How to Manage Your GeM Portal Account and Users?

Government bodies and supplier businesses can open buyer and seller accounts on the GeM platform, respectively. Only certain organisations, including central, state, and local governments, public sector undertakings (PSUs), and autonomous bodies, are eligible to become buyers. These accounts can be opened only by authorised persons, usually the head of offices/departments.

Sellers are businesses, such as original equipment manufacturers (OEMs), authorised resellers, distributors, and service providers, that want to sell to government buyers. Sellers can register as a proprietorship, firm, Limited Liability Partnership (LLP), private limited company, public limited company, trust, society or association.

Upon registering, sellers need to upload their catalogue of goods and services under specific categories on the GeM portal. Buyers can either directly purchase goods and services from sellers or hold bids/reverse auctions via tenders to get competitive prices.

The following are the types of users of buyer and seller accounts on the GeM portal and their roles/responsibilities:

Users of Buyer Accounts

Primary Users

Primary users are officials who must register their organisations on the GeM portal. Only individuals with certain designations, including deputy secretary of central/state/autonomous bodies and head of office at branches, can open a primary account. Their responsibilities include adding/removing secondary users, supervising secondary users, monitoring orders, etc.

Secondary Users

Secondary users are appointed by the primary user to carry out procurement activities on the GeM portal. They are junior officials of the government department/ministries with the role of buyers, consignees or paying authorities. Each role has its own responsibilities- buyers place orders, consignees accept deliveries, and paying authorities process payments.

Users of Seller Accounts

Primary Users

The primary user is a director, partner or proprietor of a business, who creates a seller account on the GeM portal. To register, the primary user must enter their Aadhaar, business PAN, mobile number, and email ID and submit proof of business ownership, banking details, etc. Primary sellers have no restrictions and complete responsibility for their seller account on GeM.

Secondary Users

Secondary user accounts are added by the primary seller based on their needs. Primary users can add secondary users for various roles, such as bid participation, catalogue uploading, payment confirmation and order processing. Primary seller users can add any number of secondary users.

The buyer or HoD dashboard offers a real-time view of all demands, orders, shipments and invoices on the GeM portal. To use the buyer’s dashboard, log in to the GeM portal and click on ‘Dashboard’ in the top menu to check the following sections:

My Dashboard: Here, you can view a summary of all transactions, shipments and invoices along with product details. You can also check important statistics of all product and service orders, shipments, etc. Scroll below to view all orders.

Insights: Click on ‘Insights’ to check your organisation’s most purchased products and services along with comparative analysis against peer departments/ministries.

Spend Analysis: Go to the ‘Spend Analysis’ tab and view your organisation’s total spending for your chosen financial year. Here, you can check the order value and volume on a monthly, procurement-wise or spend-wise basis. Click on any pie chart to display a detailed report, and click on ‘Export’ to download it.

Overall Due: Go to the ‘Overall Due’ tab in your dashboard to check your currently pending dues, including dues for ungenerated bills, CRAC pending bills, and CRAC done payments. You can generate detailed reports by selecting the report category, entering a date range, and downloading the .csv file.

Acceptance & Payments Due: This tab shows acceptance and payment details for all sellers and MSEs, including completed payments, due payments, and acceptance due ageing.

Ratings & Incidents: This tab shows all incidents raised by and against your buyer organisation. Click on the number against each incident type to get the respective incident details.

GeM Statistics: This tab is available to all buyer accounts. It shows overall buyer statistics on GeM, including transaction value, top buyers and sellers, top categories, recent trends, and more.

Bid/RA Report: This shows both past and current bids/RAs along with their technical, financial, drafted and published statuses.

Similar to buyers, the GeM portal offers a seller’s dashboard to help businesses manage their catalogues and inventories and view performance analytics and ratings. Sellers should log in to the GeM portal to get to the dashboard page. These are the different sections of the seller’s profile/dashboard:

My Account: This tab lets you view your profile page and change business, profile, and other details. If you are looking for how to change the password in the GeM portal, you can go to account settings and change it from there.

Catalogue: Here you can add new product or service catalogues or view existing ones. Click on ‘Catalogue’ > ‘Products’ or ‘Services’ > ‘Add New Offering’ to add a new product/service. To view existing catalogues, click on ‘Search All Categories’.

Bids: This lets you view all ongoing bids. Go to ‘Bids’ > ‘List of Bids’ and use the search/filter options to search for bids you can participate in.

Orders: Click on this tab to view the status of your pending product/service orders. You can use the filters to look for specific orders and click each order to expand details.

Push Button Procurement: This lets you search for all ongoing push button procurement orders and participate.

**Dashboard:**The seller’s dashboard lets you view the following details:

Notifications: Latest announcements on the GeM portal and notifications on the latest/ongoing bids.

Summary: A summary of your seller ratings, current orders, products, bid/RA, incidents and transaction charges.

Bid/RA: All bids, including participated bids, won bids and lost bids, along with their respective graphs.

Orders and Payments: Order details and statistics with value/volume trends and stages of order processing.

Category Insights: Rating insights alongside the overall and top-rated seller ratings.

Incidents: Past and current incident reports with actions taken.

Follow the given steps to change your buyer/seller’s user profile on the GeM portal:

Buyer’s Profile Updation

Step 1: Log in using your credentials, go to ‘My Account’, and start making the required changes.

Step 2: View and update your organisation's address and click on ‘Save’.

Step 3: View and update the payment method and the bank account details.

Step 4: Click on the ‘Personal Information’ tab to edit organisation PAN, date, and GST details.

Step 5: Change mobile number and email address as required, and verify with the Aadhaar linked to the new number using OTP.

Step 6: You can also modify the organisation hierarchy and delegate your authority to another primary user during leave/training/transfer. All changes must be verified via Aadhaar OTP. If you want to know how to change the primary user in the GeM portal, you can click on ‘Deactivate Account’ to transfer your account to a new HoD.

Seller’s Profile Updation

Step 1: Log in to your seller account in GeM and go to ‘My Account’ to start making changes.

Step 2: Review and update your business details, including business name, organisation type, date of incorporation, CIN number, etc.

Step 3: Click on ‘Additional Details’ to make changes to your startup, MSE and other registration details.

Step 4: Update your registered business address and add new offices with full location details.

Step 5: Review and update the key person details as per ITR records and the details of your company bank account.

Step 6: Update your e-invoicing declarations, including turnover and specific exclusions.

Step 7: Click on ‘Add New Tax Assessment’ to upload your latest tax returns, TAN details, and update the user settings. Once done with all changes, verify with Aadhaar OTP to finalise the changes.

Primary users can add, remove or change details of secondary users on the GeM portal. Here’s how to remove/add secondary users as a buyer or seller:

Adding Secondary Buyers

Step 1: Log in to the GeM portal and click on the ‘Users’ tab.

Step 2: Click on ‘Manage Divisions’ > ‘+New Division’ to add a new user.

Step 3: Enter the division details, including its full address and GSTIN.

Step 4: Click on the ‘Add Secondary User’ button and go to ‘Manage Posts’. Then, add the post/designation details of the new user.

Step 5: Select the payment method and add contact details, including mobile number and official email address.

Step 6: Click on ‘Add Post’ and send a communication to the employee to verify via the link sent to their email.

Adding Secondary Sellers

Step 1: Log in to your seller account on the GeM portal

Step 2: Go to ‘My Account’ > ‘Users’.

Step 3: Click on ‘Add New Secondary User’ and enter the employee’s email ID and select the user’s role. Then, click on ‘Add User’.

Step 4: An activation email will be sent to the secondary user’s email ID to activate the new account.

Removing Secondary Buyers

Step 1: Log in to your buyer account on the GeM portal.

Step 2: Go to ‘Users’ > ‘Manage Posts’ to see the list of all secondary users.

Step 3: Scroll below and click on ‘Deactivate/Transfer’ against their username.

Step 4: Click on ‘OK’ to confirm the deactivation.

Removing Secondary Sellers

Step 1: Log in to your seller account and go to ‘My Account’.

Step 2: Click on ‘Users’ to check the list of secondary users.

Step 3: Click on ‘Deactivate’ and confirm.

The Government e-Marketplace provides an intuitive, robust and transparent portal where buyers and sellers can find each other. Whether you are a buyer or a seller, you can register your organisation with a few basic checks and start transactions. You can use the account to add/remove additional users, update your profile, manage your orders, and check analytics.

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