)

This chapter aims to provide answers to the most frequently asked questions regarding the functionalities of the e-procurement portal.

Please note that this manual illustrates all the functionalities of the portal, but only those associated with the user’s configured profile will be available, based on their operational role within Multiversity S.p.A.

These functionalities may vary according to the configurations requested by Multiversity S.p.A.

a. How to Invite a Supplier to Register on the Portal

Inviting a supplier occurs through the “Invitation to Register” section by entering the mandatory information: company name, contact email, country, tax code, and language. From this invitation, a communication is generated containing an alphanumeric code (token) through which the supplier can access the registration flow.

b. How to View Supplier Information

Through the e-Procurement portal, it is possible to view the information and data provided by suppliers during the registration process. In this regard, the information can be found on the page, accessible by following this procedure:

1.    In the Suppliers area of the left Menu bar, select the Companies subsection.

2.    Search for the supplier using the filters available on the page.

3.    Select the supplier’s name from the Company column.

c. How to View Questionnaires Completed by Suppliers

Once the registration phase is complete, the supplier must fill out a series of questionnaires necessary to complete their qualification process within the register. For some of these, it is necessary to attach company documents. To verify the document status and the details of the questionnaires, follow the procedure below:

1.    In the Suppliers area of the left Menu bar, select the Vendor List subsection.

2.    Search for the supplier using the search bar.

3.    Click on the Document Status corresponding to the supplier to view the details.

4.    To view the responses provided to the questionnaires, click on the icon in the Actions column.

d. How to View and Validate Documents Submitted by Suppliers

Within the Suppliers Register section, it is also possible to view and download all documents uploaded by suppliers during the qualification phase. The procedure is as follows:

1.    In the Suppliers area of the left Menu bar, select the Documents > Document Validation subsection.

2.    Search for the supplier using the search bar.

3.    Click on the corresponding icon   in the Actions column.

4.    In the page that opens, you can download the document by clicking on its name.

5.    To validate the document, click on the icon  , and to reject it, click on the icon   and enter a reason that will be sent to the supplier via email.

e. How to Promote/Reject Suppliers in Pre-Qualification

Within the Suppliers Register section, it is also possible to promote or reject suppliers in pre-qualification. The procedure is as follows:

1.    In the Suppliers area of the left Menu bar, select the Vendor List subsection.

2.    Search for the supplier using the search bar.

3.    If the document status is “Regular,” you can click on the icon   in the Qualification Status column.

4.    In the pop-up that appears, you can choose the qualification status (qualified, conditionally qualified, unqualified) by checking the icon  .