MUNIS: Vendor Self Service

Transcription

1 MUNIS: Vendor Self Service

2 Overview Welcome to the City of Bloomington Vendor Self Service (VSS). This gives vendors web-based access to your personal information and records. Purchase orders, invoices and accounts payable checks information are all available online. You also have the ability to update your profile, including address, contact information, and commodities information. If you are an existing vendor, you can register and gain access to your information through the VSS Web site. You must have your VSS vendor number in order to log in and access their profile. Your new Vendor ID is. Please save this for your records. Potential vendors may also complete the registration process and be given limited access to VSS. Potential vendors must complete the vendor registration and attach a completed and signed W-9. We prefer documents are attached using VSS, but you may submit them by , fax, or USPS. The registration process creates a new record in VSS. Upon review and validation of the information you have provided, the Procurement Office will set your record status to Active in VSS. Prerequisites Before you can successfully use this feature: For new vendors, the Procurement office has to have received and verified the Vendor s registration information and necessary documents and set your account to active. Access to Vendor Self Service Your Vendor Number Valid login/password with active vendor account The link to VSS Turn on your CAPS LOCK to enter your information Vendor Registration New vendors and those existing City of Bloomington vendors are able to register for access to Vendor Self Service. You can register by clicking Registration on the VSS homepage. 2

3 Registration is a five step process. The program displays the number of steps in the process on the right hand side of the screen. The current step is shown in bold type. STEP 1: User ID: You must enter a unique ID that is used to log into VSS. Password: You must enter a password twice and include a password hint. * Password must be at least 8 characters long. * Password must contain at least 1 numeric character. * Password must contain at least 1 non-alphanumeric character. * Password must consist of a mix of upper and lower characters. CAPTCHA: You must enter the numbers shown in the box. This is a verification process called CAPTCHA (Completely Automated Public Turing Test to Tell Computers and Humans Apart), which is used to protect the database from attack. Existing Vendors Only: Existing vendors must also enter their vendor ID and their federal identification number or Social Security number. The Procurement Office has provided or will provide you with your vendor ID. Once you have set up a user ID and password, please use all CAPS. 3

4 STEP 2: You must provide general information, including an address, address, Web site, and a federal identification number or Social Security number. If you select the Send Remittances to the Above Name and Address check box, the program uses the information that is entered on this screen as the mailing address for you in step 3. PLEASE USE ALL CAPS IN FIELDS THAT YOU FILL OUT. 4

5 STEP 3: You must provide the name, address, and other information where remittance information is sent. If the Send Remittances to the Above Name and Address check box on the Step 2 screen is selected, the program automatically completes this screen, but you can change the information. STEP 4: You must provide contact information and indicate the preferred methods of communication. 5

6 STEP 5: You can verify the information. If any of the information is incorrect, you can click the Change hyperlink to change the information for that section. 6

7 If the information is correct, you can click Register to complete the process. Vendor Self Service Overview 7

8 The program automatically logs you into Vendor Self Service once registration is complete. The program displays a confirmation page which contains a link to your profile, as well as a link to the Attachments screen. You can also access your profile and upload attachments by clicking My Profile on the Navigation Menu. The My Profile options are the only options available on the Navigation Menu until the Procurement Office grants you permission to view the other screens. 8

9 The My Profile screen contains the general information you entered during the registration process. You can update the information by clicking Change next to the heading. You can register for commodities by clicking Add at the bottom of the screen next to Current Vendor Commodities. If you are an existing vendor, you may already be registered for some commodities. The program displays the available commodities on the Vendor Commodities screen ten at a time, although you can click List All Commodities/Services to view all of the commodities at once. You can 9

10 also search for commodities by entering keywords or the first three digits of the commodity code. Once you find the correct commodities, you can select the associated check box and then click Add. The added commodities are listed at the bottom of the page. You can click Remove to remove a commodity, if necessary. Once you select all of the necessary commodities, you can click Finished. The commodities are now a part of your profile under Current Vendor Commodities. When you are viewing your profile, the Attachments option is available on the Navigation Menu. The Attachments screen allows you to attach documents, such as pricing sheets, up to date W-9, etc to your profile. PLEASE ATTACH YOUR W-9 HERE Vendor

11 The Vendor 1099 Information page lists 1099 information for you. The information displays by code for each year. You can select a year from the Year list to view a previous year s 1099s, or you can click the code letter for detail on a specific Vendor 1099 information will be available starting with 2011 forward. 11

12 Vendor Checks The Vendor Check Search page allows you to search for accounts payable checks that have been issued to you. Once you click Search, the program displays the results. You can click View to view details for a check. 12

13 Vendor Invoices The Vendor AP Invoice Search page allows you to search for invoices by date, amount, number or status. 13

14 Once you click Search, the program displays the results. You can click View to view details for an invoice. 14

15 Vendor POs The Vendor Purchase Order Search page allows you to search for existing purchase orders by entering a purchase order or contract number, or a status, date or amount. The program displays a list of the purchase orders that meet the specified search criteria. 15

16 You can click View to view detail for a purchase order. 16