Berkeley Vendor Portal Handbook
Vendor Portal
BSU-PROC-VP-HB-01 · Version 1.1 · October 2026

Vendor Handbook & Training

How to work with Berkeley through the Berkeley Vendor Portal

Register and prequalify, acknowledge purchase orders, invoice once Berkeley has processed your GRN or JCR, and keep your compliance documents current. Select any module to open its training.

Portal
auh.vendor.berkeleyuae.com
Issued by
Procurement, Berkeley Services UAE LLC
For
Vendor admins, finance & compliance staff
Support
procurement@berkeleyuae.com

The vendor lifecycle

Select a stage to open its training

Your action Berkeley action Throughout: keep documents valid (Module 8) and watch your KPI score (Module 9)

Training modules

Each module shows the real portal screen, with numbered markers that match the steps. Select a screenshot inside a module to enlarge it.

Six rules that keep you paid on time

  1. No PO, no delivery. Berkeley does not pay for goods or services supplied without a confirmed PO.
  2. Acknowledge every PO within 48 hours. It is measured on your KPI scorecard.
  3. Invoice only after Berkeley processes the GRN or JCR. Until then, the invoice upload stays locked.
  4. Upload a system-generated PDF invoice that matches the PO. Clear scans are checked automatically (they use OCR); unclear scans are checked by hand and take longer.
  5. Renew documents before they expire. Act on the amber expiry banner on your dashboard as soon as it appears.
  6. Give every colleague their own login. Never share passwords.

Need help?

Contact Berkeley Procurement. Quote your vendor code and the PO or invoice number in every message.

procurement@berkeleyuae.com

The ? icon at the top right of every portal page also opens an email to Procurement.

Module 1 · Access

Sign in and manage your team's logins

The portal is by invitation only. Your company admin signs in first, then invites finance and compliance colleagues so that every person has their own login.

Berkeley Vendor Portal sign-in page 1234
Sign-in page, Berkeley Vendor Portal (auh.vendor.berkeleyuae.com)
Team logins page 567
Company › Team logins. Visible to the company admin.

Sign in

  1. 1Enter your work email or username and your password.
  2. 2Forgotten it? Select Forgot password?, enter your work email and open the reset link that is emailed to you.
  3. 3Select Proceed to Portal. You land on your Dashboard.
  4. 4New vendors cannot self-register. Open the link in your invitation email. If you have no invitation, contact Procurement.

Add your team

  1. 5Select Invite colleague and enter their name and work email.
  2. 6Choose a role: Company admin, Sales / Account Manager or Finance / AR.
  3. 7Use Resend login if an invitation is lost, and Deactivate anyone who leaves your company on their last day.
Good practiceChange your password from Change password at the bottom of the menu. Shared logins make it impossible to know who acknowledged a PO or submitted an invoice.

Module 2 · Overview

Your dashboard: what needs your attention today

The dashboard summarises your orders, invoices, pending actions and performance. Orders and bills refresh from Berkeley's ERP, and the time of the last refresh is shown.

Vendor dashboard 123 4567
Overview › Dashboard. Sample data shown.
  1. 1Summary tiles: active purchase orders and their value, POs to invoice (GRN / JCR processed and ready to bill), Action required and your KPI score.
  2. 2Action required lists what is waiting for you, such as POs to acknowledge. Check the refresh time under the heading.
  3. 3Select Acknowledge → to go straight to that PO (Module 4).
  4. 4Registration status shows your prequalification score, vendor code, TRN, Peppol ID and registration reference. Open Company profile to review them.
  5. 5The menu is grouped as Onboarding, Sourcing, Orders, Finance, Compliance & Performance and Company. Use Search menu to jump to a page.
  6. 6Notifications (bell) and Help (?), which emails Procurement.
  7. 7Vendor Advisory: E-Invoicing Details gives Berkeley's buyer details for your e-invoices (Module 6).
Daily habitOpen the portal once a day and clear the Action required list. It is the quickest way to protect your KPI score.

Module 3 · Onboarding

Registration and prequalification

Your invitation opens a prequalification application with a reference such as PQ-2026-00101. When Berkeley approves it, you become a qualified vendor and receive a vendor code such as S01001.

Draft→Invitation→Response→Evaluation→Validated→Qualified
Insurance and Documents section 1345
Insurance & Documents, step 5 of 8
ESG and QHSE section 678
ESG & QHSE, step 6 of 8
FTA Know Your Vendor section 9101112
FTA / Know Your Vendor, step 7 of 8
Agreements and Declaration section 131415
Agreements & Declaration, step 8 of 8
  1. 1Work through the 8 sections in the left panel: Company Profile, Ownership & Banking, References & Contacts, Trade Scope, Insurance & Documents, ESG & QHSE, FTA / Know Your Vendor, Agreements & Declaration. A tick means the section is complete. Use Save draft at any time.
  2. 2Company Profile: complete every field marked *, including the trade licence number, issue and validity dates, issuing authority, VAT TRN and the emirates you serve.
  3. 3Upload in PDF, JPG, PNG, Word or Excel, max 15 MB each.
  4. 4Mandatory: valid trade licence, VAT registration certificate, owner/partner passport copies and the insurance certificates you declare (for example, Workmen's Compensation).
  5. 5Uploaded files show Uploaded with View and Replace.
  6. 6ESG & QHSE: answer Yes or No for each item: IMS certification (ISO 9001/14001/45001), EcoVadis, HIRA & safe working procedure, quality, H&S, environment and energy policies, labour standards (e.g. SA8000), your own code of conduct, training policy and an H&S risk assessment. Then complete the labour questions: employee-rights awareness, voluntary overtime, weekly working hours and youngest employment age.
  7. 7Answering Yes opens an upload slot, and that document becomes mandatory.
  8. 8Everything you upload here also appears under Documents & Certificates, where you keep it current (Module 8).
  9. 9FTA / Know Your Vendor: declare your legal structure and any address or manager changes in the last 12 months. This is required under FTA Decision No. 13 of 2026.
  10. 10Select your annual business volume. AED 375,000 or above triggers enhanced media screening.
  11. 11Upload the authorised representative ID / POA and the Bank / IBAN validation letter, which is mandatory for every vendor.
  12. 12Give consent to media screening and tick the FTA / Know Your Vendor Declaration.
  13. 13Read the Vendor Code of Conduct, the NDA / Non-Solicitation Agreement and the Vendor / Service Provider Agreement, then tick I agree for each.
  14. 14Enter the authorised person's name, direct email and direct phone number.
  15. 15Select Submit. Once you are qualified, this button reads Submit updates.
Avoid delaysIf anything is missing after you qualify, an amber banner and an Action badge appear. Select Complete missing items. Use clear, in-date scans and the same TRN and licence number in every section.

Module 4 · Orders

Purchase orders and acknowledgement

Confirmed purchase orders arrive automatically from Berkeley's ERP. They are read-only. Your job is to review each PO and acknowledge it so that Berkeley knows you have accepted it.

Purchase orders list 123 4567
Orders › Purchase Orders. Sample data shown.
  1. 1Find a PO by number or reference, or filter by status: Purchase Order, Locked or Cancelled.
  2. 2Status is the PO's state in Berkeley's system. Locked means the PO is confirmed and cannot change.
  3. 3Billing shows whether the PO can be invoiced yet. Not billable means the GRN / JCR has not been processed yet (Module 5).
  4. 4Acknowledged shows the date and time you accepted the PO.
  5. 5Select Print for a copy of the PO. Check the items, quantities, prices and delivery location before you accept.
  6. 6Select Acknowledge. The time is recorded and the button disappears.
  7. 7To invoice counts POs whose GRN / JCR is processed and ready to bill.
MeasureTarget
POs acknowledged95%
Acknowledged within 48 hours90%
Before you acknowledgeIf you cannot meet the PO's price, quantity or date, do not acknowledge it. Contact the buyer or Procurement first so the PO can be corrected.

Module 5 · Delivery

GRN and JCR: the step that unlocks invoicing

After you deliver, Berkeley processes a GRN (Goods Receipt Note) for materials or a JCR (Job Completion Report) for services. You can upload your invoice only after the GRN or JCR has been processed. Delivery notes are not uploaded to the portal.

You suppliedBerkeley processesConfirms
Materials / goodsGRN · Goods Receipt NoteQuantity received at store or site
Services / worksJCR · Job Completion ReportJob completed and accepted
Invoice form showing delivered purchase orders 1234
Finance › Invoices › Submit invoice. Only POs with a processed GRN / JCR are listed.
StagePO list · BillingCan you invoice?
PO issued and acknowledged, GRN / JCR not yet processedNot billableNo, upload is locked
GRN / JCR processed for part of the POPartial deliveryYes, for the processed quantity
GRN / JCR processed for the full PODeliveredYes
  1. aDeliver the materials, or complete the service, against the PO. Hand over your delivery note or job sheet at site as usual. The portal does not accept delivery-order uploads.
  2. bBerkeley processes the GRN (materials) or JCR (services) in the ERP. The portal picks it up at the next refresh, which is shown on the dashboard.
  3. 1To check whether the GRN / JCR is processed, open Submit invoice and search for the PO number.
  4. 2A PO with a processed GRN / JCR appears as Delivered or Partial delivery, with its value.
  5. 3Partial and full deliveries can be invoiced. You invoice only what the GRN / JCR covers, not the full quantity ordered.
  6. 4POs ready to bill (on the Invoices page) and To invoice (on Purchase Orders) count the POs with a processed GRN / JCR.
Strictly: No PO, No DeliveryNever deliver materials or start a service without a confirmed Purchase Order from Berkeley Procurement. Verbal requests, emails and site instructions are not orders. Berkeley is not liable to pay for anything delivered or performed without a PO, and no GRN or JCR can be processed against it.

Module 6 · Finance

Submitting a tax invoice

Invoices are submitted from Finance › Invoices, and only for POs whose GRN / JCR has been processed. A system-generated PDF is checked against the PO automatically. Clear scans are also checked automatically (they use OCR); an unclear scan or photo is verified by hand, which takes longer.

Invoices page 1234
Finance › Invoices. Sample data shown.
Invoices submitted in the portal 567
Submitted in the portal (bottom of the Invoices page)
  1. 1Select Submit invoice. Search for the PO number or choose a Delivered PO from the list (Module 5).
  2. →Complete the invoice details, attach your tax invoice and select Check before filing. Fix any mismatch with the PO, then select Submit.
  3. 2POs ready to bill shows how many POs with a processed GRN / JCR you have not invoiced yet.
  4. 3Download your statement of account as PDF, Excel or CSV.
  5. 4The statement is split by age: current, 1–30, 31–60, 61–90 and 90+ days.
  6. 5Submitted in the portal lists your invoices with their amounts excluding VAT, the VAT and the total.
  7. 6Digital PDF and clear scans: checked against the PO automatically (scans use OCR). Unclear scan or photo: Finance verifies it by hand.
  8. 7Status moves from Received to Under review, then Approved, awaiting payment, Paid, or Rejected.
E-invoicing buyer detailsBill Berkeley Services UAE LLC, TRN 100029720800003 (VAT group), Peppol ID 0235:1000004349. The full details are on the Vendor Advisory: E-Invoicing Details page.
First-time acceptance (target 95%)Invoice one PO per invoice, in the same amounts and VAT as the PO and only for what the GRN / JCR covers.

Module 7 · Finance

Tracking payments

Finance › Payments shows where each invoice is and when it was paid, so you do not need to chase by email.

Payments page 1234
Finance › Payments. Sample data shown.
  1. 1Awaiting payment: the total of your open invoices and how many are approved.
  2. 2Paid in the last 90 days.
  3. 3Average time to pay, from submission to payment date.
  4. 4Status for each invoice, with a count of the days it has been open.
StatusMeaning
ReceivedBerkeley has the invoice and is checking it
Approved, awaiting paymentApproved and scheduled under your payment terms
PaidPayment made. The date shows under Paid on
Payment queriesRaise a query only after the due date under your payment terms has passed. Quote the invoice number and the PO number.

Module 8 · Compliance

Documents, certificates and expiry alerts

Your mandatory documents must stay valid. When one is close to expiry, an amber banner appears on your dashboard after you sign in. Upload the renewed copy straight away.

Documents and Certificates page 1234
Compliance & Performance › Documents & Certificates
Renew document dialog 56789
Update › Renew dialog
Dashboard banner

Your Trade Licence expires on 30 Nov 2026 — upload the renewed copy under Documents & Certificates to avoid a hold on new purchase orders.

Documents & Certificates
Illustration of the expiry banner. The wording and dates on your screen will differ.
  1. 1The standing bar shows how many mandatory documents are valid. Your target is 100%.
  2. 2Filter by Needs action to see missing or expiring items.
  3. 3A valid document shows Valid. Select Update to replace it before it expires.
  4. 4A missing document shows Missing. Select Upload.
  5. 5Attach the renewed certificate (PDF, JPG, PNG, Word or Excel, max 15 MB).
  6. 6Enter the new reference or certificate number.
  7. 7Tick no expiry date only if the document has none.
  8. 8Enter the new expiry date. The portal uses it to remind you next time.
  9. 9Select Save.
When the banner appearsOpen Documents & Certificates and follow steps 5–9. If the renewal is still with the authority, upload it the day you receive it. An expired mandatory document affects your account standing and your KPI score.
What to keep on fileMandatory: Trade Licence, VAT Certificate, Workmen's Compensation, Public Liability Insurance. ESG & QHSE: EcoVadis, ISO 9001/14001/45001, HIRA & SWP, Quality, H&S, Environment and Training policies, H&S risk assessment. Any item you answered Yes to in registration becomes mandatory and appears here.

Module 9 · Performance

Your KPI scorecard and RFQs

Berkeley scores every vendor from live portal activity over the last 12 months. Your score is visible to you at all times under Compliance & Performance › KPI Scorecard.

KPI scorecard 123
KPI Scorecard. Sample data shown.
RFQs and Tenders page 4
Sourcing › RFQs & Tenders
MeasureWhat countsTarget
Document complianceMandatory documents valid100%
PO acknowledgementConfirmed POs acknowledged95%
Acknowledged within 48hAcknowledgements within 2 days90%
Invoice first-time acceptanceInvoices accepted without rejection95%
RFQ response rateRFQs you quoted on80%
  1. 1A low acknowledgement rate is the most common reason for a poor score. Acknowledge every PO.
  2. 2A red bar marks a measure below target.
  3. 3The overall score is out of 100. Needs improvement means one or more measures are below target.
  4. 4When Procurement invites you to quote, the RFQ appears under RFQs & Tenders. Submit before the closing date. Awarded RFQs become purchase orders.