FAQ: Procurement portal

How should existing suppliers log in to the EPO procurement portal?

If you have not received an invitation email from the EPO, please email supplier@epo.org. Kindly note that the initial credentials are valid for seven days. After seven days, a new invitation is required.

The invitation email contains a link to the Ivalua platform, where existing suppliers can set a password and then log in to the portal.

How should new suppliers log in to the EPO procurement portal?

If you are not sure if your company is already registered in the EPO’s supplier database, please send a query to supplier@epo.org. We highly encourage new suppliers to register on the portal. For a complete guide to registration, see section 2, “Self-Registration”, in the user guide.

What company information is required on the procurement portal?

Please provide:

  • your company name
  • your preferred language
  • your address
  • a contact person

Please also provide at least one of the following identifiers, and ideally all of them:

  • your commercial register ID
  • your VAT ID
  • your tax number
  • your DUNS number (if applicable)

In a second step please provide your bank account details.

In case of doubt, the procurement portal will  indicate which fields have to be filled in.

To enable us to verify the correctness of the data, please attach supporting documents for your commercial register ID (e.g. extract from the commercial register), VAT ID (e.g. document from the tax authorities) and bank account details (e.g. letter from the bank) and, if applicable, an ISO certificate.

Where can supporting documents be attached?

Supporting documents can be attached on the Documents & Certs tab on the left side of the screen.

How can existing suppliers update their company’s master data?

See section 3, “Changing your company information”, in the user guide.

While registering on the portal, I receive an error message saying that an account with the email address already exists.

Your company is already registered on the EPO procurement portal. Please contact supplier@epo.org for further instructions.

What are the next steps after registration?

After registration, you will receive an email confirming that your registration on the EPO procurement portal was successful. You can then log in with your credentials and enter additional data such as your bank details and attach supporting documents.

To enable us to verify the correctness of the data, please attach supporting documents for your commercial register ID (e.g. extract from the commercial register), VAT ID (e.g. document from the tax authorities) and bank account details (e.g. letter from the bank) and, if applicable, an ISO certificate.

A procurement officer from the EPO will review your registration form. Once a business relationship exists (contract or purchase order) your company will be fully onboarded on the portal.

What should I do if an existing supplier no longer exists under a particular company name, commercial register ID and VAT ID?

If possible, please attach supporting documentation about the company’s liquidation or other evidence on the Documents & Certs tab. Add a short explanation that the company no longer  exists in the Reason for change request section.

Is it possible to upload issued invoices or delivery notes to the procurement portal?

At the moment it is only possible to enter and update company master data, your address and contact information. Further functionality will be rolled out in the future.

Is it possible to change the email address used for login?

Yes. Please email supplier@epo.org and a new invitation email   will be sent to the new email address.

Our company no longer provides services to the EPO. Do we need to log in and update our details?

As your company was previously an EPO supplier we have migrated your company’s master data to the procurement portal. There is no obligation to log in to the portal.

What is the purpose of the EPO procurement portal?

The portal is used to register new suppliers and as a self-service portal for our existing suppliers. In the portal our suppliers can currently update their master data. In future it is planned to expand this portal to the entire purchasing process, including the exchange of documents.

Is eTendering part of the procurement portal?

No, the procurement portal and eTendering are two separate platforms.

Register for or log in to eTendering.

I have updated company information and submitted the changes, but the status is "Approval in progress". It is not possible to update anything else. What should I do?

Your changes have to be verified by an EPO procurement officer. Once they have been confirmed, the feature Request information change will be available again. The Change log tab contains information about the status.

Quick Navigation