Berkeley Vendor Portal Handbook
Vendor Portal
BSU-PROC-VP-HB-01 · Version 1.2 · 23 October 2026

Vendor Handbook & Training

How to work with Berkeley through the Berkeley Vendor Portal

Register and prequalify, acknowledge purchase orders, mark your delivery or job completion on each PO, invoice with your DO or JCR, and keep your compliance documents current. Select any module to open its training.

Portal
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. Mark delivered quantity or job completed before you invoice. Until then, the invoice upload stays locked.
  4. Upload a system-generated PDF invoice that matches the PO. Scanned images need manual checks and take longer.
  5. Renew documents before they expire. Respond to the expiry pop-up 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

Your company admin signs in first (using the invitation email, or after registering your company on the sign-in page), 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 (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 vendor? Open the link in your invitation email, or select register your company on the sign-in page to start prequalification. Need help? Contact Procurement. The sign-in page also links to this Vendor Handbook & Training.

Add your team

  1. 5Select Invite colleague and enter their name and work email.
  2. 6Choose a role: Company admin, Finance / AP or Compliance.
  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 (delivery marked 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 you have not yet marked the delivered quantity or job completed (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 you have marked as delivered or completed and are 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

Mark delivered quantity or job completed

After you deliver the materials or complete the service against the PO, mark the delivered quantity or the job completed against each line item of the PO. The portal then lets you upload your invoice together with the DO (delivery order) or JCR (job completion report).

You suppliedYou mark in the portalYou upload with the invoice
Materials / goodsDelivered quantity on each PO lineInvoice + DO (delivery order)
Services / worksJob completed on each PO lineInvoice + JCR (job completion report)
Invoice form showing purchase orders with delivered quantity marked 1234
Finance › Invoices › Submit invoice. Pick the PO you have delivered against.
StagePO list · BillingCan you invoice?
PO acknowledged, nothing marked yetNot billableNo, upload is locked
Delivered quantity or job completed marked for part of the POPartial deliveryYes, for the marked quantity
Delivered quantity or job completed marked for the full PODeliveredYes
  1. aDeliver the materials, or complete the service, against the confirmed PO.
  2. bMark the delivered quantity (materials) or job completed (services) against each line item in the PO.
  3. 1The PO then appears as Delivered or Partial delivery, with its value, and invoice upload opens.
  4. 2Open Submit invoice, search for the PO number and upload your invoice with the DO (materials) or JCR (services).
  5. 3Partial and full deliveries can be invoiced. You invoice only the quantity or work you have marked, not the full quantity ordered.
  6. 4POs ready to bill (on the Invoices page) and To invoice (on Purchase Orders) count the POs you have marked and not yet invoiced.
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 nothing can be marked or invoiced against it.

Module 6 · Finance

Submitting a tax invoice

Invoices are submitted from Finance › Invoices, and only for POs where you have marked the delivered quantity or job completed. A system-generated PDF is checked against the PO automatically. A scan or photo has to be 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 with the DO (materials) or JCR (services) and select Check before filing. Fix any mismatch with the PO, then select Submit.
  3. 2POs ready to bill shows how many POs you have marked as delivered or completed and 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: checked against the PO automatically. Scan / image: Finance must verify it by hand.
  8. 7Status moves from Submitted to Under review, then Approved 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 the quantity or work you have marked.

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, a pop-up appears when 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
Document expiring soon

Your Trade Licence expires on 30 Nov 2026. Upload the renewed certificate to keep your account in good standing.

LaterUpload now
Illustration of the expiry pop-up. 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 pop-up appearsSelect Upload now 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 on—
  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.