Vendor Solutions Gateway

Transcription

1 Vendor Solutions Gateway Vendor Registration User Guide Because of increasing regulatory requirements within the business environment, a new business requirement is being implemented for all supply partners Vendor Registration, administered through Global EDGE, LLC. The Global EDGE vendor authentication platform will improve the accuracy of your records for your clients, which in turn increases the accuracy of payments made to your businesses and organizations. This system provides an effective way to manage vendor business details and ensures adherence to regulatory and compliance standards. This document is an unpublished work protected by the United States copyright laws and is proprietary to Global EDGE, a Limited Liability Company. Disclosure, copying, reproduction, merger, translation, modification, enhancement, or use by anyone other than authorized employees, clients or licensees of Global EDGE and its affiliate companies, without the prior written consent of Global EDGE, is prohibited. This document has not been reviewed by legal as of 12/31/2014. This document reflects the functionality and interface of the specified product version as of the last revised date. Contact Global EDGE for the most recent manual revisions. All company, product, and services names may be trademarks or registered trademarks of their respective owners. Please contact the Vendor Support team with any questions at or by at [email protected]. Vendor Lynx Vendor Registration User Guide Page 1 of 9

2 Table of Contents Welcome to Vendor Registration... 3 What You ll Need... 3 Step 1: User Set Up... 4 Registration URL s... 4 User Set up... 4 Contact Details... 4 Step 2: Business Details... 4 Business Details... 4 Physical Address Details... 4 Guarantor or Principal Details... 5 Creating an Electronic W Uploading Your W-9/W-8 Form... 5 Additional Details Information... 5 Business Categories... 5 Diversity Status... 5 Additional Guarantor Information... 6 Insurance Details... 6 Licensing Details... 6 Professional Details, Awards and Publications... 6 Questionnaire... 6 Remittance Address Information... 6 Step 3: Payment... 7 Step 4: Welcome to Vendor Solutions Gateway... 7 Frequently Asked Questions... 8 Appendix... 9 Business Detail Federal tax Classification Question Details... 9 Limited Liability Company Federal Tax Classification Question Details... 9 Vendor Lynx Vendor Registration User Guide Page 2 of 9

3 Welcome to Vendor Registration You have been asked by one of our clients to registration within the Vendor Lynx platform. The partnership between Global EDGE, you and our mutual client is to help build a long lasting relationship and ensure business standards are met. Global EDGE has been selected as your client s supplier management partner, and we are here to help you get the most out the Vendor Lynx platform. What You ll Need During registration you will be asked to provide detailed information regarding your business. For fastest processing, have your most current W-9 Form available. You will be asked to provide a W-9 or to electronically create on in the registration process. Reference ID -This was provided in the invitation you received to register. It is eight characters long and will be a combination of letters and numbers. Physical Business Address- This is current physical address your business is operating from. No P.O Box addresses will be accepted. Federal Reporting Tax Identification Number Our clients recommend prefer an EIN, however a Social Security Number is accepted. Principal/Owner s Complete Name This should be the name of an individual within the organization whose name can be linked to the business within public records. Business Categorization which will include your type of business and sub categories related to the type of business you operate as Remittance Address (es) Our client may choose to provide the remittance addresses they currently have on file for your organization. You will be asked to verify they are still accurate. If none are provided, you will be asked to provide one. Additional information may be requested if your organization meets certain business categorization. Non-Profit and Diverse Documentation - If you are operating as a Non-Profit or a Diverse/Minority organization, you will be asked to upload your current certificate during registration. Note: this needs to be a current and accurate certification of your designated status. Insurance Documentation proof of insurance, including Minimum and Maximum levels may be required, in addition to providing an electronic version of your policy License Details if your business details reflect a type of business which requires special licensing to conduct business with our client, you may be prompted to indicate the type of licensure you have including uploading an electronic version of your licenses. Publications allows you to provide information related to publications your organization has been a part of or have published. Awards allows you to provide information related to any awards your organization or members of your organization may have received. Vendor Lynx Vendor Registration User Guide Page 3 of 9

4 Step 1: User Set Up Registration URL s In order to register you will be asked to go to the online registration portal. 1. New Vendor Registration ( This takes you directly to Step One of the Registration 1.2. Enter your reference ID here to begin Registration 2. If you ve already started registration, you may pick up where left off by logging in here: ( Select Vendor Solutions Gateway User Set up Upon entering your reference ID indicate if you ve already set-up a user. Most commonly you will select NEW TO GLOBALEDGE CLICK HERE. If not, select ALREADY A USER, LOGIN. Enter a username and password that meets the required password credentials Contact Details Contact Details should be filled out according to the person registering. If there are any questions regarding the registration this is the person who will be contacted and will also be considered the Admin User for your account. Step 2: Business Details Business Details are collected to provide the client with current information regarding your organization. This information is also used to electronically build your organization s W-9. Business Details Filling out a W-9 correctly can be tricky, in order to ensure we ve captured the correct information to populate a W-9 appropriately; we ve built a series of dynamic questions, which will navigate you through the process ensuring the electronic W-9 is completed correctly. It will be best to have a copy of your current W-9 available. Make sure you have the appropriate answers before going to the next question, or your W-9 may not be completed correctly and may require additional follow up. A table is provided in the Appendix to reflect which pieces of information are required for the respective tax classifications. Physical Address Details Your company s physical address information will be used to validate your organization against public records. It is important to enter the most current street address information. P.O. boxes will not be accepted as your client requires the current physical address. Vendor Lynx Vendor Registration User Guide Page 4 of 9

5 Guarantor or Principal Details The Guarantor or Principal details are used to assist in validating your business, and the information will be compared against public records to ensure a linkage occurs. In addition the information is used to conduct a Federal sanction check. Our clients require sanction checks on principals associated with the business. Creating an Electronic W-9 1. Click the CLICK HERE TO CREATE W9 FORM button to have Vendor Lynx electronically create your W-9 2. Read the agreement and select I agree 2.1. Click the Red X in the upper right hand corner of the pop-up window if you do not agree and wish to upload your W-9 3. Review the W-9 Information 4. Scroll to the Sign Here box 5. Type Your Name or upload an electronic Signature 6. Click Submit Uploading Your W-9/W-8 Form If you do not electronically create a W-9 or you operate with a W-8 you will be required to upload a PDF version of your form. 1. Click Choose File 2. Locate your File 3. Click Submit to move onto the next set of questions Additional Details Information This information is used by the client to identify diverse suppliers and categorize suppliers by business category. Your client may request additional information including license, insurance, awards, publications and more to complete your business profile. Based on provided information you may be prompted to provide the client required information. As you complete this step, if there is a need to save your changes and come back, you may select SAVE at the bottom of the page. The next time you return to your registration, your information will be saved and you will return to this page. Business Categories Business categories are used by your client to conduct searches for vendors providing specific services. The categorization is based on client preferences. Diversity Status Your organization may be designated as a diverse or minority supplier. If your organization maintains this level of certification, you may mark the response with a Yes and provide the additional required documentation. Vendor Lynx Vendor Registration User Guide Page 5 of 9

6 Additional Guarantor Information If you are prompted to provide additional guarantors information, the client is asking you to provide additional information on all guarantors and key personnel involved with operational control. Certain organizations are required to conduct federal sanction checking on any guarantor ownership in the organization. Insurance Details The client is requiring you provide information and documentation on your insurance information. Licensing Details The client is requiring you to provide information and documentation on your licensing and certification information. Professional Details, Awards and Publications The client may request you provide details on organizations you are professionally associated with or members of, awards your organizations received, and/or publications associated with your organization. Questionnaire Each client has an opportunity to establish a questionnaire based on your business category information. You may not receive a questionnaire, but if you do please complete the questions and provide any requested additional documentation. Remittance Address Information Our client would like you to enter or confirm your current remittance address to ensure proper and timely payments. 1. If you would like to use your business address (that you provided earlier) check the box to pre-fill the details 2. If your remittance address is not your business address enter your remittance address to be used 3. You may be asked to select Yes or NO to collect your banking information in order to pay you electronically. 4. Click the ADD More button to add additional remittance addresses Vendor Lynx Vendor Registration User Guide Page 6 of 9

7 Step 3: Payment The final step of registration is to pay for your authentication. Registration User Guide There are costs associated with the vendor authentication process, and the client is requesting your participation as a vendor to support the cost of these fees. The authentication process ensures that regulatory compliance requirements are being met. Note: some clients require registration be completed, including this fee, in order to be paid by the client. Type of Payment Pay Now Invoice Me No Decline Participation Payment Details You will be taken to a secure payment portal that accepts Visa, Master Card, and Discover and asked to provide payment details. Global EDGE will invoice for the authentication fee which is required to be paid in 30 days. Registration cannot be completed without payments. There is an addition $10 fee for administration costs for invoiced. Select this option if you are declining to pay for authentication or you are no longer providing services/products to the client. It is recommended to enter your reasoning for declining. Step 4: Welcome to Vendor Solutions Gateway Upon completing the registration, you may be prompted to complete a short survey and provided details around additional documents your client may be requesting to finalize the registration/authentication process. Complete the short survey and select ADVANCE TO THE SOLUTIONS GATEWAY. Once you have access to the Vendor Solutions Gateway, you will have access to update your profile information, and load any additional documents requested by Global EDGE or your client. You may access the User Guide for the Vendor Solutions Gateway upon logging into the platform. Vendor Lynx Vendor Registration User Guide Page 7 of 9

8 Frequently Asked Questions Question I see a Welcome screen. Am I done? What does this Solutions Gateway do for my company? You may be asked to provide additional documents. Why am I being asked for my Secretary of State filing? For my Other Tax Filing? Why am I being asked for my phone or utility bill? How long will registration take? The link does not work I don t have a user name. I logged in earlier and now it won t let me log in. Can we fill out paper forms and provide them to you? Registration User Guide Response Additional documents may be required to address results which were returned from the information provided. All required documents must be uploaded to the Vendor Lynx platform before a company/organization is eligible to be Authenticated. Access your registration and complete the process. Store documents which support your business, and update your contact/remit to/ownership information without having to contact the Client directly. Due to results which were returned from the information provided during the registration, additional documents are necessary. You will be given instructions at the end of the registration process if applicable. Our research may show that there is not a match between the information provided within registration and what was found within Public Records. The phone bill is being requested to validate the business address and/or phone number found in public records against the information provided in registration. The average time for registration is about 20 minutes. If your client is requesting additional details around insurance, licensing and custom question, the registration may take longer. The URL for Vendor Lynx Registration is: Check to ensure your browser has cookies enabled. If not, enable cookies for this application You will need to set one up. Start your registration using the link above and enter the reference ID provided in your invitation, which may have been sent via mail or communications. Make sure your Caps Lock is off. Use the Forgot Username or Forgot Password function if needed. No, your client requires the online registration to be completed. Your client has chosen Vendor Lynx as their vendor management portal and requires the information online, which will helps streamline the onboarding and management of vendor details. Vendor Lynx Vendor Registration User Guide Page 8 of 9

9 Appendix Business Detail Federal Tax Classification Question Details Sole Proprietorship Partnership C Corporation S Corporation Limited Liability Company Trust or Estate State of Incorporation Required Required Required Required Required Required Required Requires Federal Tax ID Not Required (Preferred) Other Required Required Required Required Required Required Requires SSN Yes if no TIN Not Available Not Available Not Available Not Available DBA/Disregarded Entity Name Publicly Traded Company Not Available Not Available Available Available Available Available Available Available Available Required with TIN Required with TIN Required with TIN Required with TIN Required with TIN Tax Exempt Required Y/N Required Y/N Required Y/N Required Y/N Required Y/N Type of LLC Not Available Not Available Not Available Not Available Required Required with TIN Required Y/N Not Available Required with TIN Required to select codes Not Available Limited Liability Company Federal Tax Classification Question Details Single Member (Person) Single Member (Company) Corporation or Partnership First name Require Not Required Not Required Last Name Required Not Required Not Required Owner Company name Not Required Required Not Required Owner Company Tax Class Not Required Required Not Required LLC Type Not Required Only Require if Owner is LLC Required Vendor Lynx Vendor Registration User Guide Page 9 of 9