Accessing New York State's Vendor Self Service (esupplier) Transcript

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1 Accessing New York State's Vendor Self Service (esupplier) Transcript Welcome to Accessing New York State s Vendor Self Service (esupplier). This information session has been created by the Bureau of State Expenditures at the New York State Office of the State Comptroller. Overview The Statewide Financial System (SFS) is a New York State government initiative to replace its 25-year-old Central Accounting System and several agency financial management systems with one integrated, statewide system. One of the benefits of SFS is the establishment of the New York State Vendor File, a centralized repository to maintain reliable information on all vendors registered to do business with the State. A New York State vendor is any business entity or individual payee who has an ongoing relationship with or receives payment from New York State. While some of you listening are not traditional vendors, such as not-for-profit organizations, municipalities, local governments, or school districts, New York State maintains your contact and payment information on this file. The Office of the State Comptroller s Bureau of State Expenditures created the Vendor Management Unit (VMU) to manage this file. Vendors who are registered in the Vendor Self Service Portal known as esupplier can maintain their information more quickly. Benefits of Vendor Self Service The benefits of Vendor Self Service include optimizing the relationship between NYS and its vendors by centralizing the vendor management process. This allows vendors a mechanism to manage their own information 24 hours a day, 7 days a week, and provides vendors a single point of online access to information concerning the status of their business transactions with all New York State agencies. How to Access Vendor Self Service In order to access or use Vendor Self Service, a State Agency must have registered the vendor, with an address for the Primary Contact person. The Primary Contact will receive a welcome containing the log in credentials to access Vendor Self Service. The remainder of this presentation will discuss who a Primary Contact is

2 and how the Primary Contact will use these credentials to create a Vendor Self Service user account. Who is a Primary Contact? All vendors have a Primary Contact associated with their vendor record. The Primary Contact is who makes legal and business decisions in the organization and will be contacted with questions regarding the vendor information on file. The Primary Contact is responsible for maintaining the information in the Vendor Record such as the remit to address. In Vendor Self Service the Primary Contact also known as the Administrative User. This User role allows the Primary Contact to delegate additional people in the organization access to Vendor Self Service. Vendors may have more than one Primary contact on file. Primary Contact Assistance If you do not know who your Primary Contact is or have not received the registration with your log in credentials, contact our SFS helpdesk at If you would like to change or add additional Primary Contacts please submit the Add, Change or Delete Vendor Contact Information form located on the OSC Vendor Website. You can click the link onscreen to access the form. Vendor Self Service Users A vendor can create two types of users in the Vendor Self Service system. All user types have the ability to add and change address information; add contact information; and view financial information such as the date an invoice is paid. Vendors must manage this access internally. The Primary Contact who is the administrative user may make the changes themselves or create additional delegated users to maintain their vendor information. All vendors have a Primary Contact associated with their vendor record. If a vendor provided an address for a primary contact person, then that person should have received log in credentials when the New York State agency they do business with registered you as a Vendor on the New York State Vendor File. If your primary contact person did not receive an or has lost the , contact the SFS help desk at for new log in credentials. The person who initially logs into Vendor Self Service using these credentials is designated as an administrative user.

3 Once logged in, the Administrative User can create additional User IDs, known in the system as Delegated Users. The Administrative User will create a user name and initial password for each Delegated User added to the system, allowing these users access to the system. Create an Administrative User After a vendor has been registered in the SFS Vendor File by a state agency, the vendor s Primary Contact will receive an communication from the Statewide Financial System containing their log in credentials and a link to the Vendor Self Service system. To create an Administrative User, the Primary Contact should select this link to access the system. Log In Screen The first time you log in to Vendor Self Service using the guest credentials provided in the , complete the User Id and Password fields and then click Sign In. Next, click Register as a Supplier. Create a Unique User ID The first time you log in you will be prompted to create a unique user ID. 1. Enter the registration Code and Vendor Number included in your welcome Click the Generate PIN button to create a unique PIN number that will be ed to the Primary Contact for the vendor number entered. 3. Upon receipt of the PIN you can enter the PIN number and complete the remainder of the page. 4. Create a unique User ID. If you enter an ID assigned to another user you will be prompted to modify your User ID or select another. 5. Description is an optional field but it is suggested that the Vendor ID or Vendor name be entered here. 6. Enter your address. 7. Next, you will create a Password, which must: Be eight characters in length, Include one special character (for example, an asterisk*, exclamation point!, or ampersand&), And include one digit.

4 Entering a password which does not meet these parameters will result in an error message preventing you from proceeding. You will be required to confirm this password by entering it a second time. 8. The Language defaults to English, and you must either type USD in the Currency field or click on the magnifying glass and select USD. 9. Next, click on the Terms of Agreement to read and agree to these terms. 10. Once this is done, the Create button will appear. Click this button to complete the creation of your unique user id. Sign in as a New User Next, click Sign-in as a New User. The Vendor Self Service menu will display. From here, all users will be able to Maintain Supplier information, including address and contact information, Manage Orders to review Purchase Order information, and Review Payment information. Immediately after signing into the system for the first time with a new user ID you should navigate to My System Profile to create a forgotten password reminder. Click Change or set up forgotten password help to create a forgotten password question for your User ID. In the event your password is forgotten you will now be able to easily retrieve password information. Create a Delegated User Primary Contacts have administrator user access to establish other users within the vendor organization, such as an accounts receivable representative. Navigate to Maintain Supplier Information User Profiles. The screen opens to the Find an existing Value Tab. Once the Delegated User is created, the Primary Contact can use the Find an existing Value Tab to search for a delegated User ID in order to update the delegated user account if necessary. Click on the Add a New Value Tab, enter a unique User ID for the delegated user you are creating and click Add. Write down the unique User ID. You will need to tell this to the delegated user. To finish the process of creating a delegated user, complete the following steps: Enter a Description of the User. For example: Accounts Receivable Manager Next, you will create a Password, which must: 1. Be eight characters in length,

5 2. Include one special character (for example, an asterisk*, exclamation point!, or ampersand&), 3. And include one digit. Write down the password. You will need to tell this to the delegated user. Enter the delegated user s address. The Language defaults to English, Select USD for the Currency and Current Rate for Rate Type. Click on Add a User Role. Next, select BOTH the SFS Vendor Guest Login role and the SFS Vendor Regular User role. It is important that both of these options are selected: The Guest Login role allows the new user to access the vendor s Information. The SFS Vendor Regular User role allows the new user to log in to Vendor Self Service. Click OK to be returned to the Setup User screen. Click Add a Supplier to select the vendor or vendors to associate with this account. Select which vendors the new user will be associated with. If the primary contact oversees multiple vendors, select only the vendor(s) to associate with the new user. For Example: Large entities with divisions who operate independently will have multiple Vendor ID s. The Chief Financial Officer may be the primary contact on each vendor record. When delegating access to the Accounts Receivable users at each division, the Chief Financial Officer can delegate access to one or more divisions. Click OK to be returned to the Setup User screen. Although you will not redirected to a new page after clicking the Save button, the page will refresh and all information entered will be saved. Use the menu bar on the left side to navigate away from this page. Setup a Delegated User Next Steps The primary contact is responsible for communicating the User ID and Password credentials to the new user. The new user must then log in and navigate to My System Profile using the menu to change the assigned password and create a forgotten password question. What can you see once logged in?

6 Once logged in to Vendor Self Service, users can: Maintain Supplier Information, including User Profiles, where you can add access for additional users to view your vendor information. You can also update Address Information and Contact Information. Users can Manage Orders, including viewing existing Purchase Orders and Order Summaries. Users can also review Payment Information, including viewing the status of invoices, viewing payments made to your Vendor ID, and viewing account balances. Keep an eye on our website for future presentations on the system tools shown here and other topics. Questions? If you have any questions about creating an account and establishing users, contact the SFS Helpdesk at or

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