Montana Acquisition & Contracting System (emacs) emacs Handbook. Vendor Registration and Data Management

Transcription

1 Mntana Acquisitin & Cntracting System (emacs) emacs Handbk Vendr Registratin and Data Management

2 Welcme The purpse f this emacs Handbk fr Vendr Registratin and Data Management is t prvide vendrs with the key activities assciated with registering as a user in the State f Mntana s emacs Branded Vendr Prtal. This guide cntains the basic prcess fr: 1. Registering with Mntana Acquisitin and Cntracting System (emacs) frm ur Vendr Prtal lgin page. 2. Lgging int emacs Vendr Prtal and beginning registratin. 3. Receiving and respnding t invitatins frm emacs. 4. Onging management f the vendr prfile fr emacs. Objectives The purpse f this handbk is t familiarize vendrs with registering and managing infrmatin fr emacs thrugh ur branded Vendr Prtal. The prtal can be used t: Register. Tell us all abut yu as the vendr. Thrugh the vendr prfile, we can gather infrmatin that can help develp a strng wrking relatinship. Maintain yur infrmatin. Keep yur prfile up t date. Maintain yur cntact infrmatin, business infrmatin and prducts/service infrmatin. What yu will learn The dcument is rganized accrding t the majr functins f the applicatin: Vendr Registratin and Access This sectin prvides instructin n the prcess f registering and accessing the Vendr Prtal. Cmpany Prfile - This sectin explres each area f yur prfile and the infrmatin that is captured in each. Intrductin emacs has cnfigured a branded prtal fr vendrs specifically fr use in registering with ur rganizatin, as well as nging management f imprtant business infrmatin. This ensures that we have the mst accurate and up-t-date infrmatin when making purchasing decisins. The Vendr Prtal allws vendrs t prvide a variety f data. This includes basic data such as cmpany r individual name, business type, and cntact infrmatin. It als includes infrmatin including insurance infrmatin and accunts payable data. The Vendr Prtal can be fund at emacs Handbk, Vendr Registratin and Data Management, Page 2

3 What can a vendr d in the Vendr Prtal? The Vendr Prtal is nt nly used t manage yur cmpany s data but als helps us manage ur relatinship with yu. The better infrmatin yu prvide, the mre likely it is that we have sufficient infrmatin t make purchasing decisins abut yur rganizatin. The Prtal prvides vendrs access t State f Mntana bidding pprtunities, allws fr efficient and interactive cmmunicatins regarding bid pprtunities, and prvides electrnic submissin f sme slicitatin respnses. Creating an Accunt frm the Mntana Acquisitin and Cntracting System-eMACS. Vendr Prtal Lgin Page By visiting vendrresurces.mt.gv yu will be directed t the Mntana Acquisitin and Cntracting System emacs Vendr Prtal Lgin page where yu will select Create Accunt t begin the registratin prcess. Yu will be navigated t the Vendr Registratin page where yu will create initial user lgin infrmatin. Yu will als be asked t enter a Tax ID Type, Tax ID Number, and DUNS emacs Handbk, Vendr Registratin and Data Management, Page 3

4 Number. This infrmatin is ptinal but will help us identify if yu already exist in ur database. Nte: If yu prvide a Tax ID number r DUNS number that matches t a vendr recrd in ur system, yu will be taken t a page that displays the vendr rganizatin with matching data. Yu can select t send a message t a matching Vendr s prtal administratr t request accunt access. We will als be ntified f the ptential duplicatin If n duplicatin is fund, upn selecting Create Accunt yu will see a cnfirmatin message that yu have begun the registratin prcess. Check yur (the prvided when yu created the accunt) fr instructins n prceeding with yur registratin. emacs Handbk, Vendr Registratin and Data Management, Page 4

5 Yu shuld receive the fllwing with a link t Cmplete Registratin Nw. Once yu click the link, Cmplete Registratin Nw, yur vendr prtal registratin is verified, and yu will be navigated t the emacs Vendr Prtal lgin page. Yur address is already ppulated in the field. Simply enter yur passwrd and click Lgin t lg int the emacs Vendr Prtal. emacs Handbk, Vendr Registratin and Data Management, Page 5

6 Upn selecting Lgin, yu will be lgged int the emacs Vendr Prtal t cmplete the registratin prcess. Cmpleting the Vendr Registratin fr Prfile 1 Prfile 1 is a basic registratin. This registratin adds yur cmpany as a vendr t the emacs system. Yu will receive ntificatins f slicitatin pstings and be able t respnd t slicitatins thrugh the system. Once lgged in frm registering yur user accunt, yu are navigated t a Welcme message with a registratin checklist and FAQ link. Cmpleting the Registratin Required fields are indicated with an asterisk (*). As yu cmplete infrmatin fr the page, select the Next buttn t save changes and prceed t the next page. Yu will see the registratin panel update the number f steps cmplete as well as indicate green checks fr the cmpleted pages. emacs Handbk, Vendr Registratin and Data Management, Page 6

7 When entering yur cmpany Address, select Other (physical). When entering yur Cntacts, select Fulfillment and Sales cntacts. Once yu have cmpleted all required fields, enter the requested infrmatin n the Certify and Submit page and click Submit. emacs Handbk, Vendr Registratin and Data Management, Page 7

8 Yu will be navigated t the hme page with a cnfirmatin message that yur registratin is cmplete. At this pint, the vendr registratin has been submitted t the State f Mntana, and yu will be ntified if any additinal infrmatin r clarificatin is necessary Cmpleting the Vendr Registratin fr Prfile 2 Shuld yur cmpany be awarded a cntract with the State f Mntana, yu will receive an asking yu t cntinue yur registratin in anticipatin f receiving a cntract. This registratin mves yur cmpany int a Prfile 2 registratin. This registratin is mre in depth and will require yur cmpany t uplad a W-9, tax infrmatin, prf f required insurances and enter payment infrmatin. Yu will receive an asking yur cmpany t Register in Prfile 2. emacs Handbk, Vendr Registratin and Data Management, Page 8

9 Select the Register Nw buttn and yu will be redirected t the Vendr Prtal t lgin. Required fields are indicated with an asterisk (*). As yu cmplete infrmatin fr the page, select the Next buttn t save changes and prceed t the next page. Yu will see the registratin panel update the number f steps cmplete as well as indicate green checks fr the cmpleted pages. Once yu have cmpleted all required fields, enter the apprpriate infrmatin n the Certify and Submit page and click Submit. Select Return t the hmepage and yu will be redirected back t yur emacs prtal hmepage. Mntana Acquisitin and Cntracting (emacs) Vendr Prtal Hme Page After cmpleting yur registratin, each time yu lg int the Mntana Acquisitin and Cntracting System emacs yu will be navigated t the hme page. emacs Handbk, Vendr Registratin and Data Management, Page 9

10 Managing the Vendr Prfile Yu may edit the prfile infrmatin at any time by clicking the Save Changes buttn after making edits n each page. Yu may view an audit trail f changes by selecting the View Histry link. Within yur SciQuest Supplier Netwrk Prtal, yu may manage basic infrmatin abut yur rganizatin such as name, addresses, service areas, legal identificatin, diversity classificatins and mre. This is knwn as yur Netwrk Prfile. SciQuest Supplier Netwrk Tasks By registering fr a Vendr Prtal with emacs, yu have access t the SciQuest Supplier Netwrk as well. By navigating t the SciQuest Supplier Netwrk frm yur prtal, yu may edit user settings, enable ntificatins, and access ther resurce infrmatin. T navigate t the SciQuest Supplier Netwrk, select yur name frm the tp right banner in yur prtal, and select the ptin t Return t SciQuest Supplier Netwrk. Refer t the Online Training and Supprt Page link n that page t learn mre abut the Netwrk. Online Training & Supprt Page The Online Training & Supprt Page is available via hyperlink n the SciQuest Supplier Netwrk hme page. On the Online Training & Supprt Page, yu have access t handbks, shrt guides, and vide snippets related t navigating and wrking in the SciQuest Supplier Netwrk. Adding New Users t the Accunt 1. Lgin t yur accunt at 2. Click n the drp dwn arrw by yur name/cmpany name 3. Select Return t SciQuest Supplier Netwrk 4. Select Site Administratin, Manage Users and Send New User Request 5. Fill in the new user infrmatin, add a User Rle and Send User Request 6. The requested user will receive an t cmplete their registratin User Prfile Users with the apprpriate permissins have the ability t access their wn prfile. The user prfile is used t manage permissins that allw fr display f different features in the Netwrk and custmer prtals. Als in the User Prfile, a user may select t enable Preferences r in-applicatin Ntificatins regarding certain actins, such as a certificate expiratin issue. Fr mre infrmatin, access the Supplier Netwrk Handbk available n the Online Training & Supprt Page. emacs Handbk, Vendr Registratin and Data Management, Page 10

11 Time Zne Change Any cmmunicatin yu receive will autmatically default t Eastern Time. T change this feature, select the drp dwn arrw next t yur cmpany name and select Return t SciQuest Supplier Netwrk. Once yu are in the SciQuest Supplier Netwrk, select the drp dwn next t yur cmpany name and select View My Prfile. Select Language, Time Zne and Display Settings and select the apprpriate time zne fr yur cmpany. **Please nte that all infrmatin psted in emacs by the State f Mntana will be listed in Muntain Standard Time. emacs Handbk, Vendr Registratin and Data Management, Page 11

12 After yu have chsen yur time zne, select the Hme Screen tab and then select the MONTANA ACQUISITION AND CONTRACTING SYSTEM (emacs) and yu will be returned t the emacs vendr prtal. Navigating yur emacs Vendr Prtal Hme Page emacs lg/identificatin. Yu will see ur lg and cmpany clrs, as well as a message t vendrs in the tp left. emacs Handbk, Vendr Registratin and Data Management, Page 12

13 emacs Cntact. Please nte the cntact name, address and phne number fr the persn t cntact with questins abut any f the infrmatin yu see in ur Vendr Prtal. Side Navigatin Bar. In the prtal, yu will see menu ptins depending n yur relatinship with us. Hme. Selecting this icn frm anywhere in the emacs prtal will bring yu t the emacs prtal hme page. Orders and Dcuments. Allws a user t view purchase rders, view invices, and access exprt files specifically fr this custmer. Site Cnfiguratin. In this area yu may navigate t yur registratin prfile frm anywhere in the prtal. Menu Search. Use this feature if yu are unsure f the lcatin f a specific menu within the prtal. This is a keywrd search that returns a list f pages cntaining that keywrd. Yu can click n the search results t navigate t the apprpriate page. Quick Links t Cmmn Tasks. This area cntains links t navigate t areas in the emacs prtal that yu may need t visit frequently. User Lgut and Ntificatins. Select yur name t Lgut r navigate t the SciQuest Supplier Netwrk. Select the Ntificatins drpdwn t see ntificatins specific t emacs (if yu have enabled any ntificatins in yur preferences). Cmpany Prfile Infrmatin The prfile is rganized int different pages. Registratin Prfile infrmatin is rganized as fllws: Cmpany Overview: This sectin cntains basic identifying infrmatin such as legal and ding business as name, legal structure and tax identificatin number, as well as website address. Legal Cmpany Name The legal name under which yur cmpany des business. This field is required. Ding Business As (DBA) If yur cmpany is knwn by sme name ther than the legal name, enter it here. Cuntry f Origin Enter yur cmpany s cuntry f rigin. Dun & Bradstreet Number (DUNS) Enter yur cmpany s Dun & Bradstreet Number If available Legal Structure Select the apprpriate legal structure fr yur rganizatin. Tax ID Type This field nly shws if yu have selected Individual/Sle Prprietrship as the Legal Structure. Select if yur tax identificatin number is a Federal ID r a Scial Security Number. This is nly required when registering in Prfile 2. emacs Handbk, Vendr Registratin and Data Management, Page 13

14 Tax ID Number Enter the apprpriate tax identificatin number fr yur rganizatin. This value must be 9 digits. Please nte that if yu selected Scial Security Number as the Tax ID Type, this value will be masked upn saving the page, and visible t users with the apprpriate permissin. This is nly required when registering in Prfile 2. Are yu exempt frm backup withhlding? Select Yes r N t indicate if yur rganizatin is exempt frm backup withhlding. This is nly required when registering in Prfile 2. Website Enter the URL fr yur cmpany s web page. Additinal Questins Registered with Secretary f State Office If yu select yes, yu will need t enter yur registratin number. Cnstructin Cntractr If yu select yes, yu will need t enter yur Cntractr Registratin Number. Business Details: This sectin cntains infrmatin abut when yur business was established, number f emplyees, service area and types f prducts/services yu prvide. Cmmdity Cdes Select a Cmmdity cde. Yu may als select ne r mre Cmmdity cdes as applicable. Yu may search by keywrd and select all apprpriate cdes that apply t yur rganizatin. Yu must select at least ne cmmdity cde. Yu may enter a keywrd r cde t search fr the apprpriate cmmdity cdes. Yu may remve cdes by pening the search bx and deselecting, r by selecting the trash icn next t the apprpriate cde. Addresses: Here yu can add multiple Fulfillment, Remittance, and Physical Addresses fr yur rganizatin. A physical address is required t cmplete registratin. Address Label Enter a label fr the address. This name will display in the audit histry lg and t custmers. This field is required t save the address, and can be edited at any time. Address Type Select the address type: Fulfillment Center, Physical, r Remittance. Yu may have multiple values fr each type f address. This field is required t save the address, and cannt be changed nce saved. Cuntry Select frm the drpdwn list f cuntries. Address Lines 1-3 Enter in the address n the apprpriate lines. City The city fr the address. State/Prvince Depending n the cuntry selectin, yu may have a drpdwn list f states/prvinces available. Or, enter the apprpriate value if nne are prvided. Pstal Cde The pstal cde fr the address. Phne The main telephne number fr this address, including cuntry cde, area cde, phne number and extensin if applicable. emacs Handbk, Vendr Registratin and Data Management, Page 14

15 Tll Free Phne Enter a tll free number fr this address, if applicable. Fax Enter the main fax number fr this address. Primary Displays Yes r N ptins. Yes is selected if the address is the primary address fr the address type. N is selected if the address is nt the primary fr the address type. Cntacts: Select t add cntacts fr the supplier rganizatin. Cntacts may be assciated t an Address that exists in the Addresses sectin f the prfile. A fulfillment cntact is required t cmplete registratin. Cntact Label Enter a label fr the cntact. This label will display in the audit histry lg and t custmers. This is different than the cntact first name and last name, but can be that value if apprpriate. This field is required t save the cntact, and can be edited at any time. Cntact Type Select the cntact type: Catalg, Crprate, Custmer Care, Fulfillment, PO Failure, Remittance, Sales, Technical and Other. Yu may have multiple values fr each cntact type. This value is required t save the address and cannt be changed nce saved. First Name The cntact s first name. Last Name The cntact s last name. Title The cntact s title. The cntact s address. Phne The cntact s phne number, including cuntry cde, area cde, phne number and extensin if applicable. Tll Free Phne If the cntact can be reached via a tll free number, enter the value, including an extensin if applicable. Fax Enter the fax number fr the cntact. Primary Displays Yes r N ptins. Yes is selected if the cntact is the primary cntact f that type. N is selected if the cntact is nt the primary fr the cntact type. Assciated Address Once the cntact is saved, yu may assciate an address fr the cntact. Select the Manage Assciated Addresses frm the Edit buttn drpdwn t see available addresses. Yu may assciate ne address with a cntact. Lcatins: Lcatins are grups f addresses and cntacts that are related t a specific lcatin f yur business. Yu may nly have ne lcatin, but have several buildings (physical addresses) at the Lcatin. Or yu may have different lcatins thrughut the US, and assciate different addresses with each lcatin. In this sectin yu will add Lcatins fr yur rganizatin, t which addresses and cntacts can be assciated. Lcatin types include Headquarters, Fulfillment Center, and Other. Lcatins are nly required when registratin in Prfile 2. Lcatin Label Enter the Lcatin Label. This value is displayed in the audit histry lg. This field is required t save the lcatin and can be edited at any time. emacs Handbk, Vendr Registratin and Data Management, Page 15

16 Lcatin Type Select frm the available Lcatin Types: Headquarters, Fulfillment Center, r Other. This field is required t save the lcatin and can be edited at any time. Primary - Displays Yes r N ptins. Yes is selected if the lcatin is the primary lcatin f that type. N is selected if the lcatin is nt the primary fr the lcatin type. Lcatin Descriptin Enter a descriptin f the lcatin, if apprpriate, up t 700 characters. Hw wuld yu like t receive purchase rders fr this lcatin? This ptin is available if yur rganizatin is nt currently cnfigured t transmit rders via cxml. Select the purchase rder delivery methd fr this lcatin. Please nte that this des nt determine the actual delivery f purchase rders fr yur rganizatin. That is cnfigured fr each custmer as part f the vendr enablement prcess These fields are fr infrmatinal purpses nly, and used by sme custmers t ppulate apprpriate infrmatin in their external systems. When r Fax are selected, additinal fields display: Fr selectin enter and cnfirm Address fr purchase rder delivery Fr Fax selectin enter the fax number fr purchase rder delivery. Effective Date Enter the effective date fr this lcatin. Assigned Addresses Yu may assciate multiple addresses with the lcatin. Select the Edit buttn, and select frm the available active addresses. Yu may select ne address frm each address type. T remve an assciated address frm the Lcatin, select the Remve icn. Assigned Cntacts Yu may assciate multiple cntacts with the lcatin. Select the Edit buttn, and select frm the available active cntacts. Yu may select ne cntact frm each cntact type. T remve an assciated cntact frm the Lcatin, select the Remve icn. Diversity Infrmatin: Select the apprpriate Diversity Classificatin(s) fr yur supplier rganizatin. This is ptinal as the State f Mntana des nt have small business preferences. Des yur business qualify as a Diverse Supplier? Select Yes t prceed with selecting diversity classificatins. Select N r Decline t Answer if apprpriate. If there are any existing diversity classificatins indicated, they will be remved upn yur cnfirmatin f N r Decline t Answer selectins. If Yes is selected, the ptin t Add Diversity Classificatin will shw. Add Diversity Classificatin T add a diversity classificatin, select Add Diversity Classificatin. Select the apprpriate classificatin the list. Diversity classificatins are added individually. Small Business Enterprise If yu selected Small Business Enterprise and yu are SBA SAM listed, yu will need t enter yur CAGE cde. emacs Handbk, Vendr Registratin and Data Management, Page 16

17 Insurance Infrmatin: Select t add Insurance infrmatin and attach dcuments. Insurance infrmatin is nly gathered when registering fr Prfile 2 prir t entering int a cntract. Insurance Infrmatin is nt required at initial registratin prcess.. Insurance Type - Select the type f insurance frm the drpdwn list. This field is required and cannt be changed nce saved. Other Insurance Type - If Other is selected as the Insurance Type, this field displays fr yu t enter anther type f insurance. This field is required if Other is selected, but can be edited at any time. Plicy Number - Enter the plicy number fr this insurance recrd. Insurance Limit - Select frm the ranges fr the Insurance limit: $500,000 r less; $500,001 t $1,000,000; $1,000,001 t $2,000,000; r Mre than $2,000,000. This value is required t save the insurance recrd and can be edited at any time. Expiratin Date - Select the expiratin date fr the insurance recrd/plicy. Insurance Prvider - Enter the Insurance Prvider cmpany name. Agent - Enter the agent fr the Insurance recrd/plicy. Insurance Prvider Phne - Enter the phne number fr the insurance prvider, including cuntry cde, area cde, phne number and extensin if applicable. Uplad Certificate f Insurance - Yu may uplad a cpy f the insurance dcument by selecting the edit icn. Enter a title fr the file t uplad, brwse and select the file. Payment Infrmatin: In this sectin yu may enter Accunts Payable infrmatin that includes type f payments and specific bank accunt infrmatin as applicable. This is nly required when registering in Prfile 2. Select Add Payment Infrmatin and chse Direct Depsit (ACH) r Check Payment Title - Enter a title fr the Payment Infrmatin recrd. This will be displayed in the audit histry as well as t custmers. This value is required t save the Payment Infrmatin entry, and may be edited at any time. Payment Type - This was selected upn clicking the Add Payment Infrmatin buttn. Available values are Check r Autmated Clearing Huse. This field is required t save the Payment Infrmatin entry, and cannt be edited nce saved. Direct Depsit Frmat Select frm ACH, CCD, CTX. Remittance Address - Select frm the active lcatins available in yur prfile. This field is available fr all payment types. Electrnic Remittance - Enter the electrnic remittance . This field is available fr all payment types, and is infrmatinal nly. Currency - Select the currency applicable t this accunts payable entry. This field is required t save the accunts payable entry. Active - Select t make this accunts payable entry active. Only active entries are viewable by custmers that have access t yur accunts payable infrmatin. emacs Handbk, Vendr Registratin and Data Management, Page 17

18 Bank Accunt - If yu selected Autmated Clearing Huse as the Payment Type, the fllwing Bank Accunt infrmatin may be entered: Bank Name - Enter the name f the bank fr this accunts payable entry. This field is required. Accunt Hlder's Name - Enter the name f the accunt hlder. This field is required. Accunt Type - Select the Accunt Type: Checking r Savings. This field is required. Ruting Number - Enter the 9-digit Ruting number fr the accunt. This value is required. Accunt Number - Enter the Accunt Number. Please nte that nce saved, the value will be masked. If yu have the permissin t view sensitive bank accunt infrmatin, yu will see a link t view the unmasked value. This field is required. Cnfirm Accunt Number - Re-enter the Accunt Number. As with the Accunt Number field, the value is masked upn save. This field is required. Cuntry - Select frm the available cuntries. This field is required. Address Lines Enter the apprpriate address infrmatin. Only Address Line 1 is required t save the entry. City - Enter the City fr the accunts payable entry. This field is required. State/Prvince - Enter the state fr the accunts payable entry. Depending n the cuntry selectin, yu may have a drpdwn list f ptins, r yu may enter the apprpriate value. This value is nt required. Pstal Cde - Enter the pstal cde fr the accunts payable entry. This value is required. Additinal Questins - If yu selected ACH as Payment Methd yu will need t uplad yur ACH dcumentatin. Tax Infrmatin: Yu must include tax infrmatin and attach a cpy f yur W9 tax frm. Select Add Tax Dcument and chse the W9 ptin. This is nly required when registering in Prfile 2. Tax Type W9 is autmatically selected. This field is required and cannt be changed nce saved. Tax Dcument Name Enter the name fr the Tax Dcument. This value is required. Tax Dcument Year Select the apprpriate tax dcument year. Tax Dcumentatin Uplad the apprpriate W-9. and certify tax dcument emacs Handbk, Vendr Registratin and Data Management, Page 18

19 Where t g fr mre help If yu need additinal help, please cntact the emacs Help Desk at (406) r emacs@mt.gv. emacs Handbk, Vendr Registratin and Data Management, Page 19