JA_Vendors_COMMBUYS-Vendor-Registration~1.pdf

Job Aid:

COMMBUYS Vendor Registration

This Job Aid shows how to:

Complete the vendor registration process in COMMBUYS

Of Special Note:

Vendors must register in COMMBUYS (even if they have previously done business with the Commonwealth of

Massachusetts) in order to receive notifications about bid opportunities, submit quotes, receive bid awards, or be issued purchase orders through COMMBUYS.

Registering in COMMBUYS allows you to specify company information that helps drive buyer search results and assists in other aspects of the purchasing and bidding processes. Vendors are required to specify a Seller Administrator as part of the vendor registration process. The Seller Administrator will maintain vendor business and catalog information in

COMMBUYS.

Appendix A provides information for various scenarios when your Tax ID is already in use

Screenshot Directions

Step 1: Launching COMMBUYS

1. Enter the uniform resource locator (URL) address for COMMBUYS (https://www.commbuys.com) or (commbuys.com) in your browser.

2. Once the COMMBUYS landing page displays click on the Register button.

file:///C:/Users/pgmartin/Documents/commbuys.com

Job Aid: COMMBUYS Vendor Registration

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Step 2: Starting the Registration Process

1. Upon selecting Register, a pop-up window appears requiring that the following fields be completed:

Tax ID (of the entity transacting business with / receiving payments from the Commonwealth)

Company Name

Indicate type of Tax ID

Country where main office is located

Email Address

2. Click the Register button.

Note: COMMBUYS will confirm the Tax ID entered does not already exist in the system. If a Tax ID is already registered, an email notification is sent to the email address supplied to inform the individual that they may not continue registration. If COMMBUYS indicates that a tax ID is already in use please see Appendix A for further information.

Step 3 : Entering Company Information

1. Complete the form that appears on the Company Information tab to establish your company’s Vendor Profile. Fields marked by an asterisk (*) are required.

2. Check the information populated from pre-registration. Make sure each item is typed correctly.

3. When you have entered and reviewed all the required information on the Company Information tab, click the Save & Continue Registration button at the bottom of the screen.

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Step 4: Applying for the Small Business Purchasing Program (SBPP)

1. You must select one of the options at the bottom of the screen to continue.

Before selecting an option, thoroughly read the Small Business Purchasing Program (SBPP) information page. It is important to read this information carefully. It explains what the requirements are to qualify for this program. The three options are as follows:

I Acknowledge: If your business meets the eligibility requirements and you want to apply. Your information will be verified by the agencies listed in item 4 of the information page.

I Disagree: If you are ineligible or do not wish to apply for the SBPP.

Choosing this option will allow you to complete your COMMBUYS registration, but you will not be able to register for SBPP through COMMBUYS. (Skip to step 5).

Not Now: If you want to come back later to make your choice about the SBPP. You will still be able to complete SBPP Registration at any time through the Seller Administrator Control Center.

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Step 5: Completing the SBPP Pre- Qualification Form

1. Answer each of the Program

Qualification Questions displayed on this form. It is advisable to gather information before starting the application.

Tax ID Type: Select either Federal Employer Identification Number or Social Security Number.

Is your principal place of business located in Massachusetts? : Your principal place of business is typically defined as the location of your corporate headquarters. Select Yes or No.

Entry Name most recent state tax return filed under: If you are a sole proprietor, please enter your name as it appears on your most recent tax return.

Employer Identification Number:

Enter the Federal Employer Identification Number (FEIN) or Social Security Number (SSN) from the tax form.

Enter the type of business you declared yourself as with the state: Select the appropriate field.

Does your organization employ 50 or less full-time employees?

Select Yes or No.

Hint: For clarification on any question, hover over its blue question mark. Doing so triggers a text box with helpful information.

Note: The information entered on this form will be automatically transmitted to the Massachusetts Department of Revenue for verification.

2. Once you have completed the form, review it for accuracy.

Click Save & Continue to complete the application.

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OR

Step 6: Reviewing Pre-Qualification Results

1. Review the pre-qualification results displayed on this page. This message is based solely on the information entered into the application, which has not yet been processed by the Massachusetts Department of Revenue.

2. Click Exit to return to the Seller Administrator home screen.

Note: COMMBUYS will communicate with you via e-mail once the Department of Revenue verification is complete. Your SBPP status will be marked “certified” if your data was verified and your business meets the eligibility requirements or “uncertified” if your data could not be verified.

If the Massachusetts Department of Revenue does not verify your eligibility, you will receive an email with further instructions.

If you experience difficulties during the SBPP registration process, contact COMMBUYS Help Desk at 888-627-8283 or commbuys@mass.gov.

Step 7: Establishing a Seller Administrator

Account

1. Complete the form that appears on the Administrator tab to establish a Seller Administrator account, which is used to maintain company information and add / maintain users associated with your Vendor Profile. Fields marked by an asterisk (*) are required.

2. Once this form has been completed, click on the Save & Continue Registration button.

Note: Record the Login ID and Password used to create the account, as this information is required to log in to the system once registration is complete. Upon initial login, you will be prompted to change your password.

Passwords must be between 8 and 50 characters and contain at least 1 letter and 1 number.

mailto:commbuys@mass.gov

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Step 8: Adding Additional Addresses

1. The address screen displays, including the information you previously entered, populated as the General Mailing Address.

2. If using only this General Mailing Address, click the Continue Registration button.

3. To input additional addresses, click the Add Another Address button at the bottom of the page and fill in the required information. Click Save & Exit. Upon creating each address, select the address to use as the default for each address type.

4. Once complete, click the Save & Continue Registration button at the bottom of the screen.

Step 9: Reviewing the Terms Tab

1. The Commonwealth is not currently using the Terms tab. Vendor terms will be negotiated on a contract-by-contract basis and therefore do not need to be entered during registration.

2. Click on the Continue Registration button.

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Step 10: Selecting Categories

1. Select the categories that accurately reflect your organization. The following categories are required: Business Structure, Agreement, and Business Type.

2. You will not be able to self-select Supplier Diversity Office (SDO) Certification Categories. All applicable certifications are added to the vendor’s profile by SDO within a few days of registration.

3. Once you have made your selections, click on the Save & Continue Registration button. Vendors are responsible for ensuring that all selections are accurate.

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Step 11: Choosing Commodity/Service

Codes

1. COMMBUYS uses United Nations Standard Product and Service Codes (UNSPSC) to identify goods and services. These codes support searching and categorization of goods and services in COMMBUYS.

2. Add codes to your Vendor Profile by entering a relevant keyword into the UNSPSC Keyword field and clicking the Search button.

3. Select the codes relevant to your business and either click Save and Add More to search for additional codes or Save and Continue Registration to move onto to the next step in the registration process.

4. You can also search for Commodity/Service Codes by using the UNSPSC Segment-Family and UNSPSC Class drop down menus.

5. Select the codes relevant to your business and either click Save and Add More to search for additional codes or Save and Continue Registration to move onto to the next step in the registration process.

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Step 12: Reviewing the Summary Tab

1. The Summary tab displays information supplied during registration. Review all information on this page for accuracy.

2. To correct any information, return to the appropriate tab, correct and save information updates. Once you have saved your updates, return to the Summary tab.

3. Click the Complete Registration button to finish this stage of the registration process.

Step 13: Completing Registration

1. Once you click Complete Registration, a Thank You message that includes the COMMBUYS Help Desk telephone number appears.

2. Click the OK button to be redirected to the COMMBUYS landing page. Upon initial login, you will be asked to change your password.

3. Upon completing your registration, you will receive a confirmation e-mail with your login credentials and vendor number.

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Step 14: Changing Password on Initial

Login

1. Click the Sign In button at the top of the page.

2. Once the login window appears, enter the Login ID and temporary password you created during registration.

3. Click the Sign In button to continue.

Step 15: Changing Password on Initial Login

1. Enter your temporary password into the Current Password field.

2. Enter your new password.

3. Re-enter your new password in the Confirm New Password field.

4. Click the Submit button.

Note: If you experience difficulties during the vendor registration or password change process, contact COMMBUYS Help Desk at 888-627-8283 or commbuys@mass.gov.

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Appendix A

Tax ID Already in Use

When COMMBUYS indicates that a Tax ID is already in use and your registration cannot move forward with that Tax ID, it may be for one of several reasons:

1. Someone else (at your company) recently registered the company in COMMBUYS but didn’t let you know.

2. An affiliate company (using same Tax ID) is already registered in COMMBUYS.

3. The Seller Administrator left your company with no back-up Administrator and you don’t have Seller Administrator login credentials to update your account information.

4. Your company was previously registered in CommPASS and has been migrated to COMMBUYS but you can’t access your COMMBUYS account, and you need your account reset with new temporary login credentials to update your account information.

5. Someone has used your Tax ID without authorization.

If you receive a message indicating that your Tax ID is already in use, report the issue to the COMMBUYS Help Desk for further instructions. The COMMBUYS Help Desk can be reached at 1-888-627-8283 or commbuys@mass.gov.