KZN Treasury Database Registration and eThekwini Supplier Setup Guide

Registration on KwaZulu-Natal supplier databases constitutes mandatory compliance for accessing the province's R72 billion government procurement market. This authoritative guide provides systematic registration procedures for KZN Provincial Treasury and eThekwini Metropolitan Municipality databases, with precise document requirements, verification protocols, and troubleshooting guidance. Meticulous adherence to these procedures ensures registration completion without delays that compromise tender submission deadlines.

Registration Framework: Three-Tier System

KZN supplier registration operates hierarchically:

1. National CSD: Foundation registration mandatory for all government suppliers
2. KZN Provincial Treasury Database: Required for provincial department tenders
3. eThekwini Municipal Database: Mandated for Durban Metro procurement (R48B annually)

Tier 1: Central Supplier Database (CSD) - Foundation Registration

CSD registration precedes provincial and municipal databases. Complete this first.

Pre-Registration Document Compilation

Assemble these documents before commencing:

CSD Registration Protocol

1. Navigate to https://csd.gov.za
   → Supplier Self-Service
2. Create user profile with company email address
3. Verify email address via automated verification link
4. Complete organizational details (exact CIPC registration matching)
5. Enter all directors/members per CIPC records
6. Provide banking details (account number, branch code, bank name)
7. Upload all documents in PDF format (individual file size < 2MB)
8. Select appropriate business classification codes
9. Submit application for National Treasury verification
10. Monitor verification status (typical duration: 2-4 weeks)
11. Download MAAA supplier number upon approval

CSD Verification Standards

National Treasury verification criteria:

• Document Authenticity: All documents verified against issuing authorities
• Information Consistency: Company name, registration number must match exactly across documents
• Tax Compliance: Real-time SARS verification during processing
• Banking Validation: Bank confirmation must match provided account details
• Director Verification: ID numbers verified against Department of Home Affairs

Tier 2: KZN Provincial Treasury Supplier Database Registration

Access and Account Creation

1. Navigate to KZN Provincial Treasury website (www.kzntreasury.gov.za
   )
2. Locate 'Supplier Registration' under Supply Chain Management section
3. Click 'New Supplier Registration' to commence
4. Create unique user credentials (email different from CSD recommended)
5. Verify email address through automated confirmation

Profile Completion Requirements

Provincial database mandates comprehensive profile data:

• Company Details: Legal name, trading name, registration number, date of incorporation
• Contact Information: Physical address (KZN location preferred), postal address, telephone, email
• Director Information: Full names, ID numbers, contact details of all directors/members
• Banking Details: Complete banking information matching bank confirmation
• Business Categories: Select all applicable goods/services categories
• Geographic Coverage: Specify KZN regions where services deliverable
• Annual Turnover: Declare annual turnover for EME/QSE classification
• Employee Quantity: Number of permanent and contract employees

Document Upload Protocol

Provincial Treasury requires identical documents to CSD, uploaded separately:

• CSD Registration Confirmation: Upload CSD certificate showing MAAA number
• Tax Compliance: Current TCS PIN printout
• BBBEE Verification: Certificate or affidavit matching CSD submission
• Company Registration: CIPC certificate (CK1/CK2)
• Banking Confirmation: Bank letter on bank letterhead
• Director IDs: Certified copies for all directors
• Resolution: Board resolution authorizing tender signatory

Notification Preferences Configuration

Optimize tender notification receipt:

• Subscribe to email tender alerts for selected business categories
• Enable SMS notifications for high-priority tender publications
• Configure notification frequency (daily digest vs. immediate alerts)
• Provide alternate email addresses for redundancy
• Verify notification receipt by testing alert system

Tier 3: eThekwini Municipality Supplier Database Registration

eThekwini Metro (Durban) operates the province's largest municipal procurement system.

E-Procurement Portal Access

1. Navigate to www.durban.gov.za
2. Select 'Business' → 'Tenders and Quotations' → 'Supplier Registration'
3. Click 'Register as New Supplier'
4. Complete user account creation form
5. Verify email through confirmation link
6. Log in with created credentials

eThekwini-Specific Profile Requirements

Durban Metro mandates additional profile elements:

• Local Presence Verification: Proof of Durban physical address (lease agreement/utility bill)
• Capability Statement: One-page business capabilities and experience summary
• Reference Provision: Minimum three contactable business references
• Previous Projects: Details of completed projects (government preferred)
• Equipment/Assets: List of owned equipment relevant to service provision
• Quality Systems: ISO certifications or quality management documentation
• Insurance Coverage: Professional indemnity, public liability certificates

Municipal Rates Clearance (Conditional Requirement)

Specific tenders may require:

• Property Owners: If your company owns property in eThekwini, rates clearance certificate mandatory
• Non-Property Owners: Affidavit declaring non-ownership of property in municipality
• Acquisition: Obtain from eThekwini Revenue Department
• Validity: Certificate typically valid 3 months

Sector-Specific eThekwini Registrations

Registration Maintenance Protocols

Annual Update Requirements

All three databases mandate annual renewal:

• CSD Annual Renewal: Upload renewed tax clearance, BBBEE certificate, bank confirmation
• KZN Provincial Database: Annual profile review and document refresh
• eThekwini Database: Annual verification plus quarterly profile reviews recommended
• Contact Detail Updates: Immediate notification of contact changes across all databases
• Document Expiry Prevention: Calendar reminders 60/30/14 days before document expiries

Compliance Document Lifecycle Management

Common Registration Issues and Resolutions

CSD-Related Issues

Provincial Database Issues

• Profile Incomplete: System prevents submission - ensure 100% profile completion before final submission
• Document Upload Failure: Provincial server may timeout - retry during off-peak hours (early morning)
• No Tender Notifications: Verify email addresses and check spam filters; resubscribe to categories
• Access Denied: Contact scm@kzntreasury.gov.za
  with company registration number for support

eThekwini-Specific Issues

• Portal Technical Issues: Clear browser cache; use Chrome or Firefox (IE not supported)
• Reference Verification Failure: Ensure references have working contact numbers; provide recent project details
• Local Preference Documentation: Lease agreements must show physical Durban address (not PO Box)
• Support Escalation: Email scm@durban.gov.za
  with detailed issue description and screenshots

Registration Verification Checklist

Post-registration verification procedure:

1. ☐ CSD status shows 'Active' with valid MAAA supplier number
2. ☐ KZN Provincial database profile 100% complete
3. ☐ eThekwini registration confirmed with access to tender portal
4. ☐ All uploaded documents display correctly when downloaded
5. ☐ Email notifications functioning (test alerts received)
6. ☐ Login credentials documented and securely stored
7. ☐ Calendar reminders set for annual renewals
8. ☐ Sector-specific registrations current (CIDB, PSIRA if applicable)
9. ☐ Tax clearance status verified as 'Compliant'
10. ☐ BBBEE certificate within validity period

Professional Registration Management Practices

• Digital Repository: Maintain Google Drive/OneDrive folder with current compliance documents
• Password Management: Use password manager (LastPass, 1Password) for multiple portal credentials
• Document Templates: Create standard templates for bank confirmation requests, affidavits
• Compliance Officer: Designate specific staff member responsible for registration maintenance
• Monthly Review: Schedule monthly compliance review checking document expiries, registration status
• Backup Contacts: Provide multiple contact emails to prevent missed tender notifications

Registration Timeline and Cost Summary

Expected Duration

• Week 1: Document compilation and CSD submission
• Weeks 2-4: CSD verification period (monitor weekly)
• Week 5: Provincial and eThekwini registration completion
• Week 6: Verification of all registrations and system testing
• Total Duration: 6 weeks from commencement to tender-ready status

Financial Investment

Support Contact Information

• CSD National Helpdesk: 012 315 5858 | csd@treasury.gov.za
• KZN Provincial Treasury SCM: 033 897 4000 | scm@kzntreasury.gov.za
• eThekwini SCM Unit: 031 311 1111 | scm@durban.gov.za
• CIDB Helpdesk: 0860 2423 22 | contactus@cidb.org.za
• SARS Tax Clearance: 0800 00 7277 | taxclearance@sars.gov.za

Conclusion: Registration as Compliance Foundation

Comprehensive supplier database registration constitutes mandatory foundational compliance for KwaZulu-Natal government tender participation. The three-tier registration system - CSD, KZN Provincial Treasury, and eThekwini Municipality - requires systematic execution, meticulous document management, and ongoing maintenance discipline. Allocate six weeks for initial registration completion, implement robust document lifecycle management systems, and maintain calendar-driven renewal protocols. Registration excellence eliminates disqualification risk, ensures tender notification receipt, and positions your organization for competitive bid submission in KZN's R72 billion annual procurement market. Execute registration procedures with precision and focus competitive energy on winning tenders rather than managing compliance crises.