Using the osapiens Supplier Portal

Utilization of the osapiens Supplier Portal by Suppliers

Welcome to the osapiens Supplier Portal. Our Supplier Portal is a user-friendly and efficient online platform that enables suppliers to manage data and share information with customers in a targeted and efficient manner, in order to comply with legal due diligence obligations in the supply chain.

To assist you in using the Supplier Portal, this Help Center provides a comprehensive User Manual, enabling you to use all features efficiently and without issues. This Help Center is generally public, allowing all suppliers to access it as needed.

Introduction and Benefits of the Supplier Portal

The osapiens Supplier Portal is available to you free of charge to manage your data and communicate with your customers.

This user manual is designed to help you quickly and easily familiarize yourself with the functions and capabilities of the Supplier Portal.

On the following pages you will find both step-by-step instructions for the functionalities as well as detailed process descriptions in connection with the information collection of various ESG regulations.

The Supplier Portal supports communication especially in terms of the following ESG regulations:

• EUDR:
  EU Deforestation Regulation / EU regulation on deforestation-free supply chains (EUDR)

  Submit information for EUDR-relevant products, the origins of their raw materials, and possibly your own due diligence statements (DDS).

  Learn more about how the Supplier Portal can support you in this process: EUDR-specific Usage.

• CSDDD/LkSG:

  Corporate Sustainability Due Diligence Directive / Supply Chain Due Diligence Act (CSDDD / LkSG)

  Share relevant information that explains and demonstrates compliance with human rights and environmental standards in your supply chain.

  Learn more about how the Supplier Portal can support you in this process: CSDDD- & LkSG-specific Usage.

• CBAM:

  Carbon Border Adjustment Mechanism (CBAM)

  Submit information on embedded greenhouse gas emissions of certain products.

  Learn more about how the Supplier Portal can support you in this process: CBAM-specific Usage.

Overview of Functionalities in the Supplier Portal

In the menu bar of the Supplier Portal, you will find functions for managing your organisational profile as well as menu items for providing requested information.

Management of User and Organisational Profiles

The management of your Supplier Portal is done through the following menu items:

A) User Profile

Click on your name or initials at the upper right to access various functions directly. The User profile contains information such as name, e-mail address, and the access rights assigned to the user. By clicking on User management you can directly access the user management for your Supplier Account. Through Invite user, you can invite additional users to your Supplier Account and assign the appropriate rights directly. Click on Logout to sign out of your Supplier Account.

B) Language Selection

The Supplier Portal supports more than 25 languages, allowing you to use it in your preferred language. Via the language selection, you can specify in which language the Supplier Portal is displayed. You can find the selection at the upper right in the menu bar under Select language.

C) Help Center Button

Click on the question mark button named open help center, to access the user manual for the osapiens Supplier Portal (you are here) in a new browser tab.

D) Organisation Profile

On the ORGANISATION PROFILE page, you will find your company data, which you can view and update if necessary, as well as tabs for user management, evidences, and API access.

Pages for Information Provision

Information provision is specifically done through the designated pages in the Supplier Portal:

1) On the REQUESTS page, you can respond to information and purchase order requests from your business partners as a supplier. The relevant requests will be added to this page only after your business partner has sent you a request.

2) On the QUESTIONNAIRES page, you can primarily respond to questionnaires that have been sent to you by a customer. Questionnaires can also be used to submit evidences. Open questionnaires will be added to this page only after your business partner has sent you a questionnaire.

3) On the EUDR page, you can manage the geodata of your properties. You can upload new land plot data in various file formats to your Supplier Portal, manually add new land plots to the system, or edit existing geodata.

4) On the PRODUCTS page, you can add your batch data to product master data. The corresponding products will only be added to this page after your business partner has sent you an information request about products or a purchase order request about product batches.

Next Steps

Familiarize yourself with the functionalities of the Supplier Portal. The following pages contain detailed step-by-step instructions for the most common tasks in the Portal. As a supplier, you have access to various important functions:

• answer information and purchase order requests of the supplied customers on the REQUESTS page

• answer customer questionnaires and submit evidences on the QUESTIONNAIRES page

• create and manage your land plots with geolocation data on the EUDR page

• add batch data to product master data on the PRODUCTS page

• edit your organisation profile, upload evidences and set up the API access on the ORGANISATION PROFILE page

Select the area that is relevant for you and follow the instructions to efficiently complete your supplier tasks.