Orange County Department of Education Vendor Portal Vendor Guide

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1 Orange County Department of Education Vendor Portal Vendor Guide Overview The OCDE Vendor Portal provides an interface for businesses, individuals, and employees who provide services to Orange County school districts to register to receive payment through Automated Clearing House (ACH) electronic deposit rather than a standard Accounts Payable check. Henceforth, users of the Vendor Portal will be referred to as vendors in this documentation. The Vendor Portal has six (6) primary work areas. When a vendor visits the website, they will most likely utilize the website in the following sequence: 1. Vendor Registration 2. Home 3. Vendor Profile 4. Contacts 5. Bank Information 6. District Clients Accessing the Vendor Portal The Vendor Portal can be accessed by going to: 1. Vendor Registration The first step required to access the Vendor Portal is to complete the Vendor Registration. Click on the Register button on the Vendor Portal login page. 1 P a g e

2 The Vendor Registration page will be displayed. Vendors must provide the required information on this screen, agree to the Conditions of Use, and click on the Register button. When this button is clicked, the vendor data will be validated, a record will be saved in the Vendor Portal database, and an will be sent to the address provided on the registration screen. The registration is not complete until the vendor receives an from the Vendor Portal and clicks on a link contained in the message Confirm Registration. Once this has been completed, the vendor can log into the Vendor Portal. 2 P a g e

3 Follow the field by field instructions below to complete the Vendor Registration required information: Vendor Name: Enter the Vendor Name as identified in the school district s letter to the vendor. Contact the school district if there is a discrepancy. *Employees of the school district must enter their First and Last Name. Last Name: Enter the Last Name of the authorized contact person responsible for providing and managing the information on this account. First Name: Enter the First Name of the authorized contact person responsible for providing and managing the information on this account. Address, City, State, Zip: Enter the Address, City, State, and Zip Code as identified in the school district s letter to the vendor. Contact the school district if there is a discrepancy. *Employees of the school district may enter their home or work address. Employees should verify with their school district s Business Office for proper instructions. Phone Number: Enter the Phone Number of the authorized contact person responsible for providing and managing the information on this account. Address: Enter the primary address for this account. The address will be required to log in to the Vendor Portal. All school district contact to the vendor such as notifications for completing the Vendor Registration process, payment remittance advice, and any changes to this account will be sent to the address entered in this field. The vendor will have an opportunity to provide additional addresses in the Contacts work area of the Vendor Portal. Password: Create a secure, case sensitive password to access this account. The password will be required to log in to the Vendor Portal. Confirm Password: Enter the secure, case sensitive password exactly as it was entered in the previous field. Password Question: Select a vendor profile question from the list provided. The vendor will be asked to answer this question in the event the password to this account needs to be reset. Password Answer: Enter the answer to the question selected in the previous field. The vendor will be asked to provide this secure, case sensitive answer in the event the password to this account needs to be reset. Password Hint: Enter a word or phrase that will assist the vendor in providing the correct Password Answer in the event the password to this account needs to be reset. For security purposes, the Password Hint should not be the Password Answer. Once the required information has been completed, agree to the Conditions of Use, and click on the Register button. When this button is clicked, the vendor data will be validated, a record will be saved in the Vendor Portal database, and an will be sent to the address provided on the registration screen. The registration is not complete until the vendor receives an from the Vendor Portal and clicks on a link contained in the message Confirm Registration. Once this has been completed, the vendor can log into the Vendor Portal. 3 P a g e

4 2. Home (Dashboard) The Home page Dashboard is displayed to the vendor upon successfully logging into the Vendor Portal. The Home page contains an overhead menu of actions available to vendors, as well as step-by-step links and information to assist them in setting up their information. 3. Vendor Profile The Vendor Profile page allows the vendor to manage their primary contact information and other business related settings. This is also the location where vendors are able to reset their account password. 4 P a g e

5 Clicking the RESET PASSWORD button displays the screen as shown below. 4. Contacts Vendors are able to add additional contacts to their account. OCDE and the school district will only provide assistance on this account to the Primary Contact as listed in the Vendor Profile and any secondary contacts listed here. These secondary contacts can be optionally set to receive the same notifications that the primary vendor address will receive. To add an additional contact, click on the Plus Sign next to Add new record. 5 P a g e

6 This will open a dialogue box where the address and name of the additional contact may be entered. Click on the Receive Notification box to flag this contact to receive the same notifications that the primary vendor address will receive. Once information has been entered, click the ADD button to add this contact. If the vendor wants to leave this screen or leave without saving a record, click on the CANCEL/EXIT button. To edit the contact information, click on the Pencil Icon for that record to open the dialogue box with the information. To delete the contact, click on the Red X icon for that record. 6 P a g e

7 5. Bank Information Bank account information is added to a vendor record by selecting the Bank Information menu option. To add a bank account record, click on the Plus Sign next to Add new record. This will open a dialogue box where the bank account information may be entered. Records with invalid Transit Routing numbers cannot be saved. The vendor will need to verify with their banking institution that the banking information being entered is correct for ACH electronic deposits for their bank accounts. The Account Nickname is used to easily identify and designate the vendor s bank account to each District Client. Once information has been entered, click the ADD button to add this contact. If the vendor wants to leave this screen or leave without saving a record, click on the CANCEL/EXIT button. 7 P a g e

8 The vendor must follow the ensuing business rules for creating bank account records: 1) A vendor need only create a single (unique) bank account record which may be assigned to multiple school district clients. For example: bank account record A is used to designate payments received from school district clients 1, 2, and 3. 2) A vendor may create multiple (unique) bank account records which may be assigned to multiple school district clients on a one to one basis. For example: i. bank account record A is used to designate payments received from school district client 1 ii. bank account record B is used to designate payments received from school district client 2 iii. bank account record C is used to designate payments received from school district client 3 To edit the bank account information, click on the Pencil Icon for that record to open the dialogue box with the information. 8 P a g e

9 To delete a bank account record, the vendor must follow the ensuing business rules: 1) A Red X icon indicates that the record may be deleted. 2) A Green Padlock icon indicates that no ACH transactions have been posted to the account. However, it is assigned to at least one District Client and may be deleted only after it is removed from the District Client assignment list. 3) A Yellow Padlock icon indicates that an ACH transaction is posted to the account and cannot be deleted until the ACH transaction has been processed and it has been removed from the District Client assignment list. 9 P a g e

10 6. District Clients Once a vendor has created bank account records in the Bank Information work area of the Vendor Portal, they will assign them to their district clients by selecting the District Clients menu option. Only districts participating in ACH AP Payments will be displayed. The Status column displayed on the District Client window indicates whether or not a district has approved the vendor for ACH payments. 10 P a g e

11 To add or edit a district client, click on the Pencil Icon for that record. This will open a dialogue box where the District Client information may be entered. Complete as per the following: District Vendor ID: Enter the District Vendor ID as identified in the school district s letter to the vendor. District Account No: Enter an account number the vendor utilizes to identify each district client as part of their internal record keeping. This account number will be included in the remittance advice sent to the vendor. *Employees may leave this field blank. Bank Account: Select the bank account record the vendor is assigning to this District Client. The bank account record was created in the Bank Information work area of the Vendor Portal. Once information has been entered, click the UPDATE button to add this contact. If the vendor wants to leave this screen or leave without saving a record, click on the CANCEL/EXIT button. 11 P a g e

12 To remove a District Client assignment, click on the Red X icon for that record. The vendor has now completed the required data entry for receiving payments through Automated Clearing House (ACH) electronic deposit rather than a standard Accounts Payable check. Registration is complete pending school district approval. The vendor will be notified via once approval has been granted. 12 P a g e