Updated 7/28/2022

Cuyahoga County Purchasing

Vendor/Supplier Guide

Cuyahoga County Project DRIVE Training 2 Participant Guide

Table of Contents Supplier Registration Update Supplier Profile Browse Events Search For Events Ask A Question Respond to an Event Print an Event Response Submit a No Bid Response Update An Unsubmitted Response to an Event Modify a Submitted Response to an Event Reset Account Password

Cuyahoga County Purchasing 3 Vendor Guide

Infor Supplier Portal

The Cuyahoga County Vendor Guide details the following processes suppliers can complete in the Infor Supplier Portal:

• Supplier Registration

• Update Supplier Profile

• Browse Events

• Search for Events

• Ask a Question

• Respond to an Event

• Print an Event Response

• Submit a No Bid Response

• Update An Unsubmitted Response to an

Event

• Modify a Submitted Response to an Event

• Update Response to an Event

NOTE: The Infor Supplier Portal works only with Google Chrome, Mozilla and FoxFire for accessing the portal. Suppliers may also use Firefox to access the portal.

Supplier Registration New Suppliers must go to the Infor Supplier Portal to complete the registration process. Before visiting the Infor Supplier Portal new Suppliers should be prepared to upload their W9, as well as select their diversity codes and commodity codes (NIGP). Suppliers should only select a diversity code if they are certified as a small, woman, or minority business enterprise (SBE/WBE/MBE) with Cuyahoga County.

To Register using Infor Supplier Portal

1. In your browser go to https://ccprod-lm01.cloud.infor.com:1442/lmscm/SourcingSupplier/html/SourcingSupplier?csk.SupplierGroup=CUYA& csk.CHP=LMPROC

The Infor Supplier Portal home page appears.

2. In the menu on the left side of the page click the Register As A Supplier link.

https://linkprotect.cudasvc.com/url?a=https%3a%2f%2fccprod-lm01.cloud.infor.com%3a1442%2flmscm%2fSourcingSupplier%2fhtml%2fSourcingSupplier%3fcsk.SupplierGroup%3dCUYA%26csk.CHP%3dLMPROC&c=E,1,HylM--30n61z_f95gEvR7fQd7pYPOaNFqhVfV3aBEPSC3Ct7Pf4LdPynM64MizvtYywOItOoGMsNOTf2gzaw7JinY7DbDLeR7DLZg44dqztWbO1sdXc1Ny4,&typo=1 https://linkprotect.cudasvc.com/url?a=https%3a%2f%2fccprod-lm01.cloud.infor.com%3a1442%2flmscm%2fSourcingSupplier%2fhtml%2fSourcingSupplier%3fcsk.SupplierGroup%3dCUYA%26csk.CHP%3dLMPROC&c=E,1,HylM--30n61z_f95gEvR7fQd7pYPOaNFqhVfV3aBEPSC3Ct7Pf4LdPynM64MizvtYywOItOoGMsNOTf2gzaw7JinY7DbDLeR7DLZg44dqztWbO1sdXc1Ny4,&typo=1 https://linkprotect.cudasvc.com/url?a=https%3a%2f%2fccprod-lm01.cloud.infor.com%3a1442%2flmscm%2fSourcingSupplier%2fhtml%2fSourcingSupplier%3fcsk.SupplierGroup%3dCUYA%26csk.CHP%3dLMPROC&c=E,1,HylM--30n61z_f95gEvR7fQd7pYPOaNFqhVfV3aBEPSC3Ct7Pf4LdPynM64MizvtYywOItOoGMsNOTf2gzaw7JinY7DbDLeR7DLZg44dqztWbO1sdXc1Ny4,&typo=1

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The Supplier Registration Terms and Conditions page appears.

3. Scroll to the bottom and click to checkmark the Accept the Terms and Conditions check box.

4. Click the Next button in the upper right corner of the page.

The Supplier Registration Contact Information page appears.

5. Complete the Contact Information form.

a. In the User Name field, type a user name (do not use special characters) you will use in the portal.

b. In the Password field, type user defined password. The following are the requirements for passwords:

• No special characters are to be used, no hypens, dashes.

• Uppercase letters A through Z

• Lowercase letters a through z

• Base 10 digits (0 through 9)

• Minimum length of 8 characters

• Password expires every 90 days

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c. In the Confirm Password field, retype password. Note: Be sure to maintain your exact User ID and Password (they are case-sensitive). You will need this to log in on your next visit.

d. In the First Name field, type first name.

e. In the Last Name field, type last name.

f. In the Phone Number field, enter the area code in the first box and the rest of the phone number in the middle box. Enter all nine digits without hyphens.

g. In the Email Address field, type email address.

NOTE: This email will be the primary contact email. Be sure to verify accuracy.

h. Fill in other fields, as applicable.

7. Click the Next button in the upper right corner of the page.

a.

b.

c.

d.

e.

f.

g.

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The Supplier Registration, Company Information page appears.

a. In the Company Name field, type company name.

b. In the Tax Id Type field, select the appropriate tax id type.

c. In the Tax Id field, type federal EIN number or appropriate tax id type. Enter number without hyphens.

d. In the Country field, select United States of America.

Note: You must select the Country before filling in additional address information.

e. In the Address Line 1 field, type the appropriate address.

f. In the Address Line 2-4 fields, type additional address information, as appropriate.

g. In the City field, type the city.

h. In the State Province field, select the state.

i. In the Zip Code field, type the zip code.

j. Select the checkbox for Check If Remit To Address Is The Same As Mailing Address.

Note: Only select this checkbox if the remit to is the same as the mailing address. If it is not, complete the Remit to Name and Address section.

8. Click the Next button in the upper right corner of the page.

c.

d.

e.

f.

g.

h.

j.

i.

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The Supplier Registration Diversity Codes page appears.

Note: If you are registered with the County as a diversity supplier, select the diversity codes that apply to you.

9. Click on Select Diversity Codes icon and text.

The Active Diversity Codes screen appears.

10. From the Active Diversity Codes screen, select the appropriate diversity codes.

11. Click the Attach to Supplier button.

12. Click the Close button.

11.

12. 13.

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13. Click the Next button in the upper right corner of the page.

The Supplier Registration Questions page appears.

14. For question 1 “Can you attach your W9”, in the Answer field, select “Yes”.

a. If you do not have a W9 to attached at the time of registration, select “No”

15. Enter the document title you are uploading in the text box.

a. If “No” is selected, you must enter in a comment.

16. In the Attach document field, click the attach icon .

17. Navigate in your local PC and select a document

18. Click the Open button.

14.

15.

16.

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19. Click the OK button.

20. Click the Next button in the upper right corner of the page.

The Supplier Registration, Commodity Codes page appears.

21. Click the Select Commodity Codes icon and text.

The Available Commodity Codes screen appears.

22. From the Available Commodity Codes screen, select your applicable commodity code(s).

NOTE: Commodity Codes or NIGP Codes are standard classification codes for products and services used to detail where money is spent within an organization.

23. Click the Attach to Contact button.

24. Click the Close button.

17.

18.

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25. Click the Next button in the upper right corner of the page.

The Supplier Registration Proxy Notifications page appears.

26. Click the Create.

A new line appears in the Proxy Notification table.

27. Click the Checkbox

28. In the First Name field, type first name.

29. In the Last Name field, type last name.

30. In the Email Address field, type email address.

31. In the Receive Account Notifications field, select “Yes”.

32. Click Save.

22.

23. 24.

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33. Click the Next button in the upper right corner of the page.

The Supplier Registration Status page appears.

34. Confirm that your Registration Status is Complete.

Note: If the Registration Status shows as Not Complete, review all tabs to ensure all applicable information has been submitted.

35. Note your Supplier Number in the upper left corner of your screen _________.

36. Review the registration email that is sent to the registration email you provided. If you have not received an e-mail confirmation in your Inbox check junk/spam box and/or company firewall.

27.

28. 29. 30.

31.

32.

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Note: After you have registered as a Supplier, immediately log out of the system and log back in with your new user ID and password. On your second log-in, you will be prompted to answer a series of security questions. These questions are required if you ever forget your password. Please provide a written response to each question and select “save” at the top, left of your screen. If these security questions are not answered, you will not be able to reset your password.

37. At the bottom of the menu on the left side of the page, click the Logout icon.

38. At the bottom of the menu on the left side of the page, click Sign In.

39. On the Sign in screen:

a. Enter your User Name.

b. Enter your Password.

c. Click Sign In.

40. You will be prompted to answer five security questions. Type the response for ALL FIVE questions and click the save icon.

Note: Security questions will enable you to reset your password in the future when needed.

Upon completion of the security questions, you will be redirected to the Infor Home page.

c.

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Expected Results:

• New Supplier is registered and received confirmation email.

Update Supplier Profile Suppliers can update their Contact Information, Supplier Address, Questions, Diversity Codes, Commodity Codes, and Proxy Notifications in the Infor Supplier Portal.

To Update Supplier Profile

1. From the Infor Supplier Portal at the bottom of the menu on the left side of the page, click Sign In.

2. On the Sign in screen:

a. Enter your User Name.

b. Enter your Password.

c. Click Sign In.

3. In the menu on the left side of the page click the My Account link.

4. Click Update Account Information.

5. Update Supplier Information section as needed.

6. Use the tabs on the left side of the screen to view and update additional account information.

c.

3.

4.

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7. Click the Save on the top right corner of the screen.

NOTE: The Save button will appear after you have updated information in at least one field and clicked into another field.

• Supplier updated their supplier profile.

Create New Supplier Contact and Location Suppliers can create new contacts and locations for their supplier profile in the Infor Supplier Portal.

To Create a New Contact and Location for Supplier

1. In the menu on the left side of the page click the My Account link.

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2. Click Update Account Information.

3. Click the My Contacts tab.

4. To create a new contact, click Create Contact.

5. Complete the Become A Supplier Contact – Create An Account and Enter Information About Yourself sections.

a. In the User Name field, type a user name you will use in the portal. (See username criteria on pg. 4)

b. In the Password field, type a user defined password (See password criteria on pg. 4).

c. In the Confirm Password field, retype the user defined password.

d. In the First Name field, type the first name.

e. In the Last Name field, type the last name.

f. In the Phone Number field, enter the area code in the first box and the rest of the phone number in the middle box. Enter all nine digits without hyphens.

g. In the Email Address field, type the email address.

2.

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h. Fill in other fields, as applicable.

6. Scroll down and complete the Mailing Address section.

a. In the Country field, select United States of America.

b. In the Address Line 1 field, type the appropriate address.

c. In the Address Line 2-4 fields, type additional address information, as appropriate.

d. In the City field, type the city.

e. In the State Province field, select the state.

f. In the Zip Code field, type the zip code.

c.

d.

e.

g.

f.

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7. Click the Next button in the upper right corner of the page.

8. From the Commodity Codes section, click the Select Commodity Codes icon and text.

9. From the Available Commodity Codes screen, select your applicable commodity code(s).

NOTE: Commodity Codes or NIGP Codes are standard classification codes for products and services used to detail where money is spent within an organization.

10. Click the Attach to Contact button.

11. Click the Close button.

b.

d. e. f.

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12. Click the Next button in the upper right corner of the page.

The Supplier Registration Proxy Notifications page appears.

13. Click the Create.

A new line appears in the Proxy Notification table.

14. Click the Checkbox

15. In the First Name field, type first name.

16. In the Last Name field, type last name.

17. In the Email Address field, type email address.

9.

10. 11.

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18. In the Receive Account Notifications field, select “Yes”.

19. Click Save.

20. Click the Next button in the upper right corner of the page.

7. Direct additional contact to review the registration email sent to the registration email provided. If your additional contact has not received an e-mail confirmation in their Inbox, direct them to check junk/spam box and/or company firewall.

Note: After you have registered as a Supplier, immediately log out of the system and log back in with your new user ID and password. On your second log-in, you will be prompted to answer a series of security questions. These questions are required if you ever forget your password. Please provide a written response to each question and select “save” at the top, left of your screen. If these security questions are not answered, you will not be able to reset your password.

• Additional Contact created.

Browse Events Suppliers can browse open events in the Infor Supplier Portal.

To Browse An Open Event

1. From your Infor Supplier Portal home page, click the Browse Open Events link under Events.

14.

15. 16. 17.

19.

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The Open Events screen will open.

2. Double click an event you would like to view or search for an event under Search Events that you would like to view using one of the Available Search Fields (e.g., Keyword, Event #, Commodity Code).

a. Enter text or numbers your selected search field.

b. Click Search.

c. Double-click on the event to open it.

3. Review event details using the tabs on the left side of the screen.

NOTE: From the Event Summary screen, you can submit a no bid response or respond to the event.

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Search For Events Suppliers can search for open and historical events in the Infor Supplier Portal.

To Search For An Event

1. From your Infor Supplier Portal home page, click the Search Events link.

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The Open Events screen will open.

2. Search for an event that you would like to view using one of the Available Search Fields (e.g., Keyword, Event #, Commodity Code).

a. Enter text or numbers your selected search field.

b. Click Search.

c. Double-click on the even to open it.

Ask A Question Suppliers can submit questions in the Infor Supplier Portal if the open questions function is enabled for an open event.

To Ask A Question

1. From an Event Summary page, click the Q and A Forum tab.

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2. Click on the Ask A Question link.

3. In the Question field, type your question.

4. Click the Save icon.

5. Click the Back arrow on your browser.

• Question is asked and sent to the contact on the event.

Respond to an Event Suppliers can respond to any open event in the Infor Supplier Portal.

NOTE: Suppliers must click submit after entering responses.

1. From an Event Summary page, click the Respond Now button.

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The Event Response screen appears.

2. Select the Terms and Conditions checkbox.

3. Click the Next button.

The Line Responses screen appears.

4. Select the Check Box next to the line.

5. Click the Open button.

6. Fill in all applicable fields (e.g., Service Description, Unit Price, and Response Comments).

5.

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NOTE: Fields will vary based on the item (e.g., service or commodity)

7. Click the Next button.

The Summary screen appears.

8. Click the Event Response button.

9. Click the Next button.

If questions are attached to the event, the Question Responses screen appears.

10. If questions are attached to the event:

a. Select your answer from the Answer field.

b. Enter additional comments and/or the document title* in the text box.

c. If you are uploading a document, in the Attach document field, click the Attach icon .

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11. Navigate in your local PC and select a document

12. Click the Open button.

13. Click the Save icon.

14. Click the Back arrow on your browser.

15. Click the Next button in the upper right corner of the page.

c.

11.

12.

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The Response Attachments screen appears.

16. In the Response Attachments screen, click the Create button.

The Source Event Response Attachment screen appears.

17. In the Attach document field, click the Attach icon .

18. Navigate in your local PC and select a document

19. Click the Open button.

20. Click the Save icon.

21. Click the Back arrow on your browser.

22. Click the Next button in the upper right corner of the page.

17.

19.

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The Submit Response screen appears.

23. Review all tabs to ensure your response is complete and all applicable information submitted.

24. Click the Submit button.

NOTE: You must click the submit button or your response will not be submitted.

• Responded event in Infor Supplier Portal.

Print an Event Response Suppliers can print a summary of their event response.

To Print a Summary of an Event Response

1. From your Infor Supplier Portal home page, click the My Responses link under Events.

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The My Responses page opens

2. On the Responses Open for Award tab find the event response you want to print.

3. Click the Print button.

A PDF of your event response appears

4. Click the:

a. Printer icon to print a copy of your response, and/or

b. Download icon to download and save a copy of your response.

Expected Results:

• Event response is printed and/or downloaded and saved.

Submit a No Bid Response If a supplier chooses not to bid on an event, they are encouraged to enter a no bid response to give a reason for the no bid. No bid information helps Cuyahoga County to improve our requests through feedback relating to the bid request and/or the reason(s) why a Vendor cannot furnish the requested goods/service.

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To Submit No Bid Response to Event

1. From an Event Summary page, click the No Bid button.

2. In the No Bid Reason field, select the appropriate reason code.

3. Click Submit.

• Submitted a No Bid response.

Update An Unsubmitted Response to an Event Suppliers will have the ability to update and submit unsubmitted responses as long as the event has not closed.

To Update An Unsubmitted Response to Event

1. From your Infor Supplier Portal home page, click the My Responses link.

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2. In the Unsubmitted Responses Tab find the event response you want to update.

3. Click the Check Box next to the Event #.

4. Right click on the event response and click Update.

5. Use the tabs to navigate to and update your response as applicable.

6. On the Submit Response screen, click the Submit button.

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• Response modified by supplier.

Modify a Submitted Response to an Event Suppliers will have the ability to update their responses after they are submitted as long as the event has not closed.

To Modify A Submitted Response to Event

1. From your Infor Supplier Portal home page, click the My Responses link.

2. In the Responses Open For Award Tab find the event response you want to update.

3. Click the Check Box next to the Event #.

4. Right click on the event response and click Update.

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5. Use the tabs to navigate to and update your response as applicable.

6. On the Submit Response screen, click the Submit button.

• Response modified by supplier.

Reset Account Password If you forget your account password, you can reset it. You must have answered the security questions when you registered your account in order to complete the password reset process.

To Reset Account Password

1. From the login screen, click the Forgot your Password? link.

1.

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2. Type your User Name and click Reset.

3. Answer your security question and click Reset.

NOTE: If your security question does not display, it was not set up properly during registration and you are unable to reset your password. If you are unable to successfully log back into the Infor Supplier Portal, please submit a service desk ticket to the Cuyahoga County Service Desk by sending an email to servicedesk@cuyahogacounty.us.

4. You will be logged into the system and prompted to type in a new password. Type the new password in both the New Password and Confirm New Password fields.

5. Click the Save icon.

• Password reset by supplier.

Forgot User Name If you forget your Infor Supplier Portal user name, you can have it emailed to the account you registered with.

To Retrieve User Name

1. From the Infor Supplier Portal, click Forgot User Name.

mailto:servicedesk@cuyahogacounty.us

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2. Enter the email address you registered with in the Email Address field.

3. Enter the email address you registered with in the Confirm Email Address field.

4. Click the Submit button.

• Your user name will be emailed to you.