LOCAS Portal User Guide
Your step-by-step guide to the Local Content Assessment System
My Suppliers
Before you can create tenders or contracts, you need suppliers in the system. The My Suppliers tile on your dashboard is your gateway to managing your supplier database.
What You Can Do
View Your Suppliers
See all suppliers linked to your company, their local content status, and contact details.
Supplier Directory
Browse suppliers already in the system. Add them with one click.
Register New Supplier
Register a supplier manually with their company details and ownership.
Bulk Import
Upload many suppliers at once from an Excel template.
Local vs Non-Local Classification
Under SI 2025, every supplier is classified based on their Zambian ownership percentage (from beneficial ownership disclosure):
| CEEC Category | Zambian Ownership | Local Status |
|---|---|---|
| Citizen Owned | 51% or more | Local |
| Citizen Empowered | 25% – 50% | Local |
| Non-Local | Less than 25% | Non-Local |
Why This Matters
Only procurement from Citizen Owned or Citizen Empowered suppliers counts towards your local content targets. Non-local spend is tracked separately in your compliance reports.
My Suppliers List
The main list shows every supplier in your database with key details:
- Status: Active or Inactive
- Ownership: Local (Citizen Owned or Citizen Empowered) or Non-Local
- Contact Details: Phone, email, and verification status
Registering a New Supplier
To add a supplier that is not yet in the system, click "Register New Supplier" and follow these steps:
Enter TPIN
The supplier's Taxpayer Identification Number — exactly 10 digits. The system uses this to check if the supplier already exists.
Enter PACRA Number
The supplier's Patents and Companies Registration Agency number — exactly 12 digits. This is the second identifier used for duplicate detection.
Enter Company Name & Contact
The official registered name, email address, and phone number.
Set Ownership Category
Select the CEEC category (Citizen Owned, Citizen Empowered, or Non-Local) and enter the Zambian ownership percentage. The system validates that the percentage matches the selected category.
Select Goods/Services
Choose what the supplier can provide from the UNSPSC category list.
Submit
Click "Register Supplier". The system will check for duplicates and either create a new record or link the existing one to your company.
TPIN & PACRA Duplicate Detection
The system prevents duplicate suppliers using a strict matching process:
| Check | What Happens |
|---|---|
| PACRA Match | If a supplier with the same PACRA already exists, the system checks if the TPIN also matches. If it matches → the existing supplier is linked to your company. If the TPIN differs → you get an error asking you to verify. |
| TPIN Match | Same logic as PACRA — if a supplier with the same TPIN exists, the system checks the PACRA. If both match → linked. If PACRA differs → error. |
| Email Match | If no TPIN/PACRA match but the email belongs to an existing supplier, the system links to the existing record. |
| No Match | A completely new supplier record is created. |
What If the Name Differs?
If the system matches by TPIN/PACRA but the name you entered is different from the existing record, the system stores your name as an alias for that supplier. This handles trading names vs registered names.
TPIN/PACRA Mismatch
If you get an error saying "TPIN does not match the supplier on record", it means a supplier with that PACRA exists but with a different TPIN. Double-check your documents. If you are sure the details are correct, tick the "Ignore TPIN mismatch" option to proceed.
Supplier Directory
The Supplier Directory is a shared pool of suppliers already registered in LOCAS by other mining companies. Always check here first before registering a new supplier.
Search for a Supplier
Use the search bar to find suppliers by name, TPIN, or PACRA number. You can also filter by ownership category (Local/Non-Local) or goods/services category.
Review Details
Check the supplier's registration details, ownership status, and contact information.
Add to Your List
Click "Add to My List". The supplier is instantly linked to your company — no re-entry of details needed. They immediately appear in your My Suppliers list and are available for tenders.
Tip
You can add multiple suppliers at once from the directory. Select all the ones you need, then click "Add Selected". The system automatically skips any that are already in your list.
Bulk Import
If you have many suppliers to add, use the bulk import feature instead of registering them one by one.
Download the Template
Click "Bulk Import", then "Download Template". You get an Excel file with the correct column headers and sample data.
Fill In Your Data
Enter one supplier per row. Required columns:
| Column | Format | Required |
|---|---|---|
| Company Name | Text (official registered name) | Yes |
| name@domain.com | Yes | |
| TPIN | Exactly 10 digits | Yes |
| PACRA Number | Exactly 12 digits | Yes |
| Ownership Category | citizen_owned / citizen_empowered / foreign_owned | Yes |
| Zambian Ownership % | Number (0–100) | Yes |
| Phone | 10–15 digits | No |
Upload
Select your completed file and click "Upload". The system validates every row.
Review Results
You'll see a summary: "X new created, Y linked to existing, Z already in your list, N errors". If there are errors, the system shows which rows failed and why (e.g., "Row 5: TPIN must be exactly 10 digits").
Validation Rules
The ownership percentage must match the selected category. For example, if you select "Citizen Owned" the percentage must be 51% or higher. Mismatches will be flagged as errors.
Duplicate Handling During Import
The same TPIN/PACRA matching logic applies during bulk import. If a supplier already exists in the system, they are linked to your company rather than duplicated. If the name differs, it is stored as an alias.