Processing of supplier orders and invoices
Provision of two digital platforms
To ensure seamless collaboration with our suppliers and a smooth process, NaTran has digitised its procurement process and offers two platforms for this purpose:
- SAP Ariba for tracking requests for quotation
- Sy by Cegedym for submitting invoices
How NaTran meets its legal obligations
Before participating in the procurement process, for certain categories (equipment, works), a supplier must be ‘approved’ to ensure that its technical proposal meets NaTran’s requirements and specifications. The quality of its operations and documentation will also be assessed, as well as the suitability of its prices and delivery times in light of NaTran’s needs.
This process comprises two stages:
- Qualification, which is the most rigorous stage in terms of technical and documentary validation
- Authorisation for use, which is a slightly less rigorous process without compromising the certification objectives
NaTran’s procurement is thus secured by offering a panel of reliable and competent suppliers. A supplier must obtain its qualification certificate or authorisation for use before being able to participate in a tender.
Who is affected?
All equipment involved in gas containment is affected. The same applies to work aimed at constructing, modifying or inspecting the NaTran network.
Here are a few examples:
- Control valves, non-return valves, actuators
- Welded equipment (valve stations, filters, etc.), forged or flexible fittings, pipe bends
- Meters, pressure transmitters, high-pressure analysers, regulators
- Repair equipment (OPC or non-OPC)
- Piping works, delivery stations, pipe laying, connections, NDT
The qualification of pipes, valves, fittings and flanges is managed by our subsidiary C4Gas.
Stages
How is a qualification or authorisation for use maintained?
The certificate is valid for a period of four years. At the end of this period, renewal will be subject to a technical feedback report (REX), the relationship maintained with the supplier over the past four years, and the updating of the supplier’s technical file.
Where appropriate, renewal may be granted for a shorter period, particularly if NaTran considers that improvements are required from the supplier or if a further audit is necessary.
Finally, a suspension or revocation may be decided upon depending on the circumstances.
In all cases, the supplier will be informed of the decisions taken by NaTran, and both parties will endeavour to maintain a constructive dialogue in order to re-establish healthy and sustainable relations.
The purchasing process consists of several stages:
- The consultation process, which leads to the selection of the chosen supplier(s)
- The order
- Invoicing
A platform for interactions between NaTran and its suppliers: SAP Ariba.
As part of the digitalisation of its procurement processes, NaTran invites you to join the SAP Business Network collaborative platform. Opening a standard account is free and allows you to carry out all your transactions with NaTran, including:
- Easily accessing NaTran’s calls for tenders,
- Submitting your commercial and technical proposals in a few clicks,
- Receiving your purchase orders and confirming them with ease.
This solution provides you with a secure and structured framework for collaborating effectively with NaTran’s procurement teams.
To help you get started with SAP Business Network, we have provided a series of user guides:
- Supplier Onboarding Kit: a general guide to quickly join the NaTran network on SAP Ariba.
- Registration and account creation: specific procedure for registering and creating an account
- Modifying an account or profile: specific procedures for modifying a standard account or a company’s profile (name and/or address)
- Managing user and administrator roles: procedure for updating an email address, changing an account’s administrator or contacting support.
The Aprovall platform (formerly e-attestation)
In accordance with the provisions of the Labour Code, the contracting authority, in this case NaTran, is required to verify the authenticity and accuracy of the legal documents submitted by its suppliers, regardless of the nature of the work (provision of services, supply of equipment or other).
As such, NaTran will not be able to enter into any contract or place any order with a supplier whose legal documents have not been checked beforehand.
To facilitate this process, the Aprovall platform (formerly e-attestation) is made available to you free of charge. It is your responsibility to upload the required documents and ensure they are updated every six months.
This procedure is essential to ensure regulatory compliance and safeguard contractual relationships
For suppliers based in France, the following documents must be provided:
- Proof of registration (Kbis extract, etc.) dated within the last 6 months
- Certificate confirming the submission of social security declarations and payment of social security contributions (‘Attestation de Vigilance’ from URSSAF, MSA, etc.), dated within the last 6 months
- A list of foreign employees requiring a work permit.
- In addition (financial risk cover)
- Tax certificate, dated within the last 6 months
- Valid certificate of Professional Indemnity Insurance
For suppliers established or domiciled abroad, the following documents must be provided:
- Certificate of registration
- Certificate of payment of social security contributions
Furthermore, if you are awarded a contract, you must sign the contract.
Useful documentation (PDF format) :
Orders created by NaTran are sent to you via SAP Business Network.
Opening a standard account is free of charge and allows you to carry out all your transactions with NaTran, including:
- Easily accessing NaTran’s tenders,
- Submitting your commercial and technical proposals in a matter of seconds,
- Receiving your purchase orders and confirming them with ease.
- This solution provides you with a secure and structured framework for collaborating effectively with NaTran’s procurement teams.
To assist you in using SAP Business Network, we provide a series of user guides:
- Supplier onboarding kit: a general guide to quickly join the NaTran network on SAP Ariba.
- Registration and account creation: specific procedure for registering and creating an account
- Modifying an account or profile: specific procedures for modifying a standard account or a company’s profile (name and/or address)
- Managing user and administrator roles: procedure for updating an email address, changing an account’s administrator or contacting us.
This procedure guides you through getting started with this feature:
NaTran undertakes to settle its suppliers’ invoices by bank transfer within 60 days of the invoice date, in accordance with the L.M.E. (Economic Modernisation Act of 4 August 2008).
There are three options available for sending your invoices to NaTran:
- Uploading the invoice to Sy by CEGEDIM
- Uploading a PDF invoice
- Sending a paper invoice (paper invoices are becoming obsolete and lengthen the processing and therefore payment cycle, so please opt for options 1 and 2!)
Paper submissions are becoming less common and lengthen the processing (and therefore payment) chain, so please opt for options 1 and 2!
A portal exclusively for submitting electronic invoices
As part of its commitment to environmental responsibility, NaTran provides its suppliers with free access to the SY by Cegedim portal for the digitisation of invoices and the traceability of processes.
Each supplier has a personalised account.
For new suppliers:
You will automatically receive a NaTran login and password by email via the SY by Cegedim platform.
>>> SY by Cegedim portal for submitting invoices (PDF document)
For suppliers already registered on the portal:
Your invoice must include the NaTran order number (where applicable) and your bank details.
Two options for submission:
- Submit your invoice via the portal: once the electronic invoice has been submitted to the SY portal, it is processed immediately. Processing is secure, faster and can be tracked 24 hours a day.
- Send your PDF invoice by email
>>> SY by Cegedim portal for submitting invoices (PDF document)
SY by CEGEDIM Portal - connection and tutorials
Supplier relations
Feedback Report (REX)
Each year, for every supplier, a Feedback Report (REX) is drawn up based on feedback from NaTran beneficiaries. This report takes into account our business relationship with you, your safety record, the quality of your services and equipment, compliance with NaTran requirements, and delivery times.
This REX forms the basis for the decision to renew a qualification or authorisation for use and, more generally, for the decision to retain you on our list of approved suppliers.
An REX may result in a warning and the implementation of an action plan with the supplier to improve areas requiring attention.
The supplier review
The supplier review, known as a Business Review (BR), is a meeting, usually held annually, between various NaTran stakeholders and a supplier. It provides an opportunity to discuss the services provided, what has gone well or needs improvement (in either direction), or any other topic, as required.
The organisation of a supplier review is usually the responsibility of the NaTran lead buyer but may be at your request. In some cases, a manager from the NaTran Procurement department may be present.