cairn

Cairn India Limited - Oil and Gas Exploration Companies In India



Smair ImageSmart Source is a web based sourcing solution aimed at automating the tendering process at Cairn. It will allow you to respond to Expression of Interest (EoI) and Invitation to Tender (ITT) online. Smart Source will provide you:

  • Greater flexibility in bid response from anywhere up to the bid closure time
  • A guided approach of responding to the ITT ensuring completeness of response
  • Message boards to receive and send messages pertaining to a specific EoI/ITT The system is geared to improve our transaction efficiency during the tendering process and ensure
  • Reduced timelines for award
  • Paperless transactions

If you are a registered vendor with Cairn, you will be provided with a User Id to access Smart Source. Once you receive your User Id, you are requested to reset your password and complete your online profile.

As part of our endeavor for continuous improvement and providing better business experience for our suppliers, we will be launching other initiatives to facilitate better information for our suppliers. Please watch out this space to know more about these initiatives...

Training Video and Manual

The manual contains detailed information and procedures for Supplier activities on the Smart source portal, such as:

  • Submitting response to Expressions of Interest (EoI)
  • Submitting response to Request for Information (RFI)
  • Submitting response to Invitation to Tender (ITT)
  • Submitting response to Request for Proposal (RFP)

Download PDF
Smart Source Training Video

FAQs

Please refer to the document below for some common queries around using Smart Source

Smart Source FAQ

Smart Connect helps to automate, simplify and accelerate our post-procurement and payment processes for goods and services. It also helps us to build collaborative supplier relationships and ensure closer integration with our suppliers. Smart Connect will enable

  • Online exchange of documents like purchase order, invoice, shipping notification and goods receipt, thereby ensuring better visibility of the process to you
  • Suppliers to submit key documents (associated with delivery / service execution) online
  • Real time online status updates of suppliers’ delivery and invoices, eliminating the need of multiple follow-ups
  • Help us resolve queries regarding invoice processing faster

Each of you will be provided a unique user ID and password for the portal in order to ensure that your information/transactions are secure and only visible to you.

Training Manual.

This manual contains detailed information on how to use the Smart Connect portal, including information on how to View Purchase Order details

  • Create ‘Advanced Shipment Notification’
  • Create a ‘Service Confirmation’
  • Submit relevant documents online
  • View status of accepted / rejected materials / services by Cairn
  • View payment status

Smart Connect Training Manual - (updated on 10-12-2012)
Smart connect training video for ASN and SCN Creation

Quick Learn

Please refer to the following document for quick help on select actions required by the vendor on the portal

Module 1 – Smart Connect Overview - (updated on 29-01-2013)

Module 2 – Creation of Service Confirmation (For Services) - (updated on 29-01-2013)

Module 3 – Creation of Advance Shipment Notification (For Material) - (updated on 29-01-2013)

FAQs

Please refer to the document below for some common queries around using Smart Connect

Smart Connect FAQ

Attached are the documents covering key provisions related to Direct and Indirect taxes and Withholding taxes applicable in India for general understanding of Indian & Foreign bidders. These are intended to summarize and provide quick snap-shot of applicable provisions and not intended to be comprehensive list of applicable taxes. Though care has been taken in compiling these, bidders are requested not to rely solely on these documents and to recheck the same from their own sources also. Company does not take any responsibility of its correctness.

What is the working time & contact details of the AP helpdesk?

Cairn AP helpdesk works Monday to Saturday from 8:30AM to 5:30PM IST. It’s closed only on Sundays & on any public holiday. Vendor can reach AP helpdesk by selecting option 1 on the helpdesk number +91-120-4764364.If they get phones busy, vendor can leave their contact details on the voice mail & helpdesk will contact them in couple of hours. Or they can also reach through e-mail atcontactus.ap@hdcairnindia.com

What’s the address where we need to send our invoices

Vendors need to send their invoice to:

Cairn India Limited,
Accounts Payable team,
Accenture Services Pvt. Ltd.
2nd Floor, Tower C,
B-9/A, Green Boulevard,
Sector 62, Noida-201301. (U.P.)
India

How can we update our bank account number or register ourselves with Cairn

You can now directly contact vendor registration team on option 2 of the helpdesk contact number +91-120-4764364. The vendor registration team is a dedicated support for maintaining/ updating/ adding to our vendor data base. They shall help with next steps and documents that need to be provided.

We send Invoices to accounts payable sent but they never receive it

Provide POD details to AP Helpdesk representative via call or e-mail at contactus.ap@hdcairnindia.com. Typically, AP helpdesk will come up with a definite solution within TAT of 2 days. If problem persists, escalate to necessary point of contact at Cairn.

We never receive any invoice receiving acknowledgement or remittance advice

This functionality is automated in our ERP system. The only reason why you are not getting notifications may be due to the correctness of e-mail address updated in our records. What you should do is to reach out to vendor registration team (as specified in question 3) to check and have your e-mail ID records updated.

When my invoice does gets rejected.

Following is the invoice rejection criteria:

  • Incorrect Company Name- Invoice should be in the name of “Cairn India Limited”. If vendor has send the invoice in any other name, it will get rejected & he is suggested to resend the invoice in correct company name.
  • Not an original invoice- Vendor is suggested to send the original copy of the invoice & not its photocopy/duplicate version.
  • Not signed- Vendor is suggested to sign the invoice & resend it. If the invoice is computer generated & doesn’t require any signature, this should be clearly mentioned on the invoice.
  • PO/SO/Co number missing- Vendor is suggested to mention the details on the invoice & resend it.
  • Incorrect Amount Calculation- Vendor is suggested to provide the correct calculation & resend the invoice.

Vendor is also informed that he is will receive the rejected invoice on his registered address.

How do I get C Form OR the TDS certificate?

You may reach out to our helpdesk on number (+91-120-4764364) or e-mail at contactus.ap@hdcairnindia.com. The cairn Helpdesk team coordinates with the tax team and shall help you with necessary documents.

What should we do so we get paid on time?

Our endeavor is to ensure all our suppliers are paid on time as per the contracted payment terms. To enable payments as per due date we request following. Legitimate PO/SO/ Call Out number on face of invoices submitted. For Services, please ensure the time sheets are approved and SES created by users on time. Please note that the payment terms kick in our systems the day either the invoice is scanned in our ERP or the day GRN (for Material supply) is created whichever is earlier.

SMART SOURCE

Smair ImageSmart Source is a web based sourcing solution aimed at automating the tendering process at Cairn. It will allow you to respond to Expression of Interest (EoI) and Invitation to Tender (ITT) online. Smart Source will provide you:

  • Greater flexibility in bid response from anywhere up to the bid closure time
  • A guided approach of responding to the ITT ensuring completeness of response
  • Message boards to receive and send messages pertaining to a specific EoI/ITT The system is geared to improve our transaction efficiency during the tendering process and ensure
  • Reduced timelines for award
  • Paperless transactions

If you are a registered vendor with Cairn, you will be provided with a User Id to access Smart Source. Once you receive your User Id, you are requested to reset your password and complete your online profile.

As part of our endeavor for continuous improvement and providing better business experience for our suppliers, we will be launching other initiatives to facilitate better information for our suppliers. Please watch out this space to know more about these initiatives...

Training Video and Manual

The manual contains detailed information and procedures for Supplier activities on the Smart source portal, such as:

  • Submitting response to Expressions of Interest (EoI)
  • Submitting response to Request for Information (RFI)
  • Submitting response to Invitation to Tender (ITT)
  • Submitting response to Request for Proposal (RFP)

Download PDF
Smart Source Training Video

FAQs

Please refer to the document below for some common queries around using Smart Source

Smart Source FAQ

SMART CONNECT

Smart Connect helps to automate, simplify and accelerate our post-procurement and payment processes for goods and services. It also helps us to build collaborative supplier relationships and ensure closer integration with our suppliers. Smart Connect will enable

  • Online exchange of documents like purchase order, invoice, shipping notification and goods receipt, thereby ensuring better visibility of the process to you
  • Suppliers to submit key documents (associated with delivery / service execution) online
  • Real time online status updates of suppliers’ delivery and invoices, eliminating the need of multiple follow-ups
  • Help us resolve queries regarding invoice processing faster

Each of you will be provided a unique user ID and password for the portal in order to ensure that your information/transactions are secure and only visible to you.

Training Manual.

This manual contains detailed information on how to use the Smart Connect portal, including information on how to View Purchase Order details

  • Create ‘Advanced Shipment Notification’
  • Create a ‘Service Confirmation’
  • Submit relevant documents online
  • View status of accepted / rejected materials / services by Cairn
  • View payment status

Smart Connect Training Manual - (updated on 10-12-2012)
Smart connect training video for ASN and SCN Creation

Quick Learn

Please refer to the following document for quick help on select actions required by the vendor on the portal

Module 1 – Smart Connect Overview - (updated on 29-01-2013)

Module 2 – Creation of Service Confirmation (For Services) - (updated on 29-01-2013)

Module 3 – Creation of Advance Shipment Notification (For Material) - (updated on 29-01-2013)

FAQs

Please refer to the document below for some common queries around using Smart Connect

Smart Connect FAQ

TAX GUIDANCE

Attached are the documents covering key provisions related to Direct and Indirect taxes and Withholding taxes applicable in India for general understanding of Indian & Foreign bidders. These are intended to summarize and provide quick snap-shot of applicable provisions and not intended to be comprehensive list of applicable taxes. Though care has been taken in compiling these, bidders are requested not to rely solely on these documents and to recheck the same from their own sources also. Company does not take any responsibility of its correctness.

ACCOUNTS PAYABLE
(+91) 0120-6664306, 0120-6664545, 0120-6664407

Helpdesk Working Hours
8.30 am to 5.30 pm Monday to Saturday
For any escalations: Ask for the Team Leader or reach out to contact person in purchase order

FAQs
What is the working time & contact details of the AP helpdesk?

Cairn AP helpdesk works Monday to Saturday from 8:30AM to 5:30PM IST. It’s closed only on Sundays & on any public holiday. Vendor can reach AP helpdesk by selecting option 1 on the helpdesk number +91-120-4764364.If they get phones busy, vendor can leave their contact details on the voice mail & helpdesk will contact them in couple of hours. Or they can also reach through e-mail atcontactus.ap@hdcairnindia.com

What’s the address where we need to send our invoices

Vendors need to send their invoice to:

Cairn India Limited,
Accounts Payable team,
Accenture Services Pvt. Ltd.
2nd Floor, Tower C,
B-9/A, Green Boulevard,
Sector 62, Noida-201301. (U.P.)
India

How can we update our bank account number or register ourselves with Cairn

You can now directly contact vendor registration team on option 2 of the helpdesk contact number +91-120-4764364. The vendor registration team is a dedicated support for maintaining/ updating/ adding to our vendor data base. They shall help with next steps and documents that need to be provided.

We send Invoices to accounts payable sent but they never receive it

Provide POD details to AP Helpdesk representative via call or e-mail at contactus.ap@hdcairnindia.com. Typically, AP helpdesk will come up with a definite solution within TAT of 2 days. If problem persists, escalate to necessary point of contact at Cairn.

We never receive any invoice receiving acknowledgement or remittance advice

This functionality is automated in our ERP system. The only reason why you are not getting notifications may be due to the correctness of e-mail address updated in our records. What you should do is to reach out to vendor registration team (as specified in question 3) to check and have your e-mail ID records updated.

When my invoice does gets rejected.

Following is the invoice rejection criteria:

  • Incorrect Company Name- Invoice should be in the name of “Cairn India Limited”. If vendor has send the invoice in any other name, it will get rejected & he is suggested to resend the invoice in correct company name.
  • Not an original invoice- Vendor is suggested to send the original copy of the invoice & not its photocopy/duplicate version.
  • Not signed- Vendor is suggested to sign the invoice & resend it. If the invoice is computer generated & doesn’t require any signature, this should be clearly mentioned on the invoice.
  • PO/SO/Co number missing- Vendor is suggested to mention the details on the invoice & resend it.
  • Incorrect Amount Calculation- Vendor is suggested to provide the correct calculation & resend the invoice.

Vendor is also informed that he is will receive the rejected invoice on his registered address.

How do I get C Form OR the TDS certificate?

You may reach out to our helpdesk on number (+91-120-4764364) or e-mail at contactus.ap@hdcairnindia.com. The cairn Helpdesk team coordinates with the tax team and shall help you with necessary documents.

What should we do so we get paid on time?

Our endeavor is to ensure all our suppliers are paid on time as per the contracted payment terms. To enable payments as per due date we request following. Legitimate PO/SO/ Call Out number on face of invoices submitted. For Services, please ensure the time sheets are approved and SES created by users on time. Please note that the payment terms kick in our systems the day either the invoice is scanned in our ERP or the day GRN (for Material supply) is created whichever is earlier.