Registering on SAP Ariba: A guide for businesses

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Are you ready to register your business on SAP Ariba to start viewing and bidding on Government of Canada tender opportunities?

 

Use this handy step-by-step guide to help you get there! If you have any questions, you can call, email, or chat with the CanadaBuys Service Desk.

 

Part One: Create a username, password and company profile to view tender opportunities

Register for a username and password to log in to SAP Ariba. Create a company profile (you will add more information to your company profile in Part Two). A company profile will allow you to view Public Services and Procurement Canada (PSPC) tender opportunities.

 

Step 1: Go to the registration page. Make sure to bookmark that page and always use that URL when completing your registration because it will allow you to add PSPC to your customer list. The URL will bring you to this page:

A screenshot of the SAP Ariba registration page.

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Step 2: In the Company information section, enter the name of your organization in the Company Name field at the top of the page.

A screenshot highlighting the Company Name field.

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Step 3: Click the Country field to open the drop-down menu and select the country where your organization’s head office is located. Tip: You can enter more addresses such as your shipping address and billing address later in your company profile. 

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Step 4: Type the street address of your head office into the Address field. 

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Step 5: Type the city into the City field.

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Step 6: Click the Province field to open the drop-down menu and select the company’s province or state.

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Step 7: Enter the postal code or zip code in the Postal Code field.

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Step 8: In the User account information section, enter the first name and last name of the main user.

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Step 9: Enter the email address you want to use to register the account. You will receive an activation message to this email account once you complete your registration.

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Step 10: Enter a username. The username must be in email format (name@example.com). Tip: You can select “Use my email as my username” located above the Username field. 

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Step 11: Enter a password. Tip: Passwords must have at least eight characters, must contain at least one number, and are case-sensitive.

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Step 12: Re-enter the password to confirm. 
Please note: After the password fields you can skip over the “Tell us about your business” section. It is not required for registration.

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Step 13: Before completing your registration, read and agree to the Terms of Use and the SAP Ariba Privacy Statement. This is mandatory. Select the check boxes next to each statement.

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Step 14: Click Register. 

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Step 15: Check your email and click the Activate link. You have now created a username, password, and company profile! You will now be able to view Government of Canada tender opportunities in SAP Ariba.

 

Next, go to Part Two to add additional information required by the Government of Canada. 

 

And remember, CanadaBuys is here to help. You can call, email, or chat with our Service Desk for answers to your questions.

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Part Two: Add more information to your company profile required by the Government of Canada 

If you followed the steps in Part One, you are now set up with a username, password, and company profile. Now, add additional information required by the Government of Canada to your company profile.

 

If you need help, you can call, email, or chat with our Service Desk for answers to your questions.

 

Step 1: Log in to SAP Ariba using the URL you bookmarked in Part One. Or, if you are already logged in after activating your account, go to Step 2.

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Step 2: Open up your company settings by clicking on the gear icon at the top right of the page and select Company Profile.

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Step 3: The Company Profile section has seven tabs. The following steps will show you how to enter the SAP Ariba required information that is required to do business with the Government of Canada.

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Step 4: At the Basic tab, enter your business name in the Company Name field.

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Step 5: Provide a short description about your business or services offered.

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Step 6: Next, provide information on the type of goods, products and/or services your business sells in the Product and Service Categories section.

 

Start from the first column on the left, and continue moving to the right. When you make a selection in one column, options appear in the next column (you are essentially narrowing down your product or service categories). Continue until you have completed all four columns. Your selections populate the My Selections section at the bottom of the page.

 

Then click OK.

 

Tip: If you don’t see a category that relates specifically to your business, select the closest match.

A screenshot of the Product and Service Categories section, and the OK button, in the Basics tab within the Company Profile.

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Step 7: Enter the Ship-to or Service Locations section. Enter a location to open the drop-down menu and select the location that best corresponds to your organization.  

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Step 8: Save your entries by clicking Save at the bottom right of the page.

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Step 9: Go to the Business tab of your company profile.

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Step 10: The required fields in the business section are Year Founded, Number of Employees, and the Supplier Legal Form.

A screenshot highlighting the Year Founded, Number of Employees and the Supplier Legal Form fields in the Business tab within the Company Profile.

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Step 11: Save your entries at the bottom right of the page. 

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Step 12: Next, go to the Contacts tab. The only required fields in this section are Main Email and Main Phone.  Enter the information and select Save at the top right of the page.

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Step 13: Click the Certifications tab.

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Step 14: Click Save at the bottom right of the page.

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Step 15: Next, go to the Customer Requested tab. This contains your sourcing customer list. You’ll see Government of Canada / Gouvernement du Canada listed here (this means PSPC is one of your customers). 

 

Clicking on Government of Canada / Gouvernement du Canada will bring you to some questions you are required to complete in order to bid on PSPC contracts. The steps on how to complete those questions are detailed in the next part of this guide.

 

Click Save to exit.

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Part Three: Complete these questions to bid on Government of Canada tender opportunities

Here, we’ll show you how to complete the questionnaire required by the Government of Canada for bidding. You’ll be able to submit bids once you complete this section. 

 

Step 1: Log in to SAP Ariba from the URL you bookmarked in Part One. Or, continue from where you left off in Part Two.     

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Step 2: Go to your company settings by clicking on the gear icon at the top right of the page and select Company Profile from the left side of the drop-down menu.

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Step 3: Click on the Customer Requested tab.

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Step 4: You will see Government of Canada / Gouvernement du Canada on your sourcing customer list. This means that PSPC has been added to your account as a customer. Click Government of Canada / Gouvernement du Canada to go to the questionnaire. To be able to bid, complete questions three to eight. 

 

If you need help with any of the questions, call, email, or chat online with our Service Desk.

A screenshot highlighting the Government of Canada / Gouvernement du Canada link in the Customer Requested tab within the Company Profile.

A screenshot highlighting the Government of Canada questionnaire in the Customer Requested tab within the Company Profile.

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Step 5: Question 3 is about personal sensitive information. In question 3.1 you agree to not enter personal sensitive information into the SAP Ariba and SAP Fieldglass system by selecting Yes from the drop-down menu.

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Step 6: Question 3.2 is about confirming you agree to the Code of Conduct for Procurement. You can read the code of conduct by clicking the link.

Select your answer from the drop-down menu. 

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Step 7: Question 4 is about general information that describes your business. To answer question 4.1, select the industry from the drop-down menu that reflects your main business activity.

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Step 8: Question 5 contains questions related to the Government of Canada’s Integrity Regime. To answer question 5.1, select the type of business that best corresponds to your organization from the drop-down menu.

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Step 9: For question 5.2, enter the information for the current owners, directors, and partners of the business in the following format: Name, Relationship.
Position is optional, but you can add it if you like.

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Step 10: Question 6 is about Voluntary Indigenous Self-Identification. 

Question 6.1 asks if you wish to identify your business as an Indigenous business as defined by the Government of Canada.

 

Select your answer from the drop-down menu.

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Step 11: Question 8 is about Environment Considerations. Question 8.1 asks if the business has an environmental management system in place. Select your answer from the drop-down menu.

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Step 12: For question 8.3, indicate whether your business has been rated by a sustainable supplier’s rating system. Select your answer from the drop-down menu.

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Step 13: To complete this part of the process, click Save as Draft. When saving as a draft, a status message appears indicating that you have saved the questionnaire as a draft.

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Step 14: To complete your questionnaire, click Submit. Once you do that, you will see a green banner notification message at the top the page.

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Step 15: Congratulations! You are now able to bid on PSPC tender opportunities.

 

In Part Four, we’ll show you how to add payment information to your account. If you are in the process of finalizing a contract with PSPC, you must enter payment information.

 

If your business is awarded a contract in future, you will be able to enter payment information at that time.

 

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Part Four: Enter payment information if you’ve been awarded a contract

Is your business in the process of finalizing a contract with PSPC? If yes, follow these steps to add payment information to your account. If you haven’t been awarded a contract, remember that you will need to eventually complete these steps if you are awarded a contract in the future.

 

Step 1: Log in to SAP Ariba by using the URL you bookmarked in Part One. Or, continue where you left off in Part Three.

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Step 2: Go to your company settings by clicking on the gear icon at the top right of the browser page, and select Company Profile from the left side of the drop-down menu.

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Step 3: On the Customer Requested tab, click Government of Canada / Gouvernement du Canada.

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Step 4: If you completed all the steps in Part Two and Part Three, pick up again at question 9.

A screenshot highlighting the Government of Canada / Gouvernement du Canada link in the Customer Requested tab within the Company Profile.

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Step 5: For question 9.1, answer if your organization is in the process of finalizing an award of contract with the Government of Canada.

 

Select Yes from the drop-down menu.

 

At this time, only businesses that are finalizing a contract will be able to proceed to question 9.2.

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Step 6: Question 9.2 asks if your organization has a Canada Revenue Agency (CRA) business number. If yes, answer questions 9.3, 9.4 and 9.6.

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Step 7: For Question 9.3, indicate the CRA ownership type from the drop-down menu.

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Step 8: For Question 9.4, enter your CRA business number.

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Step 9: For Question 9.6, indicate the supplier type from the drop-down menu. Depending on your response, complete all corresponding questions such as country, method of payment, and banking information.

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Step 10: For Question 9.8, select your preferred method of payment from the drop-down menu.

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Step 11: If you choose direct deposit, fill out the bank name and its city, postal code, and country.

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Step 12: Enter the name of the account holder, the Financial Institution Number, the branch number, and the account number.

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Step 13: For direct deposit, you can upload a copy of a void cheque or a bank confirmation letter by clicking on the Attach a file button.

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Step 14: Choose the file on your computer and click Open. The attached file will show in the box. If this is the file you want to attach, click OK at the top right of the screen.

 

You can now skip ahead to Step 18. 

 

For payment by cheque, continue to Step 15.

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Step 15: If you select Cheque as your preferred method of payment, go to question 9.28 and click the References hyperlink to view available reference documents in the drop-down menu.  

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Step 16: Select Alternative payee Form – Formulaire – destinataire du paiement alternatif to download and open the alternative payee form.

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Step 17: Complete the form according to the English instructions on page three of the document. 

 

You must complete all mandatory fields in sections 1-4 of the document.

 

Once you have completed the form, save the document to your computer, and submit it to your PSPC contact via email.

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Step 18: Click Save as Draft at the bottom right of the page to make sure the information you entered is complete.

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Step 19: If all information entered is complete, you will see a yellow banner at the top of the browser page.  If any information is incomplete, a red banner appears indicating the problem. 

 

If you need help, you can call, email, or chat with our Service Desk. 

A screenshot highlighting the yellow banner in the Government of Canada questionnaire.

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Step 20: All you have to do now is click Submit at the bottom right of the page.

 

A confirmation message will appear indicating that your information has been submitted to the Government of Canada for review.

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For more assistance, you can also watch this video:

The video leads you through the registration process, from creating a company profile on SAP Ariba, to completing the necessary steps for bidding on Government of Canada tender opportunities, to submitting your payment information.