Suppliers
- Suppliers FAQs
- Supplier Adoption Self Help Guide

Supplier Self Help Guide

Below is an easy step guide which will aid you in setting up to trade on GeM. How to videos are available at the bottom of the page. If you require further assistance please contact supplier adoption on either 0118 935 7083 or supplieradoption@reading.ac.uk

Step 1: Confirm your company details

Return the email form (available from supplier adoption team) confirming your company information. This will enable GeM supplier adoption to create a simple website.

If you already host a catalogue on the Parabilis system, please also ask for this to be copied over to the new GeM system.

Step 2: Your new website

We will set up your new website and email you login instructions when it is ready.

You should advise internal stakeholders (Finance: management, invoice processing and credit control sales: price maintenance and order processing) of changes in workflow

Once you have our email:-

If you have not received our email with login instructions within one day:

Email us at supplieradoption@reading.ac.uk

Step 3: Add information to your website

Select Customer login button on top right hand side of screen > Manage your site > type in your username and password.

Check that the following pre-loaded information is correct:

User Access Accounts have been created for all of your organisation's Stakeholders in the system for the following functions (price list maintenance; order processing and invoice processing. This can be checked by following menu path, My Account >Users >Manage users
Routing address for orders is correct. Trading settings >configure incoming orders. Check Email address to send orders to.
Registered Company No and VAT No is correct.

To build your website's Home page:

Select the option My Site > My pages > Edit homepage

To enter your COMPANY INFORMATION:

Go to the Homepage text box and type in your company details then click UPDATE

To add your COMPANY LOGO:

Go to the bottom of page and click Browse to select the image file; then click UPLOAD IMAGE (the image must be no larger than 180 x 180)

Click Home at the left-hand side of the navigation bar at the top of the screen

To add your PRODUCTS & PRICES, if you have a catalogue:

Download and populate standard Excel file (file link: www.gem.ac.uk)
Send the file to supplieradoption@reading.ac.uk

If you don't have a catalogue, don't worry - the system handles requests for quotations (RFQ):-

Email us at supplieradoption@reading.ac.uk to let us know that this is how you intend to trade.

Step 4: Specify your trading settings and billing options

In order to ACCEPT CARD PAYMENT, you need an Online Merchant Account and then enter details into the secure Control Centre:

From your Home screen, select Trading Settings > Configure Payment Options > Manage Merchant Accounts
Select REGISTER A NEW MERCHANT ACCOUNT
Select your Merchant account provider then click CONTINUE
Type in the details provided by your bank in the appropriate fields under Enter your merchant account details and click CONTINUE

If you do not have an Online Merchant Account, contact the GeM Supplier Adoption team on 01189357083 for advice and information

Check your DEFAULT VAT SETTINGS:-

From your Home screen, go to My Site > My Site Settings and scroll down the screen.
Tick Yes or No against Prices VAT Inclusive?
Enter your Default VAT rate (eg. 20)
Select save changes

See image below: