On 13 December 2021, EnBW switched to a new procurement system, which, for the first time, will be linked to the supplier portal. The goal behind this new system is to expand our collaboration with you as a supplier, simplify the processes we use, and improve the self-service options for everyone involved.
The switch does not alter the fundamental processes we work with, nor does it affect our existing suppliers’ prequalification status or certificates. What’s new is the user interface and the way in which the various tasks are carried out. A number of documents that were previously sent by email are now simply entered directly in the new system. This means they can be seen and processed quickly by everyone involved.
The new system, which we at EnBW call “Ivalua”, is intuitive and largely self-explanatory, with plenty of easy-to-use features that will save you valuable time in the future. This new user-friendly tool makes it a lot quicker to complete administrative processes – and now you can carry out many of them yourself.
The switch to the new tool primarily affects users of the “Supplier portal”. Those who have been using the “Special supplier portal” can continue to do so.
We’ve put together the key information you need to start using the new system (Ivalua) as smoothly as possible.
We answer your questions
General information about the new system
The new system – known as “Ivalua” at EnBW – went live for all suppliers on 13 December 2021.
As an existing supplier, you will receive a system-generated email on or after 13 December 2021. This will contain a link to a one-time registration process. You will need to complete this process to access the new system. This will involve choosing a new password. After you have accepted the “General terms of use for the EnBW Supplier Portal”, you can update your data as required.
Once you’re logged into the new system, we recommend browsing through the options to discover all the new features it offers.
Click on the link in the email you received. This will take you to a website where you can click a “Lost your password?” button. You will then receive another email with a link, return to the website and create your new password.
Emails will be sent to every email address that is on file in the supplier portal. If you haven’t received an email, please ask your colleagues whether they have received it. If so, they can add you to the system as an additional contact. If they haven’t received an email either, please try to register in the system once again.
Simply create a new contact, enter your colleague’s details, and send them an invitation. Follow these 7 steps:
1. After logging in at http://www.Einkauf.EnBW.com, select General information > My supplier card to view your company information.
2. Select “Contacts” from the menu bar on the left to create a new contact. (The menu bar on the left can be opened and collapsed.)
3. Click the “+ Create new contact” button to open the pop-up window for managing contact information. Enter the required information here.
4. Once you have entered all the information, close the window by clicking “Save & close.” The new contact will appear in “Supplier contacts”.
5. The new contact is not able to log in until a “Login” entry exists. Please send an invitation to the contact by clicking on the envelope icon.
6. This opens a preview of the email that will be sent. Click “Send notification” to proceed.
7. The new contact can now log in.
This instruction will help you when inviting a colleague.
The system is very intuitive and easy to use. We have made training videos for the most important features, which you can find under the relevant Q&As on this page. Please note that the videos are in German, but you can change the subtitles to English.
No, the new system is completely free of charge and you don’t have to buy any additional software to work with us.
If you have a question that isn’t covered here, please get in touch with us by email.
Questions about working together in the new system
Switching to the new system will lead to changes in how you work with customers and with staff from the purchasing department. Most of the communication will take place in the new system. Automatically generated emails to remind you of orders and things to do, will keep you updated. The new system will also allow you to browse your orders directly and check the status of your existing certificates. You can also use the new system – known as “Ivalua” at EnBW – to send quotations directly to purchasers and customers in response to calls for tenders and requests for quotations.
Existing EnBW suppliers can use the new supplier portal to:
- Browse and participate in requests for quotations
- Submit quotations and modify them as necessary
- Manage non-disclosure agreements
- Find out whether you have been awarded the contract on the basis of your quotation and choose whether to confirm or reject it
- Maintain master data and update certificates
- View your prequalification status
NEW suppliers can use the supplier portal to:
- Sign up as a supplier and complete the registration process
- Manage and submit non-disclosure requests
- Carry out prequalification by answering questions about your company
You will receive requests for quotations through the new supplier portal. Simply click on the “Requests for quotations” tab in the new user interface. This will take you to your personal overview of requests for quotations and tenders. Click on a request for quotation in the list. Toward the bottom of the page you can see and review the relevant details of the tender.
The following video provides more information on how to accept a request for quotation and submit your bid:
You will receive your NDA through the new supplier portal. Click on the “Requests for quotations” tab and select “Information and price inquiries”. This will take you to your personal overview of requests for quotations and tenders.
Click on an item in the list. Open the document “Non-disclosure agreement template”. Once opened, download the document and sign it. After scanning in the signed document, you can easily add it as an attachment either by using the drag and drop function or by clicking on the button.
See the following video for more information on the non-disclosure agreement:
Submit your quotation using the new tool. Please note that you can submit a quotation only if a member of the purchasing department or a requisitioner has requested a quotation from you in the new tool.
Watch to find out more about the various steps in the quotation submission process.
To modify your quotation after it has been submitted, click the “Create quotation” button. The form will appear containing the details of your quotation, which you can now change as required.
The following video provides more details on how to modify quotations:
Click on “Requests for quotations” and then on “Information and price inquiries”. Select the request for quotation you would like to process. To find out more about the next steps in processing mandatory and optional batches, see the following video:
You can also use the new tool to find out whether your quotation has been accepted. Click on “Quotation overview”. In the “Decision” column, you can see whether your quotation has been accepted or rejected.
Watch the following video to find out more:
You can confirm the order directly in the new system. Click on “Orders” and select “Confirm orders”. Select the relevant order by clicking on the Ivalua transaction number. In the order overview, you can choose to assign the transaction to one of your colleagues or to reject, confirm or modify the order.
For more information on confirming orders, see the following video:
Yes, orders can also be rejected. For example, you may wish to send an incoming order that cannot be amended back to the purchasing department, or simply reject an order outright. The new tool provides the features you need to do this.
To find out more about the various steps in this process, please watch the following video:
You can modify orders directly in the new supplier portal. The following aspects can be modified: confirmed quantity, confirmed delivery date and confirmed unit price. The following video provides more details:
The way in which you receive orders has not changed. Regardless of whether you previously used the general supplier portal or the special supplier portal, you will continue to receive your orders in the usual way, i.e. by email or directly within the system.
No, your order numbers will remain the same.
The new tool includes a setting that gives you the option of asking the requisitioner to send you a confirmation after receiving the goods. To find out more, watch the following video:
No, the invoicing address will remain the same. You will find it in the same place as usual in the order confirmation.
No, it is the same process as before.
The same ones as before. You can submit your invoices in paper form, electronically (as a PDF file), or in ZUGFeRD format. More information can be found on the invoicing information page.
Questions and answers on pre-qualification
Yes, the status of your EnBW prequalification and the status of your certificates will be transferred into the new system. All you have to do is answer a few questions and confirm your details when you log in to the new system for the first time. You may have already answered these questions earlier on in the prequalification process. Please remember that providing answers to these questions is an essential prerequisite for working with EnBW.
Prequalification will continue to be spread over multiple stages, just like before. We have trimmed down the number of questions for prequalification significantly, and you will no longer be asked the same question twice. You will be presented with some of the questions when you log in to the new system for the first time. These are the key questions that apply to all products and services and are required for any kind of collaboration with EnBW. At this stage, we also ask you to confirm acceptance of our Supplier Code of Conduct.
The Supplier Code of Conduct is the basis for all working relationships with our suppliers. We take responsibility for our supply chain and ask you to share in that responsibility. In this way, we can minimise the negative social and environmental impact of our business activities. To see an overview of the key points contained in our Supplier Code of Conduct, click here. You can also download the full version as a PDF file here.
Yes, because the Supplier Code of Conduct is the basis of our working relationships and a binding part of every contract with suppliers. We expect suppliers not only to follow it themselves, but also to communicate it to their own suppliers, their employees, and their trading partners and to take suitable measures to ensure that it is complied with. To see an overview of the key points contained in our Supplier Code of Conduct, click here. You can also download the full version as a PDF file here.
Visit our supplier portal to register with EnBW as a new supplier. Simply click on the “New supplier? Introduction” link on the homepage. To register as a supplier, you will need to enter a few details about your business and choose a password. Please note that all fields marked with an asterisk (*) are required. Once you have entered all the required information, click the “Register” button to complete the first step of the supplier registration process. You will receive confirmation by email that your information has been received. Your request to register as a supplier will now be processed by the purchasing department. You can track the status of your registration request in the supplier portal.
The following videos provide more information:
Once the EnBW purchasing department has identified you as a supplier seeking qualification, the new tool will specify which certificates you need to upload and which questionnaires you need to fill out. Any required documents that are missing from your application will appear under “Onboarding progress”.
The following video contains more information on how the onboarding process works in our new tool:
Explainer Videos
To ease your work with our new new system here are some videos for you.
Please activate the english subtitles.