SUPPLIER REGISTRATION & MANAGEMENT

USER MANUAL

SUPPLIER REGISTRATION USER MANUAL 1

 DISCLAIMER
Please note that this User Manual is for the purpose of the guidance
of the User to use the functions in eGP. Users with Appropriate
privilege assigned to them and / or Approved by The National
Treasury will be able to use the System. It has been the endeavour to
prepare this User Manual capturing the process / screens as
Appearing in the eGP system, however, in certain cases the screens
may differ and it shall be the responsibility of the User to execute
the process on the eGP system as expected to be performed. The
Users shall be responsible for the acts performed by them through
the User ID and the privilege assigned to them.

SUPPLIER REGISTRATION USER MANUAL 2

 INTRODUCTION

Suppliers, Contractors and consultants (hereafter referred

to as ‘Supplier’) interested in doing business with the
Government of Kenya should register on the Electronic
Government Procurement (eGP) System. The purpose of
this manual is to guide Suppliers on how to register with the
eGP system.

SUPPLIER REGISTRATION USER MANUAL 3

TYPES OF SUPPLIERS THAT CAN REGISTER ON EGP

i.SOLE PROPRIETORSHIP/BUSINESS NAMES

ii.PARTNERSHIP FIRMS
iii.LIMITED LIABILITY PARTNERSHIP FIRM
iv.COMMUNITY BASED SERVICE PROVIDER
v.LOCAL INDIVIDUAL CONSULTANTS
vi.LOCAL COMPANY
vii.FOREIGN COMPANY
viii.COMPANY LIMITED BY GUARANTEE

SUPPLIER REGISTRATION USER MANUAL 4

 LIST OF ACRONYMS
AGPO Access to Government Procurement Opportunities
BRS Business Registration Service

eGP Electronic Government Procurement

ID Identification

IFMIS Integrated Financial Management Information System

IPRS Integrated Population Registration Services

IPRS Integrated Population Registration Services

KRA Kenya Revenue Authority

NCA National Construction Authority

OTP One Time Password

TNT The National Treasury

SUPPLIER REGISTRATION USER MANUAL 5

BASIC REQUIREMENT FOR SUCCESSFUL REGISTRATION AND MANAGEMENT OF SUPPLIERS AND USERS
1. For successful registration in e-GP Kenya, the following data will be required:
a) Company / Business Registration Number maintained by Business Registration Service
(BRS).
b) KRA PIN for business or Individual
c) National Identification (ID) Number
2. For purpose of registration, the e-GP system shall verify and validate the above data from
relevant government agencies such as Kenya Revenue Authority, Business Registration Service
and National Registration Bureau. Any mismatch of data provided shall result in unsuccessful
registration. Suppliers are advised to update their data with BRS and KRA before registering in e-
GP Kenya.
3. The person registering on e-GP Kenya must be one of the Owner / Director or Person authorized
to transact on behalf of the company and shall be responsible for managing the supplier's e-GP
account. Authorized Person shall be required to provide Power of Attorney signed by the
Directors and certified by licensed advocate and Commissioner of Oaths.
4. Suppliers MUST have a valid business email ID through which all e-GP system communication
shall be channeled.
5. Foreign suppliers not registered with BRS may proceed with the registration, however
registration with BRS will be a condition for contract award.
SUPPLIER REGISTRATION USER MANUAL 6
 PART A.
CREATION OF
REGISTRATION
DETAILS
SUPPLIER REGISTRATION USER MANUAL 7
 SUPPLIER REGISTRATION-REGISTRATION DETAILS

STEP 1: ACCESS THE EGP PORTAL

a. Visit the Portal: Open your web browser and navigate to the eGP Supplier Registration Portal by entering the URL:
https://egp.treasury.go.ke/.
b. Navigate to Registration: On the eGP Home Page, locate and click on the "Registration" menu.
c. Select Supplier Registration: From the dropdown menu, click on the "Supplier Registration" link

SUPPLIER REGISTRATION USER MANUAL 8

 SUPPLIER REGISTRATION-REGISTRATION DETAILS
LANDING PAGE FOR SUPPLIER REGISTRATION

SUPPLIER REGISTRATION USER MANUAL 9

 SUPPLIER REGISTRATION-REGISTRATION DETAILS

STEP 2: CREATE USER ID & ENTER BUSINESS EMAIL ID

a. Fill in the User ID. The system will check if the User ID has already been used. If the User ID is already in use, you will be
prompted to create a different User ID.
b. Enter Business Email Address: Input your correct and active email address in the provided field and Click the "Verify
Business Email ID" button to receive a One-Time Password (OTP).

NOTE
The User ID field allows
a minimum of 6 and a
maximum of 30
alphanumeric characters
(A-Z, 0-9).
Special characters such as
dot (.), dash (-), and
permitted accented
characters are allowed.

Ensure you use an active

email address to receive
important
communications from the
e-GP system, including the
OTP.

SUPPLIER REGISTRATION USER MANUAL 10

 SUPPLIER REGISTRATION-REGISTRATION DETAILS

STEP 3: CONFIRM BUSINESS EMAIL ID

C. Before submitting the email address, confirm that the information provided is accurate. If so Click on YES .

NOTE
You will not be able
to edit Business
Email ID after clicking
Yes.

SUPPLIER REGISTRATION USER MANUAL 11

 SUPPLIER REGISTRATION-REGISTRATION DETAILS

STEP 4: RECEIVE OTP ON BUSINESS EMAIL ID

STEP 5: VERIFY BUSINESS EMAIL ID

Enter The OTP and Click on Verify

SUPPLIER REGISTRATION USER MANUAL 12

 SUPPLIER REGISTRATION-REGISTRATION DETAILS

STEP 6: VERIFICATION OF BUSINESS EMAIL ID SUCCESSFUL

After successful Verification the status changes to Business Email ID Verified successfully

VERIFY MOBILE NUMBER

STEP 1 ENTER THE VALID OFFICIAL BUSINESS MOBILE NUMBER AND CLICK ON VERIFY MOBILE NUMBER

Before submission, counter check the Contact provided for security purpose and system communication.

SUPPLIER REGISTRATION USER MANUAL 13

 SUPPLIER REGISTRATION-REGISTRATION DETAILS

STEP 2: CONFIRM BUSINESS MOBILE NUMBER

NOTE
You will not be able
to edit Business
Phone Number after
clicking Yes.

SUPPLIER REGISTRATION USER MANUAL 14

 SUPPLIER REGISTRATION-REGISTRATION DETAILS
STEP 3 RECEIVE THE ONE TIME PASSWORD

STEP 4: ENTER THE ONE TIME PASSWORDVERIFY BUSINESS MOBILE NUMBER

SUPPLIER REGISTRATION USER MANUAL 15

 SUPPLIER REGISTRATION-REGISTRATION DETAILS

STEP 5: VERIFY OF BUSINESS MOBILE NUMBER SUCCESSFUL

STEP 5: CLICK ON NEXT

Click on Next to navigate to the next page. (Contact Details Page)

SUPPLIER REGISTRATION USER MANUAL 16

 PART B.
CREATION OF
PRIMARY
CONTACT
DETAILS
SUPPLIER REGISTRATION USER MANUAL 17
 SUPPLIER REGISTRATION-CONTACT DETAILS

LANDING PAGE FOR CONTACT DETAILS

SUPPLIER REGISTRATION USER MANUAL 18

 SUPPLIER REGISTRATION-CONTACT DETAILS

STEP 1: VERIFY PRIMARY CONTACT DETAILS FOR KENYANS

After entering all the Information, click on “Verify with IPRS”.

NOTE
1. The primary contact person
should be one of the DIRECTORS
or the owner of the business
2. The primary user created will be
responsible for managing users
in the supplier’s organization.
i.e. The primary user is the e-GP
supplier administrator and their
roles will include:
i. User creation and management
(creating and deleting users,
Assigning of rights)
ii. Managing company profile.
iii. The System will not allow the
user to move to the next page if
the Verification has not been
done.
SUPPLIER REGISTRATION USER MANUAL 19
 SUPPLIER REGISTRATION-CONTACT DETAILS

STEP 2:VERIFICATION OF THE PRIMARY CONTACT DETAILS FOR FOREIGNER

NOTE
1. If Citizenship Is Foreigner
Select The Appropriate Foreigner Id
Type Ie.
2. ALIEN
3. PASPORT
4. REFUGEE

Click On “Next” to navigate to the Next page. (Ie. Business Details page)

SUPPLIER REGISTRATION USER MANUAL 20

 SUPPLIER REGISTRATION-CONTACT DETAILS

STEP 3 :AFTER SUCCESSFUL VERIFICATION OF THE PRIMARY CONTACT DETAILS

STEP 4. CLICK ON NEXT

Click On “Next” to navigate to the Next page. (Ie. Business Details page)
SUPPLIER REGISTRATION USER MANUAL 21
 PART C.
CREATION OF
BUSINESS
DETAILS
SUPPLIER REGISTRATION USER MANUAL 22
 SUPPLIER REGISTRATION- BUSINESS DETAILS
LANDING PAGE FOR BUSINESS DETAILS

SUPPLIER REGISTRATION USER MANUAL 23

 SUPPLIER REGISTRATION- BUSINESS DETAILS
STEP 1. BELOW IS AN ILLUSTRATION ON HOW TO FILL DETAILS FOR SOLE PROPRIETORSHIP.

NOTE
The system will not Permit
you to continue if the
information provided does
not match.
Fill in the form for the KRA
PIN as required by the type
of Tax Payer category specific
to your Organization and
click on verify. After a
successful verification the
status changes to Verified as
illustrated below.

SUPPLIER REGISTRATION USER MANUAL 24

 SUPPLIER REGISTRATION- BUSINESS DETAILS
STEP 1. BELOW IS AN ILLUSTRATION ON HOW TO FILL DETAILS FOR LOCAL COMPANY.

NOTE
1. The system will not
Permit you to continue if
the information provided
does not match.
2. Fill in the form for the
KRA PIN as required by
the type of Tax Payer
category specific to your
Organization and click on
verify. After a successful
verification the status
changes to Verified as
illustrated below.
3. Select whether the
Company is Private
Limited of Public Limited

SUPPLIER REGISTRATION USER MANUAL 25

 SUPPLIER REGISTRATION- BUSINESS DETAILS
STEP 1. BELOW IS AN ILLUSTRATION ON HOW TO FILL DETAILS FOR FOREIGN COMPANY.

NOTE
FOR FOREIGN COMPANIES
VERIFICATION WITH BRS IS
NOT MANDATORY

SUPPLIER REGISTRATION USER MANUAL 26

 SUPPLIER REGISTRATION- BUSINESS DETAILS

STEP 2. AFTER UPDATE OF DETAILS THE STATUS CHANGES AS BELOW

SUPPLIER REGISTRATION USER MANUAL 27

 SUPPLIER REGISTRATION- BUSINESS DETAILS
STEP 3. CLICK ON PROCURING CATEGORY AND CLICK ON NEXT

After Successful filling of the form Click On Next save the information and to move to the Next Page<Registered
Office Address>

SUPPLIER REGISTRATION USER MANUAL 28

 PART D.
CREATION OF
OFFICE
ADDRESS
SUPPLIER REGISTRATION USER MANUAL 29
 SUPPLIER REGISTRATION- OFFICE ADDRESS DETAILS
LANDING PAGE FOR OFFICE ADDRESS DETAILS

SUPPLIER REGISTRATION USER MANUAL 30

 SUPPLIER REGISTRATION- OFFICE ADDRESS DETAILS

STEP 1.FILL THE DETAILS FOR THE REGISTERED OFFICE ADDRESS for KENYAN BUSINESSES

SUPPLIER REGISTRATION USER MANUAL 31

 SUPPLIER REGISTRATION- OFFICE ADDRESS DETAILS
STEP 1.FILL THE DETAILS FOR THE REGISTERED OFFICE ADDRESS FOR FOREIGN BUSINESSES

SUPPLIER REGISTRATION USER MANUAL 32

 SUPPLIER REGISTRATION- OFFICE ADDRESS DETAILS
STEP 2 AGREE TO THE TERMS AND CONDITION AND SUBMIT

NOTE
1. Click on the check box If the
Corporate Address is the same
as the Registered office
Address.
2. Agree to Terms and Conditions
3. On clicking the ‘Submit’
button, the e-GP system will
generate a unique business
registration EGP number and
the Log in credentials will be
sent to the business email that
was registered.

Enter the Captcha values and Agree to the Terms and conditions and Privacy Policy and the click on as shown above.
SUPPLIER REGISTRATION USER MANUAL 33
 SUPPLIER REGISTRATION- POST SUBMISSION
LOG IN ID AND FIRST TIME PASSWORD EMAIL

Enter the Captcha values and Agree to the Terms and conditions and Privacy Policy and the click on as shown above.

SUPPLIER REGISTRATION USER MANUAL 34

 SUPPLIER REGISTRATION- POST SUBMISSION

EGP NUMBER GENERATION EMAIL

Enter the Captcha values and Agree to the Terms and conditions and Privacy Policy and the click on as shown above.

SUPPLIER REGISTRATION USER MANUAL 35

 36

GENERAL
FUCTIONALITIES

SUPPLIER REGISTRATION USER MANUAL

 PART E.
LOG IN EGP

SUPPLIER REGISTRATION USER MANUAL 37

 SUPPLIER REGISTRATION- GENERAL FUNCTIONALITIES
eGP Kenya Home Page available on https://egpkenya.go.ke. Then click on Login as shown below.

SUPPLIER REGISTRATION USER MANUAL 38

 SUPPLIER REGISTRATION- GENERAL FUNCTIONALITIES

ENTER THE LOG IN CREDENTIALS AND CLICK ON LOG IN

SUPPLIER REGISTRATION USER MANUAL 39

 SUPPLIER REGISTRATION- GENERAL FUNCTIONALITIES
ENTER THE ONE TIME PASSWORD AGREE TERMS AND CONDITIONS

SUPPLIER REGISTRATION USER MANUAL 40

 SUPPLIER REGISTRATION- GENERAL FUNCTIONALITIES
ON FIRST TIME LOGIN THE USER MUST RESET THEIR PASSWORD BY FILLING THE FORM WITH A PERSONALIZED PASSWORD

NOTE
Current Password – Enter the
password received in email.
New Password – Type the
password you want to use.
Password must follow the
password requirements of the
system. These requirements
are displayed on the screen as
seen above.
Confirm Password – Re-type
the new password here.

SUPPLIER REGISTRATION USER MANUAL 41

 SUPPLIER REGISTRATION- GENERAL FUNCTIONALITIES

FORGOT PASSWORD

SUPPLIER REGISTRATION USER MANUAL 42

 SUPPLIER REGISTRATION- GENERAL FUNCTIONALITIES

ON FIRST TIME LOGIN THE USER MUST RESET THEIR PASSWORD BY FILLING THE FORM WITH A PERSONALISED PASSWORD

SUPPLIER REGISTRATION USER MANUAL 43

 SUPPLIER REGISTRATION- GENERAL FUNCTIONALITIES

ON FIRST TIME LOGIN THE USER MUST RESET THEIR PASSWORD BY FILLING THE FORM WITH A PERSONALISED PASSWORD

NOTE
After Successful
Change Of
Password. The user
is able to log in
Using the new
Password

SUPPLIER REGISTRATION USER MANUAL 44

 PART F.
DASHBOARD
MESSAGES
SUPPLIER REGISTRATION USER MANUAL 45
 SUPPLIER REGISTRATION- GENERAL FUNCTIONALITIES

DASHBOARD MESSAGES/NOTIFICATION
When a User logs in into the eGP portal, they can access these Dashboard Notifications from their Dashboard. To access the
messages or notifications, click on Message Icon.

SUPPLIER REGISTRATION USER MANUAL 46

 SUPPLIER REGISTRATION- GENERAL FUNCTIONALITIES

MESSAGE BOX

Users can view the detailed message by clicking on the icon.

Users can also mark important messaged as starred by clicking on the Icon

User can also delete the unwanted messages by clicking on Icon

System will show 10 messages by default in ascending order of date of receipt.

User can use the Page Number links to access older messages (if any) as shown below.
SUPPLIER REGISTRATION USER MANUAL 47
 SUPPLIER REGISTRATION- GENERAL FUNCTIONALITIES

VIEW NOTIFICATION

Users can view the detailed message by clicking on the icon. This will open the complete message

SUPPLIER REGISTRATION USER MANUAL 48

 PART G.
CREATION OF
BUSINESS
PROFILE
SUPPLIER REGISTRATION USER MANUAL 49
 SUPPLIER REGISTRATION- CREATION OF BUSINESS PROFILE

AFTER SUCCESSFUL FIRST TIME LOGIN THE USER IS REQUIRED TO CREATE THE BUSINESS PROFILE

STEPS TO CREATE/UPDATE BUSINESS PROFILE

UPDATE SECTION ORGANISATION TYPE APPLICABLE
ORGANIZATION DETAILS All
BRANCH DETAILS All
OWNERSHIP DETAILS COMPANIES
QUALIFICATION DETAILS INDIVIDUAL CONSULTANTS
COMMON PROFILE All
DOCUMENT LIBRARY All
SUPPLIER REGISTRATION USER MANUAL 50
 PART H.
ORGANIZATION
DETAILS
SUPPLIER REGISTRATION USER MANUAL 51
 CREATION OF BUSINESS PROFILE-ORGANIZATION DETAILS
UPDATE BUSINESS PROFILE

Note
1. This section is
available after first
time login and
profile can always
be updated by
clicking on edit
profile.
2. Depending on
your organization
type the number
of sections to fill
SUPPLIER REGISTRATION USER MANUAL
may vary. 52
 CREATION OF BUSINESS PROFILE-ORGANIZATION DETAILS
STEP 1. UPDATE BUSINESS DETAILS

SUPPLIER REGISTRATION USER MANUAL 53

 CREATION OF BUSINESS PROFILE-ORGANIZATION DETAILS
STEP 2 UPDATE PROCUREMENT CATEGORY

Click on Procurement Category Drop Down to select and specify the procurement category which the business is interested.
STEP 3 VERIFY IFMIS NUMBER

If the Organization is Registered with IFMIS. Select Yes>> Enter the IFMIS Number >>then Click on Verify.
SUPPLIER REGISTRATION USER MANUAL 54
 CREATION OF BUSINESS PROFILE-ORGANIZATION DETAILS
STEP 4 ENTER BUSINESS SECTOR

Go to Business sector section and click on Add.

STEP 5 ENTER ITEM NAME, SELECT CLICKING ON THE CHECK BOX THEN CLICK ON SAVE
Select the business Sector Relevant for the organization in which its eligible participate in procurement Opportunities

Click on save as shown above. SUPPLIER REGISTRATION USER MANUAL 55

 CREATION OF BUSINESS PROFILE-ORGANIZATION DETAILS
STEP 6. REMOVE AN ITEM BY CLICKING ON REMOVE WHERE NECESSARY

The List will appear and User can add or remove a line.
SUPPLIER REGISTRATION USER MANUAL 56
 CREATION OF BUSINESS PROFILE-ORGANIZATION DETAILS
STEP 7 ENTER AND VERIFY AGPO DETAILS
For AGPO Qualified supplier fill form with the Valid AGPO Certificate Number and click on Verify and retrieve information

STEP 8 VERIFY NCA REGISTRATION NUMBER

For NCA Qualified supplier fill form with the Valid NCA Certificate Number and click on Verify and retrieve information

One can add or Delete NCA record by clicking on which ever link is applicable as provided below.

SUPPLIER REGISTRATION USER MANUAL 57

 CREATION OF BUSINESS PROFILE-ORGANIZATION DETAILS
STEP 9.VERIFY TAX COMPLIANCE CERTIFICATE
Enter the Valid Tax Compliance Certificate Number and click on Verify and retrieve information

STEP 10 UPLOAD DOCUMENTS INSTRUCTIONS

i.User can add multiple files
ii.Allowed file formats pdf, jpeg, png, xls
iii.Maximum file size is 20mbs per file.

SUPPLIER REGISTRATION USER MANUAL 58

 CREATION OF BUSINESS PROFILE-ORGANIZATION DETAILS
STEP 7 UPLOAD DOCUMENTS

NOTE: Make sure to click on save to successfully upload the files. If not, the files uploaded will be lost and required to upload again.

After Clicking on Save you are navigated to the NextREGISTRATION

SUPPLIER page which USERis contact information Page
MANUAL 59
 PART I.
CONTACT
DETAILS
SUPPLIER REGISTRATION USER MANUAL 60
 CREATION OF BUSINESS PROFILE-CONTACT DETAILS
STEP 1 ENTER SECONDARY EMAIL AND MOBILE
User can enter Secondary Email Id and also the Mobile Number

STEP 2 ENTER ADDITIONAL CONTACT DETAILS

One can add and also Delete one or more additional contact Details by clicking on the links provided. After filling the form click on save as above.

SUPPLIER REGISTRATION USER MANUAL 61

 CREATION OF BUSINESS PROFILE-CONTACT DETAILS
STEP 3 ENTER SECONDARY EMAIL AND MOBILE
User can enter Secondary Email Id and also the Mobile Number

STEP 4 ENTER ADDITIONAL CONTACT DETAILS

One can add and also Delete one or more additional contact Details by clicking on the links provided. After filling the form click on save as above.
SUPPLIER REGISTRATION USER MANUAL 62
STEP 5 AFTER SUCCESSFUL ENTITY ADDITION OF

SUPPLIER REGISTRATION USER MANUAL 63

 PART J.
BRANCH
DETAILS
SUPPLIER REGISTRATION USER MANUAL 64
 ENTER THE BRANCH DETAILS
Enter Office type, Branch Name, Country, County, sub-county

Fill the form and complete the branch details page.

Several Locations Can be added or removed as branches for the organization

SUPPLIER REGISTRATION USER MANUAL 65
AFTER SUBMISSION THE USER IS NOTIED AS SHOWN BELOW

SUPPLIER REGISTRATION USER MANUAL 66

 PART K.
OWNERSHIP
DETAILS
COMPANIES
SUPPLIER REGISTRATION USER MANUAL 67
 CREATION OF BUSINESS PROFILE-OWNERSHIP DETAILS

STEP 1: DIRECTORS DETAILS

SUPPLIER REGISTRATION USER MANUAL 68

 CREATION OF BUSINESS PROFILE-OWNERSHIP DETAILS
STEP 2. SCROLL TO THE LEFT TO COMPLETE THE FORM

Fill in the Directors Details as shown above.

The Directors can be added or removed accordingly

SUPPLIER REGISTRATION USER MANUAL 69

 CREATION OF BUSINESS PROFILE-OWNERSHIP DETAILS

STEP 3: SHAREHOLDERS DETAILS

Enter the % of shares each member has in the company.

Fill in the Share Holder Details as shown above. The Directors can be added or removed accordingly

SUPPLIER REGISTRATION USER MANUAL 70

 PART L.
QUALIFICATIONS
SPECIFIC FOR
INDIVIDUAL
CONSULTANT
SUPPLIER REGISTRATION USER MANUAL 71
 STEP 1 ACADEMIC QUALIFICATION

Where qualification, institution, year of completion, upload degree/certificate, field of expertise and the area of interest. Certificates are
also required to be uploaded.

A qualification can be added or Deleted by clicking on respective link

SUPPLIER REGISTRATION USER MANUAL 72

 STEP 2: ADD PROFESSIONAL AFFILIATION DETAILS

For Specialized professional affiliations can be added or Deleted by clicking on the buttons below respectively

SUPPLIER REGISTRATION USER MANUAL 73

 STEP 3 DECLARATION AND SAVE

The consultant must select the declaration supporting credibility of the information provided above click on save.

SUPPLIER REGISTRATION USER MANUAL 74

 SUBMIT FOR APPROVAL
STEP 1 : PREVIEW PROFILE INFORMATION

STEP 2 CONFIRM AND SUBMIT FOR APPROVAL

After Preview and confirmation that the information provided is correct, click on Submit

SUPPLIER REGISTRATION USER MANUAL 75

 NOTIFICATION AFTER SUBMISSION OF PROFILE

After Successful submission of the profile the User is notified as illustrated above.
AFTER THE SUBMISSION THE USERS PROFILE IS SENT TO THE eGP ADMIN FOR APPROVAL

SUPPLIER REGISTRATION USER MANUAL 76

 PART M.
PROFILE
WITHDRAWAL

SUPPLIER REGISTRATION USER MANUAL 77

 WITHDRAW PROFILE
STEP 1. NAVIGATE TO WITHDRAW PROFILE
Navigate to My Account  Withdraw Profile

SUPPLIER REGISTRATION USER MANUAL 78

 WITHDRAW PROFILE
STEP 2ENTER THE REMARKS FOR THE WITHDRAWAL AND SUBMIT
i. Enter The remarks on why the withdrawal is necessary
ii. Attach the Necessary files and also give consent supporting the same
iii. Click on Submit.

After successful Profile withdrawal the user will not be able to log in to the system with the initial credentials
SUPPLIER REGISTRATION USER MANUAL 79
 PART N.
SUBMISSION OF
CLARIFICATION/
CORRECTION
SUPPLIER REGISTRATION USER MANUAL 80
 PROVIDE CLARIFICATION
NOTIFICATION AFTER APPROVER REQUEST FOR CLARIFICATION
After the system Admin requests the clarification, the supplier is notified through Phone Message, Dashboard and on
email as shown below.

Log in to the eGP portal and Click on the button as instructed.

SUPPLIER REGISTRATION USER MANUAL 81

 PROVIDE CLARIFICATION
DASHBOARD NOTIFICATION AFTER RQUEST FOR CLARIFICATION

Log in to the eGP portal and Click on the button as instructed.

SUPPLIER REGISTRATION USER MANUAL 82

 PROVIDE CLARIFICATION
PROVIDE REPLY TO THE CLARIFICATION AND THEN SAVE

Enter The Reply to the System admin and click on Save.

SUPPLIER REGISTRATION USER MANUAL 83
 PROVIDE CLARIFICATION
NOTIFICATION AFTER SUBMISSION

After the user saves the clarification, the user is notified as shown above

After the amendments have been made Navigate to the preview page and click on Submit

SUPPLIER REGISTRATION USER MANUAL 84

 PROVIDE CLARIFICATION

NOTIFICATION AFTER SUBMISSION OF PROFILE AFTER CLARIFICATION

After the user saves the clarification, the user is notified as shown above

SUPPLIER REGISTRATION USER MANUAL 85

 PART O.
UPDATE OF
COMMON PROFILE

SUPPLIER REGISTRATION USER MANUAL 86

 SECTION 1
BUSINESS
PERMITS
SUPPLIER REGISTRATION USER MANUAL 87
 COMMON PROFILE
UPDATE OF COMMON PROFILE
Information provided in this section will be available for the supplier to use in the Tendering Section.
This section requires frequent update to capture and maintain Up to date information for use in participation in Procurement
Activities.
This section can Only be updated after profile approval.
Navigate to BUSINESS PROFILE  COMMON PROFILE  ADD DETAILS

SUPPLIER REGISTRATION USER MANUAL 88

 COMMON PROFILE-BUSINESS PERMITS
STEP 1. UPDATE BUSINESS PERMITS AND SAVE.
Select business permit type and fill the form duly as illustrated below. Upload the relevant documents where possible and click
on Save. One can add or delete licenses as they require.

SUPPLIER REGISTRATION USER MANUAL 89

 COMMON PROFILE-BUSINESS PERMITS
STEP 2. SAVE BUSINESS PERMITS

If successful, the system displays the message as below

SUPPLIER REGISTRATION USER MANUAL 90

 SECTION 2
FINANCIAL
CAPACITY
SUPPLIER REGISTRATION USER MANUAL 91
 COMMON PROFILE- FINANCIAL CAPACITY
STEP 1. UPDATE FINANCIAL CAPACITY
Select business permit type and fill the form duly as illustrated below. Upload the relevant documents where possible.
One can add or delete licenses as they require.

SUPPLIER REGISTRATION USER MANUAL 92

 COMMON PROFILE- FINANCIAL CAPACITY
STEP 1. FINANCIAL CAPACITY
Upload the relevant documents where Necessary and click on Save.

Upon successful saving the user is notified as shown below.

SUPPLIER REGISTRATION USER MANUAL 93

 94

SECTION 3
ADDING KEY
EMPLOYEE
DETAILS
SUPPLIER REGISTRATION USER MANUAL
 COMMON PROFILE- KEY EMPLOYEES
STEP 1. ADDING KEY EMPLOYEE DETAILS
Fill the form as illustrated; specifying whether the employee is a foreigner or a Kenyan Citizen
If Kenyan Citizen is selected, then IPRS Verification is mandatory

SUPPLIER REGISTRATION USER MANUAL 95

 COMMON PROFILE- KEY EMPLOYEES
STEP 2 VERIFY INFORMATION AND CLICK ON SAVE

After counter checking the employee information provided, click on Save

SUPPLIER REGISTRATION USER MANUAL 96

 COMMON PROFILE- KEY EMPLOYEES
STEP 3 NOTIFICATION AFTER ADDING KEY EMPLOYEE DETAILS

After successful save, the user is notified as illustrated above.

SUPPLIER REGISTRATION USER MANUAL 97

 SECTION 4
CONTRACTS

SUPPLIER REGISTRATION USER MANUAL 98

 COMMON PROFILE- CONTRACTS
CONTRACTS
FILL IN THE CONTRACTS TAB WITH THE FOLLOWING INFORMATION
i. COMPLETED CONTRACTS
ii. ONGOING CONTRACTS
iii. NON PERFORMED CONTRACTS
STEP 1 COMPLETED CONTRACTS

Scroll to the right to provide more information on the contract

SUPPLIER REGISTRATION USER MANUAL 99

 COMMON PROFILE- CONTRACTS

STEP 2. ONGOING CONTRACTS

Enter details of the contract/client name and further description

Scroll to the right to provide more information on the contract

SUPPLIER REGISTRATION USER MANUAL 100

 COMMON PROFILE- CONTRACTS
STEP 2 NON PERFORMED CONTRACT
Enter details of the contract/client name and further description

Scroll to the right to provide more information on the contract

Fill the form accordingly providing dates where necessary then click on Save
SUPPLIER REGISTRATION USER MANUAL 101
 SECTION 5
ADDITIONAL
BUSINESS
DETAILS
SUPPLIER REGISTRATION USER MANUAL 102
 COMMON PROFILE- ADDITIONAL BUSINESS DETAILS
STEP 1 ENTER ADDITIONAL BUSINESS DETAILS
Enter any additional information as illustrated below

After successful addition of this information click on Save

SUPPLIER REGISTRATION USER MANUAL 103
 COMMON PROFILE- ADDITIONAL BUSINESS DETAILS

STEP 3 CONTRACT DETAILS

The system shows the message above after successful saving of information

SUPPLIER REGISTRATION USER MANUAL 104

 SECTION 6
LITIGATION
HISTORY
SUPPLIER REGISTRATION USER MANUAL 105
 COMMON PROFILE- LITIGATION DETAILS
STEP 1 LITIGATION HISTORY

Provide the information as illustrated below.

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 COMMON PROFILE- LITIGATION DETAILS
STEP 2 FILL THE WHOLE FORM FOR LITIGATION HISTORY
Scroll to the right to Provide further information

After filling all field click on SAVE

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 COMMON PROFILE- LITIGATION DETAILS

STEP 6 NOTIFICATION AFTER SAVING LITIGATION HISTORY

After addition of all the fields in the form click on Save. The user is notified upon saving this Litigation details as shown below .

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 PART P.
EDIT BUSINESS PROFILE

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 UPDATE PROFILE
Post approval, Supplier profile can be updated anytime as and when it may be required.
Profile can be updated in two sections –
1. Updating the Business Profile
2. Updating the Common Profile
STEP 1 UPDATING THE BUSINESS PROFILE
Navigate and click on Business Profile  Edit Profile

The system requires the user to give a confirmation >> click Yes

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 UPDATE PROFILE
STEP 2 UPDATING THE COMMON PROFILE
Navigate and click on Business Profile  Common Profile  Update Details
Update or adjust the necessary section of the common profile The same way it was done during Profile creation

The following sections can be edited or updated at any time by the supplier Business Permit
i. Financial Capacity
ii. Employee Details
iii. Contacts
iv. Additional Business Details
v. Litigation History SUPPLIER REGISTRATION USER MANUAL 111
 PART Q.
PROFILE RENEWAL

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 STEP 2 RENEW PROFILE

Registration of a supplier on the eGP portal is valid for two (2) years from the date of approval. Suppliers are required to
renew their profile on or before the expiry date in order to continue business with Government Entities.

The process for renewal shall be similar to Update Profile process as illustrated above.

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 PART R.
CREATE AND MANAGE
ADDITIONAL USERS OF
THE SUPPLIER
ORGANIZATION
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 SUMMARY.

CREATE DESIGNATION
CREATE USER

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 SECTION 1
CREATE DESIGNATION

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 CREATE DESIGNATION

STEP 1 CREATION OF DESIGNATION

Navigate to INTERNAL USERS  DESIGNATION  CREATE under the menu section.

Enter the Designation Title and click on Submit.

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 CREATE DESIGNATION

STEP 2 NOTIFICATION ON SUCCESSFUL CREATION OF DESIGNATION

After successful saving, the New Designation is added on the list of available designation

The following actions are available under the Action column of each Designation - View, Edit and Assign Rights

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 CREATE DESIGNATION
STEP 3 ASSIGN RIGHTS
Click on assign rights against which designation that you want to assign rights to.

Assign Rights specific to the particular Designation by selecting on the list of available rights and click on Submit to save.

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 SECTION 2
SECONDARY USER

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 CREATE SECONDARY USER

STEP 3 CLICK ON USER  CREATE

Fill the Form as Illustrated Below. Make Sure the First Name, Last Name AND National ID are as they Appear in the ID CARD.
Make sure to enter an email address that is active and not already used.
After the Credentials have been entered the National ID has to be verified with IPRS. CLICK ON Verify with IPRS.

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 CREATE SECONDARY USER

STEP 3 CREATING SECONDARY USER BY SUPPLIER

If the primary user within supplier organization clicks on ‘Yes’ then system will show message – User has been registered
successfully. Account credential and activation link has been sent to user email.
After successful verification with IPRS, click on ‘Register’ button which is available on the form itself. System will show
confirmation message.

If the primary user within supplier organization clicks on ‘Yes’ then system will show message – User has
been registered successfully. Account credential and activation link has been sent to user email.

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 CREATE SECONDARY USER

STEP 3 CREATING SECONDARY USER BY SUPPLIER

On clicking on activate user, The Secondary user will receive Login Credentials on the Email and enabled to login to the
System to Preform Activities as per their rights in the system as assigned by the Primary user.

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 PART S.
CHANGE OF
PRIMARY
USER
SUPPLIER REGISTRATION USER MANUAL 124
 CHANGE PRIMARY USER
STEP 1 CHANGE PRIMARY USERS
Navigate to My Account  Change Primary User.

Select the New User to be assigned as the Primary User from the list of available users in the entity and the current
designation of the user
Note:
1. The Directors are the only users allowed to be mapped as a primary user

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 CHANGE PRIMARY USER
STEP 2 CHANGE PRIMARY USERS
Select from the List of available users then Click on Submit to effect the change.

Note:
1. Only one primary user per organization is allowed.
SUPPLIER REGISTRATION USER MANUAL 126
2. After the Changes, Only the New user will be able to act as the Supplier Admin
 PART T.
DOCUMENT
LIBRARY

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 DOCUMENT LIBRARY

Document Library is the document repository which can be used by Suppliers, where they can upload
documents on the eGP Cloud.
This library helps Suppliers to keep and access documents to be used on any procurement event from
anywhere. Bidder has to just upload the document once.

Supplier can upload following documents

i. Statutory

ii. Non-Statutory

Supplier can upload all type of documents which are permitted by the eGP System with following extensions

pdf, doc, docx, xls, xlsx, ppt, jpg, jpeg, png, gif, ttf, zip, rar

Maximum file size for each file is 20 MB. It means supplier can upload N number of documents of 20 MB
each.
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 DOCUMENT LIBRARY
STEP 1. CLICK ON DOCUMENT LIBRARY
Navigate to the Menu and click on Document Library

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 DOCUMENT LIBRARY
STEP 1. ENTER DOCUMENT DESCRIPTION
Choose the Appropriate file and then attach on the Portal: Click on Choose File Then Open to attach

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 DOCUMENT LIBRARY
STEP 2 CLICK ON UPLOAD
Enter the Document Description. Then click on UPLOAD

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 DOCUMENT LIBRARY
STEP 3. DOWNLOAD OR DELETE

After the file has been attached it is Updated and shown on list of Uploaded files in the document Library as shown above.
The User Can:
i. Download the File
ii. Delete file.

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***THE END***