City of Mobile Setting Up your Account in Vendor Self Service (VSS)

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1 First time to Vendor Self-Service (VSS) and want to set up a vendor profile OR access your existing profile? Follow these steps. Please Note: These steps presume someone from your company has NOT already created a User Name and Password for the VSS account attached to your Tax Identification (Tax ID) Number/Social Security number (SSN). If someone from your company already has set up a User Name and password, the VSS software will reject your application during this process. If that happens, send an to Purchasing@cityofmobile.org, or VendorInvoices@cityofmobile.org or call us at and we will help you either reset your password or clarify the system rejection. First Step: Go to: Click on: Vendor Self Service bottom of right column above. Page 1 of 13

2 Then Click on Registration bottom right column above. Next you come to the New Vendor Registration screen below, which allows you to set up your Log-In User Name and Password. You need to set up a Log-In before you can do anything else in Vendor Self Service. But before you set up a Log-In, the VSS software system needs to know if you already have a profile in our system. You may already have a profile in VSS that the City created for you. This would be because the City has a contract with you, has paid you over the last year, or has carried you over from our old system. A vendor s profile is uniquely identified in the City system by their Tax Identification or Social Security number. A vendor can only have one profile in the system for a specific Tax ID or Social Security number. Page 2 of 13

3 Start with the EXISTING VENDORS ONLY boxes at the bottom of the page ONLY IF you already have a vendor profile in the City of Mobile vendor files (but have not yet created your own User ID and password). Starting here will link up your existing vendor profile to the new User Name and password you are about to create. To start as an EXISTING VENDOR, you will need your Vendor ID (a random number generated by the software by which the software knows you, ) and your Tax ID or SSN. If you do not know if you have a vendor profile with the City, or do not know your City vendor number CALL OR us at the contacts above. IF you are completely new as a vendor, or are trying to receive City bid notifications to become a vendor, start with the New Vendor Registration Create user ID and password boxes at the top of the page. Once you Page 3 of 13

4 complete this box correctly, You will see you a blank New Vendor Registration Page (page 6 of this guide) and can start entering and editing information. The below Help box contains tips for filling out the fields on this page. This box is the pop-up that happens if you click the blue color word Help near the top of the page. Page 4 of 13

5 If you successfully log into the EXISTING VENDORS ONLY with your Vendor ID and Tax ID, you will see a screen that looks like this: Good job! Yes, it looks like an error screen, but it ISN T you are in the right place. The software is now ready to let you create your own User ID and Password. Once you fill out the info in the box above, you will be in the system and see the screen on the next page. Use the help tips from the previous page. User ID has no character limits. The Password has to be 7 15 characters long, with at least one capital letter and one number. Page 5 of 13

6 IF you started as an EXISTING VENDOR, you will see a screen like this below: It has the information the City already has put in for you. You can click on any of the change or add words to edit or update your information in those categories. You have the option to add or edit information, but are not required to. You are finished with setting up your Login! **CONTINUE to the NEXT PAGE if you are a NEW VENDOR! Page 6 of 13

7 IF you signed in as a NEW vendor, this will be the page you see: Notice in the top right corner that this is the 2 nd step in setting up your Vendor profile. You will go through several steps and provide us information that will complete your record. The program will walk you through the process. A few tips: --There is a drop down menu for Vendor Type select General Vendor. Page 7 of 13

8 Step 3 asks for Address Information Click on add to put in addresses. Page 8 of 13

9 Enter information, and when you click Save, you will see the summary page below. Page 9 of 13

10 Click the Continue box to move to Step 4. Page 10 of 13

11 At Step 4, you can enter other points of contact for your company. Or you can click Continue to move to Step 5. Page 11 of 13

12 At Step 5, you see a summary of your information. Page 12 of 13

13 Note that there are blue lettered opportunities to change any of the information on this page. Click them if you need to edit anything. Also at the bottom of the page there are opportunities to Attach documents. You must at this point attach a copy of your federal IRS W9 form. Scan in a signed copy and save it to a document storage place where you can locate it somewhere in a document folder, on a hard drive, on your desktop, etc. Then click the gray Attach button, and follow the steps to upload your W9 file to the secure City Munis software site. When you are finished doing all of this, click Register after a brief delay, you should see this screen! CONGRATULATIONS! Thank you for registering with the City of Mobile Page 13 of 13