Supplier Registration Instructions

Transcription

1 Supplier Registration Instructions Before you begin: Recommended use is Internet Explorer 10 or 11 Clear your cache Launch your browser and click on Internet Options, Delete, Delete Browsing History Copy the link below into your web browser ISTR.GBL?Action=U&SUP_OB_TEMPLATE_ID=SUPPLIER This is what the sign in page will look like: Login with the credentials provided via (User ID and Password) Click on Sign in 1

2 STEP 1 Make sure you have all the information listed in Step 1 Completed, electronic W-9 form Banking information for direct deposit/electronic payments Check Business or Individual, and then click Next. All of the fields that have asterisks are required fields. 2

3 STEP 2 Tax Identification Number: Enter your Federal Tax Identification Number or Social Security Number (No spaces or dashes.) Entity Name: Business Name or Name of Individual (Name should be same as W-9 and should match the name on file with the IRS.) W-9 Form: A W-9 form is the IRS s Request for Taxpayer Identification Number and Certification. This document provides us with your formal, legal name, your taxpayer number and your classification. This information is used to determine taxability and reportability of payments per the IRS s 1099-Misc. guidelines. o The University can no longer accept new vendor paperwork via or fax due to the nature of handling sensitive data. Click Add W-9 Attachment to upload your W-9 Form. Click Upload. 3

4 Click Browse. Find your W-9 and double click on it to pull your form into the File Name field. Click Upload. 4

5 Click View to verify your W-9 was uploaded. Then click Return. This will bring you back to Step 2. (If the view button is not yellow then your W-9 did not upload.) View/Modify Attachment (1) confirms your W-9 was uploaded. Please make sure that you have a number in parenthesis to show the number of documents attached. Common issues with W-9 Forms File size is too big. Try reducing the size (should be 2MB or less.) o Reducing Adobe files: Document>Reduce File Size. o Reducing picture: Make sure your resolution is 150 dpi or smaller. W-9 not completely filled out: o Entity Name not provided or incorrect. o Tax Identification Number not provided. o W-9 not signed (physical signature - not typed.) 5

6 Profile Questions Providing this information will help determine eligibility for approval of your registration. All questions must be answered to proceed to next step. To expand the question window, select the small arrow in the upper right corner. Again, any question with an asterisk is required. 6

7 After completing all of the questions, click Next. 7

8 STEP 3 Enter your address. If you have a Remit To/Payment Address or an Invoice Address, check the box to add the additional addresses. Do not add the same address more than once. Once you have entered your address, click Next. STEP 4 Click Add Contact 8

9 Enter your Contact Information Check the Primary Contact box. Enter your preferred User ID and password. If the User ID you have requested already exists, you may receive a modified User ID by when your registration is confirmed. You will use this User ID and password to log into the supplier portal. Include your name (if individual) or company name (if business) in the Description field. Click OK. Note: Creating a User ID and password will only allow you to view your address and contact information. You cannot upload your invoice or receipts in this portal. 9

10 If you have more than one contact, click Add Contact. If not, click Next. STEP 5 Enter your banking information All suppliers will receive payments electronically. Click Next. 10

11 STEP 6 Review the Terms of Agreement, and then check the box Click to accept the Terms of Agreement. Click Submit. 11

12 A confirmation will be provided with your registration ID. An will be sent to you from with the following message: Your supplier registration form, registration ID has been submitted for approval. You will be notified at this address of any changes in your registration status. If you have any questions or feedback regarding your registration ID , please contact the University of Louisville's Accounts Payable office. Thank you. 12

13 Supplier OnBoarding Frequently Asked Questions 1. What is the registration ID number? o The registration ID number is a unique number assigned to your registration request. This is used to track your request in our system as it progresses through the approval process and before you are given a supplier number. 2. What is the supplier number? o The supplier number is a unique number from our supplier master file that allows us to identify all your activity with the University. This number will be provided at the time your request is approved, and it will also be included in remittance advices. 3. My registration was denied. Why? o According to our records, a supplier with the same identifying information already exists in our system. To discuss further, please contact Accounts Payable Office. 4. My registration was sent back for more information. Why? o W-9 was not complete, signed, or attached. o W-9 didn t upload, not legible, or couldn t open. o Tax Identification Number did not match IRS records. o Different Tax Identification Number was provided on registration request and W- 9 Form. 5. I have issues with the registration process and ed orionwf@louisville.edu. Why am I not getting a response back? o This address is system-generated. Please Accounts Payable Office. 6. When can I expect full payment? o Please contact the department who requested for you to complete the registration process. 7. Why am I given a User Name and Password? o This will allow you to log in to the system to view your address and contact information. 8. I do not remember my User Name and/or password. What do I do? o Accounts Payable Office so that we can reset your information. 9. What if I have changes to my profile? ( i.e. address, contacts, bank information) o Send an to Accounts Payable Office with the information that needs to be updated. 10. How do I log back in to the system to modify my registration? o Please use the screen shots below to log back into your registration. 13

14 Supplier Onboarding: Modifying your Registration Click the link in the to log in: User Name: SUPPLIER_GUEST Password: ULSUPPLIER Click on the Continue from where you left then click Next 14

15 Enter your Registration ID (this should be in your ) then tab out or hit enter. Type in your Tax ID Number in the Tax Identification Number box and click Next. This will get you back into your original registration for you to resubmit. o Enter 9 digits for Tax Identification Number: Do not use spaces or dashes. 15